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NATIONAL INSURANCE PROPERTY DEVELOPMENT COMPANY LIMITED
REQUEST FOR PROPOSAL
FOR A
DESIGN/SUPERVISING CONSULTANT
FOR THE
CONSTRUCTION AND EQUIPPING OF THE NEW CHAGUANAS
ACUTE CARE HEALTH FACILITY
USING DESIGN-BID-BUILD MODEL
FOR
THE MINISTRY OF HEALTH
OF
THE GOVERNMENT OF THE REPUBLIC OF TRINIDAD AND
TOBAGO
REV_01 JANUARY 2014
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev_01
TABLE OF CONTENTS
SECTION NO. & SECTION TITLE PAGE NO
PROPONENT’S CHECKLIST FOR RESPONSIVENESS (to be included in the Proposal)
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 8
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 10
2.7.5 RFP Clarification 11
2.7.6 Addenda 11
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 14
2.7.13 Exclusion 14
2.7.14 Confidentiality of Proposals 14
2.7.15 Corrupt and Fraudulent Practices 14
2.7.16 Commissions 16
2.7.17 Waiver and Allocation of Risk 16
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev_01
SECTION NO. & SECTION TITLE PAGE NO
2.7.18 Form of Correspondence 16
2.8 Preparation of Proposals 17
2.8.1 Technical Proposal 17
2.8.2 Financial Proposal 19
2.8.3 Proposal Validity 20
2.9 Submission, Receipt And Opening of Proposals 20
2.9.1 Submission Requirements 20
2.9.2 Deadline for Proposal Submission 21
2.9.3 Opening of Proposals 21
2.9.4 Late Proposals 22
2.9.5 Receipt for Request for Proposal 22
2.9.6 Delivery by Hand 22
2.9.7 Language of Proposal 22
2.9.8 Signing Proposal 22
2.9.9 Joint and Several Liability 23
2.9.10 Amendment of Proposals Before Submission Date 23
2.9.11 Interlineations, Alterations or Erasure of Proposal 23
2.9.12 Proponent’s Representation 23
2.9.13 Time Periods 23
2.9.14 Misleading or False Information 24
2.9.15 Proposals to be Property of NIPDEC 24
2.9.16 Required Format for Proposals 24
3.0 EVALUATION OF PROPOSALS 26
3.1 Evaluation Committee 26
3.2 Determination of Responsiveness 26
3.3 Eligibility 31
3.4 Evaluation Criteria – Technical and Financial 31
3.5 Ranking of Proposals and Presentation 32
3.6
Award of Contract
33
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev_01
SECTION NO. & SECTION TITLE PAGE NO
4.0 PRELIMINARY USER BRIEF AND CONDITIONS OF CONTRACT 33
Annex 1 Preliminary User Brief To Inform The Design & Construction Of The
New Chaguanas Health Facility
34
Annex 2 General Conditions FIDIC Client/Consultant Model Services Agreement,
Fourth Edition, 2006
44
Annex 3 Particular Conditions of Contract
47
5.0 APPENDICES TO RFP – SPECIMEN FORMS 52
Appendix 1 Form of Tender 53
Appendix 2 Technical Proposal Standard Forms 54
Appendix 2A Technical Proposal Submission Form 55
Appendix 2B Proponent Information Sheet 56
Appendix 2C General Work Experience of the Firm 57
Appendix 2D Similar Type of Works in the last Five (5) Years including References 58
Appendix 2E Current Workload of the Proponent 59
Appendix 2F Proponent’s Background and History 60
Appendix 2G Methodology and Work Plan 61
Appendix 2H Format of Curriculum Vitae (CV) for Proposed Key Professional Staff 62
Appendix 3 Financial Proposal Standard Forms 64
Appendix 3A Financial Proposal Submission Form 65
Appendix 3B Remuneration and Payment 66
Appendix 4 Scope of Services 67
Appendix 4A Detailed Scope of Services 68
Appendix 4B Responsibility Matrix 93
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev_01
PROPONENT’S CHECKLIST FOR RESPONSIVENESS - GROUP A
(TO BE INCLUDED IN THE PROPOSAL)
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 To be included in
Place if
included in the
Proposal
1 Completed Form of Tender attaching all addenda issued by
NIPDEC for this tender.
Section 3,
Form of Tender
2 Technical Proposal Submission Form Section 5,
Technical Proposal
3 Work Experience of the Firm Section 5,
Technical Proposal
4 Similar Type of Works Section 5,
Technical Proposal
5 Proponent’s Background and History Section 5,
Technical Proposal
6 Technical Approach and Methodology, inclusive of Quality
Assurance/Quality Control (QA/QC) Plan and Health and Safety
Policy
Section 5,
Technical Proposal
7 Work Plan, including detailed Gantt chart indicating key tasks,
critical path, linkages, and milestone for planning, design and
construction services, and post construction services in MS
Project 2007 or latest edition.
Section 5,
Technical Proposal
8 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.
Section 5,
Technical Proposal
9 Updated and Signed CV’s of Key Personnel assigned to the
Project;
Section 5,
Technical Proposal
10 Proof of a Joint Venture or Consortium. A notarized Letter of
Intent to enter into Joint Venture or Consortium is acceptable.
Section 5,
Technical Proposal
11 One (1) original and Seven (7) colored copies, of which One (1) is
an electronic copy of the Proposal.
Section 5, Technical
Proposal
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev_01
PROPONENT’S CHECKLIST FOR RESPONSIVENESS - GROUP B
(TO BE INCLUDED IN THE PROPOSAL)
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 To be included in
Place if
included in
the Proposal
1 Financial Proposal Submission Form. Section 6,
Financial Proposal
2 Remuneration and Payment. Section 6,
Financial Proposal
3 Audited Financial Statements for the last 3 years - 2010, 2011, &
2012.
Section 6,
Financial Proposal
4 A statement from the Proponent’s financial institution that the
Proponent is financially sound and it has access to or has
available, liquid assets, lines of credit, and other financial means
to successfully execute the Services, taking into account the
Proponent’s commitments to other contracts.
Section 6,
Financial Proposal
5
Certificates (all valid as at the date of submission):
Value Added Tax Clearance Certificate;
National Insurance Board Compliance Certificate;
Board of Inland Revenue Clearance Certificate;
Certification of Incorporation.
Section 2,
Certificates
6 Applicant’s Information Sheet (Appendix 2B), including
attachment:
Articles of Incorporation or Documents of Constitution of
legal entity,
Power of Attorney or Signing Authority of the Authorized
Representative with Specimen Signature
Section 5,
Technical Proposal
7 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.
Section 5,
Technical Proposal
8 Submission of Current Workload of the Proponent. Section 5,
Technical Proposal
9 Proponent’s Declaration of Non-Conflict of Interest in accordance
with the requirements of this RFP.
Section 5,
Technical Proposal
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev_01
PROPONENT’S CHECKLIST FOR RESPONSIVENESS - GROUP B
(TO BE INCLUDED IN THE PROPOSAL)
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 To be included in
Place if
included in
the Proposal
10 Detailed listing of all Codes of Practice, Standards and
Specifications being employed for both design and supervising
purposes.
Section 5,
Technical Proposal
11 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.
Section 5,
Technical Proposal
12 Updated and Signed Credentials of all Sub-consultants and signed
letter expressing their availability for this project.
Section 5,
Technical Proposal
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 1
1.0 INVITATION TO TENDER
NATIONAL INSURANCE PROPERTY DEVELOPMENT COMPANY LIMITED
INVITATION TO TENDER FOR A DESIGN/SUPERVISING CONSULTANT FOR THE
CONSTRUCTION AND EQUIPPING OF THE NEW CHAGUANAS ACUTE CARE HEALTH
FACILITY
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/Supervising Consultant for the Construction and Equipping of the New Chaguanas
Acute Care Health Facility.
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. Financial Capability of the Firm
iii. Performance History
iv. Work experience of the Firm in performing construction services for projects of a similar
value and nature
v. Available manpower and other resources
vi. Current Workload
vii. Eligibility based on submission of required statutory certificates (local firms)
Prospective proponents should be capable of providing similar services for at least five (5) previous acute
care health 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 One Hundred Million Trinidad
and Tobago Dollars (TT$100,000,000.00), using FIDIC Conditions of Contract or similar.
Proponents are advised that Request for Proposal (RFP) Packages will be available from January 30,
2014 either by:
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 2
Downloading the document from NIPDEC’s Website at www.nipdec.com (Click on
“Design/Supervising Consultant for the Construction and Equipping of the New
Chaguanas Acute Care Health Facility”. A code will be provided to allow access.),
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$1,500.00 + VAT 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
MARCH 06, 2014 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. Late applications will not be considered. Tender submissions will not be
accepted electronically.
There will be a Pre-Submission Briefing and Site Visit on February 11, 2014 at 1:30p.m. to be held at
the proposed site located at Connector Road, Chaguanas.
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 3
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 March 06, 2014 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.
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 partially, 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 4208. E-mail [email protected].
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 4
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 (First Edition, 1999).
