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Samoa

SAA/CF/S-A05/7/13

Air Navigation Aids, Airfield Ground Lighting and Air Traffic Control Equipment

PRE-BID MEETING & SITE VISIT MINUTES

DATE: Tuesday 18th April 2017

LOCATION: VIP Lounge, Faleolo International Airport

TIME: 10am Samoa Local Time

MINUTES

10am – 10.10am Registration of Attendance

• Ten (10) representatives of eight (8) bidders attended the meeting in person. • The meeting was facilitated by PAIP Procurement Specialist, Tatyana Nychyperovych

(remotely via SKYPE) and supported by PAIP Procurement Officer, Henry ‘Aho and Technical Advisers, Gary Sims and Chris Chequer of Airways, in Samoa.

• The bidders’ attendance list is attached.

10.10am – 10.15am Introduction and Explanation of Proceedings

• Ruseta Taaloga (SAIP Project Manager) made introductory remarks • Henry ‘Aho facilitated a round-table introduction by the participants and Tatyana

explained the meeting proceedings, along with the objectives of the meeting and the context and scope of supply of this tender.

• It was noted that the minutes for the meeting together with the presentation will be made available to all bidders who requested the bidding documents shortly after the meeting. To date, 25 companies have requested the bidding document for this tender.

10.15am – 10.50am Technical and Procurement Question Time

• Presentation by Gary Sims and Chris Crequer from Airways, the design firm, provided an overview of the technical requirements for this tender.

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10.50am – 11.30am Procurement Presentation to Bidders

• PAIP Procurement Specialist delivered a presentation on the bidding documents and processes, including the evaluation process as well as provided guidance to Bidders to facilitate the preparation of responsive bids. A copy of the presentation in English is attached.

• Qualification Documents for a Joint Venture – only qualification information of the firm(s) nominated as a bidder(s) in the Letter of Bid will be evaluated. Qualification documents of parent, affiliate or subsidiaries, of the bidder will not be considered.

• Conditions of Contracts: the importance for bidders to carefully read and consider contract conditions was emphasized. After bid submission, these conditions cannot be amended and the successful bidder will be expected to sign the contract as presented in the bidding document.

• Submission Deadline: Bidders to ensure timely bid submission as late proposals will be rejected.

• The presentation included clarifications and amendments to the bid documents issued to date.

11.30am - 11.40am Question and Answer Period

• Bidders were given an opportunity to ask questions following the presentation. Answers to questions raised during the conference will be provided in Clarification No. 4.

11.40am – 11.45am Closing Remarks

• In closing remarks, the Client thanked Bidders for their input and participation and encouraged submission of bids by the closing date.

12.00 pm – 2.30pm Site Visit

• Following registration, participants were taken in SAA vehicles from the VIP Lounge to the following locations:

o Power Central Building o Air Traffic Control Tower o Localiser Building o Approach Lighting o Threshold – approach lights o Windsock o Rescue Fire Services o Threshold – end lights o Light beyond the airport fence o Fibre Nodes o PAPI

• Questions asked during the site visit will be answered in Clarification No. 4.

PACIFIC AVIATION INVESTMENT PROGRAM

Samoa Aviation Investment Project

Air Navigation Aids, Airfield Ground Lighting and Air Traffic Control Equipment

PRE BID MEETING

18 April 2017

Samoa

PRE BID MEETING AGENDA

Date: Tuesday 18 April 2017 Location: VIP Room, Faleolo International Airport, Samoa Time: 10:00 am

• 1000 – 1015: Registration of Attendance • 1015 – 1030: Introduction and Explanation of Proceedings • 1030 – 1100: Presentation • 1100 – 1120: Procurement Workshop on “How to Submit a Responsive Bid” • 1120 - 1140: Other Questions

• Note: Questions or clarifications to the issued bid documents should be raised

formally in accordance with the instructions to Bidders in the actual bid documents.

Objectives of Pre-Bid Meeting • The objective of this presentation is to clarify issues and to

answer questions on any matter that may be raised regarding Air Navigation Aids, Airfield Ground Lighting and Air Traffic Control Equipment.

• This presentation does not replace or modify any provisions of the bidding document mentioned above.

• In case of contradiction between this presentation and the bidding document, the terms and conditions of the bidding document take precedence.

Structure of Presentation

• Part 1 – Context

• Part 2 – Scope of Supply

• Part 3 – Overview of the bidding document

• Part 4 – How to Prepare a Successful Bid

• Part 5 – Question Period

Part 1 – Context • The Pacific Aviation Investment Program has the development

objective to: - improve the safety, security, efficiency, management and environmental

sustainability of airports, and - improve regional harmonization of aviation safety standards.

