Tender Evaluation Report for Bank of Gisenyi

8/2/2019 Tender Evaluation Report for Bank of Gisenyi

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Bank of Gisenyi

Tender Evaluation Report

Proposed Bank of Gisenyi (BG)


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Bank of Gisenyi P a g e | II Proposed Bank of Gisenyi (BG),Gisenyi City Tower (GCT) Branch FitOut

Archus AssociatesArchitectural & Urban Solutions

REPUBLIC OF THE RWANDA

BANK OF GISENYI

Tender Evaluation Report

Proposed Bank of Gisenyi (BG), Gisenyi City

Tower (GCT) Branch Fit Out

Title of Tender: Proposed Bank of Gisenyi

(BG), Gisenyi City Tower

(GCT) Branch Fit Out

Tender Reference Number: -

Procurement Method: Selective Tendering

Date of Issue: July 2011


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Bank of Gisenyi P a g e | III Proposed Bank of Gisenyi (BG),Gisenyi City Tower (GCT) Branch FitOut

Archus AssociatesArchitectural & Urban Solutions

Proposed Bank of Gisenyi (BG), Gisenyi City


Table of Contents

Cover .......................................................................................................- II -

Report Control Form ........................................................................... - III -

Table Of Contents ................................................................................. - IV -

1 INTRODUCTION .................................................................................. - 1 -2 PROJECT DATA.................................................................................... - 1 -3 LIST OF CONTRACTORS WHO RESPONDED TO THE TENDER.................. - 2 -4 SUMMARY OF BID OPENING ................................................................ - 2 -5 PRELIMINARY EVALUATION OF BIDS .................................................... - 4 -6

DETAILED TECHNICAL EVALUATION

..................................................... - 4 -7 FINANCIAL EVALUATION ..................................................................... - 5 -8 CONCLUSION & RECOMMENDATION FOR TENDER AWARD .................. - 5 -ANNEX I: TENDER OPENING FORM ................................................................ - 6 -ANNEX II: TENDER OPENING ATTENDANCE RECORD ...................................... - 6 -ANNEX III: LETTER OF INVITATION TO TENDER............................................... - 6 -ANNEX IV: MINUTES OF PRE-BID MEETING .................................................... - 6 -ANNEX V: PAGES SHOWING SOURCES OF ARITHMETIC ERRORS

...................... - 6 -


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Bank of Gisenyi P a g e | - 1 - Proposed Bank of Gisenyi (BG), Gisenyi CityTower (GCT) Branch Fit Out

1 IntroductionThis report follows the submission of tenders for the proposed fit out of the GCT

Bank of Gisenyi Branch project.

The project comprises taking possession of the GCT branch and completing the fit

out which consists of but not limited to construction of walling of various sizes,

cladding, aluminium internal partitioning, fixing aluminium and mahogany doors and

frames, fixing teller cubicles and cash tills, fixing various cabinets and joinery fittings,

tiling the floors and walls, fixing acoustic ceilings and electrical and mechanical

installations including but not limited to lighting installations, power installations,

power controls, data cabling, fire detection systems, air-conditioning, sanitary ware

and gas piping.

The report is presented in eight sections commencing with this introduction and

eventually terminating with the conclusion and recommendation for award of the

Contract. In between the report provides a history of the tendering procedure, makes

a preliminary and detailed evaluation of the bids and provides a financial analysis of

the responsive bids.

2 Project DataTitle of Tender: Proposed Bank of Gisenyi (BG), Gisenyi City


Source of Funding: Internal Funds

Date of Invitation For Bids: Wednesday, 29 June 2011

Date of Pre-Bid Conference: Tuesday, 5 July 2011

Date of Opening Of Bids: Thursday, 15 July 2011

Number of Bidders Who

Responded:

4 out of 5

Start of Evaluation: Friday 16 July 2011

End Of Evaluation: Tuesday 19 July 2011


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3 List of Contractors Who Responded to the Tender

4 Summary of Bid Opening

Name of bidders Contact person Full Address

1. Roko Construction(Rwanda) Sarl

Nigel Done Plot 4148, Gikondo

B.P 323 Gisenyi, Rwanda

Tel: +250 830 4181

e-mail: [email protected]

2. China Civil EngineeringConstruction Corporation

Han Ping P.B 6788 Gisenyi Rwanda

Tel: +250 788 30 1062e-mail: [email protected]

3. Thomas & Piron GrandLACS.

Kenneth Andoh Gikondo Gisenyi

P.B 6589 Gisenyi Rwanda

Tel: +250 788 30 5076

e-mail: [email protected]