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 Health Facility being built within
a fifteen (15) months timeframe using a Design-Bid-Build Model. The
Design/Supervising Consultant will perform complete designs and will act as the
“FIDIC Engineer” of the Project and will be guided by the FIDIC General and
Particular Conditions of Contract for Construction for Building and Engineering
Works Designed by the Employer (First Edition, 1999).
Qualified Design/Supervising Consultants are invited to submit one (1) Proposal
comprising a Technical Proposal and a Financial Proposal, for the provision of
Design/Supervising Consultant for the Construction and Equipping of the New
Chaguanas Acute Care 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
construction phase.
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.
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 5
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” or “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 construction of New Chaguanas Acute
Care Health Facility.
(h) “New Chaguanas Acute Care Health Facility” mean the new facilities to be
developed, 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.
(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.
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 6
(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” means the work to be performed by the Design/Supervising Consultant
pursuant to the Contract.
(t) “HCE” means Health-Care Construction Experience.
(u) “Standard Electronic Means” includes facsimile and email transmissions.
(v) “BOQ” means Bill of Quantities.
(w) “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.
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 7
(x) “APETT” means Association of Professional Engineers of Trinidad and Tobago
(y) “TTIA” means Trinidad and Tobago Institute of Architects
(z) “BOETT” means Board of Engineering of Trinidad and Tobago
(aa) “ISTT” means Institute of Surveyors of Trinidad and Tobago
(aa) “OSHA” means Occupational Safety and Health Authority of Trinidad and Tobago
(ab) “Employer” means the National Insurance Property Development Company
Limited.
(ac) “Project” means the Construction and Equipping of the New Chaguanas Acute Care
Health Facility as indicated in this Request for Proposal.
(ad) “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.
6. Design/Supervising Consultant to copy Project Manager on all correspondence to the
Contractor.
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 8
CLIENT
PROJECT MANAGER
DESIGN/ SUPERVISING CONSULTANT
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. PROJECT MANAGER: National Insurance Property Development Company Ltd
(NIPDEC)
3. DESIGN/SUPERVISING Any firm contracted by NIPDEC to provide services for the
CONSULTANT: Project.
4. CONTRACTOR Any firm contracted by NIPDEC to provide services for the
Project.
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
LEGEND
Contractual
Reporting
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 9
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
(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
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 10
(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 One Thousand Five
Hundred Trinidad and Tobago Dollars plus VAT (TT$1,500.00 + VAT) as
described in Section 1of this RFP.
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
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 11
communicate and otherwise deal with that person only. The contact address of the
NIPDEC’s Company Secretary is as follows:
Ms. Kim Garibsingh
Company Secretary
National Insurance Property Development Company Limited
56 – 60 St. Vincent Street
Port of Spain
Email: [email protected]
Tel: (868) 625-8750 ext. 4203
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.
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
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 12
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 February 11, 2014 at 1:30 p.m. at the
proposed Site at Chaguanas, Trinidad (see Figure 1- Location Plan). 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
requirements as a condition of authorizing such access as NIPDEC’s
Representative considers necessary or desirable.
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 13
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;
Figure 1 – Location Plan
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 14
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.
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
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 15
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,
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.
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 16
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
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.
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 17
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 for at least five (5) previous
acute care health facility 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 One Hundred Million Trinidad and Tobago
Dollars (TT$100,000,000.00), 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
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 18
Proponent’s historical performance (See Appendices 2C and 2D). In
addition, the Proponent shall include its Current Workload and its original
completion date (see Appendix 2E).
c) Information must 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, as well as Proponent’s non-performing
contracts and Description of any Statutory or Governmental violations (See
Appendix 2F).
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) plan and project
specific Health & Safety policy.
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 – Architect,
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. A
statement from the Proponent’s Bank that the Proponent is financially
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 19
sound and it has access to or has available, liquid assets, lines of credit, and
other financial means to successfully execute the Services, taking into
account the Proponent’s commitments to other contracts. 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.
g) Proof of Joint Venture or Consortium such as Joint Venture Agreement. A
notarized Letter of Intent to enter into Joint Venture or Consortium is
acceptable. 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) The Proponent shall complete the Form of Tender at Appendix 1 and the
Financial Proposal Submission Form at Appendix 3A. 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 Section 4.13(Interim Payment(s) for Services)
based on completion of stages defined.
FAILURE TO SUBMIT A PROPERLY COMPLETED FORM OF TENDER
SHALL RESULT IN DISQUALIFICATION OF THE PROPOSAL.
b) 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
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 20
schedule shown in Appendix 3B (Remuneration and Payment). 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.
c) All payment(s) will only be made in Trinidad and Tobago Dollars (TTD).
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 is 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/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility”
ii. The name of the Proponent.
The envelope should be addressed as follows:
Chairman, Tenders Committee
National Insurance Property Development
Company Limited
56 – 60 St. Vincent Street
Port of Spain
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 21
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 March 06, 2014. 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 March 06, 2014 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.
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 22
2.9.5 Receipt for RFP
A copy of proof of payment for the purchase of 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 six 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
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
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 23
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.
2.9.13 Time Periods
Time, if stated as a number of days, will include Saturdays, Sundays and
holidays.
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 24
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.
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. Filled up Proponent’s Checklist for Responsiveness and the 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) Proof of payment for the purchased of this RFP.
Section 3 – Completed Form of Tender at Appendix 1, attaching all addenda
issued by NIPDEC.
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 25
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 Technical Proposal is more than required
pages as mentioned above, the Proponent may include such attachments in
Section 7 – Appendices.
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.
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 26
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
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 responsive to the RFP documents and whether the Proposals are otherwise
generally in order.
For purpose of this Clause, a 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 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 attaching all addenda issued by NIPDEC for this
tender.
1 Technical
2 Technical Proposal Submission Form 2A Technical
3 Work Experience of the Firm 2C Technical
4 Similar Type of Works 2D Technical
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 27
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
5 Proponent’s Background and History 2F Technical
6 Technical Approach and Methodology, inclusive of Quality Assurance/Quality
Control (QA/QC) Plan and Health and Safety Policy 2G Technical
7 Work Plan, including detailed Gantt chart indicating key tasks, critical path,
linkages, and milestone for planning, design and construction services, and post
construction services in MS Project 2007 or latest edition.
2G Technical
8 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
9 Updated and Signed CV’s of Key Personnel assigned to the Project; 2H Technical
10 Proof of a Joint Venture or Consortium. A notarized Letter of Intent to enter
into Joint Venture or Consortium is acceptable. - Technical
11 One (1) original and Seven (7) colored copies, of which One (1) is an electronic
copy of the Proposal. -
Technical and
Financial
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 Financial Proposal Submission Form 3A Financial
2 Remuneration and Payment 3B Financial
3 Audited Financial Statements for the last 3 years - 2010, 2011, & 2012. - Financial
4 A statement from the Proponent’s financial institution that the Proponent is
financially sound and it has access to or has available, liquid assets, lines of
credit, and other financial means to successfully execute the Services, taking into
- Financial
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 28
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
account the Proponent’s commitments to other contracts.
5
Certificates (all valid as at the date of submission):
Value Added Tax Clearance Certificate;
National Insurance Board Compliance Certificate;
Board of Inland Revenue Clearance Certificate;
Certification of Incorporation.
- -
6 Applicant’s Information Sheet (Appendix 2B), including attachment:
Articles of Incorporation or Documents of Constitution of legal entity,
Power of Attorney or Signing Authority of the Authorized
Representative with Specimen Signature
2B Technical
7 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.
- Technical
8 Submission of Current Workload of the Proponent; 2E Technical
9 Proponent’s Declaration of Non-Conflict of Interest in accordance with the
requirements of this RFP.
- Technical
10 Detailed listing of all Codes of Practice, Standards and Specifications being
employed for both design and supervising purposes; - Technical
11 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
12 Updated and Signed Credentials of all Sub-consultants and signed letter
expressing their availability for this project.
- Technical
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 29
Proponents are advised to refer to the Responsiveness Checklists above to ensure that
they are responsive.
3.2.1 If a Proposal does not conform to the specification or is not otherwise
responsive, it shall be rejected by NIPDEC, and shall not 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 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
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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.
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.
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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
Yes (qualified)
No (disqualified)
Yes (qualified)
No (disqualified)
B Conflict of
Interest
1. Must not have a Conflict of Interest in
accordance with the requirements of this RFP
Yes (disqualified)
No (qualified)
C Proof of
Professional
Indemnity
Insurance
Coverage
1. 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.
Yes (qualified)
No (disqualified)
.
ONLY PROPOSALS PASSING ALL ELIGIBILITY REQUIREMENTS SHALL
PROCEED TO THE EVALUATION STAGE
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.
DESCRIPTION Maximum
Score
Minimum
Score
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.
25 pts 18 pts
b) General Background and Organization of Firm, Qualifications and Experience
of Proponent in providing similar Design/Supervising Consultancy.
20 pts 15 pts
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DESCRIPTION Maximum
Score
Minimum
Score
c) Quality of Project Schedule, Method Statement and QA/QC plan including
detailed description of Deliverables.
