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PACIFIC AVIATION INVESTMENT PROGRAM Samoa Aviation Investment Project. SAMOA. Airport Pavements, Drainage and Service Infrastructure, Faleolo International Airport, Samoa PRE BID MEETING 7 July 2017. PRE BID MEETING AGENDA. Date: Friday , 7 th July 201 7
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PACIFIC AVIATION INVESTMENTPROGRAM SamoaAviation InvestmentProject SAMOA Airport Pavements, Drainage and Service Infrastructure, Faleolo International Airport, Samoa PRE BIDMEETING 7 July 2017
PRE BID MEETINGAGENDA • Date: Friday , 7th July 2017 • Location:SAIP Office, Faloleolo, Samoa • Time:10am Samoa Local Time • 10:00 – 10:05: Registration ofAttendance • 10:05 – 10:10: Introduction and Explanation ofProceedings • 10:10 – 10:25: TechnicalPresentation • 10:25 – 10:45: Procurement Workshop on “How to Submit a ResponsiveBid” • 10:45 – 11:00: QuestionPeriod • Note: Questions or clarifications to the issued bid documents should be raised formally in accordance with the instructions to Bidders in the actual biddocuments.
Objectives of Pre-BidMeeting • The objective of this presentation is to clarify issues and to answer questions on any matter that may be raised regarding the tender "Procurement of Physical Works for Airport Pavements, Drainage and Service Infrastructure, Faleolo International Airport, Samoa”. • This presentation does not replace or modifyany • provisions of the bidding document mentionedabove. • In case of contradiction between this presentation andthe bidding document, the terms and conditions of the bidding document takeprecedence.
Part 1 –Context • As part of the Pacific Aviation Investment Program (PAIP), supported by the World Bank, improvements are being made to safety, security, and compliance through improvements to airport pavements, drainage and service infrastructure at Faleolo International Airport, Samoa. • PAIP TFSU is managing the procurement process of behalf ofthe • Client by implementing the proposed procurementstrategy.
Part 1 –Context Scope ofWorks Design and Construction of pavement surfacing and infrastructure rehabilitations/upgrade at APW achieving the required design standards and defect liability periods accordingly. Please refer to Section VII Works Requirements of the bidding document
Part 2 – Overview ofTechnical Requirements • Bid Document is entitled Airport Pavements, Drainage and Service Infrastructure, Faleolo International Airport, Samoa • Existing Condition Pavements • Runway pavement ranges from poor to fair state (Oxidised & embrittlement of surfacing, longitudinal & block cracking, slippage & alligator cracking) • Recent crack sealing/maintenance works • Taxiway A is in very poor state • Taxiway is in a fair condition • Apron varies from fair to serious condition (block cracking, alligator cracking, slippage cracking and depressions)
Part 2 – Overview ofTechnical Requirements • Existing Drainage System • The existing drainage system is considered to have backflow problems during high tidal events due to the proximity of APW to the sea and the low invert levels. • Storm water runoff is known to cause flooding on the runway, in particular at the culverts placed close to the centre of the airfield (lowest runway levels). • New Terminal Building and the associate increase in impervious area, proposed revised levels of the existing apron, and new apron extension area, the apron drainage will require enhancement. • Currently the apron geometrically falls towards the terminal building and a new slot drain picking up surface runoff is necessary to prevent the terminal from flooding.
Part 2 – Overview ofTechnical Requirements • Scope of Works: • Design & rehabilitation works to Airfield Pavement • Replace failed asphalt surfacing materials and improving the bond between asphaltic layers in the aircraft wheel tracking zones; • Provide an asphaltic concrete surfacing in the runway, taxiway, apron and turning areas able to withstand Code E mechanical forces without shearing (as presently occurring), allowing for concrete hardstands and fuel resisting surfacing; • Structurally enhance the depression areas on the taxilane to the rear of the aircraft parking apron and address what are considered pavement subsoil moisture related issues; • Structurally enhance Taxiway A and address what are considered pavement subsoil moisture related issues; • Design and implement the widening of the RWY 08 turning node suitable for Code E operations; and • Design and implement the widening of the Parking Apron suitable to accommodate the new parking layout
Part 2 – Overview ofTechnical Requirements • Scope of Works (continued…): • Design & rehabilitation works to Airfield Pavement • Design and implement an upgrade to the airfield drainage system; • Co-ordinate with the AGL works designer and contractor, then design, supply and install the necessary civil infrastructure associated with the airfield lighting upgrade; • Co-ordinate with the Terminal designer and contractor, then design, supply and install the necessary civil infrastructure associated with a concrete hardstand and air bridge interface; • Make redundant the existing refuelling system and design then install a new fuel line system; • Design and replace all high mast lighting impacted by the new terminal development; • Design and replace all airfield paint markings; and • Install a new airside road at the proposed terminal frontage.
