DESIGN/SUPERVISING CONSULTANCY SERVICESnipdec.com/Download/UADHF/RFPADHF.pdf · DESIGN/SUPERVISING CONSULTANCY SERVICES ... Conditions FIDIC Client/Consultant Model Services Agreement,

NATIONAL INSURANCE PROPERTY DEVELOPMENT COMPANY LIMITED

REQUEST FOR PROPOSALS

FOR A

DESIGN/SUPERVISING CONSULTANCY SERVICES

FOR THE

UPGRADE OF THE ARIMA DISTRICT HEALTH FACILITY

FOR

THE MINISTRY OF HEALTH

OF

THE GOVERNMENT OF THE REPUBLIC OF TRINIDAD AND

TOBAGO

SEPTEMBER, 2013

National Insurance Property Development Company Ltd.

REQUEST FOR PROPOSALS (RFP)

Design/Supervising Consultancy Services for the

Upgrade of the Arima District Health Facility

TABLE OF CONTENTS

SECTION NO. & SECTION TITLE PAGE

NO

1.0 INVITATION TO TENDER 1

2.0 INSTRUCTIONS TO PROPONENTS 4

2.1 Introduction 4

2.1.1 Request for Qualifications and Proposals 4

2.2 Definitions 5

2.3 Project Communication/ Reporting Flow 7

2.4 Objectives 9

2.5 Scope of Services 9

2.6 Source of Funds 9

2.7 General Conditions 9

2.7.1 Eligible Proponents 9

2.7.2 Proponent Responsibilities 10

2.7.3 Cost of Request for Proposal Documents 10

2.7.4 NIPDEC Communications 11

2.7.5 RFP Clarification 11

2.7.6 Addenda 12

2.7.7 Proponent’s Representative 12

2.7.8 Pre-Submission Briefing 12

2.7.9 Site Visit and Schedule 12

2.7.10 Right to Cancel Request for Proposal 13

2.7.11 Consideration of Proposals 13

2.7.12 Cost of Preparing Proposals, Presentations and Negotiations 13

2.7.13 Exclusion 13

2.7.14 Confidentiality of Proposals 14

2.7.15 Corrupt and Fraudulent Practices 14

2.7.16 Commissions 15

2.7.17 Waiver and Allocation of Risk 15

2.7.18 Form of Correspondence 16






NO

2.8 Preparation of Proposals 16

2.8.1 Technical Proposal 16

2.8.2 Financial Proposal 18

2.8.3 Proposal Validity 19

2.9 Submission, Receipt And Opening of Proposals 19

2.9.1 Submission Requirements 19

2.9.2 Deadline for Proposal Submission 20

2.9.3 Opening of Proposals 20

2.9.4 Late Proposals 20

2.9.5 Receipt for Request for Proposal 21

2.9.6 Delivery by Hand 21

2.9.7 Language of Proposal 21

2.9.8 Signing Proposal 21

2.9.9 Joint and Several Liability 22

2.9.10 Amendment of Proposals Before Submission Date 22

2.9.11 Interlineations, Alterations or Erasure of Proposal 22

2.9.12 Proponent’s Representation 22

2.9.13 Time Periods 23

2.9.14 Misleading or False Information 22

2.9.15 Proposals to be Property of NIPDEC 23

2.9.16 Required Format for Proposals 23

3.0 Evaluation of Proposals 24

3.1 Evaluation Committee 24

3.2 Determination of Responsiveness 24

3.3 Eligibility 29

3.4 Evaluation Criteria – Technical and Financial 30

3.5 Ranking of Proposals 30

3.6 Award of Contract 31






NO 4.0 DRAFT USER BRIEF AND CONDITIONS OF CONTRACT 31

Annex 1 User Brief for the Upgrade of the Arima District Health Facility 32

Annex 2 General Conditions FIDIC Client/Consultant Model Services Agreement,

Fourth Edition, 2006

54

Annex 3 Particular Conditions of Contract 57

5.0 APPENDICES TO RFP – SPECIMEN FORMS 61

Appendix 1 Form of Tender 62

Appendix 2 Technical Proposal Standard Forms 63

Appendix 2A Technical Proposal Submission Form 64

Appendix 2B Applicant Information Sheet 65

Appendix 2C Work Experience of the Firm 66

Appendix 2D Similar Types of Works 67

Appendix 2E Proponent’s References 68

Appendix 2F General Background and Organization 69

Appendix 2G Methodology and Work Plan 70

Appendix 2H Format of Curriculum Vitae (CV) for Proposed Key Professional 71

Appendix 2I Financial Capability of the Proponent 73

Appendix 3 Financial Proposal Standard Forms 74

Appendix 3A Financial Proposal Submission Form 75

Appendix 3B Price Schedule 76

Appendix 3C Remuneration and Payment 77

Appendix 3D Reimbursable 78

Appendix 4 Scope of Services 79

Appendix 4A Scope of Services 80

Appendix 4B Responsibility Matrix 100





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1.0 INVITATION TO TENDER

NATIONAL INSURANCE PROPERTY DEVELOPMENT COMPANY LIMITED

INVITATION TO TENDER FOR A DESIGN/SUPERVISING CONSULTANT FOR THE


The National Insurance Property Development Company Limited (NIPDEC), acting on behalf of the

Ministry of Health, Government of the Republic of Trinidad and Tobago, invites Proponents to be

engaged as a Design/Supervision Consultant for the Upgrade of the Arima District Health Facility

(ADHF).

Local and Foreign firms are invited to submit Proposals for the above works. Applications will be

evaluated according to the following basic criteria, among others, as required by this Request for Proposal

(RFP):

i. General Background of the Firm

ii. Performance History

iii. Work experience of the Firm in performing construction services for projects of a similar

value and nature

iv. Available manpower and other resources and present workload

v. Eligibility based on submission of required statutory certificates (local firms)

Proponents shall provide details of general and specific experience and past performance in providing

similar services (upgrade/ renovation works) for at least three (3) previous Health Care Facilities or

similar projects, including any project currently being undertaken or having been undertaken within the

past five (5) years with a construction cost of over Forty Million Trinidad and Tobago Dollars

(TT$40,000,000.00), using FIDIC Conditions of Contract or similar.

Proponents are advised that Request for Proposal (RFP) Packages will be available from September

10th

, 2013 either by:

Downloading the document from NIPDEC’s Website at www.nipdec.com (Click on

“Design/Supervision Consultant for the Upgrade of the Arima District Health Facility.”.

A code will be provided to allow access.),





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Or

From the Office of the Company Secretary at 56-60 St. Vincent street, Port of Spain, between

the hours of 9:00 a.m. and 3:00 p.m.

There is a non-refundable Tender Fee of TT$3,450.00 VAT Inclusive, which must be paid at any branch

of First Citizens Bank of Trinidad and Tobago Limited, Account #1448112, Swift Code FCTTTTPS.

For intermediary banking information, please refer to:

http://firstcitizenstt.com/about/Branches-ATM/Correspondent-Banks.html

To be allowed access to the RFP Packages, Proponents must present their payment receipts to the office

of NIPDEC’s Company Secretary.

SUBMISSION OF PROPOSALS WILL BE CLOSED ON

24th

October 2013 at 2:00 p.m.

Complete Proposals must be addressed to:

The Chairman of the Tenders Committee

National Insurance Property Development Co. Ltd. (NIPDEC)

56-60 St. Vincent Street,

Port of Spain, Republic of Trinidad and Tobago

Sealed packages must be placed in the appropriately marked box situated in the Security Booth at

NIPDEC’s Head Office, 56 - 60 St. Vincent Street, Port of Spain on or before 24th

October 2013 at 2:00

p.m. Late applications will not be considered. Tender submissions will not be accepted

electronically.

There will be a Pre-Submission Briefing and Site Visit at 1:30 p.m. on Thursday 19th

September, 2013,

to be held at the Arima District Health Facility located on Queen Mary Avenue, Arima.

Proposals will be opened at a public ceremony at NIPDEC’s Head Office, 56 - 60 St. Vincent Street, Port

of Spain in the presence of the Proponent’s representatives on 24th

October 2013 at 2:30 p.m.

Only Firms purchasing RFP packages shall be permitted to submit a Proposal. Any Proposal submitted

by a Firm which has not purchased a RFP package will be rejected as invalid.

http://firstcitizenstt.com/about/Branches-ATM/Correspondent-Banks.html





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Further note that:

(i) Proponents shall bear all costs associated with the preparation and submission of the

Proposal including the tender fee which is not reimbursable;

(ii) Foreign Proponents are expected to comply with the requirements in the RFP packages to

the extent to which such requirements are applicable to them;

(iii) NIPDEC reserves the right to cancel the present Tender in its entirety or partial, without

defraying any cost incurred by any firm in submitting its Tender.

Further information or clarification can be obtained from the Company Secretary, at NIPDEC Telephone

(868)-625-8750 Extension 4204. E-mail [email protected].

mailto:[email protected]





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2.0 INSTRUCTIONS TO PROPONENTS

2.1 Introduction

2.1.1 Request for Qualifications and Proposals

The National Insurance Property Development Company Limited (NIPDEC) is

soliciting submissions from Consultancy firms that are interested in and capable of

providing Consultancy services during Pre Construction, Construction and Post

Construction, inclusive of “FIDIC Engineer” services as defined in the FIDIC

Conditions of Contract for Construction for Building and Engineering Works

Designed by the Employer (1999 Red Book).

This Request for Proposal (herein after referred to as RFP) is intended to lead to the

entry into a contract between NIPDEC and the Consultant that has the required

qualifications and expertise to satisfy NIPDEC’s requirements.

The estimated Programme of Works envisages the Hospital Upgrade of the ADHF

being undertaken within a twenty-four (24) month timeframe using a

Design/Bid/Build Model. The Design/Supervising Consultant will act as the “FIDIC

Engineer” of the Project and will be guided by the FIDIC Conditions of Contract for

Construction for Building and Engineering Works Designed by the Employer (1999

Red Book).

Qualified Design/Supervising Consultants are invited to submit one (1) Proposal

comprising a Technical Proposal and a Financial Proposal, for the provision of

Design/Supervision Consultant for the Upgrade of the Arima District Health

Facility.

It is the intent of NIPDEC to engage the successful Proponent in a timely manner,

to assist in the contract negotiations with the Contractor responsible for the phase.

This RFP is intended to lead to the entry into a contract between NIPDEC and a

Design/Supervising Consultant that has the required qualifications and expertise to

satisfy NIPDEC’s requirements and the FIDIC Conditions of Contract for

Construction for Building and Engineering Works Designed by the Employer

(1999 Red Book).





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Proponents may, if they so desire, assemble teams so as to submit their Proposals,

and if successful, undertake the Services as a Joint Venture or Consortium with

their team members.

2.2 Definitions

The following are the definitions of terms used in this Request for Proposal (RFP) Document:

(a) “Addendum” means any written or graphic instrument issued by NIPDEC, which

modifies or interprets the RFP by additions, deletions, clarifications or corrections,

or other types of modifications.

(b) “Client” means the Ministry of Health (MOH)

(c) “Contract” means the Contract signed by the Parties and all the attached documents

listed in RFP documents that are the General Conditions of Contract (GCC), the

Special Conditions of Contract (SCC) by which the GCC may be amended or

supplemented, and the Appendices.

(d) “Design/Bid/Build Contract” means the Contract to be negotiated and entered into

between NIPDEC and the Contractor for the services to be provided by the latter.

(e) “Data Sheet” means such part of the Instructions to Consultants used to reflect

specific Project conditions.

(f) “Day” means a calendar day and “year” means 365 days.

(g) “Design/Supervising Consultant” means the entity appointed by NIPDEC to

provide administration and management of all aspects of the Design of the

Programme as well as to supervise the Upgrade of the Arima District Health Facility.

(h) “Arima District Health Facility” means the facility to be upgraded, inclusive of

furniture, fixtures and equipment, site development, and any upgrade of external

works outside the Project premises as directed by NIPDEC;

(i) “Proponent” means any entity, individual, corporation, firm, joint venture or

consortium that submits a Proposal directly to NIPDEC in response to this RFP.





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(j) “NIPDEC” means the National Insurance Property Development Company Limited,

who is the Employer with which the selected Design/Supervising Consultant shall

sign the Contract for the Services.

(k) “Government” means the Government of the Republic of Trinidad and Tobago

(GORTT).

(l) “Instructions to Proponents” (Section 2 of the RFP) means the document which

provides the Design/Supervising Consultants with all information needed to prepare

their Proposal.

(m) “Joint Venture” means a Design/Supervising Consultant which comprises of two or

more Partners, each of whom will be jointly and severally liable to NIPDEC for all

the Design/Supervising Consultant’s obligations under the Contract.

(n) “LOA” means the Letter of Award being offered to the selected Design/Supervising

Consultant by NIPDEC before execution of a formal Agreement.

(o) “Personnel” means professional and support staff provided by the

Design/Supervising Consultant and assigned to perform the Services or any part

thereof.

(p) “Partner” means any of the entities that make up the Joint Venture; and “Partners”

mean all those entities.

(q) “Proposal” means the Technical and the Financial Proposal.

(r) “RFP” means this document, “Request for Proposal” prepared by NIPDEC for the

selection of a Design/Supervising Consultant.

(s) “Services” mean the work to be performed by the Design/Supervising Consultant

pursuant to the Contract.

(t) “Standard Electronic Means” includes facsimile and email transmissions.

(u) “BOQ” means Bill of Quantities.





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(v) “Change Order” means the work that is added to or deleted from the original Scope

of Work of a Contract, which alters the original contract amount and/or completion

date.

(w) “APETT” means Association of Professional Engineers of Trinidad and Tobago

(x) “TTIA” means Trinidad and Tobago Institute of Architects

(y) “BOETT” means Board of Engineering of Trinidad and Tobago

(z) “ISTT” means Institute of Surveyors of Trinidad and Tobago

(aa) “OSHA” means Occupational Safety and Health Authority of Trinidad and Tobago

(bb) “Employer” means the National Insurance Property Development Company

Limited

(cc) “Project” means the Upgrade of the Arima District Health Fcaility.

(dd) “HSE” means Health, Safety and the Environment in as indicated in this Request for

Proposal

2.3 Project Communication/Reporting Flow

The Project Communication/Reporting Flow for the delivery of Design/Supervising

Consultancy Services is presented in Diagram 1 below. The Design/Supervising Consultant

shall report directly to NIPDEC.

The Design/Supervising Consultant will be the liaison between the Contractor and NIPDEC as

demonstrated below:

1. Contractor is instructed by the Design/Supervising Consultant.

2. Design/Supervising Consultant is instructed by the Project Manager.

3. Contractor requests for information/ clarification/ instructions/ approvals are

channeled through the Design/Supervising Consultant.

4. End User requests for information/ action from Design/Supervising Consultant

requiring Project Manager approval to be channeled through the Project Manager.

5. Design/Supervising Consultant to submit fortnightly project progress reports to the

Project Manager.





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CLIENT/ END USER

PROJECT MANAGER

DESIGN/ SUPERVISING CONSULTANT

CONTRACTOR

6. Design/Supervising Consultant to copy Project Manager on all correspondence to the

Contractor.