15 pts 10 pts
d) Financial Capability
Profitability Ratio = (Net Profit / Turnover) x 100 (2 pts)
Liquidity Ratio = Current Assets / Current Liabilities (2 pts)
Indebtedness /Gearing Ratio = Total Liabilities /Total Assets (2 pts)
Evidence of letter from Financial Institution of Proponent’s access to credit
facilities (4 pts)
10 pts 6 pts
TECHNICAL SCORE 70 pts 49 pts
FINANCIAL PROPOSAL:
e) Financial Proposal Score (FPS) for the Design/Supervising Consultancy
Fees
20 pts 12 pts
Ranking Score (RS) = (TS) + (FPS) 90 pts 61 pts
Presentation Score (PS) (see below, shortlisted Proponents only) 10 pts 6 pts
Total Score = (RS) + (PS) 100 pts 67 pts
Evaluation Process:
Proponents must score at least the minimum score allocated to each criterion of the
evaluation and must have an overall score of at least sixty seven 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 and Presentation
Upon completion of the evaluation of the Technical Proposal and the Financial Proposal,
NIPDEC shall rank Proponents in order of merit and the highest ranking will be given to the
Proponent with the highest score. The three top firms will be short listed and invited to make
a presentation of their Proposals, which will be scored as indicated above. The Presentation
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Score will be added to the Ranking Score to produce a Total Score for each short listed
Proponent.
3.6 Award of Contract
The Contract will be awarded following successful negotiations with the preferred 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 DRAFT USER BRIEF AND CONDITIONS OF CONTRACT
Annex 1 Preliminary User Brief To Inform The Design & Construction Of The New
Chaguanas 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
PRELIMINARY USER BRIEF TO INFORM THE
DESIGN & CONSTRUCTION OF THE NEW
CHAGUANAS HEALTH FACILITY
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PRELIMINARY USER BRIEF TO INFORM
THE DESIGN & CONSTRUCTION OF THE
NEW CHAGUANAS HEALTH FACILITY
AT CARONI SAVANNAH ROAD,
CHAGUANAS
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(A) Introduction
The 2011 census conducted by the Central Statistical Office has revealed a 24.9% increase in
the population of the Borough of Chaguanas since the last census in 2000. This represents an
annual increase in the population growth rate of approximately 2% and can be attributed to
increasing numbers of residential developments as well as increasing commercial and trade
activity within the Borough.
The current Chaguanas District Health Facility situated at the corner of Galt Street and
Montrose Main Road is oversubscribed by demands for clinical services and is severely
constrained in its ability to accommodate more patients and services as the building is at its
maximum capacity. There exists at present no additional space for expansion.
Services currently provided at this facility are located as follows:
Ground Floor
Accident & Emergency Department ( daily 24 hour, 7 day/week service )
X-ray Department
Medical Records
Triage Bay
Dressing Room
ECG Room
Asthma Room
Security Department
Sterilization Room
First Floor
Health Centre ( Appointment based clinics Monday to Saturday )
Pharmacy
Pharmacy Stores
Voluntary Counselling and Testing Room
Dental clinic
Family Planning
Second Floor
General Practice ( daily 8 am to 4 pm service )
Laboratory
Staff Pantry
Paediatric Clinic
Speciality Clinic
Quality Department
Conference Room
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The current throughput at this facility is in the order of 650 patients per day and it is
projected that based on current population growth rates that this figure will increase to 1000
patients per day within the next 10 to 15 years. It is therefore instructive that the new health
facility be constructed with this in mind in order to efficiently provide the services required
by the population of Chaguanas and its environs.
(B) Recommendations
(The spatial requirements as detailed below are provided as a guide only for developing the
schedules of accommodation to support the scope of services for the new Chaguanas Acute
Care Health Facility. In each instance, required numbers and clinical area description of
rooms are provided. It is noted that these schedules are non-exhaustive and would be
further developed by the Consultant as part of the design process.)
- WING 1 –
1. Accident & Emergency Requirements a. Clinical Service Areas
1 Resuscitation Area ( to accommodate 2 Resuscitation beds )
6 Consultation Rooms
1 Registrar Room
1 Consultant Room
1 Critical Bay Area { to accommodate 4 beds }
1 Observation Bay Area {to accommodate 15 beds (4 paediatric and 11 adult)
but room size shall be upgradeable to 24 beds}
1 Triage Room
1 Minor Operating Theatre (requires a piped supply of oxygen and nitrous oxide)
with Recovery Bay.
1 Procedure Room
1 Asthma Room (to accommodate 6 to 10 patients, requires a piped oxygen
supply)
1 Step-down Asthma Room (to accommodate 5 to 8 patients)
1 ECG Room
1 Isolation Room
1 Brought in Dead (BID) Room
1 Decontamination Room
1 Point of Care Testing Laboratory Room
1 Multipurpose Room
1 Alcove for storage of 4 trolleys and 8 wheelchairs
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b. Non-Clinical Service Areas
1 Registration Area (next to Triage Room)
1 Medical Records Room
1 Autoclave/Sterilization Room
1 Alcove for storage of 8 portable oxygen cylinders
1 Sluice
1 Biohazard disposal Room, double entry, refrigerated and with separate entry
and exit
1 Dirty Linen Room
1 Discharge Bay
1 Bereavement/Counseling Room ( close to the Resuscitation Rooms)
1 Kitchenette
1 Doctor’s Lounge
1 Head Nurse Room
Stores area
1 Nurse’s Lounge with changing area
Waiting Area for 50 patients
1 Customer Service Representative (CSR) station
2. Medical Imaging Requirements
This department should be located in close proximity to the Accident & Emergency
Department and should comprise the following:
1 Ultrasound Room
1 CT Room (must be PACS system compatible with the requisite IT
infrastructure)
1 MRI Room (must be PACS system compatible with the requisite IT
infrastructure)
1 X-ray Unit Room
1 Radiographer Room
1 Radiologist Room
1 Report Collection/Reading Area with Registration area to accommodate 2
clerks
3. Laboratory Requirements Laboratory must be Laboratory Information System (LIS) equipped and outfitted
with the requisite IT infrastructure
2 Laboratory Rooms with appropriate counter tops, laboratory benches and
storage (1 to perform haematology and the other for biochemistry testing )
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1 Phlebotomy Area to accommodate 3 patients
1 Report Collection Room
4. Ambulance Bay 3 ambulance parking
5. Satellite Pharmacy
6. Satellite Store Room
7. Satellite Cleaning Room
- WING 2 – 1. Primary Health Care Requirements
a. Health Centre Requirements (Note: Waiting and Registration Areas should be
centralized with appropriate Sub- waiting and registration points at the respective
clinical/treatment areas.)
5 Consultation Rooms
1 Consultant/Senior Primary Care Physician Room
2 District Health Visitor Rooms
1 Nurses station to accommodate 3 Nurses
1 Dressing Room (to accommodate 2 patients)
1 Treatment Room
1 Procedure Room
1 Diabetic Foot Care Room
1 Health Promotion Room
1 Surveillance Nurse Room
1 Multipurpose Room to be used by Public Health Inspectors/IVCD
1 Large Wellness Area inclusive of gym
1 Voluntary and Counseling Testing Room
1 Infection Control Nurses Room
1 Stores Room
1 Sluice
1 Registration Area
1 Counseling Area to accommodate Medical Social Worker and Family
Planning
1 Hearing/Vision Screening Room
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1 Breastfeeding Room
1 Kitchenette
Sub-Waiting area for 80 patients
b. General Practice Requirements
This department should be located in close proximity to the Accident & Emergency
department as it also offers a filter clinic that attends to the less urgent cases
presenting to the Accident & Emergency Department. It should comprise the
following:
5 Consultation Rooms
1 Consultant/Senior Primary Care Physician Room
1 Treatment Room
1 Procedure Room
2 Nurses Station
1 ECG Room
1 Stores Room
1 Sluice
1 Registration Area
Sub-Waiting area for 80 patients
c. Dental Clinic Requirements
1 Dental suite with 2 chairs (suite must be able to accommodate X-rays)
1 Dental Nurse Room
1 Autoclave/Sterilization Room inclusive of storage for instruments.
1 Registration Area
2. Speciality Clinic Requirements The Chaguanas Health Facility currently provides outpatient paediatric, cardiology,
nephrology and dermatology specialty clinics. Paediatric services include appointment
based and daily walk-in clinics. In this regard, it is recommended that a separate
Paediatric Cluster be constructed in close proximity to the A&E department in order to
cater for the less urgent childhood cases presenting to the A&E department. The
Speciality Clinic should therefore comprise the following:
a. Paediatric Services
3 Consultation Rooms
1 Consultant Room
1 Treatment Room
1 Sponging/Tepid Bathing Room
1 Breastfeeding/Change Room
1 Nurses station to accommodate 3 Nurses
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1 Registration Area
b. Multi-use Speciality Clinic Area
This area will be used to provide outpatient specialty clinic services. This area
will be used on different days by the following specialties: Cardiology,
Nephrology, Dermatology, Internal Medicine, Mental Health, Ophthalmology,
Obstetrics & Gynaecology and Rheumatology. It should comprise the following:
3 Consultation Rooms
1 Specialist Room
1 Nurses station to accommodate 2 Nurses
1 Procedure Room
1 Exercise Stress Test/ Echocardiogram Room
1 Ophthalmology Room
1 Registration Area
Waiting area for 50 patients
3. Nutritionist Requirements 1 Dietician Room
1 Dietetic Technician/Food demonstrator Room
4. Medical Record Department Requirements 1 Medical Records Officer Room
1 Medical Secretary/ Transcriptionist Room
1 Centralized Main Filing Room
Registration areas (enclosed) at every clinical area or centralised point
Index room in close proximity to 24-hour registration point
Main office (release of information/research/claims)
5. Pharmacy Requirements 1 Senior Pharmacist Room
1 Large Pharmacy Area with 4 dispensing counters (1 counter separate and
apart from the other 3 with its own storage area)
1 Pharmacist-Patient Counseling Room
2 large Pharmacy Storage Rooms
1 Alcohol/Flammable Liquid Storage Room
6. General Stores Area Requirements 1 Storekeeper Room
1 Purchasing Officer Room
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1 Stores hand/clerk Open Space (to accommodate 5 clerks)
1 Storage Room for volatile liquids
1 Large Storage Area for consumables
7. Quality Requirements Open plan area with cubicles for 1 Quality Coordinator, 1 Quality Monitor
and 3 Customer Relation Officers
8. Administration Department Requirements 1 Clinical Head of Department Room
1 Facility Manager Room
1 Primary Care Nurse Manager Room
1 small Conference Room
1 Human Resource Area with 3 cubicles
1 General Administration Area with 6 cubicles
1 Kitchenette
9. Other Requirements Centralized waiting area with appropriate sub-waiting
1 Large Conference Room
1 Large Staff Lounge
1 Large centralized Locker Room
1 Housekeeping Unit (including cubicles for Supervisor’s Room, cabinet for
storage of Cleaning agents and shelving for Linens )
1 Laundry Room
1 Supervisor of Escorts/Ambulance Drivers cubicle
1 Disaster Preparedness Storage Room
IT Server Rooms (1 per floor)
1 Equipment Maintenance Room
Equipment storage area
Aseptic area for sterilization of utensils
Car Parking as per the requirements of Town & Country Planning
Development of Trinidad & Tobago
Washrooms (public and staff) as per standard OSHA/WASA requirements.
(C) Green Building Design
Green building processes that are environmentally responsible and resource-efficient must be
adequately considered and incorporated in the designs of the new acute care facility.
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(D) Standards of Design
Internationally recognized space planning standards shall be applied. The designs must
include use of the most current version of the applicable codes and standards. All building
materials used in the construction of the new acute care health facility shall be new and of a
type suitable for use in the particular element of construction. Applicable international
guidelines such the American Institute of Architects (AIA), British Hospital Building Notes,
etc. should be referenced and utilized as required
(E) A Picture Archiving and communication System (PACS) system will be required to allow
the effective storage and transfer of patient information for Diagnostic Imaging. In particular
the ICT Infrastructure designs shall include and ensure that:
Systems furniture workstations are designed to accommodate Desktop Computers
used in all offices and workspaces.
All staff spaces are served by cable raceways to provide conduit for computers and
telephones.
The technology used shall create an interactive communications framework.
Videoconferencing provisions are available and in place for Telemedicine
consultants.
The Conference room must be outfitted with the requisite information technology
systems to support teleconferencing and videoconferencing.
Provisions for a properly networked environment, compatible hardware, and internet
access required to support all areas for the new acute care health facility
(F) Conclusion
The recommendations listed above are intended to serve as a guide only to inform the reader
about the End User requirements with respect to the clinical and clinical-support needs of the
Chaguanas Acute Care Health Facility.
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ANNEX 2
GENERAL CONDITIONS – FIDIC
CLIENT/CONSULTANT MODEL SERVICES
AGREEMENT FOURTH EDITION 2006
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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
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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
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ANNEX 3
PARTICULAR CONDITIONS
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References from Clauses in the General Conditions:
PARTICULAR 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
Construction and Equipping of the New Chaguanas Acute
Care 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
Upon issuance of Letter of Award
1.1.11 Time for Completion 35 months (all activities):
Pre-Construction Stage (Final User Brief, Design
Stage) : 4 months
Tender Stage : 3 Months
Construction Stage : Total = 15 Months
Construction of Wing 1 : 6 months
Construction of Wing 2 : 15 months
Site Development and Civil Works : 15
Months
Defects Notification : 12 Months
Submission of Final/Close Out Report :1 Month
1.3 Language of
Communications
English
1.4 Language(s) of the
Agreement
English
Ruling Language English
Governing Laws Laws of Trinidad and Tobago
1.7 Copyright Delete Clause 1.7 and replace with the following:
“The Client shall have full ownership of all designs inclusive
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PARTICULAR CONDITIONS
CLAUSE DESCRIPTION DETAILS
of drawings, specifications, bill of quantities, calculations and
all other related to designs as prepared and submitted by the
Consultant. Further, the Client shall be entitled to use such
designs, in whole or in part, modify them or copy them, for
this Project, or for any projects other than the intended
project, and need not obtain the Consultant’s permission for
such use”.
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.4203
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
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.
Add: The completion of Design Documents by the
Consultant does not guarantee that its Services will be
continued to the construction phase. The Consultant shall not
commence Construction Supervision Services until such time
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PARTICULAR CONDITIONS
CLAUSE DESCRIPTION DETAILS
as the Client has given written approval to proceed with the
said services.
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
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
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PARTICULAR CONDITIONS
CLAUSE DESCRIPTION DETAILS
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
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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 - Current Workload of the Proponent
2F - Proponent’s General Background and History
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 - Remuneration & Payment
Appendix 4 - Scope of Services
4A - Detailed Scope of Services
4B - Responsibility Matrix
These Appendices form part of the Agreement
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APPENDIX 1
FORM OF TENDER (To be filled out and returned in the Proposal. Attached also all addenda issued by NIPDEC for this
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 Construction and Equipping of the
New Chaguanas Acute Care 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, inclusive of all reimbursable expenditure and any other sums related to the 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 complete all required services as per this RFP 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………………………………………………………………………….
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 54
APPENDIX 2
TECHNICAL PROPOSAL – STANDARD FORMS
2A Technical Proposal Submission Form
2B Proponent Information Sheet
2C General Work Experience of the Firm
2D Similar Type of Works in The Last Five (5) Years including References
2E Current Workload of the Proponent
2F Proponent’s Background and History
2G Methodologies and Work Plan
2H Formal of Curriculum Vitae (CV) for Proposed Key Professional Staff
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 55
APPENDIX 2A
TECHNICAL PROPOSAL SUBMISSION FORM
(To be filled out and returned in the Proposal)
Date:
Chairman
Tenders Committee
National Insurance Property
Development Company Limited
#56-60 St. Vincent Street
PORT-OF-SPAIN
Dear Sir:
We, the undersigned, offer to provide the RFP for a Design/Supervising Consultant for the
Construction and Equipping of the New Chaguanas Acute Care Health Facility in
accordance with your Request for Proposals dated _____________2014.
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: ____________________________________________
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 56
APPENDIX 2B
PROPONENT 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 for RFP:
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. Power of Attorney or Signing Authority of the Authorized Representative with Specimen
Signature
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 57
APPENDIX 2C
GENERAL WORK EXPERIENCE OF THE FIRM
(To be filled out and returned in the Proposal)
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:
Construction Cost in TT$:
Name of Contracting Entity:
Address:
______________
______
______
Contract name:
Brief Description of the Works performed by the Applicant:
Construction Cost in TT$:
Name of Contracting Entity:
Address:
______________
______
______
Contract name:
Brief Description of the Works performed by the Applicant:
Construction Cost in TT$:
Name of Contracting Entity:
Address:
______________
______
______
Contract name:
Brief Description of the Works performed by the Applicant:
Construction Cost in TT$:
Name of Contracting Entity:
Address:
______________
______
______
Contract name:
Brief Description of the Works performed by the Applicant:
Construction Cost in TT$:
Name of Contracting Entity:
Address:
______________
______
______
Contract name:
Brief Description of the Works performed by the Applicant:
Construction Cost in TT$:
Name of Contracting Entity:
Address:
______________
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 58
APPENDIX 2D
SIMILAR TYPE OF WORKS IN THE LAST FIVE (5) YEARS INCLUDING REFERENCES
(To be filled out and returned in the Proposal)
Name of Proponent: _______________________ Date: _____________________
Page _______ of _______ pages
Project Name: ________________
____ of ___ required
Information
Contract Identification
Award date
Completion date
____________________________________________
____________________________________________
Role in Contract Consultant Management
Consultant
Sub-consultant
Total contract amount ____________________________ TT$__________
If party in a JVCA or sub-consultant,
specify participation of total contract
amount
____________%
_____________
TT$__________
Key Staff involved
Contracting Entity’s Name:
Contracting Entity’s Address:
Telephone/fax number:
E-mail:
____________________________________________
____________________________________________
____________________________________________
____________________________________________
Representative of Contracting Entity:
Representative’s Designation:
Representative’s Address:
Telephone/fax number:
E-mail:
____________________________________________
____________________________________________
____________________________________________
____________________________________________
Description of the similarity in
accordance with the Scope of Services:
Description of Project including
Construction cost in TT$
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 59
APPENDIX 2E
Current Workload of the Proponent
(To be filled out and returned in the Proposal)
Project
Name
Address of
Project
Construction
Cost (TT$)
Client
Name
Actual or
Anticipated
Date of
Completion
Proponent's
Role in the
Project
Proponent’s
Contract
Value (TT$)
Project Status
(if delayed,
please state
reason)
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 60
APPENDIX 2F PROPONENT’S BACKGROUND AND HISTORY
(To be filled out and returned in the Proposal)
Name of Proponent: _______________________ Date: _____________________
Page _______ of _______ pages
Contract non-performance occur during the past five (5) years:
No
Yes (if yes, please provide information on a separate sheet)
Description of OSHA Violations, Workers’ Compensation claims or safety claims, and any other
Statutory or Governmental violation/s:
No
Yes (if yes, please provide information on a separate sheet)
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:
Name of Contracting Entity:
Address of Contracting Entity:
Matter in dispute:
___________
______
______
Contract Identification:
Name of Contracting Entity:
Address of Contracting Entity:
Matter in dispute:
___________
______
______
Contract Identification:
Name of Contracting Entity:
Address of Contracting Entity:
Matter in dispute:
___________
______
______
Contract Identification:
Name of Contracting Entity:
Address of Contracting Entity:
Matter in dispute:
___________
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 61
APPENDIX 2G
METHODOLOGY AND WORK PLAN
(To be filled out and returned in the Proposal)
[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 for the design process and construction phase, and health &
safety plan to be implemented 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:
Provide a companywide organizational chart indicating key departments, key positions and
names of office holders.
