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Minute & Clarification No.1 for the Preparation of Re-Design the Detailed Engineering Design (DED) for the New Office Building of the Secretary of State of Equality (SEI, Portuguese Acronym)

Request for Public Consultations

General Information
Timor-Leste
   RFP/082/SEI-2024
   Sep 13, 2024
Sep 24, 2024
National Procurement Commission
   Preparation of Re-Design the Detailed Engineering Design (DED) for the New Office Building of the Secretary of State of Equality (SEI, Portuguese Acronym)

RFP/082/SEI-2024

Minutes of Pre-Proposal Conference
13 September 2024


1. The Pre-Proposal Conference for the above said project was held at 15:00 hours local time on 02 September 2024 at the conference Room of the National Procurement Commission (NPC) at Avenida de Balide, Dili Timor-Leste. This meeting was attended by the representatives from the NPC, Secretary of State of Equality (SEI) and the Consultants.

2. The conference was followed by a brief presentation on the main aspects of RFP Document by Ms. Justina Ferrao Pinto, the National Procurement Officer (NPO) of NPC. The presentation slides are enclosed in Appendix-1.

3. The questions and answers session of the pre-proposal conference preceded immediately after the presentation. The questions and answer are enclosed in Appendix-2.

4. At the end of the conference, Ms. Justina Ferrao Pinto thanked the all attendees for their active participation in the conference

5. The meeting was concluded at 16:20 hours.





Hermingardo Albano Soares
Executive Director- Comissão Nacional de Aprovisionamento (CNA)


Enclosed:

 Appendix 1 – Slide Presentation
 Appendix 2 - Clarification and Responses










Preparation of Re-Design the Detailed Engineering Design (DED) for the New Office Building of the Secretary of State of Equality (SEI, Portuguese Acronym)
RFP/082/SEI-2024

CLARIFICATION NO. 1
13 September 2024


Questions

1. Since this Since this is the Re-Design Building, would you be able to provide us with the relevant documents such as Full Design Reports were contained the following Topographic Survey Report, Soil Investigation and Testing Report, Structural Analysis and calculation, Any calculation Reports for the MEP Works Etc. Any other relevant Design documents
2. Please note that the scores are not allocated for national experts in the APPENDIX 1 - SUMMARY EVALUATION SHEET (SES), please clarify whether we need to submit the CVs of national experts with the technical proposal
3. Please let us know the tentative total floor area and the number of story of the proposed New Office Building of the Secretary of State of Equality in Avenida Martires da Patria, Caicoli Dili, Timor Leste
4. Please note that the RFP indicate that the Team Leader should be a registered Architect with special qualifications in the practice of Architecture as recognized by the Professional Regulation Commission of his/her country of origin. Would you please also allow an engineer for this position
5. Shall we get the conceptual design of SEI's new office building which was designed to construct in Palapasu, Dili
6. Please clarify that the ITC Clause Reference 14.1.2 of the data sheet indicate that the Minimum time-input of International Key Experts' is: 26 person-months and National Key Experts' is: 28 person-months but as per the ITC 14.1.2 The Employer may indicate in the Data Sheet the estimated Key Experts' time input (expressed in person-months) and the Employer's estimated total cost of the assignment. This estimate is indicative, and the Proposal shall be based on the Consultant's own estimates for the same
7. Would this Pre-Proposal Conference be possible to be arranged hybrid mode (at NPC Office as well as by online /virtual mode) to allow any International Bidder can attend it from directly from their Home Office respectively and directly raise their concern of the RFP Document, etc. Please clarify
8. May the Completed Proposal (Technical and Commercial) Proposal Document be allowed to be submitted in the form of Soft Files (in passed-word file) by mean of email to certain NPC email address? Please clarify
9. It is stated that the Consultant shall establish their own project office in Dili Is the project shall be carried out in Dili at this established project office? If yes, it means that all Experts (including International Key Experts) must be stay and work in Dili? May all the International Expert be allowed to deliver their work from abroad (from their Home Office) respectively and just have visit to Timor Leste/Dili as necessary per scheduled activities (site survey, final presentation, etc) If so, then only the National Experts who will be staying and working at Dili Office
10. May we have information of the new location of the proposed New Building of SEI Office i.e.: site location, land form, land size area (m2) building site area (m2), total floor number? Is there room program of this office building, total floor area, function, etc.?
11. As mentioned, this work is re-design of new building office, which of course shall refer to the previous design. Is there any information data of the provious design (drawing design, calculation, etc.) for or reference basis? Please kindly clarify
12. Please clarify that there will no issue regarding the land aquisition?
13. What is the issue behind the Re-design of SEI building?
14. Why the National expert is not required in the Appendix 1 – Sumarry Evaluation Sheet (SES)
15. Can we access relevant site investigation reports and existing design features (in particular key components of the completed Design Report, if available) that have been prepared by previous design consultants?
16. Please explain why 5% Retention is required while Performance Bond is also required for this project execution.
17. Bidder request drawings as a basis for making a quote price (Drawings/Layouts/Plot Plan)
18. Can the work to be carried out outside Timor Leste?
19. Bidder requested for extension time for submission date until 14 October 2024, because we need more time for prepared our proposal after the Drawings/Layout received