7. Contractor to copy Project Manager on all correspondence to the Design/Supervising

Consultant.

8. Contractor invoices to be submitted to Design/Supervising Consultant with copy/

notification to Project Manager

COMMUNICATION/ REPORTING PROTOCOL DIAGRAM

1. CLIENT: Ministry of Health (MoH)

2. END USER: North Central Regional Health Authority (NCRHA) –

Arima District Health Facility (ADHF)

3. PROJECT MANAGER: National Insurance Property Development Company Ltd

(NIPDEC)

4. DESIGN/SUPERVISING Any firm contracted by NIPDEC to provide services for the

CONSULTANT: Project.

5. CONTRACTOR: Any firm contracted by NIPDEC to provide services for the

Project.





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2.4 Objectives

The objective of this RFP is to invite Proponents to submit one (1) Proposal each in

accordance with the requirements of this said RFP. Each Proposal must contain sufficient

details in response to this RFP to constitute a comprehensive and firm offer to NIPDEC and be

suitable for acceptance and implementation. NIPDEC will select a preferred

Design/Supervising Consultant with whom to enter negotiations for the award of a Contract.

2.5 Scope of Services

The Scope of Services to be delivered by the Design/Supervising Consultant is detailed at

Appendix 4.

2.6 Source of Funds

Funding for this Project will be provided for by the Government of the Republic of Trinidad

and Tobago.

2.7 General Conditions

2.7.1 Eligible Proponents

A Proponent shall not have a conflict of interest. A Proponent shall hold NIPDEC’s

interests paramount, without any consideration for future work, and strictly avoid

conflicts with other Projects for their own corporate interests. Proponents shall not

qualify for any Project that would be in conflict with their prior or current

obligations to other clients, or that may place them in a position of not being able to

carry out the Project in the best interests of NIPDEC.

A Proponent found to have a conflict of interest with one or more parties in this

RFP process shall be disqualified. Proponents may be considered to have a conflict

of interest with one or more parties in this RFP process if:

(i) They have, directly or indirectly, controlling shareholders or partners in

common; or

(ii) Their legal representatives are the same or have a common party in their

executive boards or management, or when the decision- making quorum

of their shareholders at assemblies or meetings belongs directly or

indirectly to the same natural persons or entities; or





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(iii) They have a relationship with each other, directly or through common

third parties that puts them in a position where they have access to

information about or can influence other proposals or the decision of

NIPDEC regarding this RFP process; or

(iv) They submit more than one application for this RFP process. This does

not restrict either the participation of contractors in more than one

application or the participation as Proponent and contractor

simultaneously in the same RFP process. However, a Proponent that

submits a proposal with a specific contractor, will not be allowed to

submit another one exchanging roles between themselves; or

(v) They have participated directly or indirectly, in any capacity, in the

preparation of the design, feasibility studies, terms of reference, or

technical specifications of the works or related services that are the

subject of this RFP process.

2.7.2 Proponent Responsibilities

It is the responsibility of each Proponent before submitting a Proposal to:

a) Examine thoroughly the RFP and related documents;

b) Visit the Project Site to become familiar with and satisfy itself as to the

conditions that may affect cost, progress and performance of the Services;

c) Consider local laws and regulations that may affect cost, progress and

performance of the Services and implementation of the Project;

d) Study and carefully correlate the Proponent’s knowledge and observations

with the requirements of this RFP.

The submission of a Proposal shall be interpreted by NIPDEC that the Proponent

has fully considered all relevant factors in relation to the above.

2.7.3 Cost of RFP Documents

A Proponent is required to pay a non-refundable fee of Three Thousand Trinidad

and Tobago Dollars (TT$3,450.00) VAT Inclusive as described in Section 1of this

RFP.





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2.7.4 NIPDEC Communications

Only NIPDEC’s Company Secretary (“NIPDEC’s Representative”) is authorized to

communicate and otherwise deal with Proponents and all Proponents must

communicate and otherwise deal with that person only. The contact address of the

NIPDEC’s Company Secretary is as follows:

Ms. Lisa Solomon

Company Secretary

National Insurance Property Development Company Limited

56 – 60 St. Vincent Street

Port of Spain

Email: [email protected]

Tel: (868) 625-8750 ext. 4204

Fax: (868) 623-0877

2.7.5 RFP Clarification

If a Proponent has any question about the contents of this RFP, or about any

matters relating to it (including any clarifications, errors or omissions in this RFP),

the question must be directed in writing, and not orally, to NIPDEC’s

Representative at the contact address set out above. NIPDEC’s Representative will

answer all questions in writing, and will provide a copy of all questions and their

answers, to each of the Proponents. Questions received less than five working days

prior to the date for return of Proposals may not be answered. Only those contained

in formal written Addenda will be binding. Oral answers and other interpretations

or clarification will be without legal effect. NIPDEC will endeavor to submit its

responses to questions in a timely manner but will not be responsible in any event

for any late delivery or non-delivery of any Addendum.

Answers not contained in formal written Addendum shall be given as a matter of

assistance to the Proponent but they shall not be construed as adding to or taking

away from or otherwise altering the meaning and intent of the RFP documents,

and/or the Proponent’s obligation hereunder.





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2.7.6 Addenda

NIPDEC is entitled to issue Addenda changing this RFP at any time. Addenda may

be issued only by NIPDEC’s Representative. Addenda will be issued only to

Proponents who have registered with NIPDEC as having received a copy of this

RFP. No change in this RFP is effective unless undertaken by an Addendum issued

under this paragraph.

2.7.7 Proponent’s Representative

Each Proponent must, within two days of receiving the RFP, advise NIPDEC’s

Representative, in writing, of the name, business address, telephone and fax

number and e-mail address of an individual who is designated as the Proponent’s

Representative for the purpose of this RFP. The Proponent’s Representative is the

only person authorized to communicate with NIPDEC for the purposes of this RFP

and NIPDEC is not required to communicate or otherwise deal with any other

person on behalf of the Proponent.

2.7.8 Pre-Submission Briefing

NIPDEC shall convene a pre-submission briefing for the purpose of clarifying any

of the requirements contained in this RFP on 19th September, 2013 at 1:30 p.m. at

the proposed Site at the Arima District Health Facility, Trinidad. Proponents are

encouraged to attend and participate in the briefing. NIPDEC will transmit to all

prospective Proponents on record the minutes of the meeting and any Addenda as

NIPDEC considers necessary in response to queries raised. Oral statements may

not be relied upon and will not be binding or legally effective. Further briefings

may be held if NIPDEC considers it necessary or desirable to do so and the date,

time and location of any further briefings will also be communicated by

Addendum.

2.7.9 Site Visit and Schedule

A Site Visit will be convened immediately after the Pre-Submission Briefing in

order for Proponents to familiarize themselves with the existing site conditions.

Proponents may request further access to the Project site by reasonable notice in

writing to NIPDEC’s Representative at any time before the deadline for submission

of Proposals. NIPDEC’s Representative is entitled to impose such terms and





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requirements as a condition of authorizing such access as NIPDEC’s

Representative considers necessary or desirable.

2.7.10 Right to Cancel RFP

NIPDEC is entitled to cancel this RFP at any time by Addendum issued to

Proponents, without liability for any loss, damage, cost or expense incurred or

suffered by any Proponent as a result of that cancellation.

2.7.11 Consideration of Proposals

In considering any proposals delivered in response to this RFP, NIPDEC reserves

the absolute and unfettered discretion to:

i) Accept or reject any proposal that fails to comply with the requirements

set out in this RFP;

ii) Assess proposals as it sees fit, without in any way being obliged to select

any proposal or Proponent;

iii) Determine whether any proposal or proposals satisfactorily meet the

selection criteria set out in this RFP;

iv) Require clarification from any one or more of the Proponents in respect

of proposals submitted;

v) Reject any or all proposals with or without cause, whether according to

the selection criteria set out herein or otherwise.

2.7.12 Cost of Preparing Proposals, Presentation and Negotiations

Each Proponent is solely responsible for the risk and cost of preparing and

submitting its proposal in response to this RFP and any presentations or

negotiations relating thereto. Neither NIPDEC nor its officials, employees,

consultants or NIPDEC’s Representative are liable for the cost of doing so or are

obliged to remunerate any Proponent for these costs.

2.7.13 Exclusion

This RFP does not impose on NIPDEC any duty of fairness or natural justice to

any or all Proponents with respect to this RFP or the process it creates. Unless

NIPDEC is expressly required by this RFP to “act reasonably”, NIPDEC is

entitled to act in its sole, absolute and unfettered discretion.





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2.7.14 Confidentiality of Proposals

Proponents are required to keep their proposals confidential and must not

disclose their Proposals, or any information contained in them, to anyone else

without the prior written consent of NIPDEC.

2.7.15 Corrupt and Fraudulent Practices

Proponents shall adhere to the highest ethical standards and shall refrain from

engaging in corrupt or fraudulent practices. Corrupt practices shall include the

offering or giving by Proponents or any officer, employee, or person acting on

their behalf to any officer, employee or person acting on behalf of NIPDEC any

gift or consideration of any kind as an inducement or reward for doing or

forbearing to do or for having done or forborne to do any act in relation to this

RFP process including the evaluation of proposals and the negotiation and

execution of the Contract. Fraudulent practice means any misrepresentation of

facts in order to influence the evaluation and selection process described in this

RFP or the negotiation and execution of the Contract to the detriment of NIPDEC

and includes collusive practices among Proponents (prior to or after submission

of proposals) designed to establish prices at artificial, non-competitive levels and

to deprive NIPDEC of the benefits of free and open competition.

NIPDEC, shall without prejudice to any other right, reject a proposal if it

determines that the Proponent in question or any other officer, employee or

person acting for the Proponent has engaged in a corrupt or fraudulent practice.

a) “Bribery” means the act of unduly offering, giving, receiving or

soliciting anything of value to influence the process of procuring goods

or services, selecting consultants, or executing contracts.

b) “Extortion” or “Coercion” means the act of attempting to influence the

process of procuring goods or services, selecting consultants, or

executing contracts by means of threats of injury to person, property or

reputation.

c) “Fraud” means the misrepresentation of information or facts for the

purpose of influencing the process of procuring goods or services,





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selecting consultants, or executing contracts, to the detriment of the

Borrower or other participants.

d) “Collusion” is an agreement between proponents designed to result in

bids at artificial prices that are not competitive.

If it is demonstrated that a Proponent in a procurement process or

supplier/contractor during the execution of the contract has committed corrupt

practices, NIPDEC will:

(i) Reject a proposal to award a contract in connection with the

respective procurement process; and/or

(ii) Declare a firm and/or its personnel directly involved in corrupt

practices, temporarily or permanently ineligible to be awarded future

contracts from NIPDEC.

2.7.16 Commissions

Proponents shall furnish information in the Financial Proposal on commissions

and gratuities, if any, paid or to be paid to agents relating to their proposals and

to contract execution if the Proponent is awarded the Contract.

2.7.17 Waiver and Allocation of Risk

NIPDEC accepts no responsibility or liability for the accuracy or completeness of

this RFP or of any recorded or oral information communicated or made available

for inspection by NIPDEC and no representation or warranty, express or implied,

is made or given by NIPDEC with respect to the accuracy or completeness of any

one of those things. The risk, responsibility and liability connected with reliance

by any Proponent or any other person on this RFP or any other such information

as is described in this paragraph is solely that of each Proponent. Each Proponent

acknowledges and agrees that it is solely responsible for obtaining its own

financial, legal, accounting, engineering and other advice with respect to the

contents of this RFP or any such information as is described in this paragraph.

Each Proponent who submits a Proposal to NIPDEC is deemed to have released

NIPDEC from, and waived, any action, cause of action, claim, liability, demand,

loss, damage, cost or expense, of every kind, in any way connected with or

arising out of the contents of this RFP or any such information as is described in





16

this paragraph. Each Proponent who submits a proposal is deemed to have agreed

that it is solely responsible and liable to ensure that it has obtained and

considered all information necessary to enable it to understand the requirements

of this RFP, and of the Project, and to prepare and submit its proposal.

2.7.18 Form of Correspondence

Any letter, notice or addendum mentioned in this RFP may be delivered to the

appropriate address by hand, mail, courier or facsimile.

2.8 Preparation of Proposals

Proponents are required to submit one Proposal comprising of a Technical Proposal and a

Financial Proposal as hereinafter described. This Proposal shall be evaluated in accordance with

the Evaluation Criteria set out in Section 3.

2.8.1 Technical Proposal

In preparing the Technical Proposal, Proponents are expected to examine the

documents comprising this RFP in detail. Material deficiencies in providing the

information requested may result in rejection of a Proposal. All standard forms for

the Technical Proposal and the Financial Proposal are attached at Appendix 2 and 3

respectively and shall be completely filled out and returned in response to this RFP.

To be eligible for award of the Contract, the Proponent shall provide evidence

satisfactory to NIPDEC of its eligibility and adequacy of its resources as well as

competency for performing the role of Design/Supervising Consultant effectively.

To this end, the Technical Proposal submitted shall include, but not be limited to:

a) A brief description of the Proponent Firm, including copies of original

documents defining the constitution or legal status, place of registration

and principal place of business of the company or joint venture or

consortium (See Appendix 2B).

b) Proponents shall provide details of general and specific experience and

past performance in providing similar services (upgrade/ renovation works)

for at least three (3) previous Health Care Facilities or similar Projects,

including any Project currently being undertaken or having been





17

undertaken within the past five (5) years with a construction cost of over

Forty Million Trinidad and Tobago Dollars (TT$40,000,000.00), using

FIDIC Conditions of Contract or similar. The time period (calendar year,

months) during which these projects were undertaken, country, client and

particulars of the project (including information on particulars and results)

should be given. The Proponent should identify at least three references

(contact person by name, title and address, and fax/telephone number) for

the projects cited with whom NIPDEC may establish communication to

assess the Proponent’s historical performance (See Appendices 2C, 2D and

2E respectively). In addition, the Proponent shall include its Current

Workload and its original completion date.

c) Information must also be provided on Proponent’s litigation history

including all settled adverse claims, disputes or lawsuits with an owner of a

project and any pending litigations (See Appendix 2F), and Description of

any Statutory or Governmental violation/s.

d) Detailed statement of the proposed methodology, approach, strategies and

work plan for executing the specific works, ensuring works will be

completed with the time frame.(See Appendix 2G). In addition, the

following are to be included in the Appendix 2G:

i. Quality Assurance/Quality Control (QA/QC) and Safety Plan.

ii. Work Programme in MS Project 2007 (or latest edition) with

Detailed Work Breakdown Structure indicating key tasks at each

stage as outlined in the Scope of Services and shall show critical

path, linkages, and milestones.

iii. Detailed listing of all Codes of Practice, Standards and

Specifications being employed for both design and supervising

purposes.

e) Project Organizational Chart and Details of the Proponent’s

Design/Supervising Consultancy team including original signed Curricula

Vitae of all professionals assigned to the Project – Hospital Architect,





18

Civil/Structural Engineer, Mechanical and Electrical Engineer and

Quantity Surveyor among others. (See Appendix 2H). In addition,

credentials of all Sub Consultant/s shall be included in the Appendix 2H.

f) Audited Financial Statements for the years 2010, 2011 and 2012

where available, or management accounts for 2012 if unavailable.