Provide a project specific organizational chart indicating key positions and names of
professionals or sub-consultants. Updated signed Curriculum Vitae of all named professionals
must be provided.
Propose a manpower loading chart for all aspects of the assignment, and the 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 their intended role for the project.
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 62
APPENDIX 2H
FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED KEY PROFESSIONAL STAFF
(To be filled out and returned in the Proposal)
Page 1 of 2
Name of Proponent: _______________________________________________________
Name of Staff: ___________________________________________________________
Profession: ______________________________________________________________
Date of Birth: ____________________________________________________________
Years with Firm/entity: _______________________ Nationality: _____________________
Membership in Professional Societies: ________________________________________
________________________________________________________________________
Detailed Task Assigned for this project: ________________________________________
________________________________________________________________________
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.]
Education:
[Summarize college/university and other specialized education of staff member, giving names of school,
dates attended and degrees obtained.]
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 63
Appendix 2H Continued
Format of Curriculum Vitae (CV) for Proposed Key Professional Staff
(To be filled out and returned in the Proposal)
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.]
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
Full Name of staff member:_______________________________________________
_________________________________________________Date:________________
Signature of Authorized representative of the Firm
Full Name of authorized representative: ___________________________________
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 64
APPENDIX 3
FINANCIAL PROPOSAL – STANDARD FORMS
3A FINANCIAL PROPOSAL SUBMISSION FORM
3B REMUNERATION AND PAYMENT
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 65
APPENDIX 3A
FINANCIAL PROPOSAL SUBMISSION FORM
(To be filled out and returned in the Proposal)
Date:
Chairman
Tenders Committee
National Insurance Property
Development Company Limited
#56-60 St. Vincent Street
PORT-OF-SPAIN
Dear Sir:
We, the undersigned, offer to provide the Design/Supervising Consultant for the Construction
and Equipping of the New Chaguanas Acute Care Health Facility in accordance with your
Request for Proposal dated __________, 2014. Our attached Price Proposal is for the fee of ...................
percent of the Client Approved Construction Budget VAT Inclusive (where applicable).
The breakdown of the aforementioned percentage is as follows, but not limited to:
Design/Supervising Cost activity detailed in the Technical Proposal in the Milestone Format.
Reimbursable expenditure and any other sums incurred in performing the Consultancy services as
required for in this RFP.
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:
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 66
APPENDIX 3B
REMUNERATION & PAYMENT
The Proponent shall complete the Form of Tender which will clearly identify an overall fee of the Client
Approved Construction Budget:
Consultancy Fee during Brief Stage* _________%
Consultancy Fee during Design Stage* _________%
Consultancy Fee during Tender Stage* _________%
Consultancy Fee during Construction Stage (inclusive of Defects Notification
Period)
_________%
Overall Consultancy Fee (to be transferred to Form of Tender): _________%
* The Dollar Value of Consultant’s fee during Brief, Design and Tender Stage shall remain
unchanged, irrespective of the Final Construction Cost of the project for the given scope.
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.
Please take note that NIPDEC reserves the right to amend these percentages during negotiations with the
successful Proponent.
STAGE DESCRIPTION %AGE PAYMENT
1 Brief Stage
10% (less 10% retention)
2 Design Stage 40% (less 10% retention)
3 Tender Stage 10% (less 10% retention)
4 Construction Stage & (inclusive of Defects
Notification Period) 40% (less 10% retention)
5 Upon successful hand over of Project to Client and
issuance of Taking Over Certificate Release of 50% retention
6 Upon successful completion of Defects Notification
Period and issuance of Performance Certificate Release of 50% retention
Principal’s Signature: __________________________ Date:________________
Name: _______________________________________
Title: _______________________________________
Company Stamp and Seal ……………………………………
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 67
APPENDIX 4
SCOPE OF SERVICES
4A DETAILED SCOPE OF SERVICES
4B RESPONSIBILITY MATRIX
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 68
APPENDIX 4A
DETAILED SCOPE OF SERVICES
FOR THE
DESIGN/SUPERVISING CONSULTANT FOR THE CONSTRUCTION AND EQUIPPING OF
THE NEW CHAGUANAS ACUTE CARE HEALTH FACILITY
4.1 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,
supervision 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 be required to programme the works in a manner that the
Wing 1 shall be handed over to the Ministry of Health within six (6) months, while Wing 2 and
Site Development Works shall be handed over to the Ministry of Health on or within the 15
month period.
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 General and Particular Conditions of Contract
for Construction for Building and Engineering Works Designed by the Employer (First Edition,
1999) 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.
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 69
The Design/Supervising Consultant for this said Project will perform the design/supervising
consultancy services as per the FIDIC General and Particular Conditions of Contract for
Construction for Building and Engineering Works Designed by the Employer (First Edition,
1999) and shall be engaged under the FIDIC Client/Consultant Model Services Agreement (2006
White Book).
The Design/Supervising Consultant
4.2 GENERAL RESPONSIBILITIES
(A) The Design/Supervising Consultant shall:
4.2.1 The Consultant shall conduct all the necessary investigations, studies and analyses, and
designs which are required for the design and preparation of contract documents. These
will then serve as the groundwork for the subsequent tender and construction stages.
Units of system shall be metric, unless otherwise directed by the Employer.
4.2.2 Manage necessary design changes due to Architectural, Civil, Structural, Mechanical,
Electrical and/or other statutory, Client or NIPDEC requested changes. All design
changes will be communicated to NIPDEC.
4.2.3 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.
4.2.4 Manage all relevant technical issues, notices, and requests raised by the Contractor as
appropriate.
4.2.5 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.
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 70
4.2.6 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.
4.2.7 Inspect all materials to ensure that they are consistent with the technical specifications
and are suitable for construction.
4.2.8 Formulate and manage snag listing of defective items of works and corrections as
required and communicate findings and corrective measures with NIPDEC.
4.2.9 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.
4.2.10 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.
4.2.11 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.
4.2.12 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.
4.2.13 Maintain records of all plan labor and material used in the construction of the works.
4.2.14 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.
4.2.15 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.
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 71
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 (First Edition, 1999), 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:
(B) 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
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 72
(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.
4.3 BRIEF STAGE
4.3.1 Develop Final User Brief based on intermediate User Brief to be provided by NIPDEC
and latest international hospital standards
4.3.2 Develop a list of furniture, fittings and equipment (inclusive, but not limited to, all
medical equipment), as required in the Final User Brief.
4.3.3 Develop a Technical Specification, inclusive of a Maintenance Management Plan, for
each furniture, fittings and equipment as prescribed in Section 4.3.2.
4.3.4 Attend all stakeholder meetings and collate all information as relevant to complete Final
User Brief.
4.4 DESIGN
4.4.1 General
The Consultant shall conduct all the necessary investigations, studies and analyses and
designs which are required for the design and preparation of contract documents. These
will then serve as the groundwork for the subsequent tender and construction stages.
Units of system shall be metric, unless otherwise directed by the Employer.
