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NATIONAL INSURANCE PROPERTY DEVELOPMENT
COMPANY LIMITED
REQUEST FOR PROPOSALS
FOR THE
UPGRADE OF THE
TRINIDAD AND TOBAGO FORENSIC SCIENCE CENTRE (TTFSC) –POST MORTEM ROOM
INCLUSIVE OF FURNITURE, FIXTURES AND EQUIPMENT
FOR
THE MINISTRY OF JUSTICE
OF THE
GOVERNMENT OF THE REPUBLIC OF TRINIDAD AND
TOBAGO
FEBRUARY, 2014
National Insurance
Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
TABLE OF CONTENTS
PAGE NO.
1.0 INVITATION TO TENDER 1
2.0 INSTRUCTIONS TO PROPONENTS 3
2.1 Introduction 3
2.1.1 Request for Qualifications and Proposals 3
2.2 Definitions 3
2.3 Objective 4
2.4 Scope of Services 4
2.5 Source of Funds 4
2.6 General Conditions 4
2.6.1 Eligible Proponents 4
2.6.2 Proponent Responsibilities 5
2.6.3 Cost of RFP Documents 6
2.6.4 NIPDEC Communications 6
2.6.5 RFP Clarification 6
2.6.6 Addenda 7
2.6.7 Proponent’s Representative 7
2.6.8 Pre-Submission Briefing 7
2.6.9 Site Visit and Schedule 7
2.6.10 Right to Cancel RFP 8
2.6.11 Consideration of Proposals 8
2.6.12 Cost of Preparing Proposals and Negotiations 8
2.6.13 Exclusion 8
2.6.14 Confidentiality of Proposals 8
2.6.15 Corrupt and Fraudulent Practices 9
2.6.16 Commissions 9
2.6.17 Waiver and Allocation of Risk 9
2.6.18 Form of Correspondence 10
2.7 Preparation of Proposals 10
2.7.1 Technical Proposal 10
2.7.2 Cost Proposal 12
National Insurance
Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
TABLE OF CONTENTS
PAGE NO.
2.7.3 Proposal Validity 13
2.7.4 Tender Security 13
2.8 Submission, Receipt And Opening Of Proposals 14
2.8.1 Submission Requirements 14
2.8.2 Deadline for Proposal Submission 15
2.8.3 Opening of Proposals 15
2.8.4 Late Proposals 15
2.8.5 Proof of Payment of Tender Fee for RFP 15
2.8.6 Delivery by Hand 15
2.8.7 Language of Proposal 15
2.8.8 Failure to Provide Information 16
2.8.9 Signing Proposal 16
2.8.10 Joint and Several Liability 16
2.8.11 Amendment of Proposals Before Submission Date 16
2.8.12 Interlineations, Alterations or Erasure of Proposal 17
2.8.13 Proponent’s Representation 17
2.8.14 Time Periods 17
2.8.15 Misleading or False Information 17
2.8.16 Proposals to be Property of NIPDEC 17
2.8.17 Required Format for Proposals 17
2.9 Qualification/Evaluation of Proposals 19
2.9.1 Evaluation Committee 19
2.9.2 Determination of Responsiveness 19
2.9.3 Qualification Criteria 24
2.9.4 Evaluation Criteria – Technical/Cost 24
2.10 Negotiations 26
2.11 Award of Contract 26
3.0 EMPLOYER'S REQUIREMENTS 27
3.1 Services and Deliverables 27
(ii)
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
0
(iii)
TABLE OF CONTENTS
PAGE NO.
3.1.1 Introduction 27
3.1.2 Services and Deliverables (Where applicable) 27
3.1.3 Project Delivery Method 29
3.1.4 Project Schedule 29
3.2 User’s Brief and Conditions of Contract 29
3.2.1 User’s Brief 30
Annex 1 - User’s Brief/User Space Requirement 31
Annex 2 - NIPDEC HSE Guide 40
3.2.2 Conditions of Contract 50
Annex 3 – FIDIC 1999 General Conditions of Contract Short Form & Appendix to Tender
51
3.3 Post Award Requirements 55
3.3.1 Performance Bonds 55
3.3.2 Professional Indemnity Insurance 55
3.3.3 Advance Payment 55
3.3.7 Contractor’s Submittals During Construction Phase 55
3.3.8 Project Closeout 59
4.0
APPENDICES TO RFP – SPECIMEN FORMS
60
Appendix 1 – Form of Tender 61
Appendix 2 – Tender Security Form 63
Appendix 3 –Technical Proposal Form (Form 1-1L) 65
Appendix 4 – Cost Proposal Form (Form 2-2E) 76
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
PLEASE INCLUDE CHECKLIST AS PART OF SUBMISSION
GROUP A
Failure to submit any of the documents in Group A below will render the Proposal
non-responsive and in turn will result in disqualification
# Item Clause Appendix Form Place “Tick”
if included
1 One (1) original, seven (7) copies; one of which should be an electronic copy of the Proposal.
2.8.1 - -
2 Completed Form of Tender inclusive of Addenda Nos.
2.7.2 1 -
3 Completed Tender Security 2.7.4 2 -
4 Technical Proposal Submission Form 2.7.1 3 1A
5
Completed Applicant’s Information Sheet inclusive of:
• Articles of Incorporation or Documents of
Constitution of legal entity named above,
• Power of Attorney or Signing Authority with
Specimen Signature
• Proponents Representative for Request for
Proposal
2.7.1 3 1B
6 Work Experience of the Firm 2.7.1 3 1C
7 Similar Type of Works including References 2.7.1 3 1D
8 Proponent’s Background and History 2.7.1 3 1F
9 Technical Approach and Methodology, inclusive of Detailed Quality Assurance/Quality Control (QA/QC) Manual and Detailed Health and Safety Manual
2.7.1 3 1G
10
Work Plan, including detailed Gantt chart indicating key tasks, critical path, linkages, and milestone for planning, design and construction services, and material procurement in MS Project 2007 or latest edition.
2.7.1 3 1G
11
Organization and Staffing inclusive of manpower loading chart for all aspects of the assignment, stating the roles, responsibilities, and the level of participation of each key personnel.
2.7.1 3 1G
12 Updated and Signed CV’s of Key Personnel assigned to the Project.
2.7.1 3 1H
13
Documents for the Specialist equipment as per attached Specialist Equipment Specifications:
• Technical specifications;
• Brochures, data sheets, local agent/s
2.7.1 - -
14 Proof of Joint Venture or Consortium such as Joint Venture Agreement. A Letter of Intent to enter into Joint Venture or Consortium is acceptable.
2.7.1 - -
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
GROUP B
Failure to submit any of the documents in Group B below, within five (5) days from when it is
communicated by NIPDEC, will render the Proposal non-responsive and in turn will result in
disqualification
# Item Clause Appendix Form Place “Tick”
if included
1 Cost Proposal Submission Form 2.7.2 4 2A
2 Financial Capability of the Proponent 2.7.2
4 2B
3 Audited financial Statements for the years 2010, 2011 and
2012, or management accounts for 2012 if financial
statements are unavailable.
2.7.2 - -
4 Average Annual Construction Turnover
2.7.2 4 2C
5 Cost Breakdown Schedule
2.7.2 4 2D
6 Proposed Cash Drawdown Schedule
2.7.2 4 2E
7
A statement from the Proponent’s Bank that the Proponent is financially viable and has access to or has available, liquid assets, lines of credit, and other financial means sufficient to meet the construction cash flow for the contract for a period of four (4) months, taking into account the Proponent’s commitments to other contracts.
2.7.2 4 2B
8 Current Work Load 2.7.1.3 3 1E
9 Description of OSHA Violations, Workers’ Compensation claims or safety claims, and any Statutory approval violations
2.7.1 3 1F
10 Signed Appendix to Tender
3.2.2 - -
11 Value Added Tax Clearance Certificate
2.8.17 - -
12 National Insurance Board Compliance Certificate
2.8.17 - -
13 Board of Inland Revenue Clearance Certificate
2.8.17 - -
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
1
1.0 INVITATION TO TENDER NATIONAL INSURANCE PROPERTY DEVELOPMENT COMPANY LIMITED
INVITATION TO TENDER
UPGRADE OF THE TRINIDAD AND TOBAGO FORENSIC SCIENCE CENTRE
(TTFSC) POST MORTEM ROOM
INCLUISVE OF FURNITURE FIXTURES AND EQUIPMENT
TENDER NO. 2014/02/01
The National Insurance Property Development Company Limited (NIPDEC), acting on behalf of the Ministry of Justice, Government of the Republic of Trinidad and Tobago, invites Proponents for the Upgrade of the TTFSC Post Mortem Room inclusive of furniture, fixtures, and equipment. Prospective Proponents are invited to submit Proposals for the above works. Applications will be evaluated according to the following basic criteria: (i) General Background of the Firm (ii) Financial capability of the Firm (iii) Performance history (iv) Work experience of the Firm in performing construction services for projects of a similar
value and nature (v) Available manpower and other resources (vi) Current workload (vii) Eligibility based on submission of required statutory certificates (local firms)
Prospective proponents should be capable of undertaking all facets of the design and construction of a public facility to a value over One Million Trinidad and Tobago Dollars (TT$1,000,000.00). Proponents are advised that Request for Proposal (RFP) Packages will be available from February 26th, 2014 either by:
• Downloading the document from NIPDEC’s Website at www.nipdec.com (Click on
“Upgrade of the Trinidad And Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture Fixtures and Equipment”. A code
will be provided to allow access.),
or
• From the Office of NIPDEC’s Company Secretary at 56-60 St. Vincent Street, Port of Spain, between the hours of 9:00 a.m. and 3:00 p.m.
There is a non-refundable Tender Fee of TT$1,500.00 + VAT, which should be paid at any branch of First Citizens Bank of Trinidad and Tobago Limited, Account #1448112, Swift Code FCTTTTPS. For intermediary banking information, please refer to: http://firstcitizenstt.com/about/Branches-ATM/Correspondent-Banks.html
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
2
To be allowed access to the RFP Packages, Proponents should present their proof of payment to the office of NIPDEC’s Company Secretary.
SUBMISSION OF PROPOSALS WILL BE CLOSED ON Wednesday March 26th 2014 at 2:00 p.m.
Complete Proposals should be addressed to:
The Chairman of the Tenders Committee National Insurance Property Development Company Limited (NIPDEC)
56-60 St. Vincent Port of Spain, Republic of Trinidad and Tobago
Sealed packages should be placed in the appropriately marked box situated in the Security Booth at NIPDEC’s Head Office. Late applications will not be considered. Tender submissions will not be accepted electronically. There will be a pre-submission briefing and site visit on March 12th, 2014 at 2:30p.m. at the proposed site located at the Trinidad and Tobago Forensic Science Centre, Barbados Road, Federation Park. Proposals will be opened publicly at NIPDEC’s Head Office, 56 - 60 St. Vincent Street, Port of Spain in the presence of Proponent’s representatives on March 26th, 2014 at 2:30 pm. Only firms purchasing RFP packages will be permitted to submit a Proposal. Any Proposal submitted by a Firm which has not purchased a RFP package will be rejected as invalid. The Proposal should be accompanied by a Tender Security of One Hundred Thousand Dollars (TT$100,000.00) or Fifteen Thousand Six Hundred and Twenty-Five United States Dollars (US$15,625.00). Please be advised that NIPDEC’s criteria for the acceptance of Banks and Insurance Companies which provide surety for bonds to contractors are as follows:
a) With respect to Banks, Bonds would be accepted where shareholders equity is at least TT$10 Million.
b) For Insurance Companies, paid up capital plus free reserves should be at least TT$30 Million and Certification by the Supervisor of Insurance of the Company’s capacity to issue the bond and that the requisite re-insurance is in place.
Further note that: (i) Proponents will bear all costs associated with the preparation and submission of the
Proposal including the tender fee which is not reimbursable. (ii) Foreign Proponents are expected to comply with the requirements in the RFP packages to
the extent to which such requirements are applicable to them. (iii) NIPDEC reserves the right to cancel the present Tender in its entirety or partially, without
defraying any cost incurred by any firm in submitting its Tender. Further information or clarification may be obtained from the Company Secretary, at NIPDEC Telephone 1(868)625-8750 Extension 4203 or E-mail [email protected].
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
3
2.0 INSTRUCTIONS TO PROPONENTS
2.1 INTRODUCTIONS
2.1.1 Request for Qualifications and Proposals
The National Insurance Property Development Company Limited
(NIPDEC) is soliciting submissions from construction firms that are
interested in and are capable of providing a combination of professional
services including planning, design, construction and equipping services
for the Upgrade of the TTFSC Post Mortem Room inclusive of furniture,
fixtures, and equipment.
This Request for Proposal (hereinafter referred to as “RFP”) is intended to
lead to the entry into a contract between NIPDEC and a Contractor that
has the required qualifications and expertise to satisfy NIPDEC’s
requirements.
Proponents may, if they so desire, assemble teams in order to submit their
Proposals, and if successful, undertake the services as a Joint Venture or
Consortium.
2.2 DEFINITIONS
In this Request for Proposals (RFP):
a) Employer means National Insurance Property Development
Company Limited (NIPDEC).
b) Contractor means any Proponent with which NIPDEC chooses (on
the basis of NIPDEC’s evaluation as hereinafter provided) to enter
into a contract for the provision of services.
c) Proponent means any entity, firm, joint venture or consortium
which purchases a Tender Package or which submits a Proposal
directly to NIPDEC in response to this RFP as the context requires.
d) RFP means this Request for Proposals and the Appendices attached
hereto and all Addenda.
e) Addendum means any written or graphic instrument issued by
NIPDEC that modifies or interprets the RFP by additions, deletions,
clarifications or corrections or other types of modifications.
f) Services mean all the services to be performed by the Contractor.
g) Invitation means the letter of invitation inviting parties to submit
proposals in response to this RFP.
