QUESTIONS AND ANSWERS
I QUESTIONS REGARDING VOLUME 1, SECTION 1: INSTRUCTIONS TO TENDERERS
- Clause 12 – Information/documents to be supplied by the tenderer – Sub-clause 12.1.3.
Q. In the list of Forms included in the Volume 4, Form Volume 4.2.4- Daywork Schedule is missing. Please clarify is it mistake, due to Form is included in Tender documentation and interpreted that should be filled and attached.
A. It is a mistake; it should be filled in and attached.
- Clause 12 – Information/documents to be supplied by the tenderer – Sub-clause 12.1.5.
Q. Copies of the most recent documents are requested. Please clarify us on what earliest date documents should be issued. This question is especially refered to the’’Company Register’’ (i.e. Excerpt from Business Registry Agency for tenderers from Serbia).
A. It is recomended that documents are not older than six months from the date of Tender submission. Although the documentation dated one year from the Tender submission date shall be accepted.
- Clause 12 – Information/documents to be supplied by the tenderer – Sub-clause 12.1.6. - Evidence are requested, showing that the liquid assets and access to credit facilities are adequate for this contract, confirmed by a financial statement for the last three years verified by a chartered accountant.
a)Does that imply balance sheets with all related notes to the financial statements included and income statements?
b)Do financial statements have to be audited by a certified accountant?
c)If financial report are being revised by authorized accountants, is it permissible to submit reports for 2013 that are not revised with statement that legal deadline for revising reports from previous year is 09/30/2014.
- Financial statements should be audited by certified accountant – only last year can be accepted if not certified. Of course if some Tenderer can submit certified documentation even for 2013, it is strongly advised to submit those.
- Clause 12 – Information/documents to be supplied by the tenderer – Sub-clause 12.1.9. – A work plan: ‘’…The tenderer must take account of weather conditions and the requirement to prepare designs and obtain building permits prior to carrying out construction works.’’
a)Please clarify, what kind of designs and building permits tenderer (contractor) is obliged to prepare, bearing in mind that Lump sum contract is proposed in Tender documentation and that these kind of expenses should be calculated in total price?
b)Whose obligation is to prepare Designs and construction permits regards to changes of regime of traffic during execution of works?
c)Will there be complete suspension of traffic during the works or the works are predicted to be carried out under the traffic?
d)Whose obligation is to bear the costs of temporary signalization?
- a) The Investor is obliged to provide Designs and Building permits. Both are prepared/obtained, successful tenderer shall be permitted to the Designs right after the Contract signature.
b) There shall not be significant alteration of the Traffic (200m out of 2200m) and Investor shall provide needed permits for traffic change while works in progress
c) It is not planned to have complete suspension of the traffic since only 200m of the total road of 2.200m is under the traffic at the present moment. It is planned to have temporary traffic suspension – it shall flow parallel to the works.
d) There will be no need for temporary signalisation during works, and Investor shall provide persons to control – alter the traffic during works (it is planned to happen only in one day of works)
- Clause 12 – Information/documents to be supplied by the tenderer – Sub-clause 12.1.9. – A Work plan: ’’...a critical milestone bar chart showing times and duties allocated for employees for this contract (Form 4.6.3.)’’. In Form 4.6.3., Clause 4.6.3.3. requires: ’’ Attach a critical milestone bar chart (schedule of execution) representing the construction programme and detailing relevant activities, dates, allocation of labour and plant resources, etc.’’
Q. Please clarify whether the work plan, among other things, requires a diagram of distribution of labor OR allocation of duties to employees for this contract? How critical milestone bar chart with allocation of duties should look like? It is interpreted for the assignment of duties to the employees for this contract to use Patterns 4.2 (organization chart) and 4.6.1.2 (Staff to be employed on the contract) – please, confirm.
A. The work plan should look like a chart (tabelar view) or if probably easier to the Tenderer as a bar chart / diagram. Full description of the works plan should be elaborated here (duties of the employees, works schedule, dayworks...etc)
- Clause 12 – Information/documents to be supplied by the tenderer – Sub-clause 12.2. – Economic and financial capacity of candidate: ’’The total sum of the tenderer turnover in the past 3 years (2013, 2012 and 2011) must be at least 300,000.00 EUR.’’
Q. Does tenderer turnover should be written down in the Form 4.4., clause 4.4.2 or somewhere else?
A. Yes, it should be written down in the Form 4.4. clause 4.4.2. butt also certified in the financial documentation enclosed.
