minutes of pre bid meeting held on 28-05-2018 / … · subject: operation, management and...

Subject: OPERATION, MANAGEMENT AND MAINTENANCE OF MOBILE & PERMANENT WEIGH STATIONS ON HIGHWAYS AND MOTORWAYS

FOR THE FY 2018-20

MINUTES OF PRE BID MEETING HELD ON 28-05-2018 / ADDENDUM NO. 1

Reference: Request for proposal (RFP) issued to the firms / companies / sole

propertier for subject procurement.

Pre-bid meeting regarding the procurement of subject weigh stations was held in

NHA auditorium Islamabad in the presence of Tender Opening and Evaluation

Committee and interested bidders on 28-05-2018. The queries raised by the

participants, departmental clarifications and required amendment in the RFP is as

detailed below:

Sr.

No.

Firm/company/

sole propertier Queries Departmental Comments/Decision

1 M/s A.R

Enterprises

Pre-qualification marks have been

changed to greater extent, which shows

that only few companies would be

accommodated in case of tie in same

rate. Following are the proposals:

a) The pre-qualification in 2016 bared

marks for litigation cased against

NHA, which has now been

removed, which is against clause

number 19 of PPRA rules.

b) General experience marks have

been decreased from 15 to 10.

c) Relevant experience constituted

marks per on- going project and one

finished project to 20 in total (10

each) in RFP of 2016, this has been

abolished with last ten years

experience which would favor only

2-3 companies.

a) Not Agreed.

b & c) Marks for Experience,

Financial statement / Accounts and

Minimum Qualifying Marks has been

revised as under:

i) General experience in O&M

contracts during last 10 years: 03

Marks per year upto Max of 15.

ii) Relevant experience of O&M

contracts of weigh stations during

last 10 years: 06 Marks per year

upto Max of 30.

iii) Financial statement revised marks

are as under:

More than 100 Mill 10 Marks

70 - 100 Mill 08 Marks

40 - 70 Mill 06 Marks

Upto 40 Mill 03 Marks

iv) Minimum Qualifying Marks are

revised as 70 (Seventy).

Eligibility and Technical Criteria

(E&TC) is amended accordingly and

attached at Annex-A)

2 M/s Millat

Enterprises

Police Fine Collection is more risk

oriented than Weigh Station as the fine

collected in police fine collection is

much more than weigh stations monthly

and the cost incurred for the procurement

of vehicles and offices is much more

Please refer E&TC as amended and

attached at Annex-A

than in case of weigh stations

i. The average net worth in PFC for

the year 2018-20 was constituted

to 70 million for 100 percent

marks, for weigh stations it has

been made more than 100 million

for 100 percent marks

ii. Similarly the annul turnover with

150 million scores 100 percent

marks and for Police Fine

Collection it was 100 Million

3 M/s Sparco and

M/s Fast Lane Clause 12 of section-VI Penalties

a) Timing for removing the fault of

weigh station is too short, it should be

extended.

b) Minimize or remove your

mentioned penalties amount as so

possible.

Not Agreed

4 M/s National

Engineers

What is the Financial distribution of lead

firm in JV partnership in Technical

scores

For Technical evaluation of JV, Lead

firm share for Average Net Worth and

Average Turnover will be considered as

70% and other firms 30%. OMC will

give clearly mention the name of lead

firm in JV and partnership deed on

Stamp paper will be the part of

Technical Bid.

Please refer E&TC as amended and

attached at Annex-A

5 M/s Tollink and

M/s TRAM

a) “Sales Tax” may be removed in

clause 19.1(a) of 19 Bidder to

inform Himself.

b) “Bank Guarantee” may be also

be allowed to be submitted as

Performance Security under

Clause 12 of Bid Data Sheet.

a) Agreed.

b) Agreed.

6 M/s Tollink and

M/s TRAM

M/s Malik

Masood Akram

& Brothers

M/s Sparco and

M/s Fast Lane

M/s AR

Enterprises

All the Firms/ Companies has requested

for revision in basic criteria of bidding

because all the companies will quote

lowest identical rate i.e 0.1% and in

case of tie only those companies will

emerge winners whose technical score

is more. Bids on the basis of Bill of

Quantities (BoQ) like consultancy

contract are the best option.

a) The basic criteria for Financial

bidding as per Clause 13 of LOI,

Award Criteria has been revised.