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
4
h) Contract means the Contract to be negotiated and entered into
between NIPDEC and the Contractor. The Contract will be based
on FIDIC 1999 General Conditions Short Form of Contract. (See
Section 3.2.2 - Annex 3).
i) Project Manager means NIPDEC’s representative who will be
responsible for administering the Contract and the only person
(unless otherwise indicated) authorized to issue instructions
regarding this project.
j) Site Control Officer means NIPDEC’s authorized representative at
the construction site. His/her duties will include surveillance of all
construction work to ensure compliance with the contract
documents.
k) OSHA means Occupational Safety and Health Authority of Trinidad
and Tobago.
l) Day means a calendar day and year means 365 days.
m) Client means Ministry of Justice.
n) TTFSC means the Trinidad and Tobago Forensic Science Centre.
2.3 OBJECTIVE
The objective of this RFP is to invite Proponents to submit one proposal
each in accordance with the requirements of this RFP. Each proposal
should contain sufficient details in response to this RFP to constitute a
comprehensive and firm offer to NIPDEC and be suitable for acceptance
and implementation. NIPDEC will select a Preferred Contractor with
whom to enter into negotiations for the award of a final contract.
2.4 SCOPE OF SERVICES
The Scope of Services is as per Section 3 – Employer’s Requirement.
2.5 SOURCE OF FUNDS
The project is being funded by the Government of Republic of Trinidad
and Tobago.
2.6 GENERAL CONDITIONS
2.6.1 Eligible Proponents
A Proponent should not have a conflict of interest. A Proponent should
hold NIPDEC’s interests paramount, without any consideration for future
work, and strictly avoid conflicts with other assignments or their own
corporate interests. Proponents will not qualify for any assignment that
would be in conflict with their prior or current obligations to other clients,
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
5
or that may place them in a position of being unable to undertake the
assignment in the best interest of NIPDEC.
A Proponent found to have a conflict of interest with one or more parties
in this RFP process will be disqualified. Proponents may be considered to
have a conflict of interest with one or more parties in this RFP process if:
(a) they have, directly or indirectly, controlling shareholders or partners
in common; or
(b) their legal representatives are the same or have a common party in
their executive boards or management, or when the decision- making
quorum of their shareholders at assemblies or meetings belongs
directly or indirectly to the same natural persons or entities; or
(c) they have a relationship with each other, directly or through common
third parties that places them in a position where they have access to
information about or can influence other proposals or the decision of
NIPDEC regarding this RFP process; or
(d) they submit more than one application for this RFP process. This
does not restrict either the participation of contractors in more than
one application or the participation as Proponent and contractor
simultaneously in the same RFP process. However, a Proponent
which submits a proposal with a specific contractor, will not be
allowed to submit another proposal exchanging roles between
themselves; or
(e) they have participated directly or indirectly, in any capacity, in the
preparation of the design, feasibility studies, terms of reference, or
technical specifications of the works or related services that are the
subject of this RFP process.
2.6.2 Proponent Responsibilities
It is the responsibility of each Proponent before submitting a Proposal to:
a) Examine thoroughly the RFP and related documents;
b) Visit the Project Site to become familiar with and satisfy itself with
the conditions which may affect cost, progress and performance of
the services;
c) Consider local laws and regulations which may affect cost, progress
and performance of the services and implementation of the Project;
d) Study and carefully correlate the Proponent’s knowledge and
observations with the requirements of this RFP.
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
6
2.6.3 Cost of RFP Documents
A Proponent is required to pay a non-refundable fee of One Thousand
Five Hundred Trinidad and Tobago Dollars (TT$1,500.00) + VAT for
this RFP.
2.6.4 NIPDEC Communications
Only NIPDEC’s Company Secretary (“NIPDEC’s Representative”) is
authorized to communicate and otherwise liaise with Proponents and all
Proponents should communicate and otherwise liaise with that person
only. The contact address of NIPDEC’s Representative is as follows:
Ms. Kim Garibsingh
Company Secretary
National Insurance Property Development Company Limited
56 – 60 St Vincent Street
Port of Spain
Tel: (868) 625-8750 Ext. 4203
Fax: (868) 623-0877
E-mail [email protected]
2.6.5 RFP Clarification
If a Proponent has any queries regarding the contents of this RFP, or
pertaining to any matters related to same (including any clarification,
errors or omissions of or in this RFP), the queries should be directed in
writing, and not orally, to NIPDEC’s Representative at the contact address
set out above. NIPDEC’s Representative will answer all queries in writing,
and will provide a copy of all queries and their respective responses, to
each of the Proponents. Queries received less than five (5) working days
prior to the date for submission of Proposals may not be entertained. Only
information contained in formal written Addenda will be binding. Oral
responses and other interpretations or clarification will not be legally
binding. NIPDEC will endeavor to submit its responses to queries in a
timely manner but will not be held responsible for late delivery or non-
delivery of an Addendum.
Responses not contained in formal written Addenda will be given as a
matter of assistance to the Proponent but such responses will not be
construed as adding to or taking away from or otherwise altering the
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
7
meaning and intent of the RFP documents, and/or the Proponent’s
obligation thereunder.
2.6.6 Addenda
NIPDEC is entitled to issue addenda changing this RFP up to seven (7)
calendar days prior to the closing date for submission of this RFP (except
for addenda to extend any deadline under this RFP which may be issued at
any time). Addenda may be issued only by NIPDEC’s Representative and
will only be issued to Proponents who have registered with NIPDEC as
having received a copy of this RFP. No change in this RFP is effective
unless undertaken by an Addendum issued under this paragraph.
2.6.7 Proponent’s Representative
Each Proponent should, within five (5) days of receiving the RFP, advise
NIPDEC’s Representative, in writing, of the name, business address,
telephone number, fax number and e-mail address of the individual who is
designated as the Proponent’s Representative for the purpose of this RFP.
The Proponent’s Representative will be the sole person authorized to
communicate with NIPDEC for the purposes of this RFP and NIPDEC is
not required to communicate or otherwise liaise with any other person on
behalf of the Proponent.
2.6.8 Pre-Submission Briefing
For the purpose of clarifying any of the requirements contained in this
RFP, NIPDEC will convene a pre-submission briefing at 2:00 p.m. on
March 12th, 2014 at the site located at Trinidad and Tobago Forensic
Science Centre Proponents are encouraged to attend and participate in the
briefing. NIPDEC will transmit to all prospective Proponents on record
the minutes of the meeting and any Addenda as NIPDEC considers
necessary in response to queries raised. Oral statements cannot be relied
upon and will not be legally binding or effective. Further briefings may be
conducted if NIPDEC considers same to be necessary or desirable. The
date, time and location of any further briefings will also be communicated
by Addenda.
2.6.9 Site Visit and Schedule
A site visit will be convened immediately after the pre-submission briefing
in order for Proponents to familiarize themselves with the existing site
conditions. Proponents may request further access to the Project site by
reasonable notice in writing to NIPDEC’s Representative at any time
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
8
before the deadline for submission of Proposals. NIPDEC’s
Representative is entitled to impose such terms and requirements as a
condition of authorizing such access as NIPDEC’s Representative
considers necessary or desirable.
2.6.10 Right to Cancel RFP
NIPDEC is entitled to cancel this RFP at any time by Addendum issued to
Proponents, without liability for any loss, damage, cost or expense
incurred or suffered by any Proponent as a result of that cancellation.
2.6.11 Consideration of Proposals
In considering any proposals delivered in response to this RFP, NIPDEC
reserves the absolute and unfettered discretion to:
a) Accept or reject any proposal that fails to comply with the
requirements set out in this RFP;
b) assess proposals as it sees fit, without in any way being obliged to
select any proposal or Proponent;
c) determine whether any proposal or proposals satisfactorily meet the
selection criteria set out in this RFP;
d) require clarification from any one or more of the Proponents in
respect of proposals submitted;
e) reject any or all proposals with or without cause, whether according
to the selection criteria set out herein or otherwise.
2.6.12 Cost of Preparing Proposals and Negotiations
Each Proponent is solely responsible for the risk and cost of preparing and
submitting its proposal in response to this RFP and any negotiations
relating thereto. Neither NIPDEC nor its officials, employees or
consultants (including NIPDEC’s Representative) are liable for the cost of
doing so or are obliged to remunerate any Proponent for these costs.
2.6.13 Exclusion
This RFP does not impose on NIPDEC any duty of fairness or natural
justice to any or all Proponents with respect to this RFP or the process it
creates. Unless NIPDEC is expressly required by this RFP to “act
reasonably”, NIPDEC is entitled to act in its sole, absolute and unfettered
discretion.
2.6.14 Confidentiality of Proposals
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
9
Proponents are required to keep their proposals confidential and should
not disclose their proposals, or any information contained therein, without
prior written consent from NIPDEC.
2.6.15 Corrupt and Fraudulent Practices
Proponents should adhere to the highest ethical standards and should
refrain from engaging in corrupt or fraudulent practices. Corrupt practices
include the offering or giving by Proponents or any officer, employee, or
person acting on their behalf to any officer, employee or person acting on
behalf of NIPDEC any gift or consideration of any kind as an inducement
or reward for doing or forbearing to do or for having done or forborne to
do any act in relation to this RFP process including the evaluation of
proposals and the negotiation and execution of the Contract. Fraudulent
practice means any misrepresentation of facts in order to influence the
evaluation and selection process described in this RFP or the negotiation
and execution of the Contract to the detriment of NIPDEC and includes
collusive practices among Proponents (prior to or after submission of
proposals) designed to establish prices at artificial, non-competitive levels
and to deprive NIPDEC of the benefits of free and open competition.
NIPDEC, will without prejudice to any other right, reject a proposal if
NIPDEC determines that the Proponent in question or any other officer,
employee or person acting for the Proponent has engaged in a corrupt or
fraudulent practice.
2.6.16 Commissions
Proponents should furnish information in the Cost Proposal on
commissions and gratuities, if any, paid or to be paid to agents relating to
their proposals and to contract execution if the Proponent is awarded the
Contract.
2.6.17 Waiver and Allocation of Risk
NIPDEC accepts no responsibility or liability for the accuracy or
completeness of this RFP or of any recorded or oral information
communicated or made available for inspection by NIPDEC and no
representation or warranty, express or implied, is made or given by
NIPDEC with respect to the accuracy or completeness of any one of those
things. The risk, responsibility and liability connected with reliance by any
Proponent or any other person on this RFP or any other such information
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
10
as is described in this paragraph is solely that of each Proponent. Each
Proponent acknowledges and agrees that it is solely responsible for
obtaining its own financial, legal, accounting, engineering and other
advice with respect to the contents of this RFP or any such information as
is described in this paragraph. Each Proponent which submits a Proposal
to NIPDEC is deemed to have released NIPDEC from, and waived, any
action, cause of action, claim, liability, demand, loss, damage, cost or
expense, of every kind, in any way connected with or arising out of the
contents of this RFP or any such information as is described in this
paragraph. Each Proponent which submits a proposal is deemed to have
agreed that it is solely responsible and liable to ensure that it has obtained
and considered all information necessary to enable it to understand the
requirements of this RFP, and of the Project, and to prepare and submit its
proposal.
2.6.18 Form of Correspondence
Any letter, notice or addendum mentioned in this RFP may be delivered to
the appropriate address by hand, mail, courier or facsimile.
2.7 PREPARATION OF PROPOSALS
Proponents are required to submit a Technical Proposal and a Cost
Proposal as hereinafter described. These Proposals will be evaluated in
accordance with the Qualification/Evaluation Criteria set out in Section
2.9 – Qualification/Evaluation of Proposals.
2.7.1 Technical Proposal
In preparing the Technical Proposal, Proponents are expected to examine the documents comprising this RFP in detail. Material deficiencies in providing all relevant information requested may result in rejection of a Proposal. All standard forms attached in Section 4 – Appendices to RFP – Technical Proposal Form (Appendix 3) and Cost Proposal Form (Appendix 4) should be completely filled out and returned in response to this RFP.
To be eligible for award of the Contract, the Proponent should provide evidence satisfactory to NIPDEC of its eligibility and adequacy of its resources as well as competency for performing the services effectively. To this end, the Technical Proposal submitted should include, but not be limited to:
(i) Completed and signed Technical Proposal Submission Form (See
Section 4 - Appendices to RFP – Technical Proposal Submission Form – Form 1A).
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
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(ii) A brief description of the Proponent Firm, including copies of
original documents defining the constitution or legal status, place of registration and principal place of business of the company or joint venture or consortium (See Section 4 - Appendices to RFP – Technical Proposal Form– Form 1B).
(iii) Details of general and specific experience, past performance of the
Proponent in providing similar services for at least one (1) previous project of similar nature, including any projects currently being undertaken or having been undertaken within the past five (5) years. Details of the Proponent’s current workload. Financial information and history of performance should support the ability of the Proponent to successfully complete projects costing in excess of TT$1 Million Dollars yearly. The time period (calendar year, months) during which these projects were undertaken, country, client and particulars of the project (including information on particulars and results) should be given. The Proponent should identify three references i.e. contact person by name, title and address, and fax/telephone number for the projects cited with whom NIPDEC may establish communication to assess the Proponent’s historical performance (See Section 4 - Appendices to RFP – Technical Proposal Form - Form 1C to 1E).
(iv) Information must be provided on Proponent’s litigation history
including all settled adverse claims, disputes or lawsuits with an owner of a project and any pending litigations, as well as Proponent’s non-performing contracts and Description of any Statutory or Governmental violations (See Section 4 - Appendices to RFP – Technical Proposal Form - Form 1F).
(v) Detailed statement of the proposed methodology, approach,
strategies and work plan for executing the specific works, ensuring works will be completed with the time frame (see Section 4 - Appendices to RFP – Technical Proposal Form - Form 1G).In addition, the following are to be included in the Appendix 1G:
i. Detailed Quality Assurance/Quality Control (QA/QC) Manual and project Detailed Health and Safety Manual.
ii. Work Programme in MS Project 2007 (or latest edition) with Detailed Work Breakdown Structure indicating key tasks at each stage as outlined in the Scope of Services and shall show critical path, linkages, and milestones.
iii. Detailed listing of all Codes of Practice, Standards and Specifications being employed for both design and supervising purposes.