Summary Aged Payables and Receivables. Certification of ability to

meet insurance requirements, certification of no debarment,

disqualification, default, or early termination from contracts in the

last five (5) years and certification of no commercial bankruptcy in

the last five (5) years of any member of joint venture or consortium

(see Appendix 2I)

g) Proof of a Joint Venture or Consortium or a written agreement of a Joint

Venture or Consortium between Design and Supervising personnel. In the

event that one or more parties terminate its involvement in a Joint Venture

or Consortium, the party shall notify NIPDEC immediately before such

termination. Such termination shall not relieve any party from its liability.

In the event of such termination, NIPDEC reserves the right to terminate

any contract awarded to the Joint Venture or Consortium.

h) Proof of Professional Indemnity Insurance Coverage in excess of Six

Million Trinidad and Tobago Dollars (TT$6M) per incident, with the

number of incidents unlimited.

2.8.2 Financial Proposal

a) A fixed percentage will be paid by NIPDEC for all of the Services required

to be provided by the Design/Supervising Consultant as per payment

schedule shown in Appendix 3C. This cost shall constitute the total cost to

NIPDEC inclusive of Value Added Tax (VAT). All costs shall be in

Trinidad and Tobago Dollars (TTD) only.

b) The Proponent is required to submit a Cash Drawdown Schedule detailing

the milestone payments required from NIPDEC for the Design/Supervising

Consultancy Services required by this RFP.





19

c) The Proponent shall complete the Form of Tender at Appendix 1 and the

Remuneration and Payment Section at Appendix 3. The Financial Proposal

for Design/Supervising Consultancy services shall be given as a fixed

percentage of the Client Approved Construction Budget. Payments will be

made as detailed in Appendix 3 based on completion of stages defined.

Reimbursable expenditure and any other sums related to the Consultancy

services shall be clearly detailed in the Financial Proposal as per schedule in

Appendix 3B.

Payment(s) will only be made in Trinidad and Tobago Dollars (TTD).

FAILURE TO SUBMIT A PROPERLY COMPLETED FORM OF TENDER

SHALL RESULT IN DISQUALIFICATION OF THE PROPOSAL.

2.8.3 Proposal Validity

Proposals must remain valid for One Hundred and Fifty days after the tender

opening.

2.9 Submission, Receipt and Opening of Proposals

2.9.1 Submission Requirements

For each Proposal comprising the Technical Proposal and the Financial Proposal, the

Proponent shall prepare and submit one (1) original and seven (7) colored copies -

one of which must be an electronic copy of the proposal. The complete Proposal

shall be without alterations. Each Proposal should be marked “Original” or “Copy”

as appropriate. If there are any discrepancies between the original and the copies of

the Proposal, the original governs.

The original and all copies of the Proposal shall be placed in a sealed envelope

bearing the following identification:

i. “Proposal for Design/Supervision Consultant for the Upgrade of the

Arima District Health Facility.”

ii. The name of the Proponent.

The envelope should be addressed as follows:

Chairman, Tenders Committee





20

National Insurance Property Development

Company Limited

56 – 60 St. Vincent Street

Port of Spain

and must be deposited by the bearer in the appropriately marked Proposal box at

NIPDEC’s Head Office.

The Proposal shall also include the following or equivalent as applicable, all valid as

at the date of submission as follows:

Value Added Tax Clearance Certificate

National Insurance Board Clearance Certificate

Board of Inland Revenue Clearance Certificate

2.9.2 Deadline for Proposal Submission

Proposals must be submitted by 2:00 p.m. local time 24th

October, 2013.

Proposals are to be submitted in the manner herein set out. No responsibility will

be attached to NIPDEC for premature opening or failure to open a proposal not

properly addressed and identified.

2.9.3 Opening of Proposals

NIPDEC shall open all Proposals at 2:30 p.m. on 24th

October, 2013 at

NIPDEC’s Head Office at 56 –60 St. Vincent Street, Port of Spain, Trinidad.

Each Proponent may be represented by one representative when Proposals are

being opened.

Representatives will be allowed to attend the proceedings after they show a photo

ID and sign an attendance register. At the time Proposals are opened, NIPDEC

shall announce the names of the Proponents and such other details as NIPDEC

considers appropriate. If an acceptable notice of withdrawal has been received

from any Proponent, its Proposal will not be opened.

2.9.4 Late Proposals

NIPDEC will reject late Proposals. Late Proposals shall be returned unopened to

the Proponent.





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2.9.5 Receipt for RFP

A copy of NIPDEC’s receipt for the non-refundable fee for this RFP must be

submitted with the Proposal. Only Proposals submitted in response to this RFP

by Proponents who have paid for and received a copy of this RFP will be

considered.

2.9.6 Delivery by Hand

The Proposal is to be delivered by hand and placed in the box provided for the

purpose located in the Security Booth, NIPDEC’s Head Office, 56–60 St.

Vincent Street, Port of Spain.

2.9.7 Language of Proposal

All Proposals must be in the English Language. The ruling language is the

English Language. All communications shall be in English Language.

2.9.8 Signing Proposal

The original and copies of the Proposal must be under the Company seal and the

original signature of the Proponent and must be complete and include copies of all

attachments and required certificates. The Proposal must be signed by a Proponent

as follows:

a) Sole Proprietorship: Signature of the sole proprietor in the presence of a

witness who will also sign. Insert the words “Sole Proprietor” under the

signature.

b) Partnership: Signature of all partners in the presence of a witness who will

also sign. Insert the word “Partner” under each signature.

c) Corporation: Proposal must be signed and the corporation seal affixed

thereto by duly authorized signing officer(s) of the corporation in conformity

with the by-laws of the corporation in the presence of a witness who will also

sign. Insert the capacity in which the officer(s) sign under each signature. A

copy of the corporation’s by-laws together with a copy of the resolution of the





22

Board of Directors authorizing the officers to sign must also be submitted

with the Proposal.

d) Joint Venture or Consortium: All joint ventures or consortia members who

are individuals must sign as indicated under “Sole Proprietorship” above. All

joint ventures or consortia members who are corporations must execute as

indicated under “Corporation” above.

2.9.9 Joint and Several Liability

Where the Proponent is not a sole proprietorship or single-corporate entity any

legal liability of the Proponent arising out of this RFP and the Contract shall be

joint and several.

2.9.10 Amendment of Proposals before Submission Date

Modification or amendment of Proposals may be made at any time before the

deadline for submission of Proposals as set out above providing they are

completed and submitted in the same manner as required for submission of

Proposals. “Modification” or “Amendment” shall be written on the envelope. No

modifications to a Proposal will be accepted after the deadline for submission of

Proposals.

2.9.11 Interlineations, Alteration or Erasure of Proposal

Any interlineations, alteration or erasure in a Proposal must be initialed by the

authorized signatory or signatures and the witness to the Proposal as detailed

above.

2.9.12 Proponent’s Representation

By submitting its Proposal to NIPDEC, each Proponent represents and warrants

to NIPDEC that the information in its Proposal is accurate and complete and by

presenting its Proposal represents that it has read and understands this RFP and

that its Proposal is presented in accordance with it.





23

2.9.13 Time Periods

Time, if stated as a number of days, will include Saturdays, Sundays and

holidays.

2.9.14 Misleading or False Information

If NIPDEC determines that a proposal contains false or misleading information,

NIPDEC is entitled to reject that Proposal at any time as being invalid.

2.9.15 Proposals to be Property of NIPDEC

All Proposals submitted on time will become the property of NIPDEC and will

not be returned. However, only the design of the successful Proponent will be

used on this project. Designs of unsuccessful Proponents will not be used on this

or any other projects being managed by NIPDEC.

2.9.16 Required Format for Proposals

Proposals must be submitted in the format described below and shall contain all

the information required by this RFP in the order of sequence to facilitate

comparison and evaluation of the Proposals. The required format and sequence is

as follows:

A. Table of Contents listing the individual sections of the Proposal and their

corresponding page numbers.

Section 1 - Cover Letter signed by the Proponent or the Principals of each entity

included in the Proponent’s Team.

Section 2 - Certificates and receipt as applicable:

i) Value Added Tax Clearance Certificate (valid as at the date

of submission);

ii) National Insurance Board Compliance Certificate (valid as at

the date of submission);

iii) Board of Inland Revenue Clearance Certificate (valid as at

the date of submission);

iv) Certification of Incorporation;

v) Copy of NIPDEC’s receipt for this RFP.

Section 3 - Form of Tender at Appendix 1.





24

Section 4 - Executive Summary being a brief synopsis of the highlights of the

Proposal.

Section 5 - Detailed Technical Proposal containing all the information required

by this RFP (completed Technical Proposal Standard Forms at

Appendix 2) and such other information as the Proponent may deem

pertinent in relation to the Services.

Section 6 - Detailed Financial Proposal containing all the information required

by the RFP (completed Financial Proposal Standard Forms at

Appendix 3).

Section 7 - Appendices (if any).

Each Proposal shall be typewritten, or computer written, using a 12-point font, on

standard 8½” X 11” paper (except for programmes, charts and drawings), in a

binder and accompanied by the cover letter on the Proponent’s letterhead. The

body of the Technical Proposal shall be no more than fifty pages in length,

excluding Proposal forms and exhibits, and shall provide all information

requested herein.

If the Proponent’s Proposal does not comply with these instructions, it may be

rejected without further consideration. These restrictions are intended to provide

uniformity in the Proponents’ response formats.

Proposals shall be well organized in a matter indicated above and written in a

concise, clear, complete and legible manner. All Sections and Sub-Sections shall

be clearly labeled.

3.0 EVALUATION OF PROPOSALS

3.1 Evaluation Committee

The Proposals submitted in response to the RFP will be evaluated by an Evaluation

Committee to be approved by NIPDEC’s Tenders Committee.

3.2 Determination of Responsiveness





25

Following the opening of Proposals, NIPDEC shall ascertain whether material errors in

computation have been made in the Proposals, whether the required guarantees and sureties

have been provided, whether the documents have been properly signed, whether the

Proposals are substantially responsive to the RFP documents and whether the Proposals are

otherwise generally in order.

For purpose of this Clause, a substantially responsive Proposal is one which conforms to all

the terms, conditions and specifications of the RFP Documents without material deviation

or reservation.

A material deviation or reservation is one which has the potential to affect in any

substantial way the scope, quality, or performance of the Works, or which limits in any

substantial way, inconsistent with the RFP Documents, NIPDEC's rights or the Proponent's

obligations under the Contract, and the rectification of which deviation or reservation would

affect unfairly the competitive position of other Proponents presenting substantially

responsive Proposals. Issues amongst others to be considered in relation to responsiveness

are seen below.

GROUP A

Failure to submit any of the documents in Group A below shall render the Proposal

non-responsive and in turn shall result in disqualification

# Item Appendix

Technical/

Financial

Proposal

1 Completed Form of Tender 1 Technical

2 Technical Proposal Submission Form 2A Technical

3 Applicant’s Information Sheet 2B Technical

4 Work Experience of the Firm 2C Technical

5 Similar Type of Works 2D Technical

6

General Background and Organization including:

Details of the Proponent’s Design/Supervision consultant team inclusive

of a brief description of the Proponent Firm;

Copies of original documents defining the constitution or legal status,

place of registration, principal place of business of the company and

proof of Joint Venture or Consortium.

2F Technical

7 Technical Approach and Methodology, inclusive of Quality Assurance/Quality

Control (QA/QC) Plan and Detailed Health and Safety Manual. 2G Technical





26

GROUP A

Failure to submit any of the documents in Group A below shall render the Proposal

non-responsive and in turn shall result in disqualification

# Item Appendix

Technical/

Financial

Proposal

8

Work Plan, including detailed Gantt chart indicating key tasks, critical path,

linkages, and milestone for planning, design and construction services, and

material procurement in MS Project 2007 or latest edition.

2G Technical

9

Organization and Staffing, both Company and Project Based, inclusive of

manpower loading chart for all aspects of the assignment, stating the roles,

responsibilities, and the level of participation of each key personnel.

2G Technical

10 Updated and Signed CV’s of Key Personnel assigned to the Project; 2H Technical

11 Financial Proposal Submission Form 3A Financial

12 Price Schedule 3B Financial

13 Remuneration and Payment 3C Financial

14

Submission of Proof of Professional Indemnity Insurance Coverage in excess of

Six Million Trinidad and Tobago Dollars (TT$6M) per incident, with the

number of incidents unlimited.

- Financial

15 Proof of a Joint Venture or Consortium. A Letter of Intent to enter into Joint

Venture or Consortium is not acceptable. - Technical

16 Submission of Current Workload; - Technical

17 Detailed listing of all Codes of Practice, Standards and Specifications being

employed for both design and supervising purposes; - Technical

18 Current Work Load - Technical

19 Declaration of Non-Collusion and Non-Conflict of Interest (in accordance with

the requirements of this RFP). - -

20 One (1) original copy and Seven Copies (7) printed copies - one of which must

be an electronic copy of the Proposal. -

Technical and

Financial





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GROUP B

Failure to submit any of the documents in Group B below, within five (5) days from when it is communicated by

NIPDEC, shall render the Proposal non-responsive and in turn shall result in disqualification

# Item Appendix

Technical/

Financial

Proposal

1 Copy of NIPDEC Receipt - -

2 Proponent's References 2E Technical

3 Updated and Signed Credentials of all Sub-consultants and their availability; - Technical

4 Power of Attorney or Signing Authority with Specimen Signature - -

5 Proponents Representative for Request for Proposal - -

6 Reimbursable 3D Financial

7

Submission of at least three referral letters, and shall include the following

information at a minimum:

Complete Name of the referee;

Company Name and Title/Position Held;

Contact number (Tel/Mobile Number, Email Address and Video

Conference contact); and,

Name of relevant project/s.

- Technical

8 Financial Capability of the Proponent 2I Technical

9 Audited Financial Statements for the last 3 years (2010, 2011, & 2012, where

available, or management accounts for 2012, if unavailable).

- Technical

10 Submission of Proponent’s litigation history and description of any Statutory or

Governmental violations;

- -

Proponents are advised to refer to the Responsiveness Checklists above to ensure that

they are substantially responsive.

3.2.1 If a Proposal does not conform to the specification or is not otherwise

substantially responsive, it shall be rejected by NIPDEC, and shall not





28

subsequently be made responsive by the Proponent having corrected or

withdrawn the non-conforming deviation or reservation.

In order to facilitate the assessment of the qualification of the Proponent,

each Proponent and each member of a Partnership, Joint Venture or

Consortium wishing to submit a proposal shall fill in the Qualification

Questionnaire Forms included in Section 4.0 - Appendices to RFP –

Specimen Form – Forms 1A to 1D.

Failure to submit with the Proposal the Qualification Questionnaire

completed and duly signed will render the proposal non-responsive.

