MINISTRY OF FOREIGN AFFAIRS, RIYADH, SAUDI ARABIA.
PROJECT MANAGEMENT SUPPORT SERVICES
خدمات تقديم الدعم الفني لإدارة المشاريع
Request for Proposal.
Table of Contents
1. Introduction.
2. Project Management Team.
3. Request for Proposal (RFP) Philosophy.
4. Scope of Services.
5. Qualifications and Requirements.
6. RFP Coordinator/Communications.
7. RFP Submission Instructions to Tenderers.
8. The Technical Proposal.
9. The Financial Proposal.
10. Submittal Requirements.
11. Evaluation Process and Criteria.
12. Appendix 1 (Fees and General Provisions)
1. Introduction.
The Projects Department of the Ministry of Foreign Affairs (MOFA), Kingdom of Saudi Arabia manages the Engineering Services and the Construction of new buildings and the refurbishment of existing buildings, both within and outside the Kingdom of Saudi Arabia. The buildings include Ambassador Residences, Offices, Consulates, Embassies and Staff Housing.
The Ministry is seeking proposals from qualified Engineering and Project Management Firms who would be interested is providing a Project Management Team including Engineering support and review staff, who would support the incumbent Ministry staff of the Projects Department including the onsite training of the Ministry Engineers in Project Management and Engineering Processes, and providing the required home office services necessary to support the project.
The requested services shall be consistent with International Standards, and Codes of best Practices. The Engineering and Project Management Firm should have demonstrated successful services on the completion of similar projects.
2. Project Management Team.
A Project Management Team shall be established and the team shall be based at the Headquarters of the Ministry of Foreign Affairs, in Riyadh, Saudi Arabia.
The team to include the following personnel:
· 1 number Senior Architect. "could also act as Project Manager"
· 1 number Senior Mechanical Engineer.
· 1 number Senior Electrical Engineer.
· 1 number Senior Information Technology (Data/ Communication/Network) Engineer.
· 1 number Auto Cad operator for Architectural and Structural.
· 1 number Auto Cad operator for Services (Mechanical, Electrical and Plumbing).
· 1 number Senior Quantity Surveyor/Contracts Admin. "could also act as Project Manager"
· 1 number Document Controller, fluent in Arabic and English (reading/writing).
3. Request for Proposal (RFP) Philosophy.
Respondents to this RFP will need to demonstrate capacity, capability and understanding of the required Project Management Services, Contract Administration, Quality Management and oversight, as well as providing qualified project support and specialty services personnel.
Qualified, dedicated and committed people will be critical to successfully undertake the required services.
4. Scope of Services.
The Project Management Team shall provide the following professional services to MOFA at the different phases of the projects implementation:
· Establish Project Management procedures for the design and construction of the Ministry Projects.
· Prepare final client briefs for the Projects.
· Prequalify Architects, Engineering Consultants and General Contractors for the Projects.
· Design Management, Cost Management and Tender Management for the Projects.
· Verifying all Regulations, Laws, Building codes etc. for the country of the Projects.
· Liaise with site based Construction Management Teams.
The Project Management Firm shall provide qualified and experienced personnel, subject to the approval of the Ministry for undertaking the scope of services listed in the RFP.
Note: The provision of the site based teams is not part of this Request for Proposal.
4.1 Project Management Procedures.
Develop and establish Project Management Procedures for the design and construction phases of the Projects, including Document Control, Schedule Management, Meetings (Progress, Coordination etc.), Design Management, Cost Management and Tender Management.
Project Management Collaborative Software systems to be investigated, reviewed and recommended to the Ministry.
4.2 Design Management.
Design Management shall apply to all Project stages.
· Project Inception stage.
· Project Concept Design stage.
· Project Scheme Design stage.
· Project Design Development stage.
· Project Tender Document stage.
The head office based team shall coordinate with MOFA site based teams on design clarifications, during the construction phase of the projects.
4.3 Tender Management.
Tender Management shall include:
· Contractor Prequalification.
· Manage and coordinate the preparation of the Tender Documents.
· Tender query responses and addenda to Contract Documents.
· Tender analysis and Tender evaluation reports.
· Issue “Construction” Contract Documents.