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
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(vii) Project Organizational Chart and Details of the Proponent’s Team including original signed Curricula Vitae of all professionals assigned to the Project – Architect, Civil/Structural Engineer, Mechanical and Electrical Engineer and Quantity Surveyor among others. (See Section 4 - Appendices to RFP – Technical Proposal Form - Form 1G and Form 1H).
(xi) Proof of a Joint Venture or Consortium such as a Joint Venture
Agreement. A Letter of Intent to enter into Joint Venture or Consortium is acceptable. In the event that one or more parties terminate its involvement in a Joint Venture or Consortium, the party should notify NIPDEC no later than fourteen (14) days before such termination. Such termination will not relieve any party from its liability. In the event of such termination, NIPDEC reserves the right to terminate any contract awarded to the Joint Venture or Consortium.
(xii) Documents for the Specialist equipment as per attached Specialist
Equipment Specifications:
• Technical specifications;
• Brochures, data sheets, local agent/s;
2.7.2 Cost Proposal
• A fixed lump sum price will be paid by NIPDEC for all of the services
required to be provided by the Contractor. This cost will constitute the
total cost to NIPDEC inclusive of Value Added Tax. All cost will be in
Trinidad and Tobago Dollars (See Section 4 - Appendices to RFP –
Cost Proposal Submission Form - Form 2A).
• Audited Financial Statements for the years 2010, 2011 and 2012, or
management accounts for 2012 if financial statements are unavailable.
A statement from the Proponent’s Bank that the Proponent is
financially viable and has access to or has available, liquid assets, lines
of credit, and other financial means sufficient to meet the construction
cash flow for the contract for a period of four (4) months, taking into
account the Proponent’s commitments to other contracts. Certification
of ability to meet all insurance and bonding requirements, certification
of no debarment, disqualification, default, or early termination from
contracts in the last five (5) years and certification of no commercial
bankruptcy in the last five (5) years of any member of joint venture or
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
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consortium (See Section 4 - Appendices to RFP – Technical Proposal
Form - Form 2B).
• Average Annual Construction Turnover (See Section 4 - Appendices
to RFP – Technical Proposal Form - Form 2C).
• The Cost Proposal should show the cost for each milestone activity
detailed in the Cost Breakdown Schedule (See Section 4 - Appendices
to RFP – Cost Breakdown Schedule - Form 2D).
• The Proponent is required to submit a Cash Drawdown Schedule
detailing the milestone payments required from NIPDEC for the
Services required by this RFP (See Section 4 - Appendices to RFP –
Cost Proposal Form - Form 2E).
• The Proponent should complete the Form of Tender at Section 4
Appendix 1. Proponents shall clearly indicate the Addenda Nos. in the
form. Other forms for submitting the information requested above are
shown in Section 4 - Appendices to RFP - Form 1 (Technical
Proposal) and Form 2 (Cost Proposal).
2.7.3 Proposal Validity
Proposals should remain valid for 150 days after the tender opening.
2.7.4 Tender Security
• The Proponent should furnish as part of its Proposal, a Tender Security
in accordance with this Sub-Clause.
• The Tender Security should be in the amount of TT$ 100,000.00, and
should:
(a) at the Proponent’s option, be a letter of credit, a certified cheque,
or a Bank guarantee from a Banking institution, or a bond issued
by a surety;
(b) be substantially in accordance with the forms of Tender Security
included in the Appendices, or other form approved by NIPDEC
prior to Proposal submission;
(c) be payable promptly upon written demand by NIPDEC in case
the conditions listed in Sub Clause 2.7.4.5. are invoked;
(d) be submitted in its original form; copies will not be accepted;
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
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(e) remain valid for a period of 28 days beyond the validity period
of the Proposal, as extended, if applicable, in accordance with
this RFP;
• Any Proposal not accompanied by a responsive Tender Security will
be rejected by NIPDEC as non-responsive.
• The Tender Security of unsuccessful Proponents will be returned as
promptly as possible upon the successful Proponent’s furnishing of the
Performance Security pursuant to the requirements of this RFP.
• The Tender Security may be forfeited:
(a) if a Proponent withdraws its Proposal during the period of
Tender validity, except as provided in this RFP; or
(b) if the successful Proponent fails to:
(i) sign the Contract in accordance with the requirements of this
RFP;
(ii) furnish a Performance Security in accordance with the
requirements of this RFP.
A. The Tender Security of a Joint Venture or Consortium should be in the
name of the Joint Venture or Consortium that submits the Proposal.
2.8 SUBMISSION, RECEIPT AND OPENING OF PROPOSALS
2.8.1 Submission Requirements
For each Proposal the Proponent should prepare and submit one (1)
original and seven (7) copies one (1) of which should be an electronic
copy of the Proposal. The complete Proposal should be without
alterations. Each Technical Proposal and Cost Proposal should be marked
“Original” or “Copy” as appropriate. If there are any discrepancies
between the original and the copies of the Proposal, the original governs.
The original and all copies of the Proposal should be placed in a sealed
envelope bearing the following identification: (i) “Proposal for Upgrade of
the Trinidad and Tobago Forensic Science Centre (TTFSC) inclusive of
Furniture, Fixtures, and Equipment” and the name of the Proponent. The
envelope should be addressed as follows:
Chairman, Tenders Committee
National Insurance Property Development
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
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Company Limited
56 – 60 St Vincent Street
Port of Spain
and should be deposited by the bearer in the appropriately marked
Proposal box at NIPDEC’s Head Office.
2.8.2 Deadline for Proposal Submission
Proposals should be submitted by 2:00 pm local time on, March 26th,
2014. Proposals are to be submitted in the manner herein set out. No
responsibility will be attached to NIPDEC for premature opening or
failure to open a proposal which is not properly addressed and identified.
2.8.3 Opening of Proposals
NIPDEC will open all Technical Proposals and Cost Proposals at 2:30 pm
on March 26th, 2014 at NIPDEC’s Head Office located at 56 –60 St.
Vincent Street, Port of Spain, Trinidad. Each Proponent may be
represented by one representative when Proposals are being opened.
Representatives will be allowed to attend the proceedings after they show
a photo ID and sign an attendance register. At the time Proposals are
opened, NIPDEC will announce the names of the Proponents and such
other details as NIPDEC considers appropriate. If an acceptable notice of
withdrawal has been received from any Proponent, the Proponent’s
Proposal will not be opened.
2.8.4 Late Proposals
NIPDEC will reject late Proposals. Late Proposals will be returned
unopened to the Proponent.
2.8.5 Proof of Payment of Tender Fee for RFP
A proof of payment for the non-refundable fee for this RFP should be
submitted with the Proposal. Only Proposals submitted in response to this
RFP by Proponents who have paid for and received a copy of this RFP
will be considered.
2.8.6 Delivery by Hand
The Proposal is to be delivered by hand and placed in the box provided for
the purpose located in the Security Booth, NIPDEC’s Head Office, 56 –60
St. Vincent Street, Port of Spain.
2.8.7 Language of Proposal
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
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All Proposals should be in the English Language. The ruling language is
the English Language. All communications should be in the English
Language.
2.8.8 Failure to Provide Information
Failure to provide information which is essential to evaluate a proposal
may result in disqualification of the Proponent.
2.8.9 Signing Proposal
The original and copies of the Proposal should be under the Company seal
and the original signature of the Proponent and should be complete and
include copies of all attachments and required certificates as applicable.
The Proposal should be signed by a Proponent as follows:
a) Sole Proprietorship: Signature of the sole proprietor in the presence
of a witness who will also sign. Insert the words “Sole Proprietor”
under the signature.
b) Partnership: Signature of all partners in the presence of a witness
who will also sign. Insert the word “Partner” under each signature.
c) Corporation: Proposal should be signed and the corporation seal
affixed thereto by duly authorized signing officer(s) of the
corporation in conformity with the by-laws of the corporation in the
presence of a witness who will also sign. Insert the capacity in which
the officer(s) sign under each signature. A copy of the corporation’s
by-laws together with a copy of the resolution of the Board of
Directors authorizing the officers to sign should also be submitted
with the Proposal.
d) Joint Venture or Consortium: All joint ventures or consortia
members who are individuals should sign as indicated under “Sole
Proprietorship” above. All joint ventures or consortia members who
are corporations should execute as indicated under “Corporation”
above.
2.8.10 Joint and Several Liability
Where the Proponent is not a sole proprietorship or single-corporate
entity, any legal liability of the Proponent arising out of this RFP and the
Contract will be joint and several.
2.8.11 Amendment of Proposals before Submission Date
Modification or amendment of Proposals may be made at any time before
the deadline for submission of Proposals as stated in this RFP providing
that they are completed and submitted in the same manner as required for
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
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submission of Proposals. No modifications to a Proposal will be accepted
after the deadline for submission of Proposals.
2.8.12 Interlineations, Alteration or Erasure of Proposal
Any interlineations, alteration or erasure in a Proposal should be initialed
by the authorized signatory or signatures and the witness to the Proposal
as detailed above.
2.8.13 Proponent’s Representation
By submitting its Proposal to NIPDEC, each Proponent represents and
warrants to NIPDEC that the information in its Proposal is accurate and
complete and by presenting its Proposal represents that the Proponent has
read and understood this RFP and that the Proposal is presented in
accordance with the said RFP.
2.8.14 Time Periods
Time, if stated as a number of days, will include Saturdays, Sundays and
holidays.
2.8.15 Misleading or False Information
If NIPDEC determines that a proposal contains false or misleading
information, NIPDEC is entitled to reject that Proposal at any time as
being invalid.
2.8.16 Proposals to be Property of NIPDEC
All Proposals will become the property of NIPDEC when submitted and
will not be returned. However, only the design of the successful Proponent
will be used on this project. Designs of unsuccessful Proponents will not
be used on this or any other projects being managed by NIPDEC.
2.8.17 Required Format for Proposals
• Format
Proposals should be submitted in the format described below and
should contain all the information required by this RFP in the order
indicated below to facilitate comparison and evaluation of the
Proposals. The required format and sequence is as follows:
� Table of Contents listing the individual sections of the Proposal and
their corresponding page numbers.
Section I: Cover Letter signed by the Proponent or the
Principals of each entity included in a Proponent
team
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
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Section II: Certificates as applicable (all valid as at the date of
submission):
• Value Added Tax Clearance Certificate;
• National Insurance Board Compliance Certificate;
• Board of Inland Revenue Clearance Certificate;
Section III: Form of Tender (to be seen at Appendix I) and
Tender Security.
Section IV: Executive Summary being a brief synopsis of the
highlights of the Proposal.
Section V: Detailed Technical Proposal containing all the
information required by this RFP (filled up
Technical Proposal Standard Forms at Appendix II)
and such other information as the Proponent may
deem pertinent in relation to the Services, and
Section VI: Detailed Cost Proposal containing all the
information required by the RFP (filled up Cost
Proposal Standard Forms at Appendix III).
Section VII: Appendices, inclusive of specifications.
Each Proposal should be typewritten, or computer written, using a 12-
point font, on standard 8½” X 11” paper (except for programmes,
charts and drawings), in a binder and accompanied by the cover letter
on the Proponent’s letterhead. The body of the Technical Proposal
should be no more than seventy-five (75) pages in length, excluding
Proposal forms, appendices and exhibits, and should provide all
information requested herein.
• Non-Compliance
If the Proponent’s Proposal does not comply with the required format
as stated in Clause 2.8.17(A) – Format, the Proponent’s Proposal may
be rejected without further consideration. These restrictions are
intended to provide uniformity in the Proponents’ response formats.
• Organization of Proposal
Proposals should be well organized and written in a concise, precise,
clear, complete and legible manner. All Sections and Sub-Sections
should be clearly labeled and paged.
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
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2.9 QUALIFICATION/EVALUATION OF PROPOSALS
2.9.1 Evaluation Committee
The Proposals submitted in response to the RFP will be evaluated by an
Evaluation Committee to be approved by NIPDEC’s Tenders Committee.
2.9.2 Determination of Responsiveness
The Proponent’s responsiveness will be determined as per the Group A
and Group B of the following responsiveness tables:
GROUP A Failure to submit any of the documents in Group A below will render the Proposal
non-responsive and in turn will result in disqualification
# Item Clause Appendix Form
Technical/
Financial
Proposal
1 One (1) original, seven (7) copies; one of which should be an electronic copy of the Proposal.
2.8.1 - - -
2 Completed Form of Tender inclusive of Addenda Nos.
2.7.2 1 -
-
3 Completed Tender Security 2.7.4 2 - Technical
4 Technical Proposal Submission Form 2.7.1 3 1A Technical
5
Completed Applicant’s Information Sheet inclusive of:
• Articles of Incorporation or Documents of
Constitution of legal entity named above,
• Power of Attorney or Signing Authority with
Specimen Signature
• Proponents Representative for Request for
Proposal
2.7.1 3 1B Technical
6 Work Experience of the Firm 2.7.1 3 1C Technical
7 Similar Type of Works including References 2.7.1 3 1D Technical
8 Proponent’s Background and History 2.7.1 3 1F Technical
9 Technical Approach and Methodology, inclusive of Detailed Quality Assurance/Quality Control (QA/QC) Manual and Detailed Health and Safety Manual
2.7.1 3 1G Technical
10
Work Plan, including detailed Gantt chart indicating key tasks, critical path, linkages, and milestone for planning, design and construction services, and material procurement in MS Project 2007 or latest edition.
2.7.1 3 1G Technical
11
Organization and Staffing inclusive of manpower loading chart for all aspects of the assignment, stating the roles, responsibilities, and the level of participation of each key personnel.
2.7.1 3 1G Technical
12 Updated and Signed CV’s of Key Personnel assigned to the 2.7.1 3 1H Technical
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
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GROUP A Failure to submit any of the documents in Group A below will render the Proposal
non-responsive and in turn will result in disqualification
# Item Clause Appendix Form
Technical/
Financial
Proposal
Project.