4.4.2 Architecture
The Consultants will be required to perform the full design and detailing of all
architectural features of the project to permit the construction. All Sketches, Drawings,
Materials Lists, Bills of Quantities and Project Schedules must be submitted on both hard
copy and digital format via CD-ROM and upload to a secure electronic platform (e.g FTP
location). A full set of architectural drawings should be provided showing plan, section
3D perspectives and elevations as well as all the typical architectural details. The
minimum acceptable sheet size for drawings is 11” x 17”
Deliverables
Stage 1
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 73
o Inception, and Development & Submission of Final User Brief
Stage 2
o Detailed Work Programme (Updated)
o Conceptual Site and Building Plans inclusive of 3D Perspectives
o Preliminary/Outline Approvals
o Preliminary Sections and Elevations
o Schematic Design Documents
o Preliminary Plans, Sections and Elevations
o Typical Construction Details
o Typical Equipment Layouts
o Preliminary Specifications and Material Lists
o Design Report
o Preliminary Design Drawings and Documents
Stage 3
o Final Detailed Designs, Drawings and Detailed Specifications
for materials and fixed equipment and Architectural
Requirements for the construction of all aspects of the project.
o Final Approvals from Regulatory Authorities.
4.4.3 Structural Design
A full set of structural drawings should be provided showing plan, section and elevations
as well as all the typical structural details. The minimum acceptable sheet size for
drawings is 11” x 17”. Structural steel drawings should be accompanied by a complete
set of steel fabrication drawings. Bar bending schedules shall be provided for all
reinforced concrete designs.
A complete set of detailed structural calculations, if applicable, should be provided
justifying the building for vertical, lateral and wind loads and earthquake resistance.
Computer analysis and design shall be performed utilizing the most up-to-date version of
STAAD or any other internationally accepted analysis and design programme which
requires no intermediary platform to be used in conjunction with AUTOCAD. The hard
copy of the calculations shall be accompanied by a digital version on CD-ROM or
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 74
uploaded to the secure online FTP location established by the Consultant to support
document management of the project.
Structural calculations, if applicable, should be in accordance with the following codes:
British Standard 5950 for structural steel design
British Standard 8110 for reinforced concrete design
SEAOC 1990 for earthquake analysis, design and detailing
Caribbean Unified Building Code (CUBIC)
Any other acceptable Standard to Trinidad and Tobago
Deliverables
Stage 1
o Inception, and Development & Submission of Final User Brief
Stage 2
o Structural Schematic Design Details
Basic Structural Systems and Dimensions
Fixed Structural Design Criteria
Preliminary sizing of major structural components (if
required)
Critical Coordination Clearances
Preliminary details for on-site and engineering work (if
required)
o Outline Specifications for Materials
o Report on Civil Works
Vehicular access from the Gate
Access to Accident & Emergency
o Conceptual design solutions for
a predetermined structural system
alternate structural system
Stage 3
o Final Structural and Civil Engineering Calculations
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 75
o Final Detailed Drawings and Detailed Specifications showing
the structural and civil infrastructural works construction
requirements.
4.4.4 Building Services
Designs shall cover all necessary engineering services for such a facility and shall include
remote monitoring and diagnostic capabilities for all major mechanical and electrical
systems. Designs shall provide all services necessary for the installation, use and storage
of all equipment and systems required of these works. A full set of services drawings
should be provided showing plan, section, schematics and elevations as well as all the
typical services details. The minimum acceptable sheet size for drawings is 11” x 17”.
All services and systems designed as part of this contract must have interfaces that will
facilitate interaction with the Building Management System, and the Computerized
Maintenance Management System.
Stage 1
o Inception, and Development & Submission of Final User Brief
o Report on Utilities
Location, size and adequacy of utilities serving the site
Need or requirement for connections
Off-site extensions and facilities
o Conceptual designs on/off site
Stage 2
o Mechanical and Electrical Schematic Design Documents
Mechanical
- Approximate equipment sizes and capacities
- Preliminary equipment layouts
- Required space for equipment
- Chases and clearances
- Acoustical and vibration control
- Energy conservation measures
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 76
Electrical
- Lighting, electrical and communication systems
(normal and emergency)
- Sizes and capacities
- Equipment layouts
o Materials
Availability and suitability
Outline specifications
o Initial Designs of Services
Electrical services and distribution
Water supply and distribution
Waste water collection treatment and disposal
Central plant mechanical systems
Air Conditioning and Ventilation
Gas services and distribution
Fire system
Chases and clearances
Space for equipment
Stage 3
o Final mechanical and electrical engineering calculations
o Drawings and Detailed Specifications concerning the mechanical and
electrical requirements.
4.4.5 Quantity Surveying Services
The Consultant will be required to provide full quantity surveying services for all of the
pre-tender activities. Such services would include but not be limited to:
(i) Establishing a first estimate for the works after the design brief is formalized
and generating an Elemental Cost Plan
(ii) Undertaking cost checking exercises and advising on impact against the Cost
Plan as the preliminary designs develop.
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 77
(iii) Establishing a firm budget for the works after the preliminary designs have
been approved by the Employer.
(iv) Making recommendations for ensuring that the project remains within the
approved budget.
(v) Preparing, in consultation with the design team, the material and
workmanship specifications for the work.
(vi) Preparing full Bills of Quantities (BOQ) using a method of measurement
that is recognized in the local industry (the Standard Method of
Measurement of Building Works 5th Edition is recognized and software
compatible with the latest version of AUTOCAD must be utilized). The
BOQ shall be prepared as per:
a. Wing I (please refer to Annex 1- Preliminary User Brief to Inform
the Design & Construction of the New Chaguanas Health Facility);
b. Wing II (please refer to Annex 1- Preliminary User Brief to Inform
the Design & Construction of the New Chaguanas Health Facility);
and,
c. Site Development and Site Civil Works.
(vii) Preparing a pre-tender estimate by pricing the Bills of Quantities.
(viii) Preparing letters and other documents for issue with the Bills of Quantities
and Drawings in the tender action.
(ix) Preparing a life cycle analysis of the maintenance cost and related schedule
for the facility.
Deliverables
Stage 1
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 78
o Inception, and Development & Submission of Final User
Brief
Stage 2
o Report on Schematic Design Phase Statement of Probable
Construction Cost taking into consideration:
o Availability of material and labour
o Project delivery procedures
o Construction sequencing and scheduling
o Changes in scope of project
o Adjustment in quality standards
Stage 3
o Probable Construction Cost Range (Unit cost data) for
various elements of the project utilizing the schematic
designs.
o Life Cycle Analysis of Maintenance Cost and Schedule.
o Final Estimate of Construction Cost based on detailed Bills
of Quantities
4.5 CONSTRUCTION SUPERVISION
4.4.1 General
The Consulting firm shall perform services principally of a technical administrative and
supervisory nature, that are necessary to ensure that the contractor effectively fulfils his
obligation, as set forth in their contract and in the designs and technical specifications for
the project.
The Consulting firm shall be responsible for proper execution of the construction project
and will ensure that this is carried out according to the required standards of quality, close,
accurate and timely expenditure control and the best engineering practices and in
observance of the protective measures and recommendations aimed at eliminating or
reducing any possible adverse environmental impact.
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REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
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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 FIDIC General and Particular Conditions of Contract for Construction for Building and
Engineering Works Designed by the Employer (First Edition, 1999), 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:
4.4.1.1 Specific Responsibilities
The Specific responsibilities of the supervisors are to be carried out in a manner
compatible with the best technical standards and according to the usual practice
in projects of this nature. These responsibilities will include, but are not
necessarily confined to, other instructions as may be given from time to time by
the National Insurance Property Development Company Limited (NIPDEC).
Pre-Construction Activities:
(a) Review Tender Documents, drawings and specifications for errors,
omissions and ambiguities and issue Drawings for Construction.
(b) Check, evaluate and approve the Contractor’s working programmes,
defining the locations of work site and progress schedules for the most
effective and expeditious method of carrying out the work relative to the
project as a whole.
(c) Verify the availability of the technical personnel of the contractor as per
the bid proposal and ensure that they meet the requirements as to
background and experience necessary to carry out the work according to
the standards of quality established in the project specifications.
(d) Verify the existence of the items of equipment indicated in the
Contractor’s proposal and ensure that they are in sufficient number and
adequate operating condition to fulfill the programmed level of
production.
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REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
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(e) Develop, jointly with the Contractor, Risk Assessment Plan, for
submission to NIPDEC.
Construction & Commissioning Activities:
(a) Issue all necessary technical instructions to the Contractor on behalf of
NIPDEC and continuously check and control the work to completion to
ensure that it is carried out in full accordance with the contract
documents.
(b) Provide the Contractor with the necessary datum points and benchmarks
for setting out the works and subsequently check and accept the detailed
setting out.
(c) Check and approve all shop and working drawings as may be prepared
by the Contractor.
(d) Maintain approved samples with labels and date approved.
(e) Review and resolved all Request for Information / Clarification /
Instructions submitted by the Contractor within a time frame to be
agreed by NIPDEC.
(f) Furnish copies to NIPDEC of all Requests for Information /
Clarification / Instructions.
(g) Monitor the Contractor’s warehousing, storage, access, inventory
control systems, and clean-up to prevent losses or damage on site.