• The Government of Samoa (GoS), through the Implementing Agency - Samoa Airport Authority, has entered into a financing agreement, with the World Bank in 2014.

• The objective of this procurement is to provide improved Air Navigation Aids, Airfield Ground Lighting and Air Traffic Control Equipment to meet ICAO requirements: – Replacement of Airfield Lighting system including all lights, cabling, CCRs

and AFL control system – Improved back-up power supply

• PAIP TFSU is managing this procurement process of behalf of SAA.

Part 2 – Scope of Supply

The Supplier will: – Supply the equipment as per the technical specifications

together with the training and product documentation. – Provide installation, testing, calibration and

commissioning of the delivered equipment. – Provide training to the maintenance personnel and

equipment users.

Please refer to Section VII Schedule of Requirements of the bidding document

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1.1 Introduction .......................................................................................................... 97 1.2 Scope of Supply ................................................................................................... 98 1.3 Documents ........................................................................................................... 98 1.4 Drawings ................................................................................................................ 98 1.5 Standards .............................................................................................................. 99 1.6 Mains Power ....................................................................................................... 102 1.7 Materials and Workmanship ............................................................................ 102 1.8 Software Support ............................................................................................... 103 1.9 Works Designed by the Supplier ...................................................................... 104 1.10 Design Changes .............................................................................................. 104 1.11 Cooperation with the Purchaser .................................................................. 105 1.12 Site Meetings .................................................................................................... 105 1.13 Reporting .......................................................................................................... 106 1.14 Site Records ..................................................................................................... 106 1.15 Site Safety Management System ................................................................. 107 1.16 Hazardous Substances and Materials.......................................................... 108 1.17 Construction Management .......................................................................... 109

1.0 Preliminary & General

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1.18 Equipment Protection .................................................................................... 109 1.19 Equipment Reliability ...................................................................................... 110 1.20 Post Installation Support ................................................................................. 110 1.21 Training .............................................................................................................. 110 1.22 Testing of Equipment and Materials ............................................................. 114 1.23 Completion Documentation ......................................................................... 115 1.24 Spare Parts, Tools and Test Equipment ........................................................ 117 1.25 Obsolete Equipment ...................................................................................... 118 1.26 Removal and Disposal of old equipment ................................................... 118 1.27 Guarantees / Warranties ............................................................................... 118 1.28 Temporary Facilities ........................................................................................ 119 1.29 Transportation .................................................................................................. 119 1.30 Condition of Existing Land Side and Airside Access Ways ....................... 120 1.31 Security ............................................................................................................. 120 1.32 Car Parking ...................................................................................................... 121 1.33 Keep Public Access Open ............................................................................. 121 1.34 Telecommunications Facilities ...................................................................... 121

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2.1 General ............................................................................................................... 122 2.2 Methodology ...................................................................................................... 122 2.3 Suppliers Programme ........................................................................................ 122 2.4 Advisory Circulars ............................................................................................... 123 2.5 Method of Work Plan (MOWP) ........................................................................ 123 2.6 Co-operation with the Purchaser and Aircraft Safety ................................. 123 2.7 Airport Safety Officer (ASO) ............................................................................. 124 2.8 Operational Safety during Works on Aerodrome ......................................... 124 2.9 Supplier‘s Airfield Works Safety Supervisor ..................................................... 124 2.10 Supplier‘s Security ........................................................................................... 125 2.11 Scheduled Aircraft Operations: Co-ordination of Site Construction Works …..125 2.12 In-ground Services .......................................................................................... 125 2.13 FOD Protection ................................................................................................ 125 2.14 Operational Incident / Accident ................................................................. 125

2.0 Airside Construction

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3.1 Interface with Overlay Supplier ....................................................................... 127 3.2 AS/NZS 3000:2007 Compliance ....................................................................... 127 3.3 Complete Systems ............................................................................................. 127 3.4 General Requirements for Light Fittings .......................................................... 128 3.5 Runway Lighting ................................................................................................. 129 3.6 Taxiway Lighting ................................................................................................. 130 3.7 Approach Lighting ............................................................................................. 131 3.8 Runway End Identifier Light System (REILS) ................................................... 133 3.9 PAPI ...................................................................................................................... 133 3.10 Illuminated Wind Indicators (IWI) .................................................................. 134 3.11 Movement Area Guidance Signs (MAGS) .................................................. 135 3.12 Light Bases and Adaptor Plates .................................................................... 135 3.13 Provision of Chambers and Ducting ............................................................ 137 3.14 Provision of Cabling, Connectors, Light bases and SITs ............................ 138 3.15 Installation of Chambers, Ducts and Cabling Systems ............................. 140 3.16 Constant Current Regulators (CCRS) ........................................................... 148 3.17 AFL Control System ......................................................................................... 151 3.18 Airfield Lighting Testing and Commissioning ............................................... 157