4. Real Contractors Ltd Charles Lugira Gikondo GisenyiP.B 4374 Gisenyi Rwanda

Tel: +250 788 51 8686

website: www.realcontractors.net

Name of Bidder Price without taxes

(RWF)

Price with taxes

(RWF)

Completion Period

(weeks)Roko Construction

(Rwanda) Sarl226,779,620 267,599,952 28

China Civil Engineering

Construction Corporation103,034,047 121,580,176 7

Thomas & Piron Grand

LACS.309,012,809 364,635,115 20

Real Contractors Ltd 243,464,123 287,287,665 8


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Before the opening of the bids, one of the bidders queried why four bids were due to

be opened yet at dead line of submission apparently only three bids had been

submitted.

The other bidders were asked about their opinion on the matter and it was

established that this could have been caused by the confusion between the dead line

for submission of the bid (Thursday, 14 July 2011 at 10.00 a.m.) and the time for

opening of the bids (same day but at 3.00 p.m.). So before the opening, the other

bidders allowed the bid opening ceremony to proceed and the matter to be decided

by the evaluating consultants.

Having opened all the bids in a public ceremony attended by all the competing

bidders, the evaluating consultants decided to subject the apparent late bid to

evaluation as well, because of the difficulty of dismissing a bid that has already been

opened and the results known to public. The only way such a bid could have been

excluded is if it was not received in the first place.

-

50,000,000

100,000,000

150,000,000

200,000,000

250,000,000

300,000,000

350,000,000

400,000,000

Roko Construction(Rwanda) Sarl

China CivilEngineeringConstruction

Corporation

Thomas & PironGrand LACS.

Real ContractorsLtd


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5 Preliminary Evaluation of BidsAll bids were subjected to a preliminary evaluation to determine whether they are

complete and substantially responsive. Since this was a restricted tender where onlyfive (05) firms were invited, the preliminary evaluation restricted itself to the

completeness of bid, proof of payment of the non-refundable tender fees and

signing of the Contractors form. The table below summarises the findings of the

preliminary evaluation.

Criteria for Preliminary Evaluation BiddersRoko CCECC Thomas Real

Bid Form duly completed and signed by

the Bidder, Bid validity period shall be 90

days.

Pass Pass Pass Pass

Bill of Quantity duly completed by the

BidderPass Pass Pass Pass

Contractors Form duly completed Pass Pass Pass Pass

Evidence of purchase of tender

document providedPass Pass Pass Pass

Acceptance for Detailed technical

evaluation Yes Yes Yes Yes

The preliminary evaluation did not find anything to warrant the disqualification of

any bidder and therefore all submitted bids were accepted for detailed evaluation.

6 Detailed Technical EvaluationSince the short listed bidders capacity to undertake the project is undoubted, the

Companies having completed some of the landmark projects in Gisenyi, qualification

information was not required.

The bidders were deemed to have sufficient capacity in terms of technical personnel,

equipment and financial capability. In addition, the bidders were expected to confirm

that ability by submitting their bids quickly as the Employer is desirous of completing

the project expeditiously.


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7 Financial EvaluationAll the bids were submitted in Rwanda Francs (RWF) and therefore there was no need

for foreign currency adjustments / conversion in order to put them on the same

basis.

An arithmetic check was however carried out on all the tenders. The table below

summarises the findings.

Note: Refer to Annex V for details of arithmetic errors.

8

Conclusion & Recommendation for Tender Award

Having evaluated the bids submitted for the proposed fit-out of the Bank of Gisenyi,

Gisenyi City Tower Branch, and having conducted a preliminary and detailed analysis

of the bids including the financial analysis, and being convinced about the ability of

the bidder to execute the works and being cognisant of the Clients need to have the

project completed expeditiously, we hereby recommend the award of this tender to

China Civil Engineering Construction Company for total consideration of RWF

124,000,000= (One hundred twenty four million Rwandese Francs), and a

completion period of7 weeks subject to:-

1) Submission of an acceptable Performance Bond2) Submission of a fully resourced Work Programme with clearly identifiable

milestones.

Bidder Amount before

correction of errors

Amount after

correction of errors

Rank

Roko 267,599,952 279,435,584 2

CCECC 121,580,176 123,940,175 1

Thomas & Piron 364,635,115 364,635,115 4

Real 287,287,665 287,287,665 3


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Annex I: Tender Opening Form

Annex II: Tender Opening Attendance Record

Annex III: Letter of Invitation to Tender

Annex IV: Minutes of Pre-bid Meeting

Annex V: Pages Showing Sources of Arithmetic Errors

Documents

Tender Evaluation Report for Bank of Gisenyi