13
Documents for the Specialist equipment as per attached Specialist Equipment Specifications:
• Technical specifications;
• Brochures, data sheets, local agent/s
2.7.1 - - Technical
14 Proof of Joint Venture or Consortium such as Joint Venture Agreement. A Letter of Intent to enter into Joint Venture or Consortium is acceptable.
2.7.1 - - Technical
GROUP B
Failure to submit any of the documents in Group B below, within five (5) days from when it is
communicated by NIPDEC, will render the Proposal non-responsive and in turn will result in
disqualification
# Item Clause Appendix Form
Technical/
Financial
Proposal
1 Cost Proposal Submission Form 2.7.2 4 2A Financial
2 Financial Capability of the Proponent 2.7.2
4 2B Financial
3 Audited Financial Statements for the years 2010, 2011 and
2012, or management accounts for 2012 if financial
statements are unavailable.
2.7.2 - - Financial
4 Average Annual Construction Turnover
2.7.2 4 2C Financial
5 Cost Breakdown Schedule
2.7.2 4 2D Financial
6 Proposed Cash Drawdown Schedule
2.7.2 4 2E Financial
7
A statement from the Proponent’s Bank that the Proponent is financially viable and has access to or has available, liquid assets, lines of credit, and other financial means sufficient to meet the construction cash flow for the contract for a period of four (4) months, taking into account the Proponent’s
2.7.2 4 2B Financial
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
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GROUP B
Failure to submit any of the documents in Group B below, within five (5) days from when it is
communicated by NIPDEC, will render the Proposal non-responsive and in turn will result in
disqualification
# Item Clause Appendix Form
Technical/
Financial
Proposal
commitments to other contracts.
8 Current Work Load 2.7.1.3 3 1E Financial
9 Description of OSHA Violations, Workers’ Compensation claims or safety claims, and any Statutory approval violations
2.7.1 3 1F Technical
10 Signed Appendix to Tender
3.2.2 - - Technical
11 Value Added Tax Clearance Certificate
2.8.17 - - Technical
12 National Insurance Board Compliance Certificate
2.8.17 - - Technical
13 Board of Inland Revenue Clearance Certificate
2.8.17 - - Technical
Proponents are advised to refer to the Responsiveness Checklists above to
ensure that they are responsive.
If a Proposal does not conform to these requirements or is otherwise not
responsive, the proposal will be rejected by NIPDEC, and would not
subsequently be made responsive whether or not the Proponent correct or
withdraw the non-conforming deviation or reservation.
• In order to facilitate the assessment of the qualification of the
Proponent, each Proponent and each member of a Partnership, Joint
Venture or Consortium wishing to submit a proposal should fill in the
Qualification Questionnaire Forms included in Section 4.0 -
Appendices to RFP – Specimen Form – Forms 1A to 1F.
• Failure to submit completed and signed Qualification Questionnaire/s
will render the Proposal non-responsive.
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
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• Proposals determined to be responsive will be checked for any
material error in computation. Arithmetical errors found will be dealt
with as follows:
(a) Where there is a discrepancy between amounts in figures and in
words, the amount in words will govern; and
(b) Significant arithmetical errors or obvious errors in pricing
discovered in the Proponent’s Cost Proposal will be dealt with as
described herein.
(i) The Proponent will be informed of the amount and nature
of the errors and asked whether or not they wish to stand by
their Tender or withdraw same.
(ii) If the Proponent elects to stand by its Tender, for the
purposes of administering the contract and for interim
payments and the settlements of accounts, an endorsement,
signed by both parties to the contract, will be added to the
contract sum indicating that all rates or prices (excluding
preliminary items, prime cost and provisional sums)
inserted therein by the Proponent are to be considered as
reduced or increased in the same proportion as the
corrected total of priced items exceeds or falls short of the
original total of such items.
(iii) Alternatively, by agreement with the Proponent, the total
net error will be added to or deducted for the total shown
against Preliminaries, so that the contract sum remains the
same, and an endorsement signed by both parties to the
contract will be added to the final accepted cost. If the
Proponent does not accept the corrected amounts, their
Tender will be rejected and the Tender security forfeited.
(iv) Where errors are discovered after acceptance of the Tender,
the errors will be adjusted by either of the foregoing
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
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methods as the Proponent would be deemed to have stood
by their Tender.
(v) The Proponent should not alter or otherwise qualify the text
of the cost breakdown. Any alteration or qualification
made without the written approval of the Employer will be
ignored and the text of the cost breakdown as printed will
be adhered to.
(vi) Where there is a discrepancy between the cost breakdown
and the total amount derived, the cost breakdown as quoted
will govern, unless in the opinion of the Employer there is
an obviously gross misplacement of the decimal point in
the unit rate, in which event the total amount as quoted will
govern and cost breakdown will be corrected.
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
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2.9.3 Qualification Criteria
The Qualification Criteria are as follows:
Criteria Title Description/Requirements Result
A Eligibility of
Proponent
1. Submission of all documentation
required by this RFP, inter alia:
a. Valid VAT, NIS and BIR
Compliance Certificates (as
applicable)
b. Tender Security
c. Completed Form of Tender
Qualified or
Disqualified
B Financial
Qualification
1. Audited Financial Statements for the
years 2010, 2011 and 2012, or
management accounts for 2012 if
financial statements are unavailable.
2. A statement from the Proponent’s
Bank that the Proponent is financially
viable and has access to or has
available, liquid assets, lines of credit,
and other financial means sufficient to
meet the construction cash flow for
the contract for a period of four (4)
months, taking into account the
Proponent’s commitments to other
contracts.
Evaluation will be done
based on the following:
Average annual
turnover :
- at least TT$30M
yearly over the last
three (3) years
(qualified).
- less than TT$30M
yearly over the last
three (3) years
(disqualified).
-Adequate funding
(qualified)
-Inadequate funding
(disqualified)
Only proponents which have passed ALL qualification criteria will be
evaluated.
2.9.4 Evaluation Criteria – Technical/Cost
The Evaluation Committee will undertake the evaluation of the Technical
and Cost Proposals on the basis of their responsiveness to the RFP,
applying the Evaluation criteria and point system specified hereunder.
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
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Criteria Title Description/Requirements Score
Max Min
A Technical Specifications
Documents for the Specialist equipment as per attached Specialist Equipment Specifications:
• Technical specifications;
• Brochures, data sheets, local agent/s
15 9
B Schedule, Method Statement, Q/A-QC & HSE Manuals
1. Methodology 2. Detailed schedule with Critical Path 3. QA/QC Manual 4. Safety Manual
15 9
C Experience of Firm in Firm over the last five (5) years
1. Experience in successful completion of similar projects
2. Completed Projects (indicate whether or not completed on time and within Budget)
15 9
D General Background and Organization including Qualification & Experience of Project Personnel
1. General Organizational Chart and Role definition.
2. Organizational Chart of Project Team and Project Role definition
3. Updated and signed CV’s of each Personnel in the Project Team
4. Equipment Resources 5. Current Workload
25 15
Technical Score (TS) 70 42
E Financial Capability
1. Profitability Ratio = (Net Profit / Turnover) x 100 (2pts)
2. Liquidity Ratio = Current Assets / Current Liabilities (2pts)
3. Indebtedness / Gearing Ratio = Total Liabilities / Total Assets (2pts)
4. Evidence from Financial Institution that proponent has access to credit facilities. (4pts)
10 5
F Cost Proposal
1. Score = (Ca/Cp) * 20 Where Ca is the lowest acceptable cost proposal and Cp is the proponent’s cost proposal for the bid
20 0
Cost Proposal Score (CS) 30 5
Total Score = (TS) + (CS) 100 47
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
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Firms shall attain at least the minimum score in all the categories of the
Technical and Cost Evaluation for their Proposal to be considered.
NIPDEC reserves the right to accept or reject any variation, deviation or
alternative offer. Variations, deviations, alternative offers and other
factors which are in excess of the requirements of the RFP or otherwise
result in the accrual of unsolicited benefits to NIPDEC will not be taken
into account in Proposal evaluation.
2.10 NEGOTIATIONS
• Negotiations with the preferred Proponent will include a discussion of
the Technical Proposal and the Cost Proposal. NIPDEC and the
Preferred Proponent will develop an agreed Final Scope of Services
and final terms to be incorporated in the Contract. During negotiations
NIPDEC will be entitled to open up for negotiations any aspect of the
Preferred Proponent’s Proposal.
• The inability to agree on detailed costs or compensation for the
services or a judgment on the part of NIPDEC that such costs or
compensation are inappropriate or excessive will be sufficient cause
for rejection of the Preferred Proponent’s Proposal and for initiation of
negotiations with the next-ranked Proponent, which follows in the
final order of merit or for abortion of the process.
• Having selected a Proponent on the basis of, among other factors, an
evaluation of proposed key professional staff, NIPDEC expects to
negotiate a contract on the basis of the experts named in the Proposal.
Prior to contract negotiations, NIPDEC will require written assurances
that the experts will actually be available. NIPDEC will not consider
substitutions during contract negotiations unless both parties agree that
undue delay in the selection process makes such substitution
unavoidable or that such changes are critical to meet the objectives of
the assignment. If this is not the case and if it is established that key
professional staff were offered in the Proposal without confirming
their availability, the Preferred Proponent may be disqualified.
2.11 AWARD OF CONTRACT
The Contract will be awarded following successful negotiations with a
preferred Proponent.
The Contractor is expected to commence the services immediately upon
signing of Contract. The Contractor should submit the Performance Bond,
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
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Insurances (Public Liability and Workmen’s Compensation) and
Professional Indemnity Bond/Insurance, updated letter of Guarantee from
Bank, Revised Schedule, and Commitment of Technical Personnel prior to
the signing of Contract.
A Foreign Contractor should be VAT registered within three months of
signing of the Contract.
3.0 EMPLOYER’S REQUIREMENTS
3.1. SERVICES AND DELIVERABLES
3.1.1 Introduction
The services to be performed by the Contractor will include all design,
project management, procurement, pre-construction, construction,
construction supervision, supply and installation of fixed and movable
furniture, fixtures and equipment, and post-construction services. The
Contractor will provide comprehensive administration and management of
all aspects of the project inclusive of design and construction and will
work with NIPDEC towards the successful completion of the project on
schedule, at or below budgeted costs, meeting or exceeding standards
stipulated in this RFP and the Contract and in adherence to codes and
standards required by statutory and regulatory authorities.
3.1.2 Services and Deliverables (where applicable)
The services required include, but are not limited to the following:
a) Provision of all labour, materials, tools and equipment, and services
necessary for design, construction and equipping of the project
described herein, along with other specific tasks as further defined by
this Request for Proposal (RFP) and the Contract.
b) The production of all drawings (in AutoCAD 2010 or latest version)
and calculations – Architectural (inclusive of all 3D renderings),
Civil/Structural Engineering, Mechanical, Electrical Engineering,
Interior Decorating, Landscaping, Site Development, and any other
services as required.
c) Receipt of all statutory approvals (outline and final) – Town and
Country Planning Division (T&CPD), Ministry of Works and
Transports; Water and Sewerage Authority (WASA) Approval, Fire
Services Department Approval, Regional Corporation, Environmental
Management Authority (EMA), Public Health Inspectorate,
Occupational Safety and Health Administration (OSHA), Ministry of
Energy, National Gas Company, National Petroleum Marketing
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Company, Trinidad and Tobago Electricity Commission (T&TEC),
Electrical Inspectorate, Lift Inspectorate and any other necessary
approvals.
d) Submission of a full set of “As Built” drawings, Final Statutory
Approvals, Keys, Spare Materials, Testing and Commissioning
documents, Warranties on equipment operations and Maintenance
Manuals on completion of construction.
e) Provision of Value Engineering, analysis of alternate construction
methods and materials for potential quality, cost and schedule
enhancements. Designs should comply with all relevant building
codes.
f) Maintenance and evaluation of construction documents for
constructability, serviceability, maintainability, potential problems,
ambiguous and omitted information within the project budget.
g) Provision of Bills of Quantities and/or detailed breakdowns for
supporting the Cost Proposal.
h) Development of a project schedule. Activities should be co-ordinated
to accomplish the completion of the project by the earliest date
possible within the stipulated project budget and time frame.
i) Development of a material procurement schedule, and manpower and
equipment utilization schedule, which should be co-ordinated with the
project schedule.
j) Submission to NIPDEC of a detailed progress reports including
updated photographs showing construction progress and updated Gantt
Charts, in order for NIPDEC to advise its Client – the Ministry of
Justice – of the progress of the works. Additional information should
be provided if requested by NIPDEC.
k) Submission of As-Built drawings during the progress of construction,
in Auto CAD 2010 or latest version.
l) Requirements for safety, quality assurance, and schedule adherence.
NIPDEC’s HSE Guide for Contractors is shown as Section 3.2.1.
Annex 2.
m) The Contractor should familiarize himself with the full extent of the
works, which would entail him/her being satisfied with the supply of
material and all local conditions and restrictions that may affect the
works. He should include in his proposal all payments that would be
required for labour and other resources to ensure that the project is
completed according to the agreed schedule.
n) Provision of a detailed Quality Assurance/Quality Control Manual
showing proposed testing agencies.
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o) The Contractor should be readily available to immediately repair to the
satisfaction of NIPDEC, any defects that will arise during the Defects
Notification Period as set forth in the Appendix to Tender.
p) Submission of all documentation contained in items a) to p) above for
records or approval as required.
3.1.3 Project Delivery Method
The Contractor will perform services required by this RFP based on a
fixed lump sum price. The Contractor will commit to a fixed lump sum
price for all design, construction and site development works. The
selection of a Contractor will be based on the evaluation of qualifications
and technical concepts or solutions, costs and scheduling submitted by
Proponents comprising a formal sealed proposal to NIPDEC as outlined in
Section 2.9 - Qualification/Evaluation of Proposals. The Contractor will
be responsible for design, pricing, value engineering and constructability
issues. Proponents are required to examine site topography and soil
conditions in the areas. Proponents should propose preliminary conceptual
designs inclusive of recommended or required building systems,
elevations, areas, floor plans and cross sections in limited detail for further
development by the Contractor.
