Bid Bulletin No. 2
Consulting Services for the Preparation of Complete Detailed Architectural and Engineering Design (DAED) for the Proposed Construction of COMELEC Main Office Building Complex
Reference No. SBAC DAED-01-2018
The public and all shortlisted bidders are hereby informed of the following clarifications on the Bidding Documents in connection with the Pre-Bid Conference on July 19, 2018:
| # | Questions | Clarifications/Responses |
|---|---|---|
| 1 | There will be an oral presentation for the methodology for a ten (10) minute-period. Does it include questions and answers? The 10-minute presentation is not enough. | Yes. The whole oral presentation for the Proposed Methodology under the Criteria for the Evaluation of Technical Proposal, including questions and answers, will be up to 30 minutes at a maximum. The presentation shall highlight the following: (a) Organization and Staffing; (b) Work Plan; (c) Approach and Method |
| 2 | Do we still need to attach the documents we have already submitted during the opening of eligibility documents? | No. For the technical proposal, particularly for the similar completed contracts, all short listed bidders shall submit supporting documents such as contracts or equivalent documents evidencing similar completed contracts. Please see attached Checklist for other documents to be submitted during the scheduled submission and opening of bids. |
| 3 | Will the oral presentation have a certain grade or percentage for the overall 20 points under Criteria 3? Or how the written and oral presentation be rated? | No. There is no separate point for the oral presentation. The purpose of the oral presentation is for the SBAC to clarify some key matters and issues, if any, during the evaluation, and for the TWG to have extensive grasp on the documents submitted. There will be a corresponding point for each sub-criteria equivalent to a total of 20 points under Criteria 3 (Proposed Methodology). |
| 4 | Will the designers or consultants present conceptual images or presentation of how the building will look like during the oral presentation? | No, it is premature at this stage. Only the Proposed Methodology shall be presented as stated above. |
| 5 | In preparing the plans, will the DPWH be involved? | Yes. The DPWH being the lead infrastructure agency of the government is usually tapped for some assistance. In fact, considering the magnitude of the project and the cost, one of the requirements for funding by the National Economic Development Authority (NEDA) is an endorsement from DPWH aside from the complete DAED. The DPWH, having technical expertise or competence on the matter will also be involved during the finalization of the drawings and technical specifications. But of course, the final decision rests on COMELEC being the owner. |
| 6 | As mentioned, the bidder shall submit twenty (20) curricula vitae, but there are only fourteen (14) positions |
Although there are only fourteen (14) positions, note that there are positions which require more than one (1) staff, i.e., Sr. Design Architect, Sr. Quantity/ Cost Engineer and Document Specialist/ Specs Writer. As indicated in the Criteria for the Evaluation of Technical Proposal, there is a total of twenty (20) key personnel required for this project. |
| 7 | As regards the signature on the CV, the signatories may not be available, can we use the e-signature of the key personnel? | No. The CV must be personally signed by the key personnel since there is a personal appearance before the Notary Public for the notarization process. |
| 8 | Would it possible during the submission of technical proposal that we will include some specialty consultants (sub-consultants) e.g., acoustic consultant or kitchen consultant, that would fall under architectural scope? | Yes, for as long as all the required key personnel had been complied with and there would be no additional cost to the Commission. |
| 9 | In FPF 2 (Summary of Costs), are reimbursables really applicable for this undertaking? | Yes, it is part of the consideration in the establishment of ABC. |
| 10 | With regard to VAT, it seems that it does not apply to Miscellaneous Expenses. | The ABC is "all in" and inclusive of Value-Added Tax (VAT) and other fiscal levies. Hence, it is applicable to Miscellaneous Expenses. |
| 11 | Can we put other things not stated in the Reimbursables? | Yes, since reimbursable is a variable but it should not exceed the ABC, and subject to contract negotiation. |
| 12 | As regards VAT, in some government biddings, the VAT is applicable to remunerations, is that same with COMELEC? | Yes, since the ABC is "all in" and inclusive of VAT and other fiscal levies. |
| 13 | FPF 2 is different from the 2016 GPPB-prescribed forms | Please see revised Financial Proposal Forms hereto marked as Annexes "A" to "F" |
| 14 | For the contract period, seven months for the design and 1 month for the tender assistance, but you have allotted a certain percentage for the construction phase, may we know how would it take? | The construction phase is subject to a different procurement process which entails a different Terms of Reference (TOR), hence, a specific period for the construction could be provided yet. |
| 15 | In page 94 (of the Bidding Documents), part of the DD Phase, letter (f), on the preparation of the EIA for the securance (sic) of ECC, will the fees for all the requirements of the ECC be shouldered by the Procuring Entity or will it be part of the ABC? | It is part of consultant's obligation to shoulder all fees relevant to preparation of these plans. What the consultant will be giving us is a complete output that is ready for execution. |