3.2.2 Proponents determined to be substantially responsive will be checked for

any material error in computation. Arithmetical errors found will be dealt

with as follows:

(a) Where there is a discrepancy between amounts in figures and in

words, the amount in words will govern; and

(b) Significant arithmetical errors or obvious errors in pricing

discovered in the Proponent’s Cost Proposal will be dealt with as

described herein.

i. The Proponent will be informed of the amount and nature of

the errors and asked if he wishes to stand by his Tender or to

withdraw.

ii. If the Proponent elects to stand by his Tender, for the purposes

of administering the contract and for interim payments and the

settlements of accounts, an endorsement, signed by both

parties to the contract, will be added to the contract sum

indicating that all rates or prices (excluding preliminary items,

prime cost and provisional sums) inserted therein by the

Proponent are to be considered as reduced or increased in the

same proportion as the corrected total of priced items exceeds

or falls short of the original total of such items.

iii. Alternatively, by agreement with the Proponent, the total net

error shall be added to or deducted for the total shown against

Preliminaries, so that the contract sum remains the same, and

an endorsement signed by both parties to the contract will be

added to the final accepted cost. If the Proponent does not

accept the corrected amounts, his Tender shall be rejected and

the Tender security forfeited.





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iv. Where errors are discovered after acceptance of the Tender,

the errors will be adjusted by either of the foregoing methods

as the Proponent would be deemed to have stood by his

Tender.

v. The Contractor shall not alter or otherwise qualify the text of

the cost breakdown. Any alteration or qualification made

without the written approval of the Employer shall be ignored

and the text of the cost breakdown as printed shall be adhered

to.

vi. Where there is a discrepancy between the cost breakdown and

the total amount derived, the cost breakdown as quoted will

govern, unless in the opinion of the Employer there is an

obviously gross misplacement of the decimal point in the unit

rate, in which event the total amount as quoted will govern

and cost breakdown will be corrected.

3.3 Eligibility

Criteria Title Description/Requirements Result

A Certificates/

Documentation

1. Submission of all documentation required by

this RFP, inter alia:

a. Valid VAT, NIS and BIR Compliance

Certificates (as applicable)

b. Proof of Professional Indemnity

coverage.

c. Completed Form of Tender

d. Certificate of Incorporation

Qualified/

Disqualified

B Conflict of

Interest

1. Must not have a Conflict of Interest in

accordance with the requirements of this

RFP

Qualified/

Disqualified

C Historical

Contract Non –

Performance

1. History of Non-performing contracts

2. Pending Litigation

Qualified/

Disqualified

.

ONLY PROPOSALS PASSING ALL ELIGIBILITY REQUIREMENTS SHALL

PROCEED TO THE EVALUATION STAGE





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3.4 Evaluation Criteria – Technical / Financial

The Evaluation Committee will carry out the evaluation of the Technical and Financial

Proposals, applying the Evaluation criteria and point system specified hereunder.

Technical Proposal:

a) Qualifications and Relevant Experience of Key Professional Staff, Designated

Manpower Resources (CV’s, Professional Qualifications and Affiliations),

Available manpower, Sub Consultants and other resources and present

workload.

30 pts

b) General Background and Organization of Firm, Qualifications and Experience

of Proponent in providing similar Design/Supervision Consultancy.

30 pts

c) Quality of Project Schedule, Method Statement and QA/QC plan including

detailed description of Deliverables.

20 pts

Financial Proposal:

d) Design/Supervising Consultancy Fees 20 pts

Evaluation Process:

Proponents must score at least sixty five percent of the points allocated to each criterion of

the evaluation and must have an overall score of at least seventy-five points to be deemed

compliant.

NIPDEC reserves the right to accept or reject any variation, deviation or alternative offer.

Variations, deviations, alternative offers and other factors which are in excess of the

requirements of the RFP or otherwise result in the accrual of unsolicited benefits to NIPDEC

shall not be taken into account in Proposal evaluation.

3.5 Ranking of Proposals

Upon completion of the evaluation of the Proposals, NIPDEC shall rank Proposals in order of

merit and the highest ranking will be given to the Proposal with the highest score. The

Proponent’s whose Proposal is ranked highest will be the preferred Proponent.





31

3.6 Award of Contract

The Contract will be awarded following successful negotiations with the preferred Proponent.

If negotiations are not successful, NIPDEC reject the Preferred Proponent’s Proposal and

initiate negotiations with the next-ranked Proponent.

The Design/Supervising Consultant is expected to commence the services immediately upon

signing of a Contract.

A Foreign Design/Supervising Consultant shall be VAT registered within three (3) months of

signing of the Contract.

4.0 USER BRIEF AND CONDITIONS OF CONTRACT

Annex 1 User Brief for the Upgrade of the Arima District Health Facility

Annex 2 General Conditions FIDIC Client/Consultant Model Services Agreement,

Fourth Edition, 2006

Annex 3 Particular Conditions of Contract





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ANNEX 1

USER BRIEF OF UPGRADE OF THE ARIMA DISTRICT

HEALTH FACILITY





33

1.0 INTRODUCTION

The Arima District Health Facility (ADHF) is approximately seventeen years old. The facility

has deteriorated over the years to the extent that the services offered by the ADHF are becoming

inadequate to serve the current needs the facility and its occupants. In order to ensure that the

Ministry of Health's mandate to provide excellent health care services to the citizen of Trinidad

and Tobago is met, the Ministry of Health (MoH) had decided to refurbish the Arima District

Health Facility with development of the appropriate infrastructure and services to meet

international standards for Health Care facilities.

This project shall be undertaken in a number of stages:

Stage 1: Condition Assessment

Conduct a condition assessment of the facilities to determine the extent of the upgrade. In

order to ensure that the facility is refurbished to meet current building codes and that

services are adequately upgraded, a full condition assessment shall be conducted prior to

undertaking the design works. Findings of the condition assessment and

recommendations for the way forward on the project shall be submitted to the Client.

Details on the scope of works involved for the Condition assessment can be found in

Appendix 4 - Scope of Services

Stage 2: Request for Proposal

Development of designs, a scope of works and specifications for the Contractor which

will be based on the findings from the condition assessment and discussions held with the

End User and Client to determine their requirements for the facility. These documents

shall form part of the Request for Proposal for a Contractor to execute the works.

Stage 3: Decanting Methodology

Given that the facility needs to maintain operations during construction, it will be

necessary to decant the services provided on a phased basis. The most practical approach

would be to decant on a block-by-block basis. It has been agreed with the Client that a

temporary Service Centre (Block E) would be constructed where the occupants from

Block D will be located for the duration of the refurbishment period. Block D will then

be used as the decanting block for the duration of the project.

The temporary Service Centre (Block E) of modular construction would be built to:

meet the moving needs

be flexible to ensure that all service areas from each of the blocks can be

accommodated

provide service delivery after decanting

The Consultant is therefore required to:

Formulate a decanting methodology. The Decanting Methodology shall form part

of the Request for Proposal for a Contractor to execute the works.

Supervise the Construction of the Temporary Service Centre (Block E).

Manage the execution of the decanting process.





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Stage 4: Refurbishment/ Upgrade of the facilities

Manage the execution the decanting processes and Contractor’s scope of works for the

refurbishment/ upgrade of the ADHF.

Provide Details of the Design/Supervision’s services are described in Appendix 4 – Scope of

Services.





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2.0 EXISITING SERVICE AREAS:

The following are the existing services areas within the ADHF that are required to be refurbished/upgraded:

BLOCK A

Item Service Area Current Services Current Condition Required Upgrade Updated

A A&E Department Provides 24hrs

Services daily A& E

Resuscitation Room

Staff Lounge

CSSD

Inadequate seating

Poor VAC System,

heated, uncomfortable

work environment

Unsecured windows in

observation area and

Doctor’s Assessment

Rooms

Inadequate shelving

Provisions for a walk-in clinic with

extended hours.

Area should be refurbished for future

use as a General Practice Walk-In

Clinic.

Future digital imaging equipment to

be provided by the Client.

Additional Patient seating required

Installation of for oxygen with central

oxygen store suction outlets

Upgrade of Suction lines

Two Doctor’s Consultation rooms (1

in cast room)

Replacement of shelving in trauma

room

One isolation room.

One Nurse’s change room

One Doctor’s lounge.

One nurse’s lounge

Room for cadavers

Bereavement room

Burglar proofing of windows at the

Doctor Assessment Rooms





36

BLOCK A


Burglar proofing of patient

observation area

Refurbishment of Registration Area.

B Operating Theatre

and Recovery

Room

Not operational Water damage to walls

and floor.

Inadequate gas supply

Equipment required for

commissioning of OT

Upgrade of the theatre for Same Day

surgery capabilities with sluice room

and scrub area.

Recoating of floor

Installation of medical gas piping.

Change room

Recovery area

Storage area

C Laboratory

Department Laboratory operating

hours : Mon-Sun 8am

to 4pm.

Complete Blood

Count (CBC) Testing

Basic Chemistry

TB Cytology

- No biohazard liquid

waste system at facility Provision of Point of Care Testing.

Installation of a liquid/biohazard

waste system.

Installation of new waste lines drops

for machines

Installation of new Laboratory

countertops and sink areas

Replacement and installation shelving

and cupboard areas





37

BLOCK A


Installation of gas lines for Bunsen

burners.

D Pharmacy

Department Storage of

Pharmaceuticals and

Chemicals.

Pharmacy Operating

Hours:

Mon, Wed, Fri 8am to

10 pm

Tue, Thur 8am to 8

pm

Sat & Sun 8am to 12

Noon

Inadequate storage

capacity/shelving.

Replacement of shelving and

increased storage capacity with

Mechanical mobile shelving

Replacement/Refurbishment of

Cabinetry

Appropriate storage location of drugs

and pharmaceutical drugs, chemicals,

alcohol based medicines, alcohol etc.

Installation of double lock cabinet

(where appropriate).

Installation of refrigerator/freezer

Flammable Liquid storage area for

storage of alcohols

Storage area for IV Fluids

Storage area for Consumables

Storage area for expired drugs

Upgrade of seating of patient waiting

area.

Replacement/ Refurbishment of

dispensing counter top.





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BLOCK A


E

Medical Records

Department

Storage of Medical

Records.

Medical Records

Service:

Mon - Fri 8am to 4pm

Inadequate storage

capacity/shelving.

No emergency exit for

filing room

Installation of an Emergency Exit

Increase in size of medical records

storage.

Replacement of shelving and

increased storage capacity with

Mechanical mobile shelving (where

applicable).

Installation of built-in enclosed

shelving area for forms

Restructuring of layout in main office

(inclusive of shifting of information

booth and repositioning of 2nd

iron

gate.)

F Radiology

Department Basic X-Rays

Ultra Sounds

Dressing Room

Inadequate Patient

dressing/ changing

rooms.

Two (2) dedicated dressing rooms for

X-Ray services.

Change room (needed for X-ray

Room 1, 2 and Ultrasound room)

One (1) dedicated dressing room for

ultra sound.

Future plans for Digital imaging

capturing.

Staff Room (next to Radiologists

office)

Construction of Storage Room for

consumable.

Computerized radiography

workstation





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BLOCK A


Installation of sink in X-ray room 1

G Administration

Area, Main Administration

Area, Human

Resources,

Pantry/Lunch Room,

IT, Server Room,

Conference Room,

Telephone Operator’s

Booth

Improper layout and

utilization of space.

Expansion of the Server Room for IT

with provision of Desk and Chair for

IT

Upgrade both staircases leading to

Administration Area.

Partitioned office area for Human

Resource Assistant.

Partitioned office area for

Administrative Assistant.

Cubicles for Human Resource Staff/

Desk for privacy screening.

Cubicles for admin staff/staff

screening.

Storage room for Housekeeping

Filing Room for Administration

Sealing of Cluster Leader’s office for

privacy.

Separate partitioned office for Cluster





40

BLOCK A


Leader’s Secretary

Conference room

H Escorts/ Attendants

and Drivers Support to the

Accident and

Emergency

Room to store and secure Oxygen

Cylinders( 48, 110, 220 lbs)

Raising of roof in Ambulance Bay to

accommodate larger ambulances e.g.

Fire, EHS

Upgrade of Emergency Door to

automatic sliding door.

Trolley and Wheelchair bay area with

easy access in cases of emergencies.

I CSSD Support to the

Accident and

Emergency

Increased space to cater for current

operations

Upgraded and additional shelving and

cupboards

Change room/shower





41

BLOCK B - HEALTH CENTRE CLINICS


A Chronic Disease Clinic, Lifestyle 5x/ wk Inadequate clinical

space.

Inadequate seating

accommodations

No AC functioning

in Dr’s Room

Layout may have to be reconfigured

to accommodate additional clean and

dirty wound dressing rooms.

Additional seating.

Future plans for Digital imaging

capturing.

One additional consultation room

Phlebotomy room

Larger centralized waiting area

Partitioning of Assessment Rooms

into 4 areas

Pantry area

Larger store room

Installation of wrought iron gates to

corridors leading to Nurses

Assessment Room and Consultation

rooms to minimize unauthorized

entry.

Accommodation for Relocation of

janitors.

Septic dressing room

B Psychiatry Clinic 2 x/ wk (MOH) - Seating for sixty (60) patients

required

- Enclosure of Reception area.

- Three additional rooms needed; one

for MHO, MSW and Doctor





42



- Refurbishment/ Installation of

cupboards

- Exit corridors

C Skin Clinic 2 x/ wk (MOH) General Refurbishment of area required.

D STD Clinic (QPCC) 1 x/ wk General Refurbishment of area required.

E Chest (Asthma) Clinic (MOPC) 1 x/ wk General Refurbishment of area required.

F VCT/HIV Clinic - Mon 8am -

4pm

- Walk in Clinic

- Counseling and

Testing

- Referrals to

treatment sites,

Social Worker

and

Nutritionist

- Adequate seating

- Water damage on

walls in waiting

area, corridors,

toilets and testing

rooms

- Inadequate storage

for patient notes

- Improved storage area for notes

- Storage area for linens, curtains,

stationary, gloves

- Enclosure of Receptionist area with

countertops

H Cafeteria Limited Space - Increased space for operations within

cafeteria with additional shelving

required to stock and display goods.

- Seating area for patrons to sit and

eat.





43



- Installation for use of electric stove

- Hot and cold water

I Quality Department Open office space

Lack of patient privacy

No alternative safety exit

- Separation partitions needed for

privacy/confidentiality

- Exit door required

- Viewing window area

J Medical Social Worker Department Limited space - Expansion of the office space

- Installation of appropriate door and

door frame to facilitate wheelchair

bound patients.

- Filing room with filing cabinets,

stationery cabinets and cupboards.

- Two medical social worker

interviewing room (sound proof)

- Managers Office

Play room

- Emergency exit

- Pantry area

K DOTS Unit

(Dots Directly Observed Treatment

Short-Course)

Limited space

Not ideally conducive for

treatment of TB patients

- Separate waiting area

- Clerk area

- Separate entrance and exit from

general areas.