4.4 Cost Management.
Cost Management is the Monitoring, Controlling and Reporting on the costs of a Project and includes:
· Cost planning at each design stage.
· Change orders.
· Claims and disputes.
· Payment applications.
· Coordinate with site based teams on cost control.
5. Qualification And Requirements.
The Engineering and Project Management Firm must possess the skills and experience in carrying out the services listed as part of this RFP. Previous experience in the Project Management of similar projects is required. The successful firm must also be experienced in the multidisciplinary aspects of the Projects including Architecture, Civil/Structure, Mechanical, Electrical, Plumbing and Specialist. It is also expected that the firm has a proven record in coordinating the works of multiple consultants and contractors.
This RFP was developed to attract and select a world class Firm that has the ability as Project Manager to deliver in accordance with the objectives specified in relation for time, cost and quality.
The Project Management Team shall assist the Ministry in producing functionally and financially viable Projects that will be completed on time, within approved costs and to the required quality standards by effective planning, organisation, coordination, monitoring and control.
6. RFP Coordinator/ Communications.
This RFP is issued by the Ministry of Foreign Affairs (MOFA). Upon release of this RFP, all communications concerning this RFP or information request should be directed in writing to the RFP coordinator listed below. Any oral communication will be considered unofficial and non- binding on MOFA.
Eng. Khalid A. Al-Muhiza
Deputy Manager of Projects Department,
Ministry of Foreign Affairs,
Riyadh, Saudi Arabia,
Tel.: +96614055000 Ext.3709
Fax: +96614079121
E-mail:
7. RFP Submission/Instructions to Tenderers:
The Engineering and Project Management Firm shall satisfy/comply with the following requirements / instructions in respect to the detailed submission for Technical and Financial Proposals for the provision of the Services as detailed.
7.1 Interested firms shall confirm in writing by fax or email to the RFP coordinator their intention to submit a proposal for the Project Management Support Services described herein no later then three (3) working days from the date of issue of the letter of invitation.
7.2 Submit a copy of the Firm’s Professional Indemnity Insurance. The Firm awarded the Project Management Services will be required to comply with the professional indemnity insurance terms and limits of cover as stipulated by the Ministry.
7.3 MOFA may, at any time prior to the date specified for submission of proposals; issue to all responder’s an addendum containing clarifications and / or amendments to any part of this RFP and /or any accompanying documentation. Any such addendum shall form an integral part of the Tender documents and shall be binding on all Responders.
7.4 Should the Responder require clarification, explanation or interpretation of any part of this RFP or related addenda, the Responder must forward his request in writing by fax of email as in item 6 above, no later than seven (7) days prior to the date specified herein for the submission of proposals.
7.5 The Responders shall submit their detailed Technical and Financial Proposals for the Project Management Services, including a Bank Guarantee (Bid Bond) for one percent (1%) of the Financial Proposal value, valid for (120) days, by hand or courier in a red wax sealed envelope, during normal working hours (9am to 3pm) on the date specified in the Letter of Invitation, addressed as noted below:
Purchasing Department,
Ministry Of Foreign Affairs,
Riyadh, Saudi Arabia,
Tel.: +99614055000 Ext. 4500-4501
Fax: +96614079046
Any proposal received after the date and time specified in the Letter of Invitation, or not including the required Bank Guarantee, will not be considered. Proposals submitted by electronic mail or transmitted by Fax will also not be considered.
Proposals shall be submitted in duplicate and in two (2) volumes (“Volume 1: Technical Proposal “& Volume 2: Financial Proposal”). Each volume shall be submitted in a red wax sealed separate envelope and submitted to the address noted above. Each envelope shall be clearly marked “Confidential” with the name of the Engineering and Project Management Firm, the Project title and contents.
Each page of the submitted Technical and Financial Proposals shall bear the initials of the Engineering and Project Management Firm authorized signatory and the Firm’s official stamp.
Both proposals, technical and financial, shall be submitted in Arabic and English.
8. The Technical Proposal
8.1 The Technical Proposal (Volume 1) shall include the following:
· Curriculum Vitae for the professional staff proposed by the Engineering and Project Management Firm to be engaged on the project and covering all disciplines from engineers to senior management level.