(h) Review and recommend for NIPDEC’s approval the following
Contractor’s submittal:
i. Insurance Certificates;
ii. Construction Staging Area/ Traffic Plan;
iii. Construction/Temporary Facilities proposal/s;
iv. Equipment and Plant Plan;
v. Three weeks look ahead schedule;
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REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
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vi. Sub Contractor Listing;
vii. Shop Drawings and Material Submittals
viii. Any other document as required by the Contract.
(i) Ensure that the works are carried out by the Contractors in on
expeditious manner according to schedules, project dates and the terms
of the construction contracts. Progress is to be monitored using the
latest version of Microsoft Project.
(j) Carry out during the executing of the work, supervision and inspection
of all working areas and installations to ensure conforming with the
agreed specifications and drawings with the requisite field staff
necessary for works all over the area to the satisfaction of NIPDEC.
(k) Supervise the quality of construction of all elements of the work to
ensure conformity with the Contract Documents.
(l) Keep records of daily site activities inclusive of Contractor’s work force
equipment and materials.
(m) Carry out the required testing of soils and materials to ensure
compliance with the specifications including inspection at local sources.
Recommend acceptance or rejection of equivalent materials proposed
by the Contractor or supplier.
(n) Review all the subcontracts proposed by the Contractor and make
recommendation for any changes or amendments that would guarantee
proper execution of the subcontracted work.
(o) Check, measure and evaluate with the Contractor, the measurements
and payment claims and certify these to NIPDEC as being correct and
within the terms of the contract.
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REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
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(p) Record all results of the measurements carried out for the quantities to
be paid for the interim and final accounting in accordance with up-to-
date methods of construction management and cost control acceptable
to approved format. The results shall accompany all payment
certificates.
(q) Prepare and submit to NIPDEC for approval prior to execution of any
contract change order related to specifications and drawings which is
likely to:
Increase or decrease the cost of the Project;
change the scope and/or objectives of the Project; and
conflict with the Ministry’s obligations under this Contract
and make recommendations on these as may be necessary.
(r) Evaluate all claims for additional payments or extension of time
submitted by the Contractor and make appropriate recommendations to
NIPDEC.
(s) Ensure that all required certificates and guarantees are certified and
provided to NIPDEC before any payments are made.
(t) Alert NIPDEC to any problems which arise or may arise in connection
with management of contracts and make recommendations for
overcoming them throughout the entire construction period including
the indication of escalation of costs which may affect the project budget.
(u) Advise and assist NIPDEC in any dispute that may arise with the
Contractor and give a firm opinion on any claim the Contractor may put
forward, drawing up a report giving all the elements on which such
advice is based.
(v) In general, provide justification to NIPDEC for actual or expected
increase in costs. The Consultants shall, at all times, apply proven
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
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methods of cost control at all stages of the development for which he
has retained. The Cost Control System shall be capable of adjustment
to reflect up-to-date cost information by means of an up-dated and
detailed comparison between the study expenditures and actual
expenditures to date, committed to date and forecast.
(w) Provide additional services as required by the Employer for the
satisfactory execution of the Project.
(x) Upon completion of the work, carry out final inspections and issue to
the Employer the necessary certificates of completion.
(y) Prepare in hard copy and digital format a Comprehensive Operational
and Maintenance Brief inclusive of a Maintenance Management Plan
that addresses the Building, Service Equipment and Plant.
Maintenance Management Plan
The Consultant shall review the Maintenance Management Plan (inclusive of
Preventive Maintenance Programme) developed by the Contractor. This plan
should consider multiple interfacing of systems such as:
- Computerised Maintenance Management System (to include preloaded
Mechanical and biomedical procedures)
- Management Reporting System - This system should have the flexibility to
produce detailed or summary reports, yet still have simplicity of access and
readability (user friendly)
- Resource Management System – This system must fully support an
inventory and purchasing system and have the capability of tracking in-
house labour and contracted services cost.
- Physical Asset Inventory and Management (including warranty and service
contracts) inclusive of drawings (electronic and hard copy)
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REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
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Preventative Maintenance Programme
- Diagnostics Schedule - easy to use library of possible problems, for major
capital expenditure assets and critical patient care, with recommendation
on repairs to the problem.
These systems should also be able to operate as stand alones and must take into
account the socio-economic environment within which the plan must function.
The difficulties of access to training, financing and the supply of foreign parts
and equipment must take precedence in the development of a relevant
maintenance plan.
(a) Ensure that at least six (6) sets of all Operational and Maintenance
Manuals, as-built drawings, spares and warranty documents for all
Service Equipment and Plants in relation to the project, are handed
over to the Employer.
(b) Prior to the start-up of construction, the Consultant shall develop a
training plan for the Operation and Maintenance of the Facility so as
to facilitate the participation of operational and maintenance
personnel in the commissioning process of all mechanical and
electrical systems.
(c) Provide Maintenance Management Services during the Defects
Liability Period (inclusive of monthly visits and report).
4.4.1.2 Deliverables
Pre-Construction Report
Fortnightly Cost Reports
Certified Payment Certificates
Monthly Progress Reports (incorporating the relevant Indicative
sample Reports and forms)
Monthly Progress Photographs (minimum three (3) sets)
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REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
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January 2014 Rev.01 Page 85
Daily Returns on Contractor’s Equipment and Labour
Daily Site Diary per project (hardcopy and electronic)
Claims Report
Safety Report
Certificates of Completion, inclusive of Testing and Commissioning
Reports
As-Built Drawings
Final Accounts Report
Operational and Maintenance Brief, as well as Training Delivery
Operational and Maintenance Manuals, as well as Spares
Warranty Documents
Defects Liability Reports
Performance Certificate
Close out Reports
4.6 DESIGN/SUPERVISING CONSULTANT STAFF
Provision of an adequate organization skilled in design and implementation of modern methods of
health care facility design and continuous management is required. The professional/technical
staff, as required, should be assigned to work specifically on the project for periods necessary to
fully carry out all of the duties assigned to them. The individuals proposed must be to the
approval of NIPDEC.
a) On Site Staff
Due to the scale and variety of the projects, the Consulting Team staff should
include, at the least, the following full-time on-site personnel exclusively assigned
to this site:
One (x 1) Project Manager, with a minimum of five (5) years HCE,
inclusive of design experience;
One (x 1) Draughtsman, knowledgeable in AutoCAD operations;
One (x 1) Administrative Assistant
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REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
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b) Other 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, all with at
least ten (10) years HCE, as well as Quantity Surveyors, Draughtsman, Supervisory,
Administrative and Management Staff. All of the above are to be available to
support the On Site Staff.
4.7 STAKE HOLDER PRESENTATIONS AND EMPLOYERS APPROVALS
4.6.1 The Consultant will be required to make submission of documents and
presentations to the Employer, the Ministry of Health, the End User, and other
major stakeholders at each stage of the design.
4.6.2 The Consultant should make provision in his programme for a period of one to two
weeks at the end of each stage for the Employer’s/End User’s perusal and approval
of documents prepared. The Employer/Executing Agency must give approval
before the Consultant proceeds to the next stage.
4.8 APPROVALS FROM REGULATORY AUTHORITIES
The Consultant shall ensure that all approvals, both outline/preliminary and final, of designs are
obtained from the relevant Regulatory Authorities in Trinidad and Tobago. These include the
following, but not limited to: Town and Country Planning Division (T&CPD), Ministry of
Works and Transports; Water and Sewerage Authority (WASA) Approval, Fire Services
Department Approval, Regional Corporation, Environmental Management Authority (EMA),
Public Health Inspectorate, Occupational Safety and Health Administration (OSHA), Ministry
of Energy, National Gas Company, National Petroleum Marketing Company, Trinidad and
Tobago Electricity Commission (T&TEC), Electrical Inspectorate, Lift Inspectorate, Toxic and
Pesticide Inspectorate, and any other necessary approvals.
4.9 PROBLEMS ARISINGS
The Consultants will be expected to alert the Employer to any problems which might arise in
connection with the implementation of these projects and make recommendations for overcoming
them, with information on extensions of time and anticipated increases in cost which may affect
the project budget.
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4.10 COPIES OF DOCUMENTATION REQUIRED
The Consultants will be required to submit six (6) copies of all documents produced at the end
of each stage of service. In case of final designs and contract documents, the Consultants will
be required to supply to the Employer three (3) printed copies of all documents and drawings
together with 3 sets of editable digital copy of the same documents. “As built” Drawings are
to be supplied by the Consultant during the construction phase (maximum seven (7) days)
after the major work breakdown structures are accomplished, i.e. sub structure, super structure,
services, etc. A copy of all drawings is to be supplied electronically utilizing the latest version
of AutoCAD on CD–ROM and uploaded to an online, secure File Transfer Protocol (FTP)
location established by the Consultant to support the document management of this project.
Reports are to be done utilizing Microsoft suite of programs.