3.0 Airfield Lighting Equipment

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4.1 Generator ........................................................................................................... 159 4.2 Main Switchboard ............................................................................................. 173 4.3 Tower UPS ............................................................................................................ 178 4.4 PC1 UPS ............................................................................................................... 189 4.5 Rescue Fire UPS .................................................................................................. 189 4.6 Other Power Distribution ................................................................................... 190 4.7 Testing and Commissioning .............................................................................. 190

4.0 Electrical Power Equipment

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5.1 General Requirements Navigational Equipment ......................................... 192 5.2 Remote Control and Monitoring System ........................................................ 192

5.0 Navigation Equipment

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6.1 Scope .................................................................................................................. 196 6.2 Equipment, Materials and Installation ............................................................ 196 6.3 50 Watt VHF Radios ........................................................................................... 196 6.4 10 Watt Standby Radios ................................................................................... 201 6.5 VHF Installation ................................................................................................... 202 6.6 Testing & Training ............................................................................................... 204 6.7 Data / Voice Recorders .................................................................................... 204 6.8 Clocks .................................................................................................................. 207 6.9 VHF Voice Communications System (VCS) ................................................... 209 6.10 Radio Link Equipment ..................................................................................... 210 6.11 Communications / Fibre Cable .................................................................... 213 6.12 Remote Control & Monitoring System (RCMS) ........................................... 220 6.13 Control Tower Cab ......................................................................................... 223 6.14 Equipment Room ............................................................................................ 225 6.15 Power Centre One Krone .............................................................................. 226

6.0 Air Traffic Control Equipment

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Mt Fiamoe Equipment Room

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Mt Fiamoe Equipment Room

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Mt Fiamoe RF Cable Entry

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Mt Fiamoe Mast

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Mt Fiamoe Entry Road

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Mt Vaea Radio Link

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Mt Vaea Radio Link

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Mt Vaea Radio Link

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Mt Vaea Mast

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Mt Vaea

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Clarifications and Addendum

• Three (3) clarifications issued to date – Clarification No.1 – issued 28th March 2017 – Clarification No.2 – issued 31st March 2017 – Clarification No. 3 – issued 7th April 2017

• One (1) Addendum issued to date – Addendum No.1 – issued 31st March 2017

Clarification # 1 • Separation of work packages

– The requirement is tendered under a single contract. It is not possible to break down te work packages and bid separately on items

• Names of companies seeking to subcontract works – Responsibility of the Bidder to conduct research

and identify.

Clarification # 2

• Drawings – Refer to Addendum No. 1

Clarification # 3

• Budget – 2.3million. Bids must be technically compliant so

the budget should be viewed as an expectation but not a constraint in this context.

Addendum # 1

• Drawings added to the bid document.

Part 3 – Bidding Document

Section I : Instructions to Bidders Section II: Bid Data Sheet

Section III: Evaluation and Qualification Criteria

B Section IV : Bidding Forms

Section V : Eligible Countries

Section VI: Bank Policy – Corrupt and Fraudulent Practices

Section VII: Supply Requirements

Letter of Bid Bidder Information

Form

Price Schedule Forms

Form of Bid-Security

Section VIII: Conditions of Contract and Contract

Forms

Part 4 How to Prepare a Successful Bid

Mandatory procedural requirements:

• There are mandatory procedural requirements associated with this tender.

• Bidders are required to carefully read the bidding document.

• Any bids that fails to meet any mandatory procedural requirement will be rejected.

• No other procedural requirements can be introduced/ modified/ removed after the tender closing.

Part 4 How to Prepare a Successful Bid

• The Bidder must be eligible to participate in this tender (see ITB 4)

• A Bidder that has been sanctioned by the Bank in accordance with the Bank’s Guidelines on Preventing and Combating Corruption in Projects Financed by IBRD Loans and IDA Credits and Grants (“Anti-Corruption Guidelines”) is not eligible.

• In the case of a joint venture, all members shall be jointly and severally liable for the execution of the Contract.

• A Bidder shall not have a conflict of interest. • The tender has no nationality restrictions.