3.1.4 Project Schedule
NIPDEC intends that the Contractor will begin detailed planning and
design upon award of the Contract. The Contractor as part of his planning
and design services will propose to NIPDEC a strategy for the best
approach for the successful completion of the Upgrade of the TTFSC Post
Mortem Room, inclusive of Furniture Fixtures and Equipment.
3.2. USER’S BRIEF AND CONDITIONS OF CONTRACT
3.2.1 Employer’s Requirements
Annex 1 – Scope of Services
Annex 2 - NIPDEC HSE Guide
3.2.2 Conditions of Contract
Annex 3 - FIDIC 1999 General Conditions Short Form of Contract &
Appendix to Tender
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SECTION 3.2.1 -
EMPLOYER’S REQUIREMENTS
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ANNEX 1 -
SCOPE OF SERVICES
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
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Scope of Works
A. PROJECT DESCRIPTION:
The site is located at the Trinidad and Tobago Forensic Science Centre (TTFSC)
at 17 Barbados Road, Federation Park. The TTFSC, a division of the Ministry of
Justice, began operations at its present location on December 01, 1983.
The Centre which is the national agency responsible for the provision of forensic
pathology and analytical forensic science services is staffed with approximately
seventy (70) persons inclusive of a number of highly skilled professional experts
in various forensic disciplines.
There are currently two post mortem rooms, only one of which is being used.
The works involved in this RFP include, but are not limited to the upgrade of the
following areas inclusive of all preparatory works and supply of equipment and
materials to achieve optimum quality of works:
• Unused Post-Mortem Room
• X-ray room
Since the required works are to be conducted in a highly dynamic and critical
environment, the Works are to be planned and scheduled in a manner that will
cause minimal disturbance and inconvenience to the operations and personnel of
the Centre.
B. DELIVERABLES:
The following are the deliverables required to successfully complete the
Works. All equipment and materials to achieve these deliverables shall be
supplied by the contractor.
Upgrade of the Unused Post-Mortem Room and Entrance (Size:
approximately 60 m2)
1. Upper Floor Slab
• Sealing of floor slab above the post-mortem room.
2. Ceiling
• Replacement of existing suspended ceiling tiles with medical grade ceiling
tiles.
3. Walls
• Sealing of window on upper western wall.
• Removal of wall tiles and replace with seamless vinyl.
• NB - Walls surface must be hard and durable, capable of withstanding
regular washing or hosing down, easy to clean, impervious to liquids and
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resistant to disinfectants. The walls should meet the raised edge of the
coved junction with the floor at a waterproof joint. Corners, doors and
certain areas of walls must be protected against damage from frequent
movement of equipment such as trolleys.
4. Floors
• Resurfacing of terrazzo flooring.
5. VAC & Air Purification System
• Upgrade of the air conditioning, ventilation and air purification system to
ensure both adequate air exchanges per hour and correct directionality and
exhaust of airflow.
• Post mortem rooms should have 100% fresh air exchange with a minimum
of 15 air exchanges/hour and should be at a negative pressure relative to
adjacent passageways and office spaces.
• The temperature should range from 20-24°C
• Refer to ASHRAE standard 170-2008.
6. Doors
• Sealing of all entrance/exit doors to maintain negative air pressure.
• Main Entrance (Southern door) - Installation of automatic sliding door.
Keypad control access to enter room and motion sensor to exit room.
• Sealing of unused door on eastern wall with masonry and seamless vinyl
covering
• NB - Corners, doors and certain areas of walls must be protected against
damage.
7. Lighting
• Supply and installation of adequate recessed overhead lighting
• Supply and installation of overhead surgical light
• NB - Adequate lighting should be provided with higher levels for task
lighting over the work areas. Light fixtures should also be splash proof.
8. Electrical
• Supply and installation of new electrical cabling, outlets, switches and
panel boxes deemed necessary to support proposed refurbishment work.
9. Drainage
• Upgrade of the drainage system.
10. Fire Detection, Alarm and Suppression System
• Supply and installation of Fire detectors, alarm and suppression system
and connection to existing fire detection system.
11. Work Counter A
• Supply and installation of new stainless steel counter tops with stainless
steel double basin laboratory sinks with drain boards, of same size and
similar design to existing units.
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• Installation of three (3) under counter Stainless Steel Cabinets
• Installation of two soft tissue macerators, one to each of the new
laboratory sinks.
• Installation of a vacuum plumbing line with out-flow to existing sewer
system
• Industrial HC elbow taps (hands free) with hand-held nozzle.
NB - Fittings and equipment should be made of robust, impervious, non-
rusting, non-decaying and non-staining materials, which will not
deteriorate under continuous hard use.
12. Work Counter B (See Drawing)
• Supply and installation of stainless steel counter top with single stainless
steel laboratory sink.
• Industrial HC elbow taps (hands free).
• Supply and installation of three (3) under-counter stainless steel drawer
units and two (2) under-counter stainless steel cabinet units
NB - Fittings and equipment should be made of robust, impervious, non-
rusting, non-decaying and non-staining materials, which will not deteriorate
under continuous hard use.
13. Replacement of the cold storage unit facing with equivalent.
14. Supply and installation of an Emergency shower/ Eye wash Station.
15. Supply and installation of a wall-mounted washing hose.
16. Supply and installation of a Grossing Station
17. Exhaust duct/system must be connected to room ventilation system to
facilitate extraction.
18. Supply and installation of one (1) Tankless water heater
19. Supply of two (2) stainless steel adjustable stools
20. Installation of wall-mounted Stainless Steel Shelves – 18”x 4’ x 5 pcs
21. Supply and Installation of a refrigerated Stainless Steel Specimen Storage
Unit.
X-Ray Room (Size: approximately 20 m2)
1. Upper Floor Slab
• Sealing of floor slab above the X-Ray room.
• NB – Sealing material shall contain properties to achieve radiation
shielding or Installation of lead lined material to floor slab to achieve
same.
2. Ceiling
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• Replacement of existing suspended ceiling tiles with medical grade ceiling
tiles.
3. Walls
• Supply and application of two coats of anti-fungal emulsion paint (colour
to be chosen by client)
4. Floors
• Resurfacing of terrazzo flooring.
5. VAC & Air Purification System
• Upgrade of the air conditioning, ventilation and air purification system to
ensure both adequate air exchanges per hour and correct directionality and
exhaust of airflow.
• Post mortem rooms should have 100% fresh air exchange with a minimum
of 15 air exchanges/hour and should be at a negative pressure relative to
adjacent passageways and office spaces.
• The temperature should range from 20-24°C
• Refer to ASHRAE standard 170-2008.
6. Doors
• Installation of Lead Lined door (to achieve radiation shielding) and new
door frame.
7. Lighting
• Installation of adequate recessed overhead lighting
• NB - Adequate lighting should be provided with higher levels for task
lighting over the work areas. Light fixtures should also be splash proof.
8. Electrical
• Installation of new electrical cabling, outlets, switches and panel boxes
deemed necessary to support proposed refurbishment work.
9. Fire Detection, Alarm and Suppression System
• Installation of Fire detector, alarm and suppression system and connection
to existing fire detection system.
10. Shelving
• Supply and installation of medical grade shelving on western wall.
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Equipment Specifications
NB – Equipment and materials that are listed in the Scope of Works but are not
detailed in the list below are to be provided by the Contractor and shall meet all
requirements as stated in the scope of works.
Item Specification
1 Overhead surgical light
Dual ceiling mount Head - 457 mm Dia x 102 mm high Arm – 1,448 mm long Rotations:- Articulating arm vertical movement - ±40 ° travel Articulating arm horizontal movement – approx. 345 ° Articulating arm / Yoke interface - approx. 540 ° Yoke /Lamp head interface - approx. 190 ° Electrical:- Input voltage – 100-240 VAC 5060Hz Power consumption – approx. 60W max LED life – 50,000 hours average Optical:- 36 Inner optics + 6 Outer optics – clear acrylic, multi-source Performance:- Color temperature – 4,300 °K Focal length – 1 meter Central illuminance – 65,000 Lux Dimming – 5 levels Light field diameter (d10) – approx. 9” Light field diameter (d50) – approx. 5” Depth of illumination – approx. 50” Environmental:- Operating Temperature - 5 ° to 40 °C Storage Temperature Range - 5 ° to 45 °C Humidity – 10 to 90% relative humidity
2 Soft tissue macerator
• Grind Chamber - Corrosion Resistant Stainless Steel • Mounting - 3/4" rubber mounting above grinding chamber
isolates sound and eliminates vibration. Mounting is enclosed in chrome plated covers for sanitation and appearance.
• Motor - 5 Hp Induction Motor, 1725 RPM's, totally enclosed to provide protection against outside moisture. Controlled power air flow cools motor for efficiency and longer life. Built-in thermal overload protection.
• Cutting Elements - Stationary and rotating shredding elements made from cast nickel chrome alloy for long life and corrosion resistance, designed for reverse action grinding.
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Item Specification
• Main Bearings - Double-tapered Timken roller bearings provide a shock absorbing cushion.
• Motor Seals - Triple lip seal protects motor from water damage. Secondary spring-loaded oil seal provides double protection against water and loss of grease.
• Finish - All Stainless Steel and Chrome plated. Paint-free for lasting sanitation.
• Power cord
3 Emergency shower/ Eye
wash
Eye/face/body spray head with cover Flow control handle with valve control Hose spray sign ½ inch Male inlet with wall flange 12 ft. Coiled rubber hose Wall mounted bracket
4 Grossing Station
Heavy duty Stainless Steel construction with general dimensions - length (152.4 cm),width (76.2 cm) & height (203.2 cm)
Plumbing fixtures to be hot & cold, of stainless steel, and wrist operated
Station must contain single basin stainless steel sink of dimensions [48 cm length x 36 cm width x 25 cm deep] Plumbing lines must be capable of trade hook-up at installation site
Station must also contain the following:
• Magnetic Tool Bar for retention of instruments when not in use
• Paper towel dispenser
• Removable Polyethylene cutting board (color white) dimensions [58.4 cm Length x 40.6 cm Width x 2cm Thickness]
• Waterproof florescent work light
• Double GFCI electrical 115 - 120V, 60 Hz power outlet
• 25 cm deep overhead shelf
• Leveling screws on all feet
• Stainless Steel Organizer bins (1 Large, 1Medium and 2 Small)
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Item Specification
Grossing Station must be equipped with a factory installed exhaust
duct, fan and vent hood, and capable of being connected into a
backdraft ventilation system for the removal of hazardous fumes and
chemical vapours.
5 Stainless Steel Specimen
Storage
Temperature:- Microprocessor-controlled temperature system Range - 1° to 12°C with ± 3° average stability; adjustable using interior control Exterior mounted LED display with 0.1°C resolution Capacity - 34 cu. ft. Construction:- Gray enamel-coated steel cabinet, stainless-steel interior Hinged glass door for easy access and visual inventory control Four adjustable epoxy-coated steel-wire shelves CFC-free refrigerant and polyurethane insulation Interior fluorescent lighting with exterior switch Keyed ON/OFF power switch Adjustable legs to level system 115V/60Hz.
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Forensic Science Centre
Forensic Science Centre
Refurbishment of Post Mortem Room
11/13 SL
04/02/14 meters
3.810
0.95
6
5.87
4
0.956
5.87
4
4.326
3.96
9
Layout of Proposed Refurbishmentfor old Post-mortem Room
vii
5.87
43.
496
6.35
0
2.540
3.28
0 Body Cold Store X-Ray Room
0.956
1.59
1GrossingStation
9.100
5.874
0.635
0.95
3
0.95
2
0.476
0.79
4
0.476
0.76
6
0.476
0.76
6
0.953
0.76
6
3.846
Work Counter B
Wor
kCo
unte
r A
Under-counter cabinets& Drawer units
Elevation for Work Counter A
Elevation for Work Counter B
0.551
1.60
0
EmergencyShower &Eyebath
Shel
ving
Elevation for Shelving in X-Ray Room
Macerators
6.278
2.95
0
0.953
National Insurance Property Development Company Ltd.
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ANNEX 2 -
NIPDEC HSE GUIDE
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NATIONALINSURANCE PROPERTY DEVELOPMENT COMPANY LIMITED
CONTRACTOR SAFETY MANAGEMENT
HSE GUIDE FOR CONTRACTORS
1.0 INTRODUCTION
1.1 SCOPE:
The purpose of this document is to provide information to Contractors as it relates
to NIPDEC’s HSE process for contractors’ selection and management of
contracts. It is intended to be used solely as a guide and does not replace any
information contained in any tender or contract documentation.
NIPDEC’s obligation under OSHA, (Occupational Safety and Health Act 2004) is
to ensure that its Employees and Contractors undertake their work safely. To
accomplish this, NIPDEC and Contractors should ensure that risks from identified
hazards are controlled to an acceptable level which will not cause injury. This
includes: -
� The design and implementation of systems of safe work.
� Undertaking hazard identification and risk control activities.
� Providing proper equipment and safe use of substances.
� Providing adequate instructions, training, and supervision.
2.0 CONTRACTOR SAFETY
The aim of the Contractor Safety Guideline is to provide a practical and relevant
HSE system for NIPDEC’s staff overseeing the work of Contractors; to integrate
health and safety requirements into contractor management and to fulfill
NIPDEC’s health and safety obligations to its contractors.
Other than the information contained in this Guide, all Contractors are required to
attend a NIPDEC HSE Project Induction, prior to commencement of a contract.
Inductions will be arranged and delivered by the Health and Safety Officer in co-
ordination with the Projects Department.
Any Contractors, Employees or Sub-contractors who are employed after the
initial induction are to be inducted by the principal Contractor. Records of such
inductions are to be generated and forwarded to NIPDEC’s HSE Department.