The OMC will quote the fix rate for

the OM&M of Mobile and

Permanent weigh stations on

Highways and Motorways based on

realistic detailed BOQ of Salaries

of Staff, minor Maintenance of IT

equipments, weigh buildings and

overhead & profits as per the

revised bid form/ BOQ forms BF-1

to BF-6.for Mobile weigh stations

(Annex-B) and for Permanent

weigh stations (Annex-C) with

following conditions:

(i) If more than one bidder, quote same bid, then lowest bidder will be decided on the basis of having higher score in the technical evaluation.

(ii) All forms (BF-1 to BF-6) must be filled, signed/stamped and submitted with the bid, and the total amount mentioned in the said Forms must be co-related with final bid price, otherwise bid will be treated as non-responsive.

(iii) Staff salaries must meet minimum wages as per labor laws.

(iv) Seriously un-balanced and non-practical bid will be treated as non-responsive.

b) Previous bid forms along with

Form 1B to 5B stands canceled.

c) The Clause 2.8.2 of Article 2 SOS,

Staff Requirement for each

weigh station has been revised to

the extent that the minimum Staff

requirement, qualification and

experience on Mobile and

Permanent weigh stations will be

considered as given in relevant

Form BF-1.

d) Clause 2.17.2 (3) of Article 2 SOS,

Utilities has been revised to the

extent that the utility bills

(Electricity, gas and water etc) will

be quoted by the OMC in relevant

bid Form BF-4. NHA will not

reimburse the actual bills

separately.

(SALAHUDDIN)

General Manager (Revenue)

Distribution:

All Bidders

Copy to:-

Member (Finance) NHA, HQ.

SPS to Chairman NHA, HQ.

NHA Website.

15. Eligibility and Technical Criteria

Total= 100

The minimum qualifying marks are 70 (Seventy)

An undertaking on judicial stamp paper to be furnished confirming the detail of

litigation / dispute/ cases, both existing and previous, with NHA and also mentioning

non-performance of the contracts (if any) with any govt. or private

institute/organization.

Contractor must have NTN & STN and must be listed in Active Tax payer list (ATPL) of

FBR.

Company/firm/registration of sole proprietor ship shall be in the name of bidder.

If two or more bidders have quoted same identical bid then bidder will be declared

successful on the basis of higher score in technical evaluation.

Sr. No

Description Requirement Max Marks

1

PEC Registration

(Valid PEC Certificate) for year 2018

(IN case of JV, one out of two firm must be O-5)

O-A, O-B 15 Marks

O-1 to O-2 10 Marks

O-3 to O-4 & 06 Marks

O-5 03 Marks

15

2

Financial Statements / Accounts duly certified by Chartered Accountant having average net worth over last 03 years (2014-15, 2015-16 & 2016-17) (Total Assets - Total Liability except

capital)

In case of JV, lead firm share will be taken as 70% of Average Net Worth whereas other partner as 30%.

More than 100 Million 10 Marks

70 - 100 million 08 Marks


Upto 40 million 03 Marks 10

3

Average Annual Turn-Over for the year 2014-15, 2015-16 & 2016-17. (Certified statement showing turnover of each year separately )

In case of JV, lead firm share will be taken as 70% of Turnover whereas other partner as 30%.

More than 150 million 15 Marks


50 – 100 million 07 Marks

25 – 50 million 05 Marks

Upto 25 million 03 Marks

15

4 General Experience in O&M contracts during last 10 years

03 Marks per year upto 5 years 15

5

Relevant Experience of O&M

contracts of weigh stations during

last 10 years

06 Marks per year upto 5 years 30

6 Corporate Structure

Company 15 Marks

Firm 10 Marks

Sole Proprietor 05 Marks

15

Annex-A

BID FORM FOR MOBILE WEIGH SATIONS ON

HIGHWAYS AND MOTORWAYS


National Highway Authority-HQ 27 Mauve area G-9/1, Islamabad, Pakistan.

Phone: +92-51-9260190, Fax: +92-51-9261116

1. Having examined the bidding documents including Addenda Nos. [insert

numbers], the receipt of which is hereby duly acknowledged, we, the

undersigned, offer to Operate, Manage, Maintain and Collect fine for Mobile

Weigh Station (Package No.______________________) in conformity with the said

bidding documents as per following:

Rate Quoted by OMC per month per package (in Figures/ Words):

___________________________________________________________________________

2. As a security for due performance of the undertaking and obligations of this bid, we submit herewith a Bid Security in the amount of Rs. 500,000/- drawn in your favor or made payable to you and valid for a

period for twenty eight (28) days beyond the period of validity of Bid.

3. We undertake, if our Bid is accepted, to provide the services in accordance with terms and conditions as specified in the bidding documents.