- Storage cupboard for TB medication

- Stationary Cupboard

- Installation of a Picture Archiving





44



Communication (PAC) System

BLOCK C - SPECIALIST CLINIC

Item Service Area Current Services Current Condition Required Upgrade

A Paediatric Clinics 1 x/ wk Inadequate seating

Insufficient space Larger waiting area/additional

seating

Additional consultation room

required

Partitioning of assessment room.

Change room for infants

Staff room

Play room

2 offices for registered nurses

1 store room

1 equipment room

B School Health Waiting area for students and parents

Counseling Room (Sound proof)

Staff office

Store room

Equipment room





45



Filing room

Vision screening room

DHV Office (ability to

accommodate students)

Increase in corridor space

Larger ECG room

C Paediatric Physiotherapy Clinic 2 x/ wk - General upgrade of area

D Antenatal Clinic 5 x/ wk - General upgrade of area

E Maternal & Child Health - 4 Doctor’s Consultation Rooms

required

- Lamaze Room for 10 persons

- 1 Obstetrics Consultant Room

required

- 6 DHV Consultation Room required

- 1 Drug Room with Medication

Refrigerator

- 1 Phlebotomy t Room

- 1 Clinical Instructor’s Office

- 1 Nutrition Consultation Office

- 3 Rooms for Sexual and

Reproductive Health; filing room,

consultation room, nursing

assessment room





46



- 1 Change Room

- 1 Kitchen/ Lunch Room

- 1 Store Room with built-in shelving

- 1 Equipment Room

- Enclosed registration area

- Refurbishment of all toilets

- All rooms to be equipped with sinks

F NCRHA Dental Clinic - General Refurbishment of area

required

- Upgrade of room to facilitate X-rays

- Upgrade of storage area

- Establishment of a sterilization/ store

room





47

BLOCK D


A UWI Dental Clinic Formerly the Obs &

Gynae Unit which is

now used by UWI

Dental.

- General upgrade of area in keeping

with layout provided for Department

in Block E

B MoH Dental Admin - General upgrade of area in keeping


in Block E

C GP Clinic GP Clinic Hours:

Mon - Fri 8am to

10pm

Sat - Sun 8am to

4 pm

- General upgrade of area in keeping


in Block E

- Sluice and wound dressing room

would be required.

D Isolation Unit Dengue, H1N1

etc.

Not operational

currently being used

by GP Clinic.

- General upgrade of area.

G Stores/ Materials Management

Department

(Relocated to BLOCK E)

Storage of Stock

Items

Inadequate storage

capacity/shelving.

Department to be relocated to Block E.





48

BLOCK D


H Laundry Unit



I Sewing Room



J Engineering Office



K Housekeeping Areas throughout

Facility

- Upgrade of all Janitor Rooms

- Installation of Shelving in Janitor

Rooms

- Installation of Standard sinks for

janitorial rooms





49

Car Park, External Lighting and Fencing of Perimeter of Facility


A Car Park and Road ways at the

Facility

- Potholes,

uneven surfaces

and poor access

to maneuver

around the

facility

Repaving of entire driving way and car

parks

Construction of a road over drain to back

of facility to enable access around the

entire perimeter

Proper marking/ demarcation on roads/

car parks

B External Lighting - Insufficient

lighting around

perimeter

- Installation of additional external lighting

C Perimeter Fencing - Broken fences.

No fencing in

some areas.

Unsecured

areas.

- Construction of a perimeter wall and

fencing of the entire facility

D Internal and External Walls,

Signage

- Some areas in

need of

repainting

internally and

externally

- Poor signage at

the Facility

- Repainting of internal and external walls

of facility

- Installation of proper signage throughout

Facility





50

3.0 GENERAL REQUIREMENTS:

Services Upgrade

Upgrade of all engineering services for each block are required. All medical and non-medical

services for each block area need to be continuously maintained throughout the entire project

Building Organisation

Since the operational nature of the ADHF is to accommodate both visitor/patient access and secured

support spaces, the organization of the building needs to be maintained by zoning of the layout of

the spaces to clearly establish a public-to-private sequence of interior spaces. This zoning will allow

both visitor/patient and secure operations to occur simultaneously and independently of one another.

Roof Upgrade

Replacement of the existing timber roof and upgrade of the Existing Concrete roof with an

appropriate roofing system.

Floor Coverings

Upgrade of floor coverings where necessary.

Recommendation for Finishes:

All floor coverings should be smooth, easily cleansing, and appropriately wear resistant.

There should be coving between the floor and the wall to prevent accumulation of dust and

dirt in corners and crevices.

Must be able to withstand cleaning with a chlorine releasing products up to 10,000 p.p.m

(in the event of a blood and/or body fluid spillage)

Carpets and woods are NOT a suitable floor covering in any clinical and non clinical areas.

Unsealed joints and tiles should be avoided as they may produce a reservoir for infectious

agents.

In all clinical areas and adjoining corridors: coved vinyl flooring should be laid up to the

wall edge or up to the fixtures/ fittings with a good seal.

In non clinical areas e.g. waiting rooms: a suitable flooring which can withstand cleaning

with a chorine product up to 10,000 p.p.m e.g. hard tile surface, flotex, vinyl or rubber is

recommended.

Walls

Painting and/or resurfacing of walls (where necessary). Smooth paint surfaces are easier to clean,

i.e. acrylic emulsion or eggshell finish.

Ceilings

Resurfacing of ceiling where necessary. Ceilings should be easily accessible for cleaning with no

hidden lighting or box work, and preferably with a wipeable smooth surface.





51

Windows

Securing and Replacement of all window areas where necessary. Windows should offer natural

ventilation. It may be necessary to shield views into the room from outside by appropriate means,

e.g. obscure glass, antibacterial curtains, and venetian blinds (If venetian blinds are to be

considered, they MUST be installed between the 2 glass panes. Vertical blinds are NOT

recommended in clinical areas, and should only be used in office/ administration areas)

Registration Areas

Upgrade of all registration areas. Installation of Plexiglas partitions.

Waiting Areas

Upgrade of all patient waiting areas with the appropriate type and number of seats.

Walkways and Parking

Upgrade of the walkways and parking facilities.

Installation of a covered walkway from Service Centre to the decanting block.

Proposed walkway from the ADHF to the New Arima Hospital.

Security

An upgrade of the security provisions of the ADHF for both visitor and staff access. Work shall

include but are not limited to:

Expansion of the existing Security Room.

Refurbishment and relocation of the main security booth.

Refurbishment of the staff security booth.

The design shall include the development of appropriate architectural adjustments to meet client

requirements, as well as appropriate electronic systems to ensure appropriate, comprehensive

administration and maintenance of the entire security system. Active security design should be

based on the application of familiar and well tested technologies such as keypad, key card access,

proximity, motion and thermal sensors, CCTV monitoring, and biometric controls, as appropriate

for a modern health center of the type and size described herein.

Landscaping

Xeriscaping- Indigenous planting materials that are insect resistant and drought tolerant - should

ideally be used. A lawn should be planted only to the extent necessary to minimize the harshness of

the surrounding Site. The rest of Site should be landscaped to minimize maintenance work. The

general approach should seek to increase occupant health and decrease maintenance and operating

costs while lending to an aesthetically pleasing ambience.

Emergency Power

Based on the condition assessment, upgrade of the emergency generator system as necessary to be

able to serve critical building ventilation systems, emergency lighting, computer sets,

communication systems, the fire detection and alarm systems, security systems and the

surgery/treatment/examination rooms. It should be located in a suitably secured so as to provide

little or no interference or contamination of the environmental observations required to be measured

by the ADHF after handover.





52

Wastewater Treatment

Based on the condition assessment, a complete sanitary waste and vent system must be provided as

necessary. Sanitary waste should ideally flow by gravity to a wastewater treatment system outside

the buildings. Oil separators should be provided in areas where required to meet the relevant codes.

The effluent wastewater shall meet or exceeds the more stringent of the pollution standards

specified by the Water and Sewerage Authority (WASA) and the Environmental Management

Authority (EMA).

Medical Waste Disposal

Based on the condition assessment, a suitable system for treatment of medical waste from the

building shall be provided as required.

Water Storage

Based on the condition assessment, upgrade of the water storage system with increased capacity, if

required.

Air Conditioning

Based on the condition assessment, installation/ upgrade of an appropriate centralized Air

Conditioning System to meet international codes and standards for Hospital and Health-Care

facilities.

Fire Detection, Alarm and Suppression System

Designs shall include an appropriate Fire Detection, Alarm and Suppression System to meet the

necessary codes and standards for the type activities being undertaken and equipment/consumables

being stored.

I.T. Requirements

Upgrade of the server room. Installation of structured cabling for all client supplied equipment.

Must ensure connectivity into the government backbone.

Client – Supplied Equipment

Infrastructure for all Client-Supplied equipment should be catered for.

Other Services and Performance Requirements Associated with the Project

Design shall include any other services not mentioned but deemed a necessary part of

a Health Care Facility towards ensuring complete functionality.

The Project must be designed to cater for differently-abled persons in the provision

of parking, bathrooms, ramps, and any other relevant function or area.

Inclusion of natural lighting throughout the facility.





53

4.0 ADDITIONAL SERVICE AREAS:

The following service area is to be established within the ADHF:

Establishment of a Children’s Walk-In Centre with the following services areas:

Ambulance Bay

One (1) Private Consultation Room

Three (3) Doctor’s Consultation Room

Waiting Area

Triage

Gesol

Short Stay Bay

Asthma Room

Procedure Room

Registration Area

Play area

Bathroom with Shower and Family Changing Area

Catchment Population: 1000 patients/ month





54

ANNEX 2

GENERAL CONDITIONS – FIDIC CLIENT/CONSULTANT

MODEL SERVICES AGREEMENT FOURTH EDITION

2006





55

General Conditions

FIDIC Client/Consultant Model Services Agreement Fourth Edition 2006

1. GENERAL PROVISIONS

1.1. Definitions

1.2. Interpretation

1.3. Communications

1.4. Law and Language

1.5. Change in Legislation

1.6. Projects and Sub-Contracts

1.7. Copyright

1.8. Notices

1.9. Publication

1.10. Corruption and Fraud

2. THE CLIENT

2.1. Information

2.2. Decisions

2.3. Assistance

2.4. Clients Financial Arrangements

2.5. Equipment and Facilities

2.6. Supply of Clients Personnel

2.7. Client’s Representative

2.8. Services of Others

2.9. Payment for Services

3. THE CONSULTANT

3.1. Scope of Services

3.2. Normal, Additional and Exceptional Services

3.3. Duty of Care and Exercise of Authority

3.4. Client’s Property

3.5. Supply of Personnel

3.6. Representatives

3.7. Changes in Personnel





56

4. COMMENCEMENT, COMPLETION, VARIATION AND TERMINATION

4.1. Agreement Effective

4.2. Commencement and Completion

4.3. Variations

4.4. Delays

4.5. Changed Circumstances

4.6. Abandonment, Suspension or Termination

4.7. Corruption and Fraud

4.8. Exceptional Services

4.9. Rights and Liabilities of Parties

5. PAYMENT

5.1. Payment to the Consultant

5.2. Time for Payment

5.3. Currencies of Payment

5.4. Third Party Charges on the Consultant

5.5. Disputed Invoices

5.6. Independent Audit

6. LIABILITIES

6.1. Liability and Compensation between the Parties

6.2. Duration of Liability

6.3. Limit of Compensation

6.4. Indemnity

6.5. Exceptions

7. INSURANCE

7.1. Insurance for Liability and Indemnity

7.2. Insurance for Client’s Property

8. DISPUTES AND ARBITRATION

8.1. Amicable Dispute Resolution

8.2. Mediation

8.3. Arbitration

INDEX OF SUB-CLAUSES





57

ANNEX 3

PARTICULAR CONDITIONS





58

References from Clauses in the General Conditions:


CLAUSE DESCRIPTION DETAILS

1.1 Definitions Change “Consultant” to “Design/Supervising Consultant”

1.1.2

The Project is Engagement of a Design/Supervising Consultant for the

Upgrade of the Arima District Health Facility.

1.1.7 Client National Insurance Property Development Company Limited

1.1.8 Consultant To be inserted by Proponent

1.1.10 Commencement Date

To be inserted by Proponent

1.1.11 Time for Completion 36 months (inclusive of the Defects Liability Period)

1.3 Language of

Communications

English

1.4 Language(s) of the

Agreement

English

Ruling Language English

Governing Laws Laws of Trinidad and Tobago

1.8 Notices

Client’s Address 56-60 St. Vincent Street, Port of Spain, Trinidad, W.I.

Email [email protected]

Telephone number (868) 625 8749 ext.4204

Facsimile number (868) 623 0877

Consultant’s Address To be inserted by Proponent

Email To be inserted by Proponent

Telephone number To be inserted by Proponent

Facsimile number To be inserted by Proponent

mailto:[email protected]





59



2.3 Assistance Add: (g) providing assistance in obtaining whatever

exemptions may be available with respect to tax and income

tax.”

2.4 Clients Financial

Arrangement

Delete Sub-Clause 2.4.

2.5 Equipment and Facilities Delete entire Clause.

3.1 Scope of Services Replace Appendix 1 with Appendix 4.

3.2.1 Normal, Additional and

Exceptional Services

Delete Sub-Clause 3.2.1 and replace with the following:

“Normal Services are those described as such in Appendix 4

(Scope of Services). Additional Services are those which by

written agreement of the parties are otherwise additional to

Normal Services.”

4.4.1 Delays Add: (d) Should the Consultant’s action(s) result in delays

due to increase(s) in scope, cost or duration, the Client’s

approval shall be obtained prior to any such actions. If the

Consultant neglects to obtain prior approval, or if the Client

refuses such approval, the Client shall reserve the right to

Claim for cost(s) incurred due to delays.

4.5.1 Changed Circumstances Delete the letter “I” in the first word to Sub-Clause 4.5.1, the

word therefore becomes “If”

4.6.2 Abandonment, Suspension

or Termination

Change in Sub-Clause 4.6.2 “21 days” to “14 days”.

4.6.3 Abandonment, Suspension

or Termination

Change in Sub-Clause 4.6.3 “14 days” to “28 days”. Change

(a) “28 days” to “56 days”.

5.2.1 Time for Payment Change Sub-Clause 5.2.1 “28 days” to “56 days”.

5.2.2 Agreed Compensation for

Overdue Payment (percent

per day)

Delete sub-clause 5.2.2





60



6.2 Duration of Liability 5 years

Reckoned from After the date stated in the Taking Over Certificate for the

Works.

6.3.1 Limit of Compensation TT$ 6,000,000.00 per Single occurrence with the number of

occurrences unlimited.