· Curriculum Vitae of the Project Management’s Representative who shall be fully authorized to represent and bind the Engineering and Project Management Firm to MOFA and MOFA’s appointed Representative.
· A listing of the hardware and licensed software currently available in the Project Management offices and committed for use on the Project.
· A copy of the valid Riyadh Municipality License and registration in the Riyadh Chamber of Commerce and Industry.
· Manning Schedule duly completed with the names of the staff.
· The Engineering and Project Management Firm proposal shall contain a declaration by them that they have reviewed in sufficient detail, all available documentation.
· The Engineering and Project Management Firm shall submit a methodology for performing the Services detailed.
8.2 The Engineering and Project Management Firm shall submit a Management Plan and methodology with emphasis on the following.
· Team Organisation.
· Roles and responsibilities for each team member.
· Methodology for carrying out site feasibility studies including existing utilities.
· Design Management Process.
· Tender Management Process.
· Coordination of Construction Management Process.
· Cost Management Process.
· Project Controls and Project Management Procedures
· Quality Management.
9.0 The Financial Proposal
The Financial Proposal (Volume 2) shall include the following:
9.1 The Fee schedule duly completed by the Engineering and Project Management Firm shall represent the staffing requirements as well as the monthly remuneration rate for each staff member. The total will represent the fees that the Engineering and Project Management Firm awarded the Services will receive in return for the performance of the complete Services in accordance with the scope of work described herein.
9.2 Monthly rates included by the Engineering and Project Management Firm in the Manning Schedule will be used for the assessment of any additional services or duties instructed in writing by MOFA. Hourly rates will be derived from these monthly rates based upon 208 working hours per month and weekly rates based on 48 hours per week.
9.3 Failure on the part of the Engineering and Project Management Firm to provide any of the information or documents listed under Technical and financial requirements above may result in the rejection of the proposals, at the discretion of the MOFA.
9.4 All submitted proposals will be opened in private by MOFA.
9.5 The Technical Proposals will be opened first for immediate evaluation. Subsequently, the Financial Proposals will be opened and assessed. The Engineering and Project Management Firm with the best Technical Proposal will be called for discussion and negotiation. Failure to reach mutual agreement will lead to negotiation with the remaining companies in the order of their technical ranking.
9.6 MOFA is bound neither to accept any proposal nor to give reasons for rejecting any proposal.
9.7 As soon as practicable after award of the Services Agreement, MOFA will give notice in writing of such award to the remaining companies.
9.8 The Engineering and Project Management Firm shall assume full responsibility for all costs and liabilities associated with their participation in submitting a proposal to MOAF in connection with the detailed Services.
9.9 The tender submission shall remain valid for period of (120) days.
9.10 The Engineering and Project Management Firm shall clearly identify and declare within his proposal any aspects of the submission and condition herein, which are not included in his proposal.
10. Submittal Requirements.
10.1 Technical Proposal:
The Technical Proposal should include the following information, and should be organized in the following order:
10.1.1 Project Understanding.
Provide a statement of the objectives, goals, and tasks to show or demonstrate the responder’s view and understanding of the nature of the contract. Consider if the scope of services attached to this RFP is sufficient to attain MOFA goals and objectives. Submit your itemized detailed scope of work and explain your proposed methodology for analysis and evaluation.
10.1.2 Team Qualifications.
Show how the Engineering and Project Management Firm would bring experience, expertise, innovation, and “not business as usual” skills in leadership and technical ability. Describe the administrative and operational structure that would be used to perform the proposed work, including:
· Management plan to attain the necessary staff required.
· Organizational structure or chain of command in organizational chart form, clearly identifying the staff who will be assigned to the various tasks identified in this RFP.
· Presentation of existing Project Management plan(s) that the Firm may have already developed, and how it (they) will be implemented into work performed.
· How the range of potential services would be delivered.
· Coordinate with external consultants, suppliers, contractor and specialist.
Identify individuals within the Project Management Team that would satisfy the areas of specific expertise, and address the experience, and skills that each of them would bring to the proposed project.
Note: Personnel identified in the proposals will not be permitted to change without the Ministry’s written approval. The team shall encompass a core group of key personnel who may be needed at various times to perform the work.
10.1.3 The Firm’s background and Experience.