Note:



(iii) Staff salaries must meet minimum wages as per labor laws. (iv) Seriously un-balanced and non-practical bid will be treated as non-

responsive.

4. If our Bid is accepted, we will promptly submit the Performance Security for the due performance of the Contract, in the amount and form as prescribed

by the Employer in bidding documents. 5. We agree to remain committed to this Bid for a period of One Hundred and

Eighty (180) days from the date fixed for Bid opening under

Annex-B

Clause-3 of the IFB and it shall remain binding upon us and may be accepted at any time before the expiration of that period.

6. Until a formal Contract is prepared and executed, this Bid, together with your

written acceptance thereof and your notification of award shall constitute a binding Contract between us.

7. We understand that you are not bound to accept the lowest or any bid you may receive.

8. We do hereby declare that the Bid is made without any collusion, comparison

of figures or arrangement with any other persons making a Bid for the Services.

9. We confirm, if our Bid is accepted, that all partners of the joint venture will be liable jointly and severally for the execution of the Contract and the composition or the constitution of the joint venture shall not be altered

without the prior consent of the Employer.

Name of Bidder___________________________________

Signature: _____________________________________

Stamp: _____________________________________

Form BF-1 Operation Management and Maintenance of Mobile Weigh Stations on Highways and Motorways

Qualification & Experience of Staff

Package No. _______________________________

Sr. No.

Position Minimum Qualification Minimum Experience

1 Supervisor/Manager BA/BSc 3 years of O&M Contrats with 2 years in weigh

station

2 Computer Operator FA/FSc with short computer

courses 3 years of weigh station

3 Flag Man Matric 1 year of weigh station

4 Electrician/ Generator Operator Middle 5 years of relevant field

5 Guard/Gunman Having weapon with valid license 5 years of relevant field

6 Cook Nil 5 years of relevant field

OMC

Form BF-2

Operation Management and Maintenance of Mobile Weigh Stations on Highways and Motorways

Breakdown of rates for staff

Name Position

Basic Salary per

Working Month Col-1

Social Charges

(% of 1) Col-2

Overheads/ profits per

person Col-3

Fee/ Allowance

(% of 1) Col-4

Monthly

Billing Rate (1+2+3+4)

Remarks

To Be Nominated

Supervisor

To Be Nominated

Computer Operator

To Be Nominated

Flag Man

To Be Nominated

Electrician/Generator Operator

To Be Nominated

Guard/Gunman

To Be Nominated

Cook

Total

Note: Staff salaries must meet minimum wages as per labor laws

OMC

Form BF-3 Operation Management and Maintenance of Mobile Weigh Stations on Highways and Motorways

Bill No. 1 (Salary Cost/ Remuneration of Staff)

Package No. __________________________________

Sr. No.

Position

Total Positions (for 3 Shifts)

Monthly Billing Rate

(Rs)

Total Staf Amount (Rs)

Remarks

A B Common Cost

A x B Specific Cost

A x B

1 Supervisor/Manager 1 For all equipments installed at one location (Common Staff)

2 Computer Operator 3 Per Equipment (Specific Staff)

3 Flag Man 6 Per Equipment (Specific Staff)

4

Electrician/Generator Operator

1 For all equipments installed at one location (Common Staff)

5 Guard/Gunman 2

For all equipments installed at

one location (Common Staff)

6 Cook 1

For all equipments installed at one location (Common Staff)

Total 14


Director (Revenue) Director (RAMS) Director (R-C)

OMC

GM (P&CA) GM (Revenue)

Form BF-4


Bill No. 2 (Direct (Non- Salary Costs) per Equipment)

Package No. __________________________

Sr. No Description Price per Month (Rs) Remarks

1 Utility Charges (Gas, Electricity, Water)

2 Generator POL including minor R & M

3 Insurance of weigh station and employees as per Article VII Clause 7.3

4 Cost of office furnishing

Total Amount (Rs)

Director (Revenue) Director (RAMS) Director (R-C)

OMC


Form BF-5


Bill No. 3 (Cost of other O&M activites in Scope of Services (SoS) Per Equipment)

Package No.___________________________________________


1 Repair/ Maintenance of IT Equipment. Minor repair upto Rs 10,000 per month

2

Provision of one fork lifter for one location along

with driver, helper and POL etc, if impounding area is available

3

The cost of fine challan slip/book printing etc shall be borne by OM&MC and will be deducted

from the monthly invoice @ Rs. 10,000/- per month (where its utilization is applicable)

4 Any other cost associated with Scope of Work but not mentioned above. (Please explain if used)

Total Amount (Rs)

