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TERMS OF REFERENCE

REFURBISHMENT OF

LTA VALELEVU

BUILDING D ENFORCEMENT

&

ROAD SAFETY [Tender No: 23/2016]

LAND TRANSPORT AUTHORITY

P.O. Box 6677, Nasinu, Fiji. Email: shavneel.prasad@lta.com.fj Ph: 334 7128

DATED : 06-08-16

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CONTENTS

PURPOSE OF TENDER ....................................................................................................................................... 3 1.0

NO CONTRACTUAL OBLIGATIONS .................................................................................................................... 3 2.0

TENDERERS TO INFORM THEMSELVES ............................................................................................................. 3 3.0

RIGHT TO VARY OR STOP TENDER PROCESS..................................................................................................... 4 4.0

PROCUREMENT TIMETABLE ............................................................................................................................. 4 5.0

CONFLICT OF INTEREST .................................................................................................................................... 4 6.0

INQUIRIES BY TENDERER .................................................................................................................................. 4 7.0

TENDER CONTENT ............................................................................................................................................ 5 8.0

WHAT TO LODGE .............................................................................................................................................. 5 9.0

LODGEMENT OF TENDERS ................................................................................................................................ 5 10.0

LATE TENDERS .................................................................................................................................................. 5 11.0

ALTERATIONS, ERASURES OR ILLEGIBILITY ....................................................................................................... 6 12.0

ACCEPTANCE OF TENDERS ............................................................................................................................... 6 13.0

COLLUSIVE TENDERING .................................................................................................................................... 6 14.0

SHORTLISTING .................................................................................................................................................. 6 15.0

QUALIFICATIONS .............................................................................................................................................. 6 16.0

DELIVERY DEADLINE ......................................................................................................................................... 7 17.0

SUBMISSION VALIDITY AND COST SEGMENTS ................................................................................................. 7 18.0

LOCATION ......................................................................................................................................................... 8 19.0

SCOPE OF WORK ............................................................................................................................................... 9 20.0

TENDER ADVERTISEMENT .............................................................................................................................. 10 21.0

TENDER DRAWINGS ........................................................................................................................................ 11 22.0

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PART A - RULES GOVERNING THIS REQUEST FOR TENDER (RFT)

PURPOSE OF TENDER 1.0

The Land Transport Authority (LTA) is striving to improve and standardize all its offices

to local regulatory and ISO 9001 international standards, in order to deliver high quality

customer services, improve staff productivity and efficiency towards customer service

and also provide a safe working environment for both its customers and staff.

LTA has carried out internal assessments of all its premises and has identified areas

which need improvement, in order to enhance LTA’s corporate responsibility and brand

image.

With the above goals in mind, LTA wishes to employ a reputable building contractor to

successfully complete the scope of work outlined in this RFT.

NO CONTRACTUAL OBLIGATIONS 2.0

2.1 This RFT is expressly not a contract between the LAND TRANSPORT AUTHORITY and the

Tenderer. Nothing in this RFT or in any tender document is to be construed as to give

rise to any contractual obligations, expressed or implied. A Contract will not necessarily

arise or result from the submission of a Tender.

TENDERERS TO INFORM THEMSELVES 3.0

3.1 The onus is on the Tenderer to understand the contents of this RFT and the implications

of being involved in this RFT process. The LTA does not accept responsibility for any

misunderstandings arising from the Tenderer’s failure to comply with this RFT.

3.2 LTA only accepts tenders on the condition that the Tenderer:

Has examined this RFT and all other information made available to the Tenderer. Has made all reasonable inquiries regarding relevant risks, contingencies and

other circumstances that might affect the tender. Has satisfied itself as to the correctness and sufficiency of the tender; Has involved itself in the tender process entirely at its own expense and without

any costs being payable by the LTA. Has conducted a joint site inspection of the scope of works with the LTA or

approved representative.

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RIGHT TO VARY OR STOP TENDER PROCESS 4.0

The LTA reserves the right to stop or vary the tender process, or retender, at any time.

Any variation to the original RFT will be given the same distribution as the original RFT.

PROCUREMENT TIMETABLE 5.0

It is proposed that the following procurement timetable shall apply. LTA will strive to

adhere to this timetable but reserves the right to vary dates whenever necessary.

Date Task

6th Aug 2016 Tender advertisement

19th Aug 2016, 2pm Tender closing date

25th Aug 2016 Complete tender evaluation

08th Sep 2016 Completion of approval process

09th Sep 2016 Signing of Agreement

09th Sep 2016 Notify unsuccessful Tenderers

12th Sep 2016 Mobilization & construction

5.1 Where this timetable varies significantly, LTA will notify prospective Tenderers.

CONFLICT OF INTEREST 6.0

6.1 Tenderers and their personnel must not place themselves in a position that may, or

does, create a conflict of interest concerning this RFT. Any potential or actual conflict of

interest that may arise in the performance of their obligations under the RFT must be

fully disclosed. Identification of a potential or actual conflict of interest does not

necessarily preclude a Tenderer’s submission from consideration. However, LTA will

carefully consider the circumstances surrounding the conflict of interest to determine

whether it will compromise the status of the outcome of this RFT, and if so, will

promptly notify the Tenderer.

INQUIRIES BY TENDERER 7.0

7.1 All inquiries by potential Tenderers for information should be addressed only to the

nominated contact officer named on the Tender Advertisement.