8.2 Mediation

8.2.1 Named Mediator Dispute Resolution Centre of Trinidad and Tobago

8.2.1 Nominating Centre for

Mediation

Dispute Resolution Centre of Trinidad and Tobago

8.3 Arbitration Delete clause 8.3





61

5.0 APPENDICES TO REQUEST FOR PROPOSAL – SPECIMEN FORMS

Appendix 1 - Form of Tender

Appendix 2 - Technical Proposal Standard Forms

2A - Technical Proposal Submission Form

2B - Proponent Information Sheet

2C - Work Experience of the Firm

2D - Similar Types of Works

2E - Proponent’s References

2F - General Background and Organization

2G - Methodology and Work Plan

2H - Format of Curriculum Vitae (CV) for Proposed Key Professional

Appendix 3 - Financial Proposal Standard Forms

3A - Financial Proposal Submission Form

3B - Price Schedule

3C - Remuneration and Payment

3D - Reimbursable

Appendix 4 - Scope of Services

These Appendices form part of the Agreement





62

APPENDIX 1

FORM OF TENDER

Chairman

Tenders Committee

National Insurance Property

Development Company Limited

56-60 St. Vincent Street

PORT-OF-SPAIN

Dear Sir,

RE: RFP for a Design/Supervising Consultant for the Upgrade of the Arima District Health

Facility

I/We having visited the site and taken note of the services issued in connection with these Works

and having made due allowance for Addenda Nos. ………….. , do hereby offer to furnish all labor,

equipment and materials in providing the proposed Design/Supervising Consultancy Services for

the fee of ………. percent of the Client approved Construction Budget payable in Trinidad and

Tobago Currency or such other sum as may be determinable by the Conditions of Contract VAT

Inclusive.

I/We agree to hand over the work duly completed to your entire satisfaction within ……………....

(inclusive of Sundays and Public Holidays) calculated from the date on which contract is signed.

It is understood that this offer shall remain open for acceptance for a period of One Hundred and

fifty (150) days and that you do not bind yourself to accept any tender nor to be responsible for any

expenses incurred in estimating any tender received.

Signature …………………………………………….………... in the capacity of

………………………………………………………………….... duly authorized

to sign tenders for and on behalf of …………………………………………………..

………………………………………………………………………………………....

(IN BLOCK LETTERS)

Address ………………………………………………………………………………..

Date …………………………………………………………………………………….

Company Stamp………………………………………………………………………….





63

APPENDIX 2

TECHNICAL PROPOSAL – STANDARD FORMS

2A Technical Proposal Submission Form

2B Proponent Information Sheet

2C Work Experience of the Firm

2D Similar Types of Works

2E Proponent’s References

2F General Backgrounds and Organization

2G Methodologies and Work Plan

2H Formal of Curriculum Vitae (CV) for Proposed Key Professional Staff

2I Financial Capability of the Proponent





64

APPENDIX 2A

TECHNICAL PROPOSAL SUBMISSION FORM

Date:

Chairman

Tenders Committee



#56-60 St. Vincent Street

PORT-OF-SPAIN

Dear Sir:

We, the undersigned, offer to provide the RFP for a Design/Supervising Consultancy Services for

the Upgrade of the Arima District Health Facility in accordance with your Request for Proposals

dated _____________2013.

We hereby submit our Proposal, comprising a Technical Proposal and a Financial Proposal sealed under a

single envelope.

If negotiations are held during the period of validity of the Proposal, we undertake to negotiate on the basis of

the proposed key professional personnel we have named. Our Proposal is binding upon us and subject to the

modifications resulting from contract negotiations.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

______________________________ ____________________________

Authorized Signature Title of Signatory:

______________________________

NAME IN BLOCK LETTERS

Name of Proponent: ____________________________________________

(BLOCK LETTERS)

Address of Proponent: ____________________________________________





65

APPENDIX 2B

APPLICANT INFORMATION SHEET

(To be filled out and returned in the Proposal)

Date: _____________________

Page _______ of _______ pages

Proponent’s Legal Name:

Sole Proprietorship Partnership Corporation Joint Venture or Consortium

Year of constitution:

Legal address in country of constitution:

Authorized representative information:

Name:

Address:

Telephone/Fax numbers:

E-mail Address:

Attached are copies of original documents of:

1. Articles of Incorporation or Documents of Constitution of legal entity named above,

2. Letter of authorization to represent the legal entity named above.





66

APPENDIX 2C

WORK EXPERIENCE OF THE FIRM


Name of Proponent: ____________________________ Date: _____________________

Page _______ of _______ pages

Starting

Month /

Year

Ending

Month /

Year

Years Contract Identification

Role of Applicant

______

______

Contract name:

Brief Description of the Works performed by the Applicant:

Name of Contracting Entity:

Address:

______________

______

______

Contract name:



Address:

______________

______

______

Contract name:



Address:

______________

______

______

Contract name:



Address:

______________

______

______

Contract name:



Address:

______________

______

______

Contract name:



Address:

______________





67

APPENDIX 2D

SIMILAR TYPE OF WORKS


Name of Proponent: _______________________ Date: _____________________

Page _______ of _______ pages

Project Name:

____ of ___ required

Information

Description of the similarity in accordance with

the Scope of Services

1.

2.

3.

4.

5.

6.

Project Name:

____ of ___ required

Information

Contract Identification

Award date

Completion date

____________________________________________

____________________________________________

Role in Contract Consultant Management

Consultant

Sub-consultant

Total contract amount ____________________________ TT$__________

If party in a JVCA or sub-consultant,

specify participation of total contract

amount

____________%

_____________

TT$__________

Consulting Entity’s Name:

Address:

Telephone/fax number:

E-mail:

____________________________________________

____________________________________________

____________________________________________

____________________________________________





68

APPENDIX 2E

PROPONENT’S REFERENCES


Relevant Services Carried Out in the Last Five Years

Using the format below, provide information on each referenced assignment for which your firm/entity,

either individually as a corporate entity or as one of the major companies within an association was legally

contracted.

Assignment Name: Country:

Location within Country

Professional Staff Provided by your

Firm/entity (profiles)

Name of Client: No. of Staff:

Address:

No. of Staff-Months; duration of

assignments:

Start Date (Month/Year): Completion Date

(Month/Year):

Approx. value of services (in Current

US$ and TT$):

Name of Associated Firm, if any: No. of Months of Professional Staff

Provided by Associated Firms:

Name of Senior Staff (Project Director/Coordinator, Team Leader) involved and functions

performed:

Narrative Description of Project::

Description of Actual Services Provided by you Staff:

Proponent’s Name _____________________________________

(BLOCK LETTERS)





69

APPENDIX 2F

GENERAL BACKGROUND AND ORGANIZATION


Name of Proponent: _______________________ Date: _____________________

Page _______ of _______ pages

Non-Performing Contracts

Contract non-performance did not occur during the past five (5) years

Pending Litigation

No pending litigation

Pending litigation.

Year Outcome as

percent of

total assets

Contract Identification

Total Contract

Amount

(current value,

TT$ equivalent)

______

______

Contract Identification:


Address of Contracting Entity:

Matter in dispute:

___________

______

______




Matter in dispute:

___________

______

______




Matter in dispute:

___________





70

APPENDIX 2G

METHODOLOGY AND WORK PLAN


[Technical approach, methodology and work plan are key components of the Technical Proposal. It is

recommended that you present your Technical Proposal divided into the following three chapters:

a) Technical Approach and Methodology

b) Work Plan

c) Organisation and Staffing

a) Technical Approach and Methodology. In this chapter you should explain your understanding of the

objectives of the assignment, approach to the services, methodology for carrying out the activities and

obtaining the expected output, and the degree of detail of such output. You should highlight the problems

being addressed and their importance, and explain the technical approach you would adopt to address them.

You should also explain the methodologies you propose to adopt and highlight the compatibility of those

methodologies with the proposed approach. You should also detail in this chapter your QA/QC plan and

safety plan to be implement for this project.

b) Work Plan. In this chapter you should propose the main activities of the assignment, their content and

duration, phasing and interrelations, milestones and delivery dates of the reports. The proposed work plan

should be consistent with the technical approach and methodology, showing understanding of the RFP

Requirements and ability to translate them into a feasible working plan. A list of documents, including

reports, drawings, and tables to be delivered as outputs, should be included here. Work programmes shall be

in MS Project 2007 or latest, and shall show linkages, critical path/s, milestones, and should be read in

conjunction with the Technical Approach and Methodology.

c) Organization and Staffing. In this chapter you should propose a manpower loading chart for all aspects

of the assignment, and its respective man-hour allocation for the project. In addition, you should indicate

who will be the Proponent’s full time on-site key personnel for this project and its intended role for the

project.





71

APPENDIX 2H

FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED KEY PROFESSIONAL STAFF


Page 1 of 2

Name of Proponent: _______________________________________________________

Name of Staff: ___________________________________________________________

Profession: ______________________________________________________________

Date of Birth: ____________________________________________________________

Years with Firm/entity: _______________________ National: _____________________

Membership in Professional Societies: ________________________________________

________________________________________________________________________

Detailed Task Assigned: ___________________________________________________

________________________________________________________________________

Key Qualifications:

[Give an outline of staff member’s experience and training most pertinent to tasks on assignment. Describe

degree of responsibility held by staff member on relevant previous assignments and give dates and location.

Use about half a page.]

Education:

[Summarize college/university and other specialized education of staff member, giving names of school,

dates attended and degrees obtained. Use about half a page.]





72

Appendix 2H Continued

Format of Curriculum Vitae (CV) for Proposed Key Professional Staff


Page 2 of 2

Employment Record:

[Starting with present position, list in reverse order every employment held. List all positions held by

staff member since graduation, giving dates, names of employing organizations, titles of position held,

and locations of assignments. For experience in the last ten years, also give types of activities

performed and client references, where appropriate. Use about three-quarters of a page.]

Languages:

[For each language indicate proficiency: excellent, good, fair, or poor; in speaking, reading, and

writing]

Certification:

I, the undersigned, certify that to the best of my knowledge and belief, these data

correctly describe me, my qualifications, and my experience.

_________________________________________________Date:________________

[Signature of staff member and authorized representative of the Firm]

Full Name of staff member:_______________________________________________

Full Name of authorized representative: ___________________________________





73

APPENDIX 2I

FINANCIAL CAPABILITY OF THE PROPONENT


Name of Proponent: _________________________________________ Date: _______________

Page _______ of _______ pages

To be completed by the Applicant

Financial information

in TT$

Historic information for previous ______ (__) years

(TT$ in 000s)

Year 1 Year 2 Year 3 Year ... Year n Avg. Avg.

Ratio

Information from Balance Sheet

Total Liabilities (TL)

Total Assets (TA)

Net Worth (NW)

Current Assets (CA)

Current Liabilities

(CL)

Information from Income Statement

Total Revenue (TR)

Profits Before Taxes

(PBT)

Attached are copies of financial statements (balance sheets, including all related notes, and income

statements) for the years required above complying with the following conditions:

1. Must reflect the financial situation of the Applicant or, and not sister or parent companies;

2. Historic financial statements must be audited by a certified accountant;

3. Historic financial statements must be complete, including all notes to the financial

statements;

4. Historic financial statements must correspond to accounting periods already completed and

audited (no statements for partial periods shall be requested or accepted).





74

APPENDIX 3

FINANCIAL PROPOSAL – STANDARD FORMS

3A FINANCIAL PROPOSAL SUBMISSION FORM

3B PRICE SCHEDULE

I: REMUNERATION FOR KEY PROFESSIONAL STAFF

II: REMUNERATION FOR OTHER SUPPORT PROFESSIONAL STAFF

III: OTHER REIMBURSABLE INCIDENTAL EXPENSE

IV: GRAND TOTAL

3C REMUNERATION AND PAYMENT

3D REIMBURSABLES





75

APPENDIX 3A

FINANCIAL PROPOSAL SUBMISSION FORM


Date:

Chairman

Tenders Committee



#56-60 St. Vincent Street

PORT-OF-SPAIN

Dear Sir:

We, the undersigned, offer to provide the Design/Supervising Consultancy Services for the Upgrade

of the Arima District Health Facility in accordance with your Request for Proposal dated __________,

2013. Our attached Price Proposal is for the fee of ................... percent of the Client Approved Construction

Budget VAT Exclusive (where applicable).

The breakdown of the aforementioned percentage is as follows:

Supervision Cost by activity detailed in the Technical Proposal in the Milestone Format.

Our Price Proposal shall be binding upon us subject to the modifications resulting from Contract

negotiations, up to expiration of the validity period of the Proposal.

Commissions and gratuities paid or to be paid by us to agents relating to this Proposal and Contract

execution, if we are awarded the Contract, are listed below.

Name and Address Amount and Purpose of Commission

of Agents Currency or Gratuity

____________________

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

Authorized Signature:

Name and Title of Signatory:

Name and Address of Firm:





76

APPENDIX 3B

PRICE SCHEDULE

I: REMUNERATION FOR KEY PROFESSIONAL STAFF

Experts Name and

Position

No. of

Persons

Required

Unit Rate in

TT$

Man months to be

considered for

Evaluation

Total

Key Personnel

II: REMUNERATION FOR OTHER SUPPORT PROFESSIONAL STAFF

Experts Name and

Position

No. of

Persons

Required

Unit Rate in

TT$

Man months to be

considered for

Evaluation

Total

Support Staff

III: OTHER REIMBURSABLE INCIDENTAL EXPENSE

Item Unit Quantity Unit Rate in TT$ Amount

IV: GRAND TOTAL

Sr. No. Particulars Amount in TT$ Amount in Words

A Remuneration for key professional

staff

B Remuneration for other support staff

C Other reimbursable incidental

expenses

GRAND TOTAL

Note:

1. The unit rate in TT$ quoted by the Firm shall be inclusive of all taxes, duties, etc. excluding service tax. The

service tax with surcharge shall be reimbursable on actual basis.





77

APPENDIX 3C

REMUNERATION & PAYMENT

The Proponent shall complete the Form of Tender which will clearly identify an overall fee of %

of the Client Approved Construction Budget.

Payments will be made on the basis of achievement of milestones throughout the Project. The table below

summarizes the percentage payment at the different stages. The percentages outlined below will be applied to

the overall Bid Amount Percentage as offered by the Proponent.

All payments shall be subjected to 10% Retention with a Limit of Retention of 5% of the Contract Sum.

NIPDEC reserves the right to amend the percentages above during negotiations with the

successful Proponent.

Completion of Stage Percentage payment

Pre-Construction Phase (Stage # 1) 30%

Construction Phase (Stage # 2) 60%

Post-Construction (Stage # 3) 10%

Total 100%





78

APPENDIX 3D

REIMBURSABLES

Item #

Description of Item

Unit

Quantity

Rate TT$

Cost TT$

TOTAL

Company Stamp and Seal…………………………………

Principal’s Signature Date

Name: _______________________________________

Title: _______________________________________





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79

APPENDIX 4

SCOPE OD SERVICES

4A DETAILED SCOPE OF SERVICES

4B RESPONSIBILITY MATRIX





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80

APPENDIX 4A

DETAILED SCOPE OF SERVICES

FOR THE

DESIGN/SUPERVISING CONSULTANCY SERVICES FOR THE


DESCRIPTION

The Services to be performed by the Design/Supervising Consultant shall include all Design and

Supervision Services for Pre-Construction, Construction and Post-Construction as indicated below. The

Design/Supervising Consultant will be required to provide administration and management of works

performed by the Contractor. The Design/Supervising Consultant will have responsibility for all matters

directly relating to design elements of this Project as well as have responsibility for all other supervision

consultancy matters relating to the Project.