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3.0 RESPONSIBILITIES
3.1 NIPDEC’s PROJECT MANAGERS/ SUPERVISORS
Project Managers/Supervisors will be responsible for ensuring that the particulars
contained within these guidelines are implemented when engaging the services of
Contractors. Specifically, Managers/Supervisors are responsible for:
� assessing the competence of Contractors to meet OSHA specifications.
� Ensuring that Contractors engaged by NIPDEC are aware of any health and
safety hazards that may exist in their working areas.
� Ensuring that Contractors work safely and complete the work as specified in the
Contract and Safe Work Method Statement.
� Monitor the progress of the contracted work, and should the Contractor deviate
from the safety standards required, take steps to remedy the situation.
3.2 CONTRACTORS (INCLUDING SUB-CONTRACTORS)
� Contractors should ensure NIPDEC’s induction training is undertaken by their
employees or any other agents of the said Contractor entering the project site.
� Prepare, implement, update and make available HSE management plans.
� Ensure that any Sub-contractor provides a written Safe Work Method Statement
(Job Safety Analysis) before commencing work.
� Direct and monitor compliance with applicable legislation and any Safe Method
Statement (Job Safety Analysis) or procedures
� Keep a register of, and other records in relation to all hazardous substances on
site.
� Communicate any major HSE issues as they arise.
4.0 HEALTH AND SAFETY PLAN
4.1 CONTRACT MANAGEMENT
Regardless of the status of the Contractor’s Health Safety and Environmental
Management System, the successful Contractor is required to complete a Contract
Health and Safety Plan or agreed equivalent, to the satisfaction of NIPDEC.
The Health and Safety Plan is an agreed approach to managing the safety aspects
of the Contract works and forms the basis for ongoing inspections and actions
arising from non-conformances with the Plan.
4.2 SITE INSPECTIONS AND NON-CONFORMANCES
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Depending on the nature and duration of the contract works, random inspections
may be carried out by NIPDEC. Any non-conformances or risks identified during
site inspections are to be rectified by the Contractor.
Significant or repeated non-conformances will be recorded and may affect the
evaluation of contractor performance that will be completed at the end of the
contract.
Repeated significant non-conformances may result in other action consistent with the
terms of the contract.
4.3 INCIDENT NOTIFICATION AND INVESTIGATION
Any incident which results in injury to a Contractor’s personnel should be
reported to NIPDEC’s on site Manager/Supervisor within 24 hours of the
incident.
Any injury which is serious in nature, for example requiring medical attention,
should be reported immediately for First Aid, and preservation of the scene, if
necessary.
5.0 SERIOUS INCIDENTS
In the event of a serious incident, NIPDEC’s Site Manager should be informed
immediately and the scene of the incident preserved.
Any injury which is serious in nature, e.g. requiring medical attention is to be
reported immediately.
Serious incidents are not confined to, but are inclusive of the undermentioned,
occurring at, or in relation to, the place of work.
� which resulted in a person being killed;
� amputation of a limb;
� the placing of a person on a life-support system;
� any event or circumstance listed below that presents an immediate threat to
life:
� The loss of consciousness of a person caused by physical force exposure to
hazardous substances, electric shock or lack of oxygen;
� major damage to equipment, building or structure;
� an uncontrolled explosion or fire;
� an uncontrolled escape of gas, dangerous goods or steam;
� a spill or incident resulting in exposure to a notifiable or prohibited
carcinogenic substance;
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� entrapment of a person;
� serious burns to a person;
6.0 FIRST AID
The Contractor is expected to make arrangements for appropriate first aid
resources for the duration of the contract works.
This may be achieved by completing a First Aid Risk Assessment relevant to the
Contract works under consideration, or by producing evidence of an existing First
Aid Assessment that covers the scope of the contract.
7.0 EVALUATION OF CONTRACTOR PERFORMANCE
Contractor HSE performance will be evaluated on completion of contract, and
may form part of the evaluation process for future tenders.
8.0 SPECIFIC HSE HAZARDS AND NIPDEC’S EXPECTATIONS
The following is a listing of some of the common hazards that may be
associated with NIPDEC’s Contract works. The listing is not exhaustive
and contractors will be expected to complete their own risk assessment
process.
Contractors are also expected to work in accordance with relevant Safety
Legislation, Codes of practice and acceptable standards.
For all hazards, guidance from NIPDEC’s Safety Department may be
requested.
1) CONFINED SPACE ENTRY
Confined spaces include any space which is not intended for permanent or
ongoing occupancy, that has restricted means of access, and that contain
or may contain a hazardous atmosphere, or are of some other hazardous
nature.
Confined spaces are dangerous places and require particular risk control
measures, including completion and issue of a “Permit to Work”
certificate.
Only trained and competent personnel are to be involved in confined space
entry work.
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For NIPDEC contracts a “Confined Space Entry” course should have been
completed within the previous 12 months. Contractors may access this
Program from NIPDEC’s HSE Department.
2) CHEMICALS
Contractors should have a current Register of Material Safety Data Sheets
relevant to chemicals used at that particular site, located at, and made
available to all staff at those contract sites, including access to Sub-
contractor personnel.
Chemicals used should have been assessed as possessing the lowest risk in
order to undertake the task required. All Employees and Sub-contractors
are to be informed of the hazards associated with the chemicals used, and
their safe use requirements.
Chemical containers are to be appropriately labelled and stored at all
times. New chemicals to be brought on site should first be subject to a risk
assessment.
Material Safety Data Sheets (MSDS) are to be located in the chemical
register and all employees informed of Safety requirements prior to use.
3) ELECTRICAL EQUIPMENT & POWER TOOLS
All Electrical equipment should be tested and deemed satisfactory for the
purposes intended.
Residual current devices (Ground Floor Circuit Interrupters – GFCI’s) are
to be used when required.
Electrical leads are to be elevated above ground level where wet ground or
other hazards exists.
4) LIFTING EQUIPMENT
All lifting equipment used in connection with NIPDEC’s contract work,
should have been inspected as evidenced by certification.
Any equipment found to be outside of test date duration will be removed
from the worksite and replaced with a serviceable alternative.
5) MANUAL HANDLING
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Contractors are to ensure that manual handling is minimized. Where heavy
items (e.g. 40kg and above) that are unstable/difficult to hold etc, a
manual handling risk assessment is to be completed and/or mechanical
assistance provided.
Tasks involving periods of sustained awkward posture or repetitive
movements for more often than 30 minutes at a time, or 2 hrs beyond a
shift are classified as hazardous manual handling tasks, and are also
subject to a risk assessment, and appropriate risk control measures.
6) PLANT AND EQUIPMENT
All plant and equipment should be serviceable for the purposes intended.
All Operators are to have appropriate licenses or competencies.
All equipment should be inspected on a daily basis prior to
commencement of work and maintained in good condition.
Any equipment found not to be in a safe working condition will be
removed from the site and replaced accoedingly.
7) PERSONAL PROTECTIVE EQUIPMENT
Personal protective equipment (PPE) is to be individually issued and
maintained in good working condition, and fit for purpose.
Helmets are to be cared for and should be replaced in instances of
excessive wear and tear, and not exceeding 3 years use.
PPE not of sound working condition will be replaced by the Contractor.
8) PUBLIC SAFETY
Public safety is of paramount concern to NIPDEC. All machinery should
be left in a safe place and condition, to ensure prevention of a hazard to
the public.
No trenches or openings are to be left unattended. All works are to be
appropriately barricaded and adequate measures undertaken to prevent
unauthorized access to any work site.
9) TRAFFIC MANAGEMENT
NIPDEC mandates that for any work on roads, appropriate traffic
management control measures are to be instituted.
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A traffic management plan should be provided by the Contractor if the
project requires same, and appropriate traffic control signage deployed
where applicable.
10) TRENCHING AND EXCAVATIONS
Before commencing any excavation, an underground survey or assessment
should be acquired of the area. All trenches based on magnitude, should be
shored, sloped or benched to protect against collapse.
No machinery is to be parked or operated alongside a trench.
No trenches are to be left in such a manner which may pose risks to
persons.
11) WORKING AT HEIGHTS
Contractors should provide adequate protection to employees against falls
from heights.
Once working at height 6 feet and above, all employees should wear ‘full-
bodied’ harnesses. Harnesses and shock-absorbent lines are to be checked
daily before use.
All scaffolds are to be erected by a qualified person. Ladders may only be
used as a means of access/egress, and should be properly checked and
tested before use.
12) WORKING NEAR POWER LINES
Working in close proximity to power lines poses the danger of
electrocution in the event of coming in contact with the lines, or by being
close enough to cause an arc to occur. (“Remember electricity can jump
15’”).
Planning the job and inspecting the site before work is very important.
Using proper protective equipment to prevent shock and following proper
procedures are of dire importance.
Machinery working near or under power lines should be properly and
expertly supervised. The Operator has to be extremely careful and not
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come into contact with any overhead lines. The services of a Banksman
may be an option for this type of operation.
9.0 CONTRACTOR PERFORMANCE MONITORING
During the implementation of any contract, the Project Manager in co-ordination
with the Health and Safety Officer will monitor HSE performance by:
� Ensuring regular site inspections are conducted with the Contractor;
� Advising the Contractor on newly identified hazards and risks;
� Monitoring and following up on corrective actions where non-conformances
are identified;
� Reviewing accident and incident reports inclusive of complaints;
� Regular meetings with the contractor and record any HSE performance issues.
10.0 HSE LEGISLATIVE COMPLIANCE
All Contractors and Sub-contractors are to maintain a safe workplace by
complying with the Occupational Safety and Health Act 2004.
All Contractors and Sub-contractors working for NIPDEC are obligated to:
� Ensuring their own health and safety;
� Not placing any other person at risk;
� Not interfering with or misusing anything provided for safety in the workplace;
� Using necessary Personal Protective Equipment (PPE);
� Complying with instructions given for safety and health at the workplace;
� Reporting all injuries to NIPDEC on a timely basis
11.0 ALCOHOL AND OTHER DRUGS
The risk level related to hazards at any workplace may be significantly increased
by alcohol and other drugs. Contractors and Sub-contractors are required to
ensure persons affected by alcohol or other drugs are not permitted to carry out
work for NIPDEC. The consumption of alcohol or other drugs is not permitted on
NIPDEC sites. Random drug testing at all NIPDEC sites will always be an option
once deemed necessary.
12.0 HOT WORK
Hot work including welding, thermal or oxygen cutting or heating and other
related heat or spark producing operations, are not to take place in any area
without a “Hot Work Permit”. Hot Work permits are to be requested by the
Contractor and endorsed by the Project Manager or Health and Safety Officer.
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Contractors and Sub-contractors should comply with NIPDEC’s Hot Work Permit
and it’s their responsibility to ensure total adherence.
Appropriate PPE, for example aprons, leather sleeves, gauntlet gloves, eye
protection, welding spats (or flame proof overalls) is the appropriate wear. All
welding leads and equipment should be inspected regularly and maintained in
good condition.
13.0 RUBBISH AND HAZARDOUS WASTE
Contractors are to properly dispose of all rubbish from site on a timely basis.
General housekeeping is of utmost importance at all times and minimizes risks.
Contaminated rubbish, including hazardous waste, is to be disposed of in
accordance with Environmental laws and statutory requirements.
14.0 EMERGENCY EVACUATION PROCEDURES
Emergency evacuation procedures are of prime importance and should be in place
at all NIPDEC Projects.
Emergency evacuation procedures will be site specific and should be adhered to,
enforced and adopted on all NIPDEC sites.
Evacuation procedures will be initiated by an alarm, upon which all personnel
will:
� Stop all work and leave immediately in an orderly manner;
� proceed to the shoulder point or assembly area until otherwise;
� Do not re-enter site until advised to do so.
15.0 NON-COMPLIANCE
During the execution of a contract, should a Contractor be found in breach of
HSE requirements, all works with regard to that activity will be suspended. The
Contractor will be alerted to the matter in writing by NIPDEC’s HSE Department
in co-ordination with the Project Manager. Work cannot recommence until
NIPDEC’s HSE Department in co-ordination with the Project Manager, are
satisfied that adequate risk controls are in place to avoid risk of injury.
Examples of HSE breaches may include non-compliance with OSHA Act 2004,
not observing controls as stipulated in Job Safety Analysis or Method Statements,
Poor HSE performance, including one-off instances or continuous breaches of
HSE requirements.
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SECTION 3.2.2 -
CONDITIONS OF CONTRACT
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ANNEX 3 -
FIDIC 1999 GENERAL CONDITIONS SHORT FORM OF CONTRACT
AND APPENDIX TO TENDER
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GENERAL CONDITIONS OF CONTRACTS
1. General Provisions
2. The Employer
3. Employer’s Representative
4. The Contractor
5. Design by Contractor
6. Employer’s Liabilities
7. Time for Completion
8. Taking - Over
9. Remedying Defects
10. Variations and Claims
11. Contract Price and Payment
12. Default
13. Risk and Responsibility
14. Insurance
15. Resolution of Disputes
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APPENDIX TO TENDER
With the exception of the items for which the Employers requirements have been
inserted, the following information must be completed before the Tender is submitted.
The Proponent must sign the signature page at the end of the Appendix to Tender
Section.
Item Sub-Clause Entry Employer’s Name and Address…….
1.1.4……. National Insurance Property Development Company Limited (NIPDEC). 56-60 St. Vincent Street Port-of-Spain.
Contractor’s name and address……..
1.1.5……. ................................................. ................................................. .................................................
Time for Completion of the Works…
1.1.9………….... 3 months upon issuance of Letter to Proceed.
Governing Law…………………….
1.4………………. Laws of the Republic of Trinidad & Tobago.
Language……… 1.5………………. English.
Provision of Site…….. 2.1………………. Immediately upon issuance of Site Possession Letter.
Authorized Person…. 3.1………………. Contractor to be notified upon issuance of Letter of Award
Performance Security…..
4.4……………… 10% of the Vat Inclusive Accepted Contract Amount, in Trinidad and Tobago Dollars.
Requirement for Contractor’s Design….
5.1…………… N.A.