- Clause 12 – Information/documents to be supplied by the tenderer – Sub-clause 12.2. – Technical and professional capacity of candidate: ’’The tenderer should have at least 1 civil, electrical and mechanicalengineer on a permanent or temporary basis staff on its rolls.’’
a)Do required engineers must have license issued by Serbian Chamber of Engineers and if they must- what type of license (number)? This question especially refers to the electrical and mechanical engineer, having in mind that mechanical and electrical works are not included in Tender.
b) Is it required to submit copy of license with confirmation of its validity?
c) Is it required to submit evidence for working status of the Engineer and if it is, please tell what documentation is used for proving?
- a) It is highly reccomended for engineers to have the license issued by Serbian Chamber of Engineers, but nor obligatory.
b) If in possession, copy of the license should be submitted.
c) Working status should be evidenced by the most recent contract of engagement.
- Clause 13 – Tender prices – Sub-clause 13.1 – ’’The currency of the tender is the national currency.’’
Q. Does that mean that on all predicted places for amouts should be written amounts in NCi.e. RSD (Tenderer’s decleration, Form 4.4, Form 4.6.2, Form 4.6.4, Volume 4.2)
A. Both amounts (in NC i.e. RSD and Euro) can be paralelly submitted in the same table, but the NC amount will prevail in the process of the evaluation.
- Clause 17 – Sealing, marking and submitting tenders – Sub-clause 17.2 – ’’The technical and financial offers must be placed together in a sealed envelope. The envelopes should then be placed in another sealed envelope/package, unless their volume requires a separate submission for each lot.’’
Q. We interprate that technical and financial bid should be in packed in doble cover, provided that only the outer envelope is marked per instructions from Sub-clause 17.4.
A. Yes, but inner envelope/cover should be marked „Financial and technical offer“, and outter envelope/cover should have all the other elements of marking as per instructions from Sub-clause 17.4.
- Clause 26 – Contract signing and performance guarantee – Sub-clause 26.3: ‘’The performance guarantee referred to in the General Conditions is not requested.’’ Also, Volume 2 – Section 3 – Special Conditions – Article 15: ‘’Performance guarantee N/A’’
Q. In ’’Work Contractnotice’, clause 12, performance guarantee is required. Also, in Tenderer’s decleration, clause 6: ’’ If our tender is accepted, we undertake to provide a performance guarantee, as required by Article 13 of the Special Conditions.’’Please clarify.
A. Performance guarantee is not required in the tender submission, but if sellected, the tendered shall obtain and submit the guarantee.
II QUESTIONS REGARDING VOLUME 1, SECTION 4: QUESTIONNAIRE
- Volume 1, Section 4 – Additional notice to tenderers – Clause 4: ’’Every page of each form must be numbered consecutively in the bottom right-hand corner.’’
a)Please clarify us,donumbering of each Form starts from No.1 or all documents included in Questionnaire should be numbered (from Form 4.1 to the Form 4.6.9), starting from 1 to the total number of pages of all forms, including attachments of forms?
b)Is it necessary to numerate the other pages of Tender documentation or just Volume 1, Section 4?
- It is necessary to numerate the pages of complete Tender – the forms as well as the attachments – so our suggestion is do not do that till all the tender is complete. To conclude – all the Tender documentation submitted should be numbered.
- Volume 1, Section 4 – Form 4.1 - General information about the tenderer – Sub-clause 4.1.3: ’’Names and nationalities of principals/directors and associates’’
Q. Does only persons listed in’’Company Register’’ (i.e. Excerpt from Business Registry Agency for tenderers from Serbia)should be written down in Sub-clause 4.1.3?
A. Yes, only persons stated in the registry should be written down in the Sub-clause 4.1.3.
- Volume 1, Section 4 – Form 4.3 – Power of attorney
Q.In case that the bid is being signed by director appointed for legal (statutory) representative without limitation by countersignature in ’’Company Register’’ (i.e. Excerpt from Business Registry Agency for tenderers from Serbia), is it sufficient to submit only’’Company Register’’ instead Power of attorney?
A. In the case that the bid is being signed by director appointed for legal (statutory) representative the OP-form (OP obrazac) can be submitted.
- Volume 1, Section 4 –Form 4.4 (Financial statement), Sub-clause 4.4.3
Q. Please, clarify what means ’’ Approximate value of works in hand’’?
A. the approximate value of the works undertaken to be executed in the moment of the Bid preparation. So the value of all the Contracts from the beginiong of this year to the present moment.