The Design/Supervising Consultant will also be required to work with a Project Team lead by NIPDEC

towards the successful completion of the project on schedule, at or below budgeted costs, meeting or

exceeding standards stipulated in this RFP and the Contract, and in adherence with standards required by

statutory authorities.

The Design/Supervising Consultant will oversee the delivery of the Project and will perform the duties of

a FIDIC “Engineer” as defined by FIDIC Conditions of Contract for Construction for Building and

Engineering Works Designed by the Employer (1999 Red Book) as these may be attributable to, specified

and/ or implied by the contract(s) and in accordance with the laws, technical standards and construction

norms and rules, including but not limited to the activities described in this Scope of Services.

The Design/Supervising Consultant for this said Project will perform the design/supervision consultancy

services as per the FIDIC Conditions of Contract for Construction for Building and Engineering Works

Designed by the Employer (1999 Red Book) and shall be engaged under the FIDIC Client/Consultant

Model Services Agreement (2006 White Book).





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81

Project Administration and Communication Tools

The Design/Supervising Consultant becomes the administrator of the Contract, hence stands as the

conduit of information between NIPDEC and the Contractor.

The Design/Supervising Consultant’s Project Management and Communication Tools during construction

are to maintain control and timely completion of the project.

The Design/Supervising Consultant shall:

i) Establish an internet based file transfer protocol system (FTP site) or similar, reporting

procedures and conduits, and data storage facilities, to manage the overall Project Team’s

administration, communication and productivity.

ii) Oversee the internet based file transfer protocol system (FTP site) or similar, its

implementation and maintenance to enhance the overall Project Team’s administration,

communication and productivity.

iii) Establish templates for all documentation and reports required on the project.

iv) Organize, prepare agenda, and coordinate all meetings, including site meetings, progress

meetings with other stakeholders etc; meet with the contractors to clarify issues, track

progress, provide feedback and instructions to the contractors and other stakeholders. Site and

progress review meetings to be done on the first day of the first (1st) and third (3

rd) week of

every month or as requested by NIPDEC.

v) Maintain a Daily Project Diary, to record all events pertaining to the Contract, request from

and orders given to the Contractor, any other information which may at a later date be of

assistance in resolving queries which may arise concerning execution of the works.

(a) Review Schedule on a weekly basis

(b) Have weekly Coordination of Vendors

(c) Maintain Fortnightly Budget Updates

(d) Maintain and manage Master Schedule

This management tool reviews overall work completed periodically with the Contractor, developing

Corrective Action Plans and Monitoring Procedures as required, to be submitted to NIPDEC for review

and comments.





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82

General Responsibilities


1) Conduct a condition assessment of the facility and existing designs. Provide a condition

assessment report and recommended design changes due to Architectural, Civil, Structural,

Mechanical, Electrical and/or other statutory, Client or NIPDEC requested changes.

2) Preparation of all technical documentation in accordance with the End User’s requirements.

3) Ensure that all applications are made and obtain all necessary statutory authority/agency

approvals and permits.

4) Provide value engineering, analyses of alternate construction methods and materials for

potential quality, cost and schedule enhancements and communicate findings with NIPDEC.

Ensure that all designs comply with all relevant local and international building codes, rules

and regulations.

5) Manage all relevant technical issues, notices, and requests raised by the Contractor as

appropriate.

6) Where any contractor deviates from the designs and specifications as per the contract(s) or are

behind schedule or in any way violates the terms and conditions of such contract (s), the

Design/Supervising Consultant will be required to identify such shortcomings immediately

and inform the respective contractor (s) of such deviations/ violations in a timely manner by

meeting with and writing to the Contractor and requesting that such deviations/ violations be

corrected within reasonable time frame to be agreed with NIPDEC.

7) Ensure that the construction methods proposed by the Contractor for carrying out the works

are in accordance with the Contract and specifications and are satisfactorily implemented in

accordance with prevailing standards and best practice, and request/ approve improvements

from the Contractor where necessary.

8) Inspect all materials to ensure that they are consistent with the technical specifications and are

suitable for construction.





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83

9) Formulate and manage snag listing of defective items of works and corrections as required and

communicate findings and corrective measures with NIPDEC.

10) Confirm satisfaction with the construction works, all required documentation, statutory

approvals and all other deliverables as per Contract for facilitating NIPDEC’s submission of a

Certificate of “Practical Completion” to the Contractor on the completion of construction

works.

11) Adhere to the Codes of Conduct and Codes of Ethics of all relevant professional associations

such as, but not limited to, APETT, TTIA, BOETT, ISTT.

12) Ensure that high quality construction is achieved and to ensure that all works are carried out in

full compliance with the engineering design, technical specifications and other contract

documents within the stipulated time period.

13) Properly supervise the works and approve the materials and workmanship of the works in

cooperation and in consultation with the Contractor and NIPDEC to ensure timely completion

of the project.

14) Maintain records of all plan labor and material used in the construction of the works.

15) Inspect the works, during the construction period and at proper intervals during the Defects

Liability Period and to issue Defects Liability Certificates after the rectification, by the

Contractor, of possible defects and assist NIPDEC in issuance of final payment certificates.

16) The Design/Supervising Consultant will inform the Contractor of any instance of faulty or

unsatisfactory work and require same to be corrected within a specified time and inform

NIPDEC promptly if the Contractor fails to comply.

Further, the principal responsibilities will include, but not limited to the following items below, and shall

not be taken to replace or modify, but should be read in conjunction with, the General Conditions of the

FIDIC Conditions of Contract for Construction for Building and Engineering Works Designed by the

Employer (1999 Red Book), and as per the Responsibility Matrix shown in Appendix 4B, as enhancing

and clarifying the role and responsibilities of the Design/Supervising Consultant as relevant to this

Project:





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84

PHASE TITLE OF SCOPE

OF SERVICES DETAILS OF SCOPE OF SERVICES

PAYMENT

(%)

Pre-

Construction

Phase

Conduct Condition

Assessment

Conduct a condition assessment of the facilities and its

existing design to determine the extent of the upgrade.

Provide value engineering, analyses and materials for

potential quality, cost and schedule enhancements.

A report must be submitted within 30 days of

commencement of the assessment.

Pre-

Construction

Phase

Preparation of

User’s Brief

inclusive of

Designs, Drawing

and all Technical

Documents


i) Attend all stakeholder meetings and collate all

information as relevant to complete the Final

User’s Brief Document for the Contractor.

ii) Prepare and submit User Brief based on

intermediate User Brief provided within this RFP

and the findings of the Condition assessment

iii) Prepare a full set of drawings inclusive of

Conceptual, Preliminary and Final Design

Drawings

Designs must comply with all relevant local and

international building codes, rules and regulations.

iv) Prepare and submit:

calculations

schedules

diagrams

charts

medical equipment listing

technical specifications

methodologies and

any other technical documents in

reference to the Final User

Requirements.

Submit these documents within four (4) months upon

commencement of stakeholder meetings.

Pre-

Construction

Development of

Medical and Non-

The Design/Supervising Consultant shall develop the

Medical and Non-Medical Equipment Listing and





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85



PAYMENT

(%)

Phase

Medical Equipment

listing and

specifications

Specifications required for the facility. This shall form

part of the Request for Proposal document.

Pre-

Construction

Phase

Pre-

Construction

Phase

Construction

Supervision

Manual

Construction

Supervision

Manual

The Design/Supervising Consultant shall prepare, for

NIPDEC’s approval, a Construction Supervision Manual

outlining routines and procedures to be applied in contract

management, construction supervision and administration.

This manual shall form part of the Request for Proposal

document.

Pre-

Construction

Phase

Preparation of

Tender package

and review of

tender submitted


Participate and provide inputs in the preparation of Tender

and Contract Documents. Such inputs include, but are not

limited to user’s brief, full set of final designs and

drawings, technical specifications, calculations, schedules,

diagrams, charts, medical equipment listing, technical

specifications, methodologies particular conditions of

contract, appendix to tender, milestone cost breakdown,

charts, and analyses of soil investigation reports and

cadastral and topographical surveys, and construction

supervision manual.

i) Participate in the preparation of Final Cost Estimates.

ii) Nominate a technical representative to form part of

the Evaluation Team.

iii) Attend Site Visits and Pre-Submission Briefings as

required.

iv) Provide technical or other inputs in responding to

queries from the Proponents.

v) Perform technical evaluation of Proposals submitted

and report to Tender Evaluation Committee.

vi) Check the thoroughness and accuracy of the milestone

cost breakdown submitted by the Proponents. Check

reasonable and adequacy of price proposed by

Proponents.

vii) Participate in shortlisted Proponents’ presentations.

Provide any other technical inputs required during





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86



PAYMENT

(%)

tendering stage.

Pre-

Construction

Phase

Project/Programme

Schedule Control

The Design/Supervising Consultant shall develop the

preliminary schedule for the project inclusive of pre-

construction, construction and post construction activities,

and shall highlight all critical activities and milestones.

Construction

Phase

Project Document

Control


i) Establish infrastructure, procedures, conduits, and

data storage facilities for the proper management and

control of project documents. The Consultant will

oversee the system’s implementation and maintenance

to enhance the overall Project Team’s administration,

communication and productivity.

ii) Review and approve as appropriate the Contractor’s

Work Programme including activity scheduling and

resource programming.

iii) Provide and submit the following:

Construction Supervision Manual

Project Cost model and reports

Project Accounting / Financial Reporting

iv) Manage project records – Establish and maintain a

system to compile all correspondence, submittals,

RFI’s etc.

Maintain all Project Logs and records

Prepare and file various project reports.

Construction

Phase

Budget and

Schedule Control


i) The Consultant shall employ standard Project

Management tools to maintain control of the budget

and timely completion of the project. The documents

for the budget and schedule control shall be always

available at monthly progress meetings, and if

requested by NIPDEC.

ii) In general, the Consultant shall provide justification

to NIPDEC for actual or expected increase in costs.





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87



PAYMENT

(%)

Construction

Phase

Budget and

Schedule Control

The Consultant shall at all times, apply proven

methods of cost control at all stages of the project.

The Cost Control system shall be capable of

adjustment to reflect up-to-date cost information by

means of continuous accounting. The system should

be capable of providing to NIPDEC an up-dated and

detailed comparison between the budget and actual

expenditures to date, committed to date and forecast.

iii) A Cost/Budget report shall be issued as part of the

consultant’s monthly progress report to NIPDEC

summarizing the current financial status of the

Project. It includes the approved estimate and notes

all variances from the estimate and changes initiated

by NIPDEC/the Client. Changes to the control

estimate are divided into three categories:

“Approved” (i.e., a change estimate has been

executed and approved by the NIPDEC/Client);

“Pending” (i.e., a change estimate has been

submitted and awaits approval by the

NIPDEC/Client),

“Approximate” (i.e., an approximate estimate has

been developed and submitted to the NIPDEC as

an early warning system for information and

review).

Also to be shown is an overall project cost, with savings

and/or overruns shown on a trade basis. This is to be

combined with the status of billings to complete the

financial status of the project.

Construction

Phase

Plant, Labour, and

Equipment

Monitor


i) Monitor the Contractor’s labour reports by reviewing

detailed expenditure of labour, comparing the

estimated costs against the actual costs both for the

period and accumulated to date. Projections of costs

to complete, savings and/or overruns are to be

continuously monitored. The documentation for this

report shall be included in the monthly progress

reports to NIPDEC.





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88



PAYMENT

(%)

ii) Maintain records of all plant, Labour, and Material

used in the construction of the works.

Construction

Phase

Permits and

Certificates


i) Review the Contractor’s permit responsibilities, to

confirm ongoing conformance with the requirements

established during the pre-construction stage.

ii) Obtain statutory authority/agency approvals and

permits.

iii) Address issues and make decisions on certificates and

orders as specified in details in the Contract

Documents, subject to the approval of NIPDEC.

Construction

Phase

Use of and Access

to the Construction

Site

The Design/Supervising Consultant shall monitor the

Contractor’s warehousing, storage, access, inventory

control systems, and clean-up to prevent losses or damage

on site.

Construction

Phase

Contractor’s

Submittal

The Design/Supervising Consultant shall review and

recommend for NIPDEC’s approval the following

Contractor’s submittal:

Insurance Certificates;

Construction Staging Area/ Traffic Plan;

Construction/Temporary Facilities proposal/s;

Equipment and Plant Plan;

Three weeks look ahead schedule;

Sub Contractor Listing;

Shop Drawings and Material Submittals

Any other document as required by the Contract.

Construction

Phase

Shop Drawings and

Sample Control


i) Review and approve shop drawings and sample

submitted by the Contractor upon receipt.

ii) Maintain approved samples with labels and date

approved.

Construction

Phase

Request for

Information/

Clarification/


i) Review and resolved all Request for Information /





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89



PAYMENT

(%)

Instructions Clarification / Instructions submitted by the

Contractor within a time frame to be agreed by

NIPDEC.

ii) Furnish copies to NIPDEC of all Requests for

Information / Clarification / Instructions.

Construction

Phase

Site Staff


i) Maintain a competent supervisory staff at the job site

to monitor the progress of the Contractors.

a) On Site Staff (full-time staff)

Due to the scale and variety of the project, the

Consulting Team staff should include, at the

least, the following full-time on-site personnel

exclusively assigned to this site:

One (x1) Construction Supervisor, with a

minimum of ten (10) years of Healthcare

Construction Experience (“HCE”),

inclusive of design experience;

One (x1) Site Control Officer, with a

minimum of five (5) years HCE,

One (x1) Administrative Assistant

The above staff shall be direct employees of

the Principle Consultant and shall not be sub-

consultants.

b) Other Staff (to be available at all times to

support the On-Site Staff)

The Consultant is to maintain a full cadre of

design experts inclusive of, but not limited to:

Architects, Structural and Civil Engineers,

Services Engineers and FIDIC Specialists

all with at least ten (10) years HCE;

Procurement Specialists, Medical

Equipment Specialists, Interior Designers

all with at least five (5) years HCE; and

Health and Safety Officer, Quantity

Surveyors, Draughtsman, Supervisory,





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90



PAYMENT

(%)

Administrative and Management Staff.

Construction

Phase

Site Inspections The Design/Supervising Consultant shall conduct regular

site inspections and approve works or provide instructions

to correct deficiencies as required.

Construction

Phase

Procurement

The Design/Supervising Consultant shall review the

Contractor’s procurement activities as defined in the

Procurement Plan established during the pre-construction

phase, in addition to monitoring the Contractor’s progress

relative to the Master Schedule.

Construction

Phase

Change Orders and

Addenda


i) Manage the process of Change Orders by

implementing the procedures developed during the

pre-construction phase, or thereafter, as approved by

NIPDEC.

ii) Prepare detailed recommendations to NIPDEC for

contract change orders and addenda, as necessary, to

ensure the best possible technical results are achieved

with the available funds.