Response
1. The full design reports and other relevant design documents cannot be provided during tender stage
2. The CV of National Experts will not be evaluated However, the consultant has option to submit the CVs of National Experts with the Technical Proposal or before Contract Negotiation Meeting, if selected However, the CVs of National Experts will be evaluated before contract award
3. Based on the old design, the total floor is four (4) stories
4. Kindly follow the requirement indicated in the ToR for Team Leader position
5. SEI will accept the conceptual design from the Consultants
6. Please refer to ITC 14.1.2 of the Data Sheet regarding the minimum time input of International Key Experts and National Key Experts Regarding the maximum budget for this package, kindly refer to ITC 14.1.4
7. The pre-proposal conference will not be conducted online
8. Please refer to ITC 17.1 stated that “The Consultants “shall not” have the option of submitting their Proposals electronically”
9. The project location is in Dili Please refer to point 5 of Term of Reference -Facilities Provided by the Consultant The Consultant is advised to allocate the time-input between home and fields of their International Key Experts. However, the Team Leader/Architect is required to stay full time in Timor-Leste
10. Land size 4622 m2, office palning size 5286 m2 include basement 936 m2, fisrt floor1156 m2, second floor1094 m2, third floor1050 m2, upper floor1050 m2
Basement room needed parking, lift, store
First floor room needed hall, meeting, audit, director geral, monitoring, pesquisa, referal, IT, biblioteca, lobby, recepcionist, Dir. Nas. Admin no finansas, department Finansas, department aprovisionamento, department logistic, Dir. Nas jestaun planu no estratejiku, department planu monitorizasaun no avaliasaun, department rekursu umanus, department juridiku, toilet, pantry, Gabinete, lift.
Second floor room needed lift, toilet, pantry, imformasaun, media, ligasaun, relatorio, Dir. Nas. Dezemvolvimento igualdade jeneru, department empoderamento ekonomiku feto, department parstisipasaun politika, Dir. Nas. Politika igualdade jeneru, department abordajen integradu jeneru, department prevensaun no kombate violensia bajeia ba jeneru, meeting room
Third floor room needed lift, toilet, Dir. Nas. Politika igualdade jeneru, department abordajen integradu jeneru, department prevensaun no kombate violensia bazeia ba jeneru, Dir. Nas. Relasaun publika no media, department relasaun publika, department media no komunikasaun. Maria Tapo auditorium, Maria Gorreti meeting room, loby, Rosa Muki meeting room, minister, cabinet, advisor, UN, staff, copy center pantry, several files, preparation, panel
Upper floor room needed care house, playground, open table, clinic, narsery libbrary, garden, kitchen, canteen/cafetaria, lift, panesl.
11. The information and data of the previous design cannot be provided during tender stage
12. There is no issue regarding the land aqusition as SEI already got the notification of concession of use of the property from the Secretary of State Land and Property SEI also obtained the Environment Certificate Type C from ANLA IP.
13. Due to the change of location from Palapaso to Caicoli the change of materials which required the re-design for this project
14. Please refer to the response in point 2
15. The requested reports cannot be provided during tender stage
16. Performance Security for Implementation Guarantee and retention for Quality guarantee.
Please refer to ITC 41.2 and Data Sheet Performance Bond.
17. Please refere to number 10 and the drawing in the context of equality and inclusion
18. Please refer to information provided in ToR
19. No. Please refer to ITC 17.7 & 17.9




Hermingardo Albano Soares
Executive Director- Comissão Nacional de Aprovisionamento (CNA)
   English
   International procurement
   published: Sep 13, 2024

Contact information
   Hermingardo A. Soares
Executive Director
National Procurement Commission
Avenida de Balide
Dili
Timor-Leste
   3331101
   Click here
   www.cna.gov.tl / www.mof.gov.tl

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