Director (Revenue) Director (RAMS) Director (R-C) OMC


Form BF-6


Summary of Cost

Package No. _______________________________________________

Sr. No. Description Amount

Per Month (Rs) Remarks

1 Salary Cost/ Remuneration (Staff of weigh station)

a) Specific Staff Based on Bill No. 1 (Form BF-3)

b) Common Staff Based on Bill No. 1 (Form BF-3)

2 Direct (Non-Salary Cost) Based on Bill No. 2 (Form BF-4)

3 Cost of other O&M activites in Scope of Services (SoS) Based on Bill No. 3 (Form BF-5)

4 Overheads and profits

5 Total Cost Per Package Per Month ( As per formula "A")

6 Total Cost per package for 24 month ( As per formula "B")

Formulas

A. Total Cost Per Package Per Month (Rs) = No. of Equipments x (1a) + No of locations x (1b + 2 + 3 + 4)

B. Total Cost Per Package for 24 Months (Rs) = A x 24

Note: List of No. of Equipments and No. of Locations in each package is attached.




List of Equipments and Locations Detail

Highways

Sr. No Package No. No. of Locations No of Equipments

1 MWS-(NH)-18-01 1 1

2 MWS-(NH)-18-02 1 1

3 MWS-(NH)-18-04 4 4

4 MWS-(NH)-18-05 1 1

5 MWS-(NH)-18-06 1 1

6 MWS-(NH)-18-10 1 1

Total 9 9

Motorways


1 MWS-(MW)-18-01 1 1

2 MWS-(MW)-18-02 2 2

3 MWS-(MW)-18-03 1 1

Total 4 4

BID FORM FOR PERMANENT WEIGH SATIONS ON

HIGHWAYS AND MOTORWAYS


National Highway Authority-HQ 27 Mauve area G-9/1, Islamabad, Pakistan.

Phone: +92-51-9260190, Fax: +92-51-9261116 1. Having examined the bidding documents including Addenda Nos. [insert

numbers], the receipt of which is hereby duly acknowledged, we, the

undersigned, offer to Operate, Manage, Maintain and Collect fine for Mobile

Weigh Station (Package No.______________________) in conformity with the said

bidding documents as per following:

Rate Quoted by OMC per month per package (in Figures/ Words):

___________________________________________________________________________

2. As a security for due performance of the undertaking and obligations of this bid, we submit herewith a Bid Security in the amount of Rs. 500,000/- drawn in your favor or made payable to you and valid for a

period for twenty eight (28) days beyond the period of validity of Bid.

3. We undertake, if our Bid is accepted, to provide the services in accordance with terms and conditions as specified in the bidding documents.

Note:



(iii) Staff salaries must meet minimum wages as per labor laws. (iv) Seriously un-balanced and non-practical bid will be treated as non-

responsive. .

Annex-C

4. If our Bid is accepted, we will promptly submit the Performance Security for the due performance of the Contract, in the amount and form as prescribed by

the Employer in bidding documents.

5. We agree to remain committed to this Bid for a period of One Hundred and Eighty (180) days from the date fixed for Bid opening under Clause-3 of the IFB and it shall remain binding upon us and may be accepted

at any time before the expiration of that period. 6. Until a formal Contract is prepared and executed, this Bid, together with your

written acceptance thereof and your notification of award shall constitute a binding Contract between us.

7. We understand that you are not bound to accept the lowest or any bid you

may receive.

8. We do hereby declare that the Bid is made without any collusion, comparison of figures or arrangement with any other persons making a Bid for the

Services.

9. We confirm, if our Bid is accepted, that all partners of the joint venture will be liable jointly and severally for the execution of the Contract and the

composition or the constitution of the joint venture shall not be altered without the prior consent of the Employer.

Name of Bidder___________________________________

Signature: _____________________________________

Stamp: _____________________________________

Form BF-1

Operation Management and Maintenance of Permanent Weigh Stations on Highways and Motorways

Qualification & Experience of Staff

Package No. ____________________________________

Sr. No. Position Minimum Qualification Minimum Experience

1 Supervisor/Manager BA/BSc 3 years of O&M Contrats with 2 years in weigh

station

2 Computer Operator FA/FSc with short computer courses 3 years of weigh station

3 Flag Man Matric 1 year of weigh station

4 Electrician/ Generator Operator

Middle 5 years of relevant field

5 Guard/Gunman Having weapon with valid license 5 years of relevant field

6 Sweaper Nil 5 years of relevant field

7 Cook Nil 5 years of relevant field

OMC

Form BF-2


Breakdown of rates for staff

Package No. ___________________________________________

Name Position

Basic Salary per Working Month Col-1

Social

Charges (% of 1) Col-2

Overheads/

profits per person Col-3

Fee/

Allowance (% of 1) Col-4

Monthly Billing Rate (1+2+3+4)