| 16 | Sometimes it will take six months or even longer to secure an ECC, especially for buildings with a gross area greater than five (5) hectares and the same cannot be secure through on line, so it should not part of the DD Phase but on earlier phase. | The consultant shall submit the ECC requirement upon submission of the output. The consultant can work with this requirement in the course of its preparation of the plans, or apply with the DENR early upon issuance of the Notice of Award. Anyway, the COMELEC can extend assistance to whoever will be awarded with the contract pertaining the matter. |
| 17 | In the four phases of the DAED preparation, is the duration of the review and approval of the design deliverables included in the schedule? | Yes, it is included. |
| (i) Can we ask if how many days would the approval take? | Given the necessity of thoroughly reviewing the output, the period for the same cannot now be fixed, but we are committed to work within the period allotted for each stage. | |
| (ii) Since we are preparing our proposed methodology and we would also be proposing basically the schedule for review and approval, would the agency take whatever schedule we prefer to be able to meet the schedule? | Schedule will be determined by the end-user as indicated in the Bidding Documents. | |
| 18 | We would like to confirm whether the scope of the DAED will only involve up to Tender Assistance, and not during the construction. | The consultant must necessarily be involved during the construction. There is a provision in the Terms of Reference which obligates the consultant to come up with a team which shall be present during the construction. There will be periodic meetings with the COMELEC and construction team as there might be some issues on the design which need the presence of the consultant's team. |
| (i) Is the periodic basis meeting part of the ABC already? | Yes, as there is a corresponding budget for the Construction Phase stated in Clause 10.0 of the Terms of Reference. | |
| (ii) Some DAED (projects) only require the introduction of the DAED and assistance during tendering, and they will be requiring a separate proposal during the construction. | This is a proper subject during the negotiation. | |
| (iii) Does the ABC include services during the construction phase? | Yes. Please see also TPF 3 (Comments and Suggestions of Consultant on the Terms of Reference and on Data, Services, and Facilities to be Provided by the Procuring Entity), which you may accomplish for our reference and guidance. These matters are subject to contract negotiation. |
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| 19 | Regarding the 10% payment during the construction phase, what is the basis for the billing? Reckoning point for payment? | This is a proper subject of negotiation, but note that we will be incurring a multi-year obligation wherein payment is spread throughout the duration of the project. |
| 20 | Can we request for extension of time within which to submit our bids from August 1 to August 6? August 10, 2018? | Yes. The request is granted. So the submission of bids is hereby extended from August 1, 2018 to August 10, 2018, so you can submit responsive and well-thought proposals. Please take note though of the mandate of the Commission En Banc for this Committee to expedite the bidding process. |
| 21 | Given the timeline of seven (7) months for the DAED, can the consultant initiate a much earlier schedule to complete the DAED, or can we will just stick to the seven months schedule? | The seven month-period is the latest. If the consultant could complete the project within a shorter period, it would be more advantageous to the COMELEC. |
| 22 | Is there a weight if we could finish the project early? | No. The period stated is intended for this Commission to level the playing field. |
| 23 | Will you bid the construction project to a single contractor or two-phased bidding? There could be some foundation requirements in Pasay. | No. We will be bidding for the entire construction and award the contract to a single bidder. There will be no separate contract for the foundation or another contract for the vertical structure to avoid finger-pointing. |
| 24 | Next year is cost budgeting according to DBM. What is the effect of this to the funding for the construction project? | Given that the amount is fully obligated, we can perceive minimal impact as to this project. However, we are lobbying for the funding based on a multi-year obligation until the project is completed. |
Please be advised also of the changes in the Criteria for the Evaluation of Technical Proposal, revised copy is attached as Annex "G", and the following forms which will be used by the shortlisted bidders in the submission of their bids:
- Curriculum Vitae (CV) of Proposed Professional Staff (TPF 6), marked as Annex "H";
- Statement of All Completed Contracts, Government or Private, within the last Fifteen (15) Years, marked as Annex "I";
For convenience in the preparation of the technical proposals, please find attached copy of the revised checklist, marked hereto as Annex "J".
Again, please be guided of the following activities for this project:
| Activity | Time and Date | Venue |
|---|---|---|
| Submission of Bids | On or before 9:00 AM, August 10, 2018 Late bids shall not be accepted. |
EBAD Conference Room 7th Floor Palacio Del Gobernador Building, Intramuros, Manila |
| Opening of Bids | 10:00 AM, August 10, 2018 | |
| Oral Presentation of Proposed Methodology` | August 23, 2018, time to be announced | To be announced |
The curricula vitae of the key personnel must be duly notarized.
All terms, conditions and instructions to bidders specified in the Bidding Documents inconsistent with this Bid Bulletin are hereby superseded and modified accordingly.
SIGNED:
- BLAS-PEREZ, DIVINA E., SBAC Vice-Chairperson
- ROMERO, CELIA B., SBAC Member
- LAUDIANCO, JOHN REX C., SBAC Member
- BAG-ID, EFRAIM Q., SBAC Member