Part 2 – Overview of Technical Requirements • Bidders will be expected to have considered the following in the preparation of theirbids: • Faleolo International Airport is an operational airport with day and night scheduled operations and services flights 24/7 as required. • Apron priority to align with Terminal Interface/Airbridges • Client Proposed Solution/Contractor Design • Aggregate source and supply • Contractor’s Environmental and Social Management Plan • Health & Safety
Clarifications andAddendum • Threeclarifications issued todate • Clarification No.1: 26th June 2017 • Clarification No.2: 27th June 2017 • Clarification No. 3: 29th June 2017 • No Addendum issued todate
Clarification #1 • Budget for works: USD 28 million • Type of project: Procurement is for design and build project
Clarification # 2 • Date and Venue for Pre Bid Meeting: Pre bid meeting 7th July 2017 10am Samoa Local Time in Apia. Invitations to the Pre Bid meeting will be issued to all interested bidders.
Clarification #3 • Availability of documents linked in Schedule of Prices section: Bidders can download the documents from the Dropbox link provided.
Part 3 – Bidding Document Section I : Instructions toBidders Section II: Bid DataSheet Section III: Evaluation and QualificationCriteria B Section IV : BiddingForms Letter ofBid Schedules Technical Proposal Forms Qualification Forms Section V : EligibleCountries Section VI: Bank Policy – Corrupt and FraudulentPractices Section VII: WorksRequirements Section VIII: Conditions of Contract andContract Forms
Part4 How to Prepare a SuccessfulBid • Mandatory proceduralrequirements: • There are mandatory procedural requirements associated • with thistender. • Bidders are required to carefully read the biddingdocument. • Any bids that fails to meet any mandatory procedural • requirement will berejected. • No other procedural requirements can be introduced/ • modified/ removed after the tenderclosing.
Part4 How to Prepare a SuccessfulBid • The Bidder must be eligible to participate in thistender • (see ITB4) • A Bidder that has been sanctioned by the Bank in accordance with the Bank’s Guidelines on Preventing and Combating Corruption in Projects Financed by IBRD Loans and IDA Credits and Grants (“Anti-Corruption Guidelines”) is noteligible. • In the case of a joint venture, all members shall be jointly and severally liable for the execution of the Contract. • A Bidder shall not have a conflict ofinterest. • The tender has no nationalityrestrictions.
Part4 List of Documents to be Submitted • Letter of Bid and Appendix to Bid • Completed price schedules • Bid Security • Written confirmation authorizing the signatory of the Bid to commit the Bidder • Qualification documentary evidence • Technical Proposal (TECH 1-5) • Code of Conduct for Gender Based Violence and Violence Against Children • Code of Conduct (ESHS) • Management Strategies and Implementation Plans to manage the (ESHS) risks: Traffic Management Plan/ Waste Management Plan/ OHS Management Plan/ Quarry Management Plan (Should a new quarry Development Consent be required)
Letter ofBid • Must be submitted with a Bidder’sBid. • Must be prepared using the relevant forms furnishedin • Section IV, Bidding Forms without any alterations to the text. All blank spaces shall be filled in with the information requested. No substitutes shall be accepted. • Must besigned • If a Bidder is a joint venture, specify the name of JVas theBidder. • Bidder agrees to be bound by instructions, clausesand conditions of the bidding document and accepts the clauses and conditions of the resultant Contract in its entirety.
Technical Proposal • TECH-1 Tender Design • TECH-2 Construction Schedule • TECH-3 Details of Aggregates and Bitumen • TECH-4 ESHS Management Strategies and Implementation Plans • TECH-5 Key Personnel Schedule
ImportantConcepts • Fixed price for the duration of the contract: A bid submitted with an adjustable price quotation shall be treated as nonresponsive and shall berejected. • Bid validity (120 days): A bid valid for a shorter period shall be rejected by the Purchaser as nonresponsive • All bids must be accompanied by a Bid Security as follows: 550,000 USD
ImportantConcepts • All duties, taxes, and other levies payable by the Contractor under the Contract… shall be included in the rates and prices and the total Bid Price submitted by the Bidder. • Maximum number of members in the JV shall be: Two • Alternative times for completion are not permitted.