Remarks

To Be Nominated Supervisor/Manager

To Be Nominated Computer Operator

To Be Nominated Flag Man

To Be Nominated Electrician/Generator Operator

To Be Nominated Guard/Gunman

To Be Nominated Sweaper

To Be Nominated Cook

Total


OMC

Form BF-3 Operation Management and Maintenance of Permanent Weigh Stations on Highways and Motorways

Bill No. 1 (Salary Cost/ Remuneration of Staff)

Package No. __________________________________

Sr. No.

Position

Total Positions

(for 3 Shifts)

Monthly

Billing Rate (Rs)

Total Staf Amount

(Rs) Remarks

A B Common

Cost A x B Specific Cost

A x B

1 Supervisor/

Manager 1

For all equipments installed at one location both NB & SB (Common Staff)

2 Computer Operator 3 Per Equipment

(Specific Staff)

3 Flag Man 9 Per Equipment

(Specific Staff)

4 Electrician/

Generator Operator 2

For all equipments installed at one location both NB & SB (Common Staff)

5 Guard/Gunman 3 Per Equipment

(Specific Staff)

6 Sweaper 2


one location both NB & SB (Common Staff)

7 Cook 1


one location both NB & SB (Common Staff)

Total 21

Note: Staff salaries must meet minimum wages as per labor laws.



Form BF-4


Bill No. 2 (Direct (Non- Salary Costs) per Equipment)

Package No. _______________________________


1 Utility Charges (Gas, Electricity, Water)

2 Generator POL including minor R & M

3 Insurance of weigh station and employees as per Article VII Clause 7.3

4 Cost of office furnishing

5 Total Amount (Rs)



Form BF-5


Bill No. 3 (Cost of other O&M activites in Scope of Services (SoS) Per Equipment)

Package No.___________________________________________

Sr. No

Description Price per Month

(Rs) Remarks

1 Repair/ Maintenance of IT Equipment only. Minor repair upto Rs 10,000 per month

2 Repair/ Maintenance of weigh Building, Approach lanes and road furniture etc.

Minor repair including white washing / Painting on annual basis

3

Provision of one fork lifter for one location

along with driver, helper and POL etc, if impounding area is available

4

The cost of fine challan slip/book printing

etc shall be borne by OM&MC and will be deducted from the monthly invoice @

Rs. 10,000/- per month (where its utilization is applicable)

5

Any other cost associated with Scope of

Work but not mentioned above. (Please explain if used)

6 Total Amount (Rs)



Form BF-6


Summary of Cost

Package No. _______________________________________________

Sr. No.

Description Amount

Per Month (Rs) Remarks

1 Salary Cost/ Remuneration (Staff of weigh station)

a) Specific Staff Based on Bill No. 1 (Form BF-3)

b) Common Staff Based on Bill No. 1 (Form BF-3)

2 Direct (Non-Salary Cost) Based on Bill No. 2 (Form BF-4)

3 Cost of other O&M activites in Scope of Services (SoS) Based on Bill No. 3 (Form BF-5)

4 Overheads and profits

5 Total Cost Per Package Per Month ( As per formula "A")

6 Total Cost per package for 24 month ( As per formula "B")

Formulas

A. Total Cost Per Package Per Month (Rs) = No. of Equipments x (1a) + No of locations x (1b + 2 + 3 + 4)

B. Total Cost Per Package for 24 Months (Rs) = A x 24

Note: List of No. of Equipments and No. of Locations in each package is attached.




List of Equipments and Locations Detail

Highways


1 PWS-(NH)-18-01 1 1

2 PWS-(NH)-18-04 3 4

3 PWS-(NH)-18-05 2 8

4 PWS-(NH)-18-06 2 7

5 PWS-(NH)-18-07 1 1

6 PWS-(NH)-18-08 2 2

7 PWS-(NH)-18-09 2 2

Total 13 25

Motorways


1 PWS-(MW)-18-01 3 5

2 PWS-(MW)-18-02 3 6

3 PWS-(MW)-18-03 3 6

4 PWS-(MW)-18-04 3 5

5 PWS-(MW)-18-05 2 3

6 PWS-(MW)-18-06 4 6

Total 18 31

minutes of pre bid meeting held on 28-05-2018 / … · subject: operation, management and...

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