Programme 7.2…………….. Within seven (7) days of Award
Form of Programme 7.2…………….. Microsoft Project ® 2007 or latest
Period for notifying defects…………
9.1 & 11.15………………
Ninety (90) days from the date stated in the notice under Sub-Clause 8.2
Percentage retention………………
11.3 & 11.7………………
10% on each payment up to a maximum of 5% of the Contract Sum
Currency of Payment….
11.8……………… Trinidad and Tobago Dollars only
Insurances…………………………..
14.1……………… Five (5) days after the date of signing the contract and before the commencement of the
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Item Sub-Clause Entry (a) Evidence of
insurance………….
(b) Relevant policies………….
(c) Minimum of third party insurance………………….
works. Five (5) days after the date of signing the contract and before the commencement of the works. One hundred thousand Trinidad and Tobago dollars (TT$100,000.00) per occurrence with the number of occurrences unlimited.
Mediator……………
15.3………………
Dispute Resolution Center.
…………………………………………………………. (Signature of Proponent)
………………………………….. …..…………………. (Name of Signatory)
Block Letters
…………………………………………………………. (Name of Company)
…………………………………………………………… (Address in full)
…………………………………………………………….
…………………………………………………………….
………….………………………………………………….
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3.3 POST AWARD REQUIREMENTS 3.3.1 Performance Bonds
The successful firm will be required to provide an open ended
Performance Bond equivalent to the sum of ten percent (10%) of the
contract sum (VAT Inclusive) within fourteen (14) days of the date of the
Letter of Acceptance as a guarantee for the proper performance of the
contract. This surety should be provided as specified in the Letter of
Invitation. Release of the Performance Bond will be authorized upon
satisfactory completion of the contract.
NIPDEC’s criteria for the acceptance of Banks and Insurance Companies
which provide surety for bonds to Firms are as follows:
a) With respect to banks, bonds would be accepted where shareholders
equity is at least TT$10 Million Dollars.
b) For Insurance Companies, paid up capital plus free reserves should be
at least TT$30 Million and certification by the Supervisor of Insurance
of the Company’s capacity to issue the bond and that the requisite re-
insurance is in place.
3.3.2 Professional Indemnity Insurance
The firm is required to provide Professional Indemnity Insurance, which
should cover the risk of professional negligence in the Design of the
Works. This insurance should be for a limit of not less than $ 5 Million
per single occurrence, with the number of occurrences unlimited.
1.3.3 Advance Payment
The Advance Payment and Installment to Advance Payment is as per
Section 3.0 – Annex 3 - Appendix to Tender.
1.3.4 Contractor’s Submittals during construction phase (As applicable)
• Construction Drawings
Mandatory material and equipment schedules and details may be
indicated either on the drawings or in the specifications, at the option
of the Contractor. The construction drawings should include, but not
limited to, a coordinated set of the following:
a) Civil engineering drawings including asbestos management plan,
demolition plans, effluent system plans, site development plans,
paving plans, utility plans, schedules, calculations and details.
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b) Structural drawings including foundation plans, framing plans
schedules and details, general notes and all calculations.
c) Architectural drawings including floor plans, building elevations,
building sections, wall sections, reflected ceiling plans, stair
details, toilet and bath details, door schedules and details, window
schedules and details, room finish schedules, auto transport and
other details.
d) Fire protection drawings including floor and roof plans, riser
diagrams, equipment schedules and details, including general notes
and all related calculations.
e) Plumbing drawings for water supply, waste water, including all
floor and roof plans, riser diagrams, equipment schedules,
plumbing fixtures schedules and details, general notes and all
related calculations.
f) Electrical drawings including site infrastructure floor and roof
plans (power, lighting and other systems), line diagrams, panel
schedules, equipment schedules, light fixture schedules,
calculations and details.
g) Equipment, Mechanical and HVAC drawings including all relevant
details.
h) Landscaping plans.
i) Signage (Internal and External).
j) Any other drawings required to fully and properly describe the
Works to be executed.
• Construction Specifications
Project specifications should include specifications for all products,
material, equipment, methods, and systems shown on the construction
drawings in accordance with standard professional practice and the
Contract documents. The specification submitted for review should
include:
a) The name of the manufacturer, the product name, model number,
country manufactured, and other identification as appropriate to
clearly and uniquely identify the product that will be used in the
construction of the project.
b) Other data as appropriate to clearly and uniquely identify the
product that will be used in the construction of the project i.e.
fabrication drawings, shop drawings, installation drawings, product
data, and samples as required by the Contract documents, and;
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c) The required stamp of the licensed/registered Architect or Engineer
of Trinidad and Tobago will be considered as certification of
compliance with the RFP and Contract requirements.
• Design Requirements (Compliance with codes and standards)
Project design should be in compliance with the following applicable
codes and standards:
a) International Code Council (ICC) Codes and Standards
b) British Standards (BS)
c) American Concrete Institute (ACI) Codes
d) Trinidad and Tobago Bureau of Standards (TTBS)
e) Trinidad and Tobago Small Building Code
f) American Society for Testing and Materials (ASTM)
g) American Society for Heat Refrigeration Air Conditioning
Engineers (ASHRAE)
h) Caribbean Uniform Building Code (CUBIC)
i) Underwriters Laboratories (UL)
j) Institute of Electrical and Electronics Engineers (IEEE)
k) Occupational Safety and Health Standards (OSH)
l) Sound Systems for Emergency Purposes (BS EN 60849)
m) American National Standards Institute (ANSI)
n) Air-Conditioning and Refrigeration Institute (ARI)
o) Other
The Contractor should consider all requirements (other than procedural
requirements) of:
(i) Zoning laws.
(ii) Environment and erosion control regulation including guidelines
established by the Environmental Management Authority
(EMA).
(iii) Laws relating to landscaping, open space, minimum distance of a
building from the property line, maximum height of a building,
historic preservation, and aesthetic qualities of a building.
(iv) The Contractor should consult with appropriate officials of the
Town and Country Planning Division, WASA, T&TEC, Fire
Authority, OSHA, Ministry of Works, and other agencies
required for approval coordination of these works, before and
during the construction period in accordance with the customary
schedule of inspections in the locality of the building
construction. The Contractor is to ensure that all Outline and
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Final Statutory Approvals are received before and after
construction.
(v) The Contractor should provide prompt, written notification to
NIPDEC concerning conflicts with, or recommended deviations
from codes, laws, regulations, standards, and opinions of review
officials as described above. No work altering the scope of this
contract should be undertaken prior to receipt of written approval
from NIPDEC.
(vi) Pesticides and Toxic Act of 1979.
• Quality Assurance/Quality Control
a) To reduce design errors and omissions, the Contractor should
develop and execute a QA/QC manual that demonstrates that the
project plans and specifications have gone through a rigorous,
thorough review and coordination effort.
b) Approval should be obtained from NIPDEC for independent
Testing Agencies for:
(i) Materials – concrete, steel, aggregates, soil, asphalt. Agencies
should be accredited by established laboratories.
c) Approval should be obtained from NIPDEC for:
(i) Sub-contractors
(ii) Fixed Equipment
(iii)Finishes
d) Within one (1) week of signing of Contract, the Contractor will
submit a detailed QA/QC manual describing each QA/QC task that
will be undertaken during the Construction period and the name of
the Contractor’s Team member responsible for QA/QC.
e) Upon its completion each task should be initialed and dated by the
responsible Contractor’s Team Member.
f) A 100% completed QA/QC manual should be submitted with the
final construction document submission package.
• Other submittals –
The Contractor should submit test results, certificates, updated
detailed Gantt chart with critical path, manufacturer’s instructions,
manufacturer’s field reports etc. as required by the Contract
documents. The project record drawing will be available for review
by NIPDEC at all times.
Shop drawings and submittals – The Contractor should submit
reviewed shop drawings, detail drawings, schedules, descriptive
literature and samples, testing laboratory reports, field test data and
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review the colour, texture and suitability of materials for
conformity with the Contract documents and construction
documents. The Contractor will recommend approval, disapproval
or other suitable disposition to NIPDEC. NIPDEC will have final
approval authority. The Contractor will evaluate the submittals
with reference to any companion submittal that constitutes a
system. When necessary, the Contractor will submit related
components of a system before acting on a single component.
Should this procedure be inappropriate, the Contractor should
review all prior submittals for related components of the system
before acting on a single component. The Contractor may be
required to hold joint reviews with NIPDEC. The Contractor
should notify NIPDEC in writing of any and all deviations from the
requirements of the construction documents that he has found in
the submittals.
3.3.8 Project Close Out
The Contractor should comply with the requirements for submission of
final contractual as-built drawings, manuals and other documents or items
as NIPDEC will require. Required as-built drawings and specifications
should be submitted in the same format required for the construction
documents.
The Contractor should undertake and submit to NIPDEC full statutory
approvals from agencies/authorities as required.
The Contractor should provide training to the Client body as required.
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SECTION 4 - APPENDICES TO RFP*
SPECIMEN FORMS
Appendix 01 – Form of Tender
Appendix 02 – Tender Security Form
Appendix 03 – Technical Proposal Form (Form 1)
Appendix 04 – Cost Proposal Form (Form 2)
*ALL FORMS ARE TO BE FILLED OUT AND RETURNED AS
PART OF THE PROPOSAL
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APPENDIX 1
FORM OF TENDER
(NOTE: THE APPENDIX HEREIN FORMS PART OF THE TENDER)
Tender of: …………………………………………………………………….
…………………………………………………………………….
For the Works – Upgrade of TTFSC Post Mortem Room, inclusive of Furniture, Fixtures and
Equipment,
To: The Tenders Committee
National Insurance Property Development Co Ltd
56-60 St Vincent Street
PORT OF SPAIN
Sir,
1. Having examined the Request for Proposal of the above named Works and having, also,
inspected the site/s of the Works, we offer to perform the said Works in full conformity
with the said Request For Proposal for the sum of
________________________________________________________________________
( $ ) Dollars inclusive of Value Added Tax (where applicable)
or such sum as may be ascertained in accordance with FIDIC 1999 Short Form of
Contract.
2. We agree to do any extra work, which may be ordered by the Employer, and to accept
full compensation therefore at such prices as may be agreed upon in writing by the
Employer and us in accordance with the FIDIC 1999 Short Form of Contract.
3. If our Proposal is accepted, we will within fourteen (14) days from the date of “Letter of
Award of Contract," execute the Agreement and furnish to the Employer a satisfactory
General Liability and Workmen Compensation Insurance and a Registered
Performance Security to the value of ten percent 10%) of the VAT Inclusive Tender
Sum in Trinidad and Tobago Dollars guaranteeing the faithful performance of the Works
as per the Tender Documents.
4. We further agree to commence the Works within the time specified in the Terms of
Reference and to execute the said Works in such a manner as to complete them within the
time limit set forth in the Request for Proposal, failing which, liquidated damages shall be
paid by us to the Employer at the rate specified in the Request for Proposal, until the
Works shall have been completed as per the requirements of the Contract Documents.
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5. This Tender is submitted without collusion with any other Proponents. We have
exercised our own judgment regarding the information required to prepare and submit
this Tender and have utilized all the data which we believe pertinent from the Employer
and other sources in arriving at our conclusions.
6. We agree to abide by this Tender for a period of one hundred and fifty (150) calendar
days from the date fixed for receiving the same, and it shall remain binding upon us and
may be accepted at any time before expiration of that period.
7. We understand that you are not bound to accept the lowest or any Tender you may
receive.
8. The Works as per Terms of Reference will be completed within three (3) months
inclusive of weekends and public holidays after the Notice to Commence.
We are,
Sir,
Yours faithfully,
…………………………………………………………. (Signature of Proponent)*
………………………………………..…………………. (Name of Signatory)
Block Letters
…………………………………………………………. (Name of Company)
…………………………………………………………………….. (Address in full)
………………………………………………………….
* Note In case of a Tender by a Firm or Company, the signature of a person fully authorized by the Firm or Company
to sign on behalf of the Firm or Company.
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APPENDIX 2
TENDER SECURITY FORM
(Applicable when the Tender Security is in the form of a Bond or Guarantee)
Brief description of Contract: _______________________________________________
Name and address of Beneficiary ____________________________________________
(whom the tender documents define as the Employer).
We have been informed that _________________ (hereinafter called the “Principal”) is
submitting an offer for such Contract in response to your invitation, and that the
conditions of your invitation (the “conditions of invitation”, which are set out in the
document entitled instructions to Tenderers) require his offer to be supported by a tender
security.
At the request of the Principal, we (name of bank) ____________________________
hereby irrevocably undertake to pay you, the Beneficiary / Employer, any sum of sums
not exceeding in total the amount of __________________________
(say:_________________) upon receipt by us of your demand in writing and your
written statement (in the demand) stating that:
a. the Principal has, without your agreement, withdrawn his offer after the latest time
specified for its submission and before the expiry of its period of validity, or
b. the principal has refused to accept the correction of errors in his offer in accordance
with such conditions of invitation, or
c. you awarded the Contract to the Principal and he has failed to comply with sub-
clause 1.6 of the conditions of the Contract or
d. you awarded the Contract to the Principal and he has failed to comply with sub-
clause 4.2 of the conditions of the Contract.
Any demand for payment should contain your signatures (s) which should be
authenticated by your bankers or by a notary public. The authenticated demand and
statement should be received by us at this office on or before (the date 28 days beyond
the validity period of the Proposal) __________________, when this guarantee shall
expire and shall be returned to us.
This guarantee is subject to the Uniform Rules for Demand Guarantees, published as
number 458 by the International Chamber of Commerce, except as stated above.
Date:____________________________
Signature(s)___________________________________
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APPENDIX 3
TECHNICAL PROPOSAL (FORM 1)
STANDARD FORMS
1A. Technical Proposal Submission Form
1B. Applicant Information Sheet
1C. Work Experience of Firm
1D. Similar Type of Works in the Last Five (5) Years Including References
1E. Current Workload
1F. Proponent’s Background and History
1G. Methodology, Work Plan, Organization and Staffing
1H. Curricula Vitae of Proposed Professional Staff
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Form 1A.