Construction

Phase

Quality Assurance

and Quality

Control (QA/QC)


i) Ensure that the Contractors prepare QA/QC Plans, to

the satisfaction of NIPDEC.

ii) Oversee implementation of the QA/QC Plans,

focusing on construction scope and constructability

issues as well as timely submittal/approval issues,

which might impact material deliveries and project

scheduling requirements.

iii) For the duration of all construction activities, and in

addition to providing daily guidance and mentoring,

the Design/Supervising Consultant will conduct

quarterly meetings and inspection sessions to review

the implementation of Quality Control mechanisms;

provide support in realignment, updating and

reviewing of Quality Control guidelines; and present a

report to NIPDEC at the end of each quarter on

findings and recommendations.





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91



PAYMENT

(%)

Construction

Phase

iv) Participate in quality testing and review and comment

on all test results as required, including but not

limited to soils, compaction, concrete, fabrication

certificates etc. This also includes a detailed

statement of required testing equipment and

technicians. Ensure that tests are carried out by

qualified inspectors and technicians, appointed by the

Contractor.

v) Monitor the Contractor’s Quality Control Programme

and shall inclusive of a review of the construction

documents, shop drawings and specifications.

Ensure a system of Quality Assurance of works,

approve materials and sources of materials, review all

mix designs proposed by the Contractor and

approve/suggest modifications in the mix design,

laying methods, sampling and testing procedure and

Quality Control measures to ensure required standard

and consistency in quality, at the commencement of

item

vi) Participate in quality testing and review and comment

on all test results as required. This also includes a

detailed statement of required testing equipment and

technicians. Ensure that tests are carried out by

qualified inspectors and technicians, approved by

NIPDEC.

vii) Check the laboratory and field tests carried out by the

Contractor and develop a mechanism in consultation

with NIPDEC, to carry out adequate number of

independent tests other than the regular testing done

by laboratory personnel.

viii) Order special tests of materials and/or completed

works, order removal and substitution of improper

materials and/or works as required, with NIPDEC’s

approval.

ix) Monitor and check the day to day quality control and

quantity measurements of the works carried out under

the Contract, keep all measurement records as per the





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92



PAYMENT

(%)

Construction

Phase

Quality Assurance

and Quality

Control (QA/QC)

directions of NIPDEC.

x) Monitor and check the overall FF&E installation

supplied and performed by the Contractor and check

its conformance against Contractor’s contractual

obligations.

Construction

Phase

Construction

Phase

Health, Safety and

Environment

Health, Safety and

Environment


i) Direct the Contractor in all matters concerning

construction safety and care of the works (including

the erection of the temporary signs at road works) and

if required, to request the Contractor to provide any

necessary lights, guards, fencing and watchmen;

ii) Direct the Contractor to carry out all such works or to

do such things as may be necessary in his opinion to

avoid or to reduce the risk in any emergency affecting

the safety of life or of adjoining property;

iii) Direct the contractor to take all necessary steps

including those mentioned in the construction contract

to protect the environment on and off the site which

arise due to construction operations;

iv) Monitor the Contractor’s performance with regard to

the Environmental Impact Plan.

v) Monitor the Safety Plan developed during the pre-

construction phase by the Contractor.

vi) Report all discovered departures from established

procedures to the Contractor and develop and

implement the proper corrective actions. Whenever it

has been discovered that there exist a departure from

the established procedures, the Supervising

Consultant shall report the issue to NIPDEC and work

with the responsible team members to develop and

implement the proper corrective actions

Construction

Phase

Disputes and

Claims


i) Inform NIPDEC on the Contractor's claims for





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93



PAYMENT

(%)

additional monies or for extensions of time.

Before NIPDEC decides whether the Contractor may be

entitled to additional money or an extension of time,

NIPDEC is expressly required to consult with the

Design/Supervising Consultant and the Contractor:

ii) Inform NIPDEC of any disputes.

iii) Exercise impartial discretion having regard to all

circumstances when giving a decision, opinion or

consent, expressing his satisfaction or approval, and

determining value to NIPDEC.

The Design/Supervising Consultant has no authority to

instruct NIPDEC as to the position to adopt.

Construction

Phase

General


i) Respond to all relevant technical issues, notices, and

requests raised by the Contractor as appropriate.

ii) Participate in snag listing of defective items of works

and corrections as required.

iii) Participate in testing and commissioning of all plant

and equipment required by the Contract.

iv) Review and advise on the training programmes

submitted by the Contractor, and participate in each

training programme to be conducted by the Contractor.

v) Confirm satisfaction with the construction works, all

required documentation, statutory approvals and all

other deliverables as per Contract for facilitating

NIPDEC’s submission of a Certificate of “Practical

Completion” to the Contractor on the completion of

construction works.

vi) Adhere to the Codes of Conduct and Codes of Ethics of

all relevant professional associations such as, but not

limited to, APETT, TTIA, BOETT, ISTT.

Construction

Phase

Shop Fabrication

The Design/Supervising Consultant shall inspect materials

and fabricated items at the shops or plants of the

manufacturer and again on the site to assure that all

material adheres to standards before installation.





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94



PAYMENT

(%)

Construction

Phase

Samples


i) Confirm that the Contractor prepares sample

installations to performance standards, which are kept

intact for final acceptance of the work.

Any work falling below the standards or not in accordance

with the Contract or Contract Documents, of the approved

sample shall be rejected.

Construction

Phase

Reporting

Requirements

The Design/Supervising Consultant shall submit the

following Reports to NIPDEC:

i) Inception/Commencement Report

An Inception/Commencement Report shall be

formulated by the Design/Supervising Consultant in

conjunction with the Contractor and submitted within

thirty (30) days of commencement of services

including any information which may impact on the

successful completion of the Project.

ii) Fortnightly Progress Report

A Fortnightly Progress Report shall be formulated by

the Design/Supervising Consultant in conjunction with

the Contractor to be submitted on the first day of the

first (1st) and third (3

rd) week of every month.

The Fortnightly Progress Report shall cover the

following:

a) Verify contents of the Contractor’s Fortnightly

Report to Contract requirements

b) Verify accuracy of the Contractor’s Fortnightly

Report to actual site conditions

c) Details of all delays, if any, reasons for such delay

(s) and the recommendations for corrective

measures

d) Details of all meetings, decisions taken therein,

mobilization of resources (Consultant’s and the

Contractor’s), physical and financial progress





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PAYMENT

(%)

Construction

Phase

Reporting

Requirements

e) Other issues as may be necessary to provide

additional information to NIPDEC with respect to

the successful completion of the Project

iii) Taking Over Report

A detailed Taking Over Report is to be submitted to

NIPDEC prior to the issuance of the Taking Over

Certificate. The Design/Supervising Consultant will

inform NIPDEC of the status of defects if any in

relation to the Contractor’s Scope of Services.

This Detailed Taking Over Report shall address the

performance of the Project in relation to Time, Cost,

Quality, Scope, Risk and Health, Safety and the

Environment

iv) Detailed Contract Completion/Final Report

A detailed Contract Completion/Final Report is to be

submitted to NIPDEC after the issuance of the final

Certificate of Completion. The Design/Supervising

Consultant will prepare a comprehensive Final Report

of the supervision performed, as built construction

drawings, problems encountered and solutions

undertaken thereon and recommendations for future

projects of similar nature to be undertaken by the

Employer.

This Detailed Contract Completion/Final Report shall

pay particular attention to the following:

a) Time

- Details of extension of time granted to the

Contractor by NIPDEC

b) Cost

c) Quality

-Details of Quality Assurance System

-Quality observed at site

d) Scope





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96



PAYMENT

(%)

Construction

Phase

Reporting

Requirements

- Details of variation orders issued

- Details of claims

e) Risk

-Details of Personnel including substitutions

made during each of the projects

f) Health, Safety and the Environment

-Special preventative measures for maintenance

g) Recommendations for improved execution of a

similar Project in the future.

Construction

Phase

Equipment Testing


i) Liaise with the Contractor to coordinate and manage

equipment testing, commissioning and turnover.

ii) Direct the training and orientation of MOH’s

personnel or its authorized representative in the

operation and maintenance of the Arima District

Health Facility.

iii) Assist in evaluating systems performance in the

critical break-in periods

Construction

Phase

Training The consulting firm shall include provisions for on-the-job

training of counterpart technical and professional staff of

the Employer, Client and/ or End User who might be made

available during the project.

Construction

Phase

Permanent

Equipment

Installation and

Maintenance Plan,

Commissioning and

Start-Up- Plan

The Design/Supervising Consultant shall assist NIPDEC in

assessment of the Equipment Installation and

Maintenance Plan from the Contractor to achieve

conformity to the requirements established in the Contract

and acceptance by NIPDEC.

Construction

Phase

Invoices

The Design/Supervising Consultant will be required to

verify all invoices or payment requests from the Contractor

to ensure that they are accurate and tenable under the

Contract, and submit to NIPDEC with payment certificate

or return to the Contractor with advice for revision and





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97



PAYMENT

(%)

resubmission as necessary.

Construction

Phase

Project Close Out


Liaise with NIPDEC and the Contractor to ensure orderly

project closeout and transition from construction to actual

use.

Post-

Construction

Phase

General


i) Review, approve and certify all “As Built” drawings,

manuals, warranties, technical literature, keys, spares

and other related taking over items in accordance with

the Contract.

ii) Review and recommend the Facility Management

Plans obtained from the Contractor.

iii) Ensure that all construction issues are fully resolved

and that all hand over packages are obtained from the

Contractor prior to NIPDEC’s issuance of “Taking

Over Certificate.”

iv) Ensure that all construction issues are fully resolved

and that all hand over packages is obtained from the

Contractor prior to NIPDEC’s Issuance of “Taking

over Certificate”.

v) Confirm satisfaction with the remedial works for

facilitating NIPDEC’s issuance of a “Performance

Certificate” to the Contractor.

vi) Conduct inspections with NIPDEC and the

Contractor of the completed Projects, and participate

in the compilation of punch lists and follow-up with

the Contractor to expedite the completion of punch-

list items, and monitor performance under the Project

guarantees.

vii) Review the construction and work to expedite final

payment and close out. This includes providing a final

reconciliation of project costs and coordinating as-

built records as well as operation and maintenance

manuals.

viii) Assist and advise NIPDEC for advance actions

required to be taken for handing over of site and in





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98



PAYMENT

(%)

achieving different milestones for completion of

projects as per schedule.

ix) Prepare the Project Completion Report (50% retention

to be released), upon Confirmation of satisfaction

with the remedial works for facilitating NIPDEC’s

issuance of a “Performance Certificate” to the

Contractor (release of final 50% retention).

Any other related responsibilities which may become necessary to successfully execute the Contract.

Notes:

1. The successful Proponent must report at the frequency required by NIPDEC. Progress reporting

must be undertaken at all stages of the project and the contents of the report will be pre-agreed by

NIPDEC and the successful Proponent.

2. Provide all tools, equipment, materials, software, supplemental design codes and standards,

manpower etc. for the works described herein.

3. The successful Proponent must ensure satisfaction of all that is required, the full extent of the

project, the project aims and objectives inclusive of the purpose of the facility whilst undertaking

all aspects of the Scope of Services.

Ensure that all Drawings, layouts, details, sketches, profiles, etc. are prepared and submitted in AutoCAD 2007

format or latest edition, while all work programmes and/or Gantt Charts must be in Microsoft Project 2007 or

latest edition.





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99

Appendix 4B

Responsibility Matrix

Legend

P=Perform (Direct responsibility for execution of the Work)

S=Support (Assist in the execution of the Work)

R=Review & Recommend (Reviewing the Work Product and recommend)

A=Approve (Approving the Work Product)

K=Keep Informed (Given for General Information Purposes)

G=Be Guided (Guided by)

Activity Design/

Supervising

Consultant

Client/

NIPDEC Contractor

1. PRE CONSTRUCTION PHASE

1.1 Conduct Condition Assessment R, P S, A

1.2 Preparation of User’s Brief inclusive of

all Technical Documents R, P S, A

1.3

Detailed Design Drawings,

Specifications and Technical

Documents

R, P S, A

1.4 Development of Medical Equipment

listing and specifications R, P S, A

1.5 Permits and Certificates R, P S, A, G

S (where

applicable

during

construction)

1.6 Request for Proposal S P

1.7 Technical Evaluation of Proposals P, R P, A, G S (for

Presentation)

2. CONSTRUCTION PHASE

2.1 Project Administrative Manual P R

2.2 Master Schedule R, A R, A P





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100

Activity Design/

Supervising

Consultant

Client/

NIPDEC Contractor

2.3 Master Schedule Update R K P

2.4 Project Cost Model & Reports P A S

2.5 Project Accounting / Financial Reporting P, R R, A S

2.6 Inception/Commence Report P A S

2.7 Project Procurement Activities R, S A P

2.8 Submit Progress Payment Requests R A P

2.9 Issue Progress Payment to Contractor R P

2.10 Payments to Consultants P

2.11 Payments of Third Party Specialists/

Suppliers/ Works Contractors R P

2.12 Fortnightly Project Management Reports P R S

2.13 Construction Supervision Manual P R

2.14 Construction Supervision R,P S,P P

2.15 Insurance Certificates R A P

2.16 Mobilization P

2.17 Temporary Facilities R R P

2.18 Construction Staging Area/ Traffic Plan R R, A P

2.19 Equipment and Plant Plan R R P

2.20 Construction Schedule / Three Weeks Look

Ahead Schedule R R, A P

2.21 Subcontract Listing R R, A P

2.22 Shop Drawings/ Material Submittals R R P





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101

Activity Design/

Supervising

Consultant

Client/

NIPDEC Contractor

2.23 Maintain Shop Drawing & Sample Control R R P

2.24 Construction/ Temporary Facilities R, A A, G P

2.25 Construction R R P

2.26 Conduct Job Coordination Meetings S K P

2.27 Interpret Plans & Specifications R S P

2.28 Request for Information / Clarification /

Instructions R G P

2.29 Administer QA/QC Procedure P S,K P

2.30 Administer Security Programme R K P

2.31 Administer Safety Programme R S,K P

2.32 Oversee Safety Programme S,R A P

2.33 Inspect and Monitor Subcontractors P S P

2.34 Scope or Program Change Quotation

Requests/ Change Orders R P,A P

2.35 Administer Change Order Programme

(Scope/ Program) R P,S

2.36

Site/ Unforeseen Condition Site Unforeseen

Condition Change Quotation Requests/

Change Orders

R A P

2.37 FF&E Installation Administration R,A S P

3. PROJECT CLOSE OUT & POST

CONSTRUCTION PHASE

3.1 As Built Drawings R S,K P

3.2 Prepare Snag/ Deficiency List P S,K P





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102

Activity Design/

Supervising

Consultant

Client/

NIPDEC Contractor

3.3 Conduct Final Inspections P,A S S

3.4 Practical Completion Certificate P A P

3.5 O&M Manuals R,A S P

3.6 Train Client Personnel R,A S P

3.7 Testing and Inspection Administration R,A S P

3.8 Completion Certificates P S,A

3.9 Close out Documentation R,A S,A P

3.10 Final Cost Report P S,R S

3.11 Testing & Commissioning (Start-up) S,R S P

3.12 Warranty Review A S,K P

3.13 Submission of Facility Management Plan R A P

3.14 Final Statement R A P

3.15 Taking Over Report P A S

3.16 Holdback Disbursements R P

3.17 Detailed Contract Completion/Final Reports P A