Documents Comprising the Bid (ITB 11) – Letter of Bid – completed schedules – Bid Security in the amount of USD 46,000 – written confirmation authorizing the signatory of

the Bid to commit the Bidder (i.e. power of attorney)

– For JV: a copy of the Joint Venture Agreement entered into by all members or a letter of intent

– Manufacturer‘s authorization

Documents Comprising the Bid (ITB 11) – continued

• documentary evidence in accordance with ITB 17 establishing the Bidder’s qualifications

• documentary evidence in accordance with ITB 17 establishing the Bidder’s eligibility to bid

• documentary evidence in accordance with ITB 16, that the Goods and Related Services to be supplied by the Bidder are of eligible origin

• a letter/s from the manufacturer/s confirming the availability of spare parts for the equipment life (a period of 15 year)

• Quality Plan

Documents Comprising the Bid (ITB 11) – continued

• Schedule / programme of deliverables

• A priced list of major replacement components, recommended spare parts, and maintenance service for the first five (5) years of exploitation of equipment. At the award of the contract the Purchaser will decide how to proceed with the items included in the list.

• Child Labour Certification Form

• Documentary evidence to demonstrate that the Goods it offers meet the technical specifications

Letter of Bid

– Must be submitted with a Bidder’s Bid. – Must be prepared using the relevant forms furnished in

Section IV, Bidding Forms without any alterations to the text. All blank spaces shall be filled in with the information requested. No substitutes shall be accepted.

– Must be signed – If a Bidder is a joint venture, specify the name of JV as the

Bidder. – Bidder agrees to be bound by instructions, clauses and

conditions of the bidding document and accepts the clauses and conditions of the resultant Contract in its entirety.

– The price to be quoted in the Letter of Bid in accordance with ITB 12.1 shall be the total price of the bid, excluding any discounts offered.

– Person signing the Bid shall have the power of attorney given by the Bidder to be attached with the Bid Schedules.

Important Concepts

• Fixed price for the duration of the contract: A bid submitted with an adjustable price quotation shall be treated as nonresponsive and shall be rejected.

• Bid validity (120 days): A bid valid for a shorter period shall be rejected by the Purchaser as nonresponsive

• Bid security: any bid not accompanied by a substantially responsive Bid Security shall be rejected by the Purchaser as non-responsive.

Important Concepts

• Currency: The prices shall be quoted by the bidder in: USD or any freely convertible currency/currencies (up to a maximum of three).

• Exchange rate for evaluation: USD, www.xe.com (the highest selling rate of the day) 28 days prior to the deadline for submission of the Bids, as per ITB 22.1

• Taxes: the Supplier shall be entirely responsible for all taxes, stamp duties, license fees, and other such levies imposed outside Samoa.

Late Bids

• Late bids: Any bid received by the Purchaser after the deadline for submission of bids shall be declared late, rejected, and returned unopened to the Bidder.

Allow sufficient time to reach the bid submission address (Samoa)!

Evaluation Criteria • Delivery Schedule:

– Between 120 and 240 days – Offered delivery after 240 days – bid rejected – 0.5% per week adjustment of the bid price for each

week of fraction of the week beyond 120 days • Deviation in payment schedule:

– Prices shall be stated against the price schedule established in the bidding document

– Bids are evaluated on the basis of this price – Alternative payment schedule is allowed, but shall

be offered with the reduction in bid price

Qualification Requirements • Financial Capability:

– Minimum liquid assets (USD $1,460,000)

– Annual turnover (USD $5,850,000)

• Experience and Technical Capacity: – Evidence of business activity of a similar nature for a minimum

of three (3) years. – Details of past similar experience, including names and contact

information, of successfully completed of minimum two similar sized and natured contracts during the past five (5) years.

• Qualified staff for installation and training (include CVs).

PROCUREMENT TIMELINES - Tender Launched 20 March 2017

- Advertised internationally on UNDB, dgMarket, and in the tender countries

- Direct Invitations sent to international suppliers

- Pre Bid Meeting 18 April 2017 - Final day for Clarifications – 2 May 2017 - Bid Submission Deadline - 16 May 2017 - Public Bid Opening - 16 May 2017

Questions on the Bid Documents

• Received prior to the Pre-bid meeting will be answered today verbally and in writing through Clarification.

• Questions taken during the Pre-bid meeting will be issued with clarifications in the minutes, made available to those who have requested the Bid Documents.

The following key principles govern the preparation of responses to questions received in the context of this tender:

1. Often the answers are in the bidding document. Whenever possible, the answer will refer to a provision of the bidding document.

2. We do not provide interpretation of the clauses. That being said, if an ambiguity remains, we note it and we clarify by way of formal amendment.

Questions on the Bid Documents

Question Period

Look forward to receiving your bids …..