Technical Proposal Submission Form
(To be filled out and returned as part of the Proposal)
To: The Tenders Committee
National Insurance Property Development Company Limited
56-60 St Vincent Street
PORT OF SPAIN
Date:
Dear Sir:
We, the undersigned, offer to provide the Upgrade of TTFSC Post Mortem Room,
inclusive of Furniture, Fixtures and Equipment, in accordance with your Request for
Proposals dated ____________________.
We hereby submit our Proposal which includes a Technical Proposal and a Cost Proposal
sealed under a single envelope.
If negotiations are held during the validity period of the Proposal, we undertake to
negotiate on the basis of the proposed key professional personnel we have named. Our
Proposal is binding upon us and subject to the modifications resulting from contract
negotiations.
We understand you are not bound to accept any Proposal you receive.
We remain,
Yours sincerely,
______________________________ ____________________________
Authorized Signature Title of Signatory:
______________________________
NAME IN BLOCK LETTERS
Name of Proponent: ____________________________________________
(BLOCK LETTERS)
Address of Proponent: ____________________________________________
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Form 1B.
Applicant Information Sheet in accordance with Section 2.7.1.2.2
(To be filled out and returned as part of the Proposal)
Date: _____________________
Page _______ of _______ pages
Proponent’s Legal Name:
Sole Proprietorship Partnership Corporation Joint Venture or Consortium
Year of constitution:
Legal address in country of constitution:
Authorized representative for RFP:
Name:
Address:
Telephone/Fax numbers:
E-mail Address:
Attached are copies of original documents of:
1. Articles of Incorporation or Documents of Constitution of legal entity named above,
2. Power of Attorney or Signing Authority of the Authorized Representative with Specimen Signature
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Form 1C.
Work Experience of the Firm in accordance with Section 2.7.1.2.3
(To be filled out and returned as part of the Proposal)
Name of Proponent: ____________________________ Date: _____________________
Page _______ of _______ pages
Starting
Month /
Year
Ending
Month /
Year
Years Contract Identification
Role of Applicant
______
______
Contract name:
Brief Description of the Works performed by the Applicant:
Construction Cost in TT$:
Name of Contracting Entity:
Address:
______________
______
______
Contract name:
Brief Description of the Works performed by the Applicant:
Construction Cost in TT$:
Name of Contracting Entity:
Address:
______________
______
______
Contract name:
Brief Description of the Works performed by the Applicant:
Construction Cost in TT$:
Name of Contracting Entity:
Address:
______________
______
______
Contract name:
Brief Description of the Works performed by the Applicant:
Construction Cost in TT$:
Name of Contracting Entity:
Address:
______________
______
______
Contract name:
Brief Description of the Works performed by the Applicant:
Construction Cost in TT$:
Name of Contracting Entity:
Address:
______________
______
______
Contract name:
Brief Description of the Works performed by the Applicant:
Construction Cost in TT$:
Name of Contracting Entity:
Address:
______________
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
68
Form 1D.
Similar Type of Works in accordance with Section 2.7.1.2.3
(To be filled out and returned as part of the Proposal)
Name of Proponent: _______________________ Date: _____________________
Page _______ of _______ pages
Project Name:
____ of ___ required.
Information
Description of the similarity in
accordance with the Design Brief and
Scope of Services
1. __________________
2. __________________
3. __________________
4. __________________
5. __________________
6. __________________
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
69
Form 1D.
Similar Type of Works in the Last Five (5) Years Including References In accordance with
Section 2.7.1.2.3
(To be filled out and returned as part of the Proposal)
Name of Proponent: ______________________ Date: _____________________
Page _______ of _______ pages
Project Name: ________________
____ of ___ required
Information
Contract Identification
Award date
Completion date
____________________________________________
____________________________________________
Role in Contract � Consultant � Management
Consultant
� Sub-consultant
Total contract amount ____________________________ TT$__________
If party in a JVCA or sub-consultant,
specify participation of total contract
amount
____________%
_____________
TT$__________
Key Staff involved
Contracting Entity’s Name:
Contracting Entity’s Address:
Telephone/fax number:
E-mail:
____________________________________________
____________________________________________
____________________________________________
____________________________________________
Representative of Contracting Entity:
Representative’s Designation:
Representative’s Address:
Telephone/fax number:
E-mail:
____________________________________________
____________________________________________
____________________________________________
____________________________________________
Description of the similarity in
accordance with the Scope of Services:
6 Description of Project
including Construction cost in TT$
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
70
Form 1E.
Current Workload of the Proponent with Section 2.7.1.2.3
(To be filled out and returned as part of the Proposal)
Using the format below, provide the current workload of your firm/entity, either
individually as a corporate entity.
Project Name
Address of Project
Construction Cost (TT$)
Client Name
Actual or Anticipated
Date of Completion
Proponent's Role in the
Project
Proponent’s Contract
Value (TT$)
Project Status (if delayed,
please state
reason)
Proponent’s Name _____________________________________
(BLOCK LETTERS)
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
71
Form 1F.
Proponent’s Background and History in accordance with Section 2.7.1.2.4
(To be filled out and returned as part of the Proposal)
Name of Proponent: _______________________ Date: _____________________
Page _______ of _______ pages
• Contract non-performance occur during the past five (5) years:
� No
� Yes (if yes, please provide information on a separate sheet)
• Description of OSHA Violations, Workers’ Compensation claims or safety claims, and any other Statutory or Governmental violation/s:
� No
� Yes (if yes, please provide information on a separate sheet)
Pending Litigation
� No pending litigation
� Pending litigation
Year
Outcome as
percent of
total assets
Contract Identification
Total Contract Amount
(current value, TT$
equivalent)
______
______
Contract Identification:
Name of Contracting Entity:
Address of Contracting Entity:
Matter in dispute:
___________
______
______
Contract Identification:
Name of Contracting Entity:
Address of Contracting Entity:
Matter in dispute:
___________
______
______
Contract Identification:
Name of Contracting Entity:
Address of Contracting Entity:
Matter in dispute:
___________
______
______
Contract Identification:
Name of Contracting Entity:
Address of Contracting Entity:
Matter in dispute:
___________
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
72
Form 1G.
Methodology and Work Plan
In accordance with Section 2.7.1.2.5 to 2.7.1.2.7
(To be filled out and returned as part of the Proposal)
[Technical approach, methodology and work plan are key components of the Technical Proposal.
It is recommended that you present your Technical Proposal divided into the following three
chapters:
a) Technical Approach and Methodology
b) Work Plan
c) Organisation and Staffing
a) Technical Approach and Methodology. In this chapter you should explain your
understanding of the objectives of the assignment, approach to the services, methodology for
carrying out the activities and obtaining the expected output, and the degree of detail of such
output. You should highlight the problems being addressed and their importance, and
explain the technical approach you would adopt to address them. You should also explain
the methodologies you propose to adopt and highlight the compatibility of those
methodologies with the proposed approach. You should also detail in this chapter your
QA/QC Manual and health & safety manual to be implemented for this project.
b) Work Plan. In this chapter you should propose the main activities of the assignment, their
content and duration, phasing and interrelations, milestones and delivery dates of the
reports. The proposed work plan should be consistent with the technical approach and
methodology, showing understanding of the RFP Requirements and ability to translate them
into a feasible working plan. A list of documents, including reports, drawings, and tables to
be delivered as outputs, should be included here. Work programmes shall be in MS Project
2007 or latest, and shall show linkages, critical path/s, milestones, and should be read in
conjunction with the Technical Approach and Methodology.
c) Organization and Staffing. In this chapter you should:
• Provide a companywide organizational chart indicating key departments, key positions
and names of office holders.
• Provide a project specific organizational chart indicating key positions and names of
professionals or sub-consultants. Updated signed Curriculum Vitae of all named
professionals must be provided.
• Propose a manpower loading chart for all aspects of the assignment, and the respective
man-hour allocation for the project. In addition, you should indicate who will be the
Proponent’s full time on-site key personnel for this project and their intended role for
the project.
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
73
Page 1 of 2
Form 1H.
Format of Curriculum Vitae (CV) for Proposed Key Professional Staff
In accordance with Section 2.7.1.2.7
(To be filled out and returned as part of the Proposal)
Name of Proponent: _______________________________________________________
Name of Staff: ___________________________________________________________
Profession: ______________________________________________________________
Date of Birth: ____________________________________________________________
Years with Firm Entity: __________________ Nationality: _______________________
Membership in Professional Societies: ________________________________________
________________________________________________________________________
Detailed Task Assigned: ___________________________________________________
________________________________________________________________________
Key Qualifications:
[Give an outline of staff member’s experience and training most pertinent to tasks on
assignment. Describe degree of responsibility held by staff member on relevant previous
assignments and give dates and location. Use about half of a page.]
Education:
[Summarize college/university and other specialized education of staff member, giving
names of school, dates attended and degrees obtained. Use about half of a page.]
Employment Record:
[Starting with current position, list in reverse order every employment held. List all
positions held by staff member since graduation, giving dates, names of employing
organizations, titles of position held, and locations of assignments. For experience in the
last ten years, also give types of activities performed and client references, where
applicable. Use about three-quarters of a page.]
Languages:
[For each language indicate proficiency: excellent, good, fair, or poor; in speaking,
reading, and writing]
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
74
Page 2 of 2
Form 1H. Format of Curriculum Vitae (CV) for Proposed Key Professional Staff
(In accordance with Section 2.7.1.2.7)
(To be filled out and returned as part of the Proposal)
Certification:
I, the undersigned, certify that to the best of my knowledge and belief, these data
correctly describe me, my qualifications, and my experience.
_________________________________________________Date:________________
[Signature of staff member and authorized representative of the Firm]
Full Name of staff member:_____________________________________________
Full Name of authorized representative: ___________________________________
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
75
APPENDIX 4
COST PROPOSAL (FORM 2)
STANDARD FORMS
2A Cost Proposal Submission Form
2B Financial Capability of the Proponent
2C Average Annual Construction Turn Over
2D Cost Breakdown Schedule
2E Proposed Cash Drawdown Schedule
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
76
Form 2A Cost Proposal Submission Form
(To be filled out and returned in the Proposal)
To: The Tenders Committee
National Insurance Property Development Co Ltd
56-60 St Vincent Street
PORT OF SPAIN
Date:
Dear Sir:
We, the undersigned, offer to provide the Upgrade of TTFSC Post Mortem Room,
inclusive of Furniture, Fixtures and Equipment, in accordance with your Request for Proposal
dated ____________________. Our attached Price Proposal is for the fixed lump sum of:
$ _________________________________ VAT Inclusive (where applicable)
The breakdown of the lump sum cost is as follows:
• Contractor’s construction cost by activity detailed in the Technical Proposal in the
Milestone Format
• Our Price Proposal shall be binding upon us subject to the modifications resulting
from Contract negotiations, up to expiration of the validity period of the Proposal.
• Commissions and gratuities paid or to be paid by us to agents relating to this
Proposal and Contract execution, if we are awarded the Contract, are listed below.
Name and Address Amount and Purpose of Commission
of Agents Currency or Gratuity
We understand you are not bound to accept any Proposal you receive.
Yours sincerely,
Authorized Signature:
Name and Title of Signatory:
Name and Address of Firm:
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
77
Form 2B.
Financial Capability of the Proponent in accordance with Section 2.7.2.2
(To be filled out and returned in the Proposal)
Name of Proponent: _______________________ Date: _______________
Page _______ of _______ pages
To be completed by the Applicant
Financial information
in TT$
Historic information for previous ______ (__) years
(TT$ in 000s)
Year 1 Year 2 Year 3 Year ... Year n Avg. Avg.
Ratio
Information from Balance Sheet
Total Liabilities (TL)
Total Assets (TA)
Net Worth (NW)
Current Assets (CA)
Current Liabilities
(CL)
Information from Income Statement
Total Revenue (TR)
Profits Before Taxes
(PBT)
� Attached are copies of audited financial statements (balance sheets, including all related notes, and
income statements) for the years required above complying with the following conditions:
a) Should reflect the financial situation of the Applicant or, and not sister or parent companies;
b) Historic audited financial statements should be complete, including all notes to the financial
statements;
c) Historic audited financial statements should correspond to accounting periods already completed
(no statements for partial periods shall be requested or accepted).
d) A statement from the Proponent’s Bank that the Proponent is financially viable and has access to
or has available, liquid assets, lines of credit, and other financial means sufficient to meet the
construction cash flow for the contract for a period of four (4) months, taking into account the
Proponent’s commitments to other contracts.
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
78
Form 2C
Average Annual Construction Turnover in accordance with Section 2.7.2.3
(To be filled out and returned in the Proposal)
Name of Proponent: __________________ Date: ____________________
Page _______ of _______ pages
Annual turnover data (construction only)
Year Amount and Currency TT$ equivalent
*Average
Annual
Construction
Turnover
*Average annual construction turnover calculated as total certified payments received for
work in progress or completed, divided by the number of years
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
79
Form 2D Cost Breakdown in accordance with Section 2.7.2.4 (To be filled out and returned as part of the Proposal)
WBS DESCRIPTION Total Amount
(TT$)
1.0 Unused Post-Mortem Room
2.0
X-Ray Room
3.0 Furniture, Fixtures and Equipment
4.0 Testing and Commissioning
A TOTAL
B Contingency (10% of A)
C TOTAL (VE) C = A + B
D VAT ( 15% of C)
E TENDER SUM (VI) (F = D + E) (for transfer to Form of Tender)
National Insurance Property Development Company Ltd.
Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)
Post Mortem Room Inclusive of Furniture, Fixtures and Equipment
80
Form 2E Proposed Cash Drawdown Schedule In accordance with Section 2.7.2.5
(To be filled out and returned as part of the Proposal)
Please indicate the following:
1. Items of work
a. Mobilization
b. Unused Post Mortem Room
c. X-Ray room
d. Furniture Fixtures and Equipment
e. Testing and Commissioning
f. Any other associated works as deemed needed.
2. Indicate the Months
3. Total Cost per item
4. Total cost per month