ImportantConcepts • Bidders allowed to quote in local and foreign currencies: • The unit amounts and prices shall be quoted by the Bidder in the Schedule of Prices separately in the following currencies: • (i) for those inputs to the Works that the Bidder expects to supply from within Samoa, in Samoan Tala (WST); and • (ii) for those inputs to the Works that the Bidder expects to supply from outside the Employer’s country (referred to as “the foreign currency requirements”), in up to any three foreign currencies.
ImportantConcepts • For evaluation purposes the currency of conversion is USD. • The qualification determination shall not take into consideration the qualifications of other firms such as the Bidder’s subsidiaries, parent entities, affiliates, subcontractors (other than Specialized Subcontractors if permitted in the Bidding document), or any other firm(s) different from the Bidder.
LateBids • Late bids: Any bid received by the Purchaser after the deadline for submission of bids shall be declared late, rejected, and returned unopened to theBidder. • Allow sufficient time to reach the bid submission address(Samoa)!
EvaluationPrinciples • Technical responsiveness: • Assessment of adequacy of proposed Design • Assessment of adequacy of Technical Proposal with Requirements • Qualification Criteria • Personnel • Equipment • Materials • The contract(s) will be awarded to the substantially responsive Bidder or Bidders offering the lowest evaluated cost to the Employer, subject to the selected Bidder(s) meeting the required qualification criteria.
Qualification Criteria • Cash Flow USD $ 7.5M • Average Annual Construction Turnover US$ 75 M for the last Five years • 5 years of General Construction Experience starting 1st January 2017 • Design Experience: • Minimum of ten (10) years in climate resilient airport drainage design, including hydrological investigations. • Experience with design of at least two (2 No.) similar runways. • Minimum of ten (10) years in evaluation and detailed design of asphalt concrete and concrete airport pavements
Qualification Criteria • Specific Construction & Contract Management Experience: 2 contracts in an airport environment in particular runway pavement work, each of minimum value US$30 million. • Minimum of two (2 No.) contracts for the reconstruction or rehabilitation of asphaltic or concrete pavements on a fully operational international airport runway including developing and administering a project specific MOWP. Works to include interfacing with Airfield Ground Lighting contractors.
Qualification Criteria • Experience in coordinating with separate contractors for airfield lighting and navaids and terminal buildings. • Minimum of fifty thousand square metres (50,000m2) of seal surfacing placed in one month on a single contract. • Minimum of twenty thousand square metres (20,000m2) of asphaltic concrete surfacing mixed and placed in one month on a single contract.
Qualification Criteria • Minimum of two (2 No.) contract involving use of an accredited laboratory meeting the requirements of ISO/IEC 17025:2005 by a member of ILAC • Minimum of five thousand square metres (5,000m2) of mass-jointed concrete surfacing (apron, taxiway or runway) mixed and placed in one month on a single contract.
Qualification Criteria • Occupational health and safety management system is compliant with OHSAS 18000 (http://certificationeuro pe.com/ohsas-18000- health-safety- managment- tandards/) or equivalent, acceptable to the Employer. • Commitment to adopting the Codes of Conduct for Gender Based Violence and Violence Against Children
Materials • The Bidder must demonstrate the minimum specification requirements for the proposed aggregates and bitumen, in particular testing results (completed within the last year) demonstrating compliance. • Testing certificates from a testing laboratory with an accreditation conforming with ISO/IEC 17025:2005 systems and an ILAC member must be provided by the Bidder.
Resultant Contract • “Conditions of Contract for Plant and Design-Build” 1st edition 1999 prepared by the FédérationInternationaledes Ingénieurs-Conseils(FIDIC) • Bidder is responsible for obtaining its own copy of the FIDIC Conditions of Contract from FIDIC Secretariat
Questions on the BidDocuments • Received prior to the Pre-bid meeting will be answered today verbally and in writing through Clarification • Questions taken during the Pre-bid meeting will be issued with clarifications in the minutes, made available to those who have requested the BidDocuments.
Questions on the BidDocuments The following key principles govern the preparation of responses to questions received in the context of thistender: Often the answers are in the bidding document. Whenever possible, the answer will refer to a provision of the biddingdocument. We do not provide interpretation of the clauses. That being said, if an ambiguity remains, we note it and we clarify by way of formalamendment.
