Odisha Skill Development