7.2 Where, in the opinion of the LAND TRANSPORT AUTHORITY, further information

provided to one potential Tenderer should be provided to all potential Tenderers, such

information will be given the same distribution as the original RFT.

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TENDER CONTENT 8.0

8.1 Should a potential Tenderer find any discrepancy, ambiguity, inconsistency, error or

omission in this RFT document, they should notify the LAND TRANSPORT AUTHORITY in

writing as a soon as possible, and in any case before the closing date for the tender so

that the LAND TRANSPORT AUTHORITY may take any corrective action it considers

necessary.

WHAT TO LODGE 9.0

9.1 Tenderers are required to lodge three (3) copies of the tender submission by the

deadline. The original is to be marked ‘Original’ and the remaining two (2) copies to be

marked ‘copy 1’ and so on respectively. The original and the copies should include any

supporting material.

9.2 A tender evaluation panel/committee will evaluate submissions in response to this RFT.

This panel/committee will assess the submission according to the criteria specified in

the RFT.

LODGEMENT OF TENDERS 10.0

10.1 Tenders must be lodged by 2:00pm Fiji Time on Friday, 19th August 2016. Tenders

should be in a sealed envelope, marked and delivered as follows:

Tender Committee Chairman RFT – [Tender No & Name] Land Transport Authority P.O. Box 6677 Lot 1 Daniva Road, Valelevu, Nasinu, Fiji

10.2 Tenders should be deposited by hand in the tender box placed on Level 1, outside the

Chief Executive’s Office at Head Office, Valelevu, Lot 1, Daniva Road, Valelevu, Nasinu, Fiji.

LATE TENDERS 11.0

11.1 Tenders lodged after the tender closing time will be deemed late and will not be

considered.

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ALTERATIONS, ERASURES OR ILLEGIBILITY 12.0

12.1 Tenders are liable to be rejected where they contain alterations or erasures,

incomplete, ambiguous or illegible prices or terms, or insufficient information to enable

proper evaluation.

12.2 Alterations cannot be made to tenders after the Tender Closing Time unless it can be

clearly demonstrated to the satisfaction of LTA Tender Committee that a clerical or keying error has been made by the Tenderer.

ACCEPTANCE OF TENDERS 13.0

13.1 LTA is not bound to accept the lowest priced tender or any tender. Tenderers whose

tenders are not accepted will be notified.

13.2 The Tender Committee reserves the right to negotiate with other Tenderers in the event

that a contract cannot be successfully negotiated between LTA and the preferred Tenderer.

COLLUSIVE TENDERING 14.0

14.1 Tenderers and their personnel must not engage in any collusive bidding, anticompetitive

conduct or similar conduct with any other Tenderer or other person in preparing or

lodging a tender.

SHORTLISTING 15.0

15.1 The Tender Committee reserves in its absolute discretion, to make a shortlist of any

Tenderers and seek further information from those Tenderers before choosing a

preferred Tenderer. In the event of a shortlist being compiled by LTA, Tenderers not on

the shortlist will be advised as soon as possible.

QUALIFICATIONS 16.0

16.1 - Submit a company profile and recent financial statement

- Outline current commitments, value of contracts and estimated completion dates - Submit two [2] cliental referees - Proposed sub-contractors - Provide true copies of:

Business License

Business Registration Certificate

Tax Identification Number (TIN) letter

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Fiji Revenue & Customs Authority (FRCA) clearance letter

Memorandum of Association (applies to limited liability companies only)

Workers Compensation Policy

Public Liability Policy

DELIVERY DEADLINE 17.0

17.1 Tenderers are to provide a proposed construction timeline from Mobilization to

Practical Completion.

17.2 Selected Tenderer would be required to successfully implement within the timeline

specified in this tender document. Penalty may apply if the selected Tenderer fails to

comply with the implementation timeline.

SUBMISSION VALIDITY AND COST SEGMENTS 18.0

18.1 All submissions should be valid for a minimum of three (3) months from the closing date

of the Tender.

18.2 All costing’s should be provided in Fijian Dollar (VIP).

18.3 All costing’s should be provided in a detailed cost breakdown format.

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PART B - TENDER SPECIFICATIONS

LOCATION 19.0

The LTA Valelevu – Enforcement & Road Safety - Building D is located at the Land

Transport Authority (LTA) Head Office, Lot 1, Daniva Road, Valelevu, Nasinu, Fiji Islands.

Figure 1 - LTA Valelevu Site Plan

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SCOPE OF WORK 20.0

The tender cost breakdown shall be generally itemized as per the scope of works below.

All variances from the scope of works shall be clearly stated and itemized separately. All

electrical work must be carried out by a licensed electrician holding a current wireman

license. All glass partitioning shall come complete with standard LTA frosting & signage.

All paint colours to follow LTA colour codes. Please refer to the proposed drawings.

Enforcement Office

1) Extend Building D by 9m to match existing (including verandah).

2) Construct Enforcement office partitioning as shown.

3) New lighting, data, GPO & telecommunications to be installed to suit fit-out.

4) New carpet throughout.

Road Safety Office

1) Construct Road Safety office partitioning as shown.

2) New lighting, data, GPO & telecommunications to be installed to suit fit-out.

3) New carpet throughout.

4) New kitchenette with low height melamine cupboard.

5) Kitchenette tiling.

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TENDER ADVERTISEMENT 21.0

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TENDER DRAWINGS 22.0