4.11 INTERIM PAYMENT(S) FOR SERVICES
4.11.1 The Consultants will be entitled to interim payment(s) upon satisfactory completion of
each of the three stages of the design services (design fees). Such payment, however,
shall be contingent upon prior acceptance and approval by the Employer of the
submissions of deliverables made by the Consultants as per the schedule following:
Brief Stage (10% of contracted Fees)
Payment 1: Four percent (4%) of contract sum of the project on the completion and
approval of the Final User Brief;
Payment 2: Two percent (2%) of contract sum of the project on the completion and
approval of the Project Control & Risk Assessment Plan;
Payment 3: Four percent (4%) of contract sum of the project on the completion and
approval by the Employer of the Budget Cost prepared by the
Consultant;
Design Phase (40% of contracted Fees)
Payment 4: Ten percent (10%) of the contract sum of the project for the completion and
approval of the Design Brief;
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Design/Supervising Consultant for the Construction and
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Payment 5: Five percent (5%) of the contract sum of the project for the development of
preliminary designs;
Payment 6: Fifteen percent (15%) of the contract sum of the project for the submission
and approval of Final, Detailed Design;
Payment 7: Ten percent (10%) of the contract sum of the project for the Submission of
the Certificate of Readiness to proceed to the Tender Phase.
Tender Phase (10% of contracted Fees)
Payment 8: Five percent (5%) of the contract sum for the completion of the associated
Tender Documents;
Payment 9: Two (2%) of contract sum for the completion of the technical and financial
evaluation of Tendered Bid packages and provision of necessary advisory
support thereafter;
Payment 10: Three percent (3%) of contract sum of the project on the submission of the
Construction/ Installation Programme and Work Methodologies.
Construction Stage Phase, inclusive of Defects Notification Period (40% of contracted Fees)
Payment 11 and onwards: Payments to the consulting firm for services performed
during the construction stage (Supervision Fees) shall be based on the
proportion of service price associated with the percentage of the construction
scope of work satisfactorily completed by the Contractor. The first 50%
Retention monies will be released upon successful handing over of Project to
the Client and issuance of Taking Over Certificate, while the last 50%
retention monies will be released upon successful completion of Defects
Notification Period, issuance of Performance Certificate and NIPDEC’s
acceptance of Project Close Out Report as prepared by the Consultant.
4.11.1 Payments to the consulting firms shall be in Trinidad and Tobago dollars (TT$)
only.
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REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
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4.12 FINAL PAYMENT
The final payment for services of the firm shall be contingent upon prior acceptance by the
Ministry of Health of the firm’s final report/products. Such payment shall not be less than
10% of the total amount to be paid to the firm in accordance with the contract. It is to be
noted that 10% of the total sum of each invoice submitted will be withheld from each interim
payment as retention for this purpose.
(ii) The 50% retention monies shall be released upon the taking over of the completed
works by the End User as evidenced by a signed Completion Certificate.
(iii) The 50%retention sums associated shall be released only after:
(a) The defects liability period has expired;
(b) All known defects have been rectified;
(c) Issuance of Performance Certificate; and
(d) NIPDEC’s acceptance of Project Close Out Report.
4.13 SAFETY
The Consultancy firm shall ensure that the Contractor fulfils all the safety requirements under
the terms of this contract. In fulfillment of this responsibility, the periodic presence of a
qualified Safety Officer, experienced in health care facility and hospital operations is required.
4.14 FEES FIXED FOR DURATION OF SERVICES
(i) The fees proposed in the bid shall remain fixed for the duration of all relevant works for
all the projects identified in these documents,
(ii) The fees for additional services shall be negotiated between the Employer and the
Consultant at the time at which the project is identified.
(iii) The Dollar Value of Consultant’s fee during Brief, Design and Tender Stage shall remain
unchanged, irrespective of the Final Construction Cost of the project for the given scope.
4.15 TAX
The Consultant shall abide by all pertinent taxation regulations of Trinidad and Tobago.
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4.16 CONSULTANT’S PERFORMANCE
4.16.1 Performance of the consulting services will be evaluated at key stages by the
Employer and the Client. This evaluation will be based on the format shown in Table
1 – Consultant’s Performance Evaluation Form.
4.16.2 In case of deficiency, the Consultant shall be given a written notice to remedy the
deficiency (ies) noted in the Evaluation Report. If remedy to the noted deficiency (ies)
is not implemented in satisfactory manner within the allowed time frame, a Warning
Letter will be sent to the Consultant giving two (2) weeks to implement the necessary
remedy.
4.16.3 Failure to address the deficiency(ies) within the two-week period may result in the
suspension of all or part of the Services or terminate the Agreement by notice of at
least fifty-six (56) days to the Consultant who shall immediately make arrangements
to stop the Services and minimize expenditure.
4.16.4 Notwithstanding clauses of the General Conditions of Contract, to the extent that
faults that are directly attributable to the Consultant’s professionally negligent design
or supervision result in additional costs of the Client, the Consultant shall be liable for
direct costs to the Client up to Fifty Million Trinidad and Tobago dollars ($50M).
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Table 1 – Consultant’s Performance Evaluation Form
SIGNED BY ………………………………..
DATE OF EVALUATION…………………….…
SECTION I DATA SECTION II PROJECT DATA
Lead Firm Name
Project Name Project No.
Project Team:
Lead Architect:
Mechanical Structural Eng.:
Quantity Surveyor:
Contract Award Amount Contract completion
amount
Schedule Const.
Actual Const. Completion
Project Description
Principal Subconsultants
Mech:
Elect:
Struct:
QS:
Land Surveyor:
SECTION III RATING Description Below
Standard Standard
Above
Standard Superior
A. ADMINISTRATION/MANAGEMENT/SUPERVISION
1. Supervision and decision making
2, Coordination and communication with subconsultants
3. Timely submission of documents and reports
4. Adequacy and timeliness of cost estimate
5. Compliance with laws, ordinances and regulations
6. Coordination and cooperation with NIPDEC & Key Stakeholders
7. Compliance with Employer’s requirements
B. QUALITY OF WORK
1. Adherence to programme documents
2. Functionally for intended purpose
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SECTION III RATING Description Below
Standard Standard
Above
Standard Superior
3. Employer satisfaction
4. Quality of design
5. Coordination of Documents
6. Schematic/Design Development:
C. CONSTRUCTION:
1. Completion of project within allotted time
2. Completion of project within allotted budget
3. Scheduling, evaluation and advice
4. Clear and timely assistance with interpretation of documents
5. Errors/omissions requiring construction changes
6. Assistance with claims and disputes
7. Clear and timely assistance with modifications
SECTION IV NARRATIVE
A. GENERAL ELEMENTS: Enter comments which generally describe the DCSC performance.
B. BELOW STANDARD ELEMENTS: Enter comments to substantiate below standard ratings.
C. SUPERIOR ELEMENTS: Enter comments to substantiate superior ratings
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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 Final User Brief R, P S, A
1.2 Technical Specification R, P S, A
1.3 Geo-Technical Investigation R A, G
1.4 Land Survey Drawings R A, G
1.5 Full Detailed Drawings P A
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
2.3 Master Schedule Update R K P
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Activity Design/
Supervising
Consultant
Client/
NIPDEC Contractor
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 Detailed Design Drawings and
Specifications P A
2.9 Permits and Certificates P K,A S
2.9 Project Procurement Activities R, S A P
2.10 Submit Progress Payment Requests R A P
2.11 Issue Progress Payment to Contractor R P
2.12 Payments to Consultants P
2.13 Payments of Third Party Specialists/
Suppliers/ Works Contractors R P
2.14 Fortnightly Project Management Reports P R S
2.15 Construction Supervision Manual P R
2.16 Construction Supervision R,P S,P P
2.17 Insurance Certificates R A P
2.18 Mobilization P
2.19 Temporary Facilities R R P
2.20 Construction Staging Area/ Traffic Plan R R, A P
2.21 Equipment and Plant Plan R R P
2.22 Construction Schedule / Three Weeks Look
Ahead Schedule R R, A P
2.23 Subcontract Listing R R, A P
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Activity Design/
Supervising
Consultant
Client/
NIPDEC Contractor
2.24 Shop Drawings/ Material Submittals R R P
2.25 Maintain Shop Drawing & Sample Control P R S
2.26 Construction/ Temporary Facilities R, A A, G P
2.27 Construction R R P
2.28 Conduct Job Coordination Meetings P K S
2.29 Interpret Plans & Specifications P K, S S
2.30 Request for Information / Clarification /
Instructions R G P
2.31 Administer QA/QC Procedure P S,K P
2.32 Administer Security Programme R K P
2.33 Administer Safety Programme R S,K P
2.34 Oversee Safety Programme S,R A P
2.35 Inspect and Monitor Subcontractors P S P
2.36 Scope or Program Change Quotation
Requests/ Change Orders R P,A P
2.37 Administer Change Order Programme
(Scope/ Program) R P,S
2.38
Site/ Unforeseen Condition Site Unforeseen
Condition Change Quotation Requests/
Change Orders
R A P
2.39 FF&E Installation Administration R,A S P
3. PROJECT CLOSE OUT & POST
CONSTRUCTION PHASE
3.1 As Built Drawings P S,K S
3.2 Prepare Snag/ Deficiency List P S,K P
National Insurance Property Development Company Ltd.
REQUEST FOR PROPOSALS (RFP)
Design/Supervising Consultant for the Construction and
Equipping of the New Chaguanas Acute Care Health Facility
January 2014 Rev.01 Page 96
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