- Volume 1, Section 4 –Form 4.4 (Financial statement), Form 4.6.4 (Experience as contractor)
Q. In these forms in footnote: ’’Please see point 4 in Instructions to Tenderers if documentary evidence/proof is needed’’. We do not understand connection of this point with subject forms. Please clarify.
A. It is refferred to previous works done by tenderer as subcontractor – refferences to be provided are Contracts for specific works, Final acceptances, etc... It is reccomended to enclose complete documentation about the works done – as an evidence about the previous experience mentioned, do not include documentation about works you have not listed in mentioned table.
- Volume 1, Section 4 – Form 4.6.4 (Experience as contractor) – ’’Total value of works the Contractor was responsible for’’
Q. Total value of works - should it be VAT included or VAT excluded?
A. total value of works should be VAT included
- Volume 1, Section 4 – Form 4.6.4 (Experience as contractor)
Q. Are such references acceptable - for the structures on which 100% are finished works and for them Taking over Certificate is being issued?Final acceptance for this structures shall be issued after deadline of guarantee period.
A. You can submit also the references where the works are 100% finished and the Final acceptance is in the procedure. But only if the other Tenderers have similar situation they will be taken into consideration. If other Tenderers have clear documentation theirs shall prevail.
- Volume 1, Section 4 – Form 4.6.1.2 (Staff to be employed on the contract) and Form 4.6.1.3 (Professional experience of key staff – Curriculum vitae)
a)We interpret that these two documents are related, i.e. that in Form 4.6.1.2 should be stated only key personnel and in the Form 4.6.1.3 should be attached CV's of staff mentioned in the Form 4.6.1.2. Please confirm.
b)Is it necessary to state in the Form 4.6.12 requested electrical and mechanical engineer since electrical and mechanical works are not in the Tender?
c)Since there is limitation in the Form 4.6.1.3. : ’’max.3 pages + 3 pages of annexes’’, please clarify what consideres Annex (license, confirmation of the validity of licenses, proof of employment status or some other document)?
- a) Your interpretation is correct, only key personnel mentioned in the Form 4.6.1.2. should be also covered by CVs and references
b) Yes it is, but their engagement can be honorary/temporary
c) In this case, since annexes are referred to copies, they can be double-sided copies, so that Tenderer can be able to enclose Contract of engagement, licenses etc...
- Volume 1, Section 4 – Form 4.6.2 - Plant
Q. Is it necessary to submit evidence of availability of mechanization or is it sufficient to sign form? If it is necessary to submit evidence, please state what kind of evidence.
A. If it is owed the Lagger list dully stamped can be enclosed as evidence, the Receipt / contract when bought also, the Traffic registration with the Tenderers name as owner...etc...
If it is rented – the Lease contract...
- From 4.6.8 – Accommodation for the Supervisor
Q. Are there some special conditions or specifications for the Supervisor’s accomodation?
A. Whatever Tenderer finds as suitable Accomodation for the Supervisor's work in the construction site should be here described. The only special condition should be ability for Supervisor to be close to the construction site and to have the permission to construction documentation.
III QUESTIONS REGARDING VOLUME 1, SECTION 2, TENDER FORM
- Tenderer’s decleration(s), point 1: ’’ We have examined and accept in full the content of the dossier for invitation to tender No [...... ] of [../../..]. We hereby accept its provisions in their entity, without reservation or restriction.’’
Q. Should No [FORBEL-TD002] of [03/10/2014]be written down in parentheses? – Please, confirm.
A. That is correct.
- Tenderer’s decleration(s), point 3: ’’The price of our tender [excluding the discounts described under point 4] is:’’
Q. The price of our tender - should it be VAT included or VAT excluded?
A. This price should be VAT excluded
- At the end of the Tenderer’s decleration(s) is stated: ’’ This tender includes the following annexes (numbered list of annexes with titles)’’
Q. Does refer to the annexes that would relate to any changes / additions to the tender documentation (if any)?
A. This relates to all the documentation submitted in free forms – other than the Tender package forms (Official registration, financial documentation, contracts, etc…)
- Appendix to tenderer for a works contract: ’’Note: Tenderers are required to fill in the blank spaces in this Appendix’’
Q. We interprate that only name and address of the tenderer should be stated by the Tenderer in this Appendix. Please, confirm.
A. That is right, but it is obligatory also. And signature and stamp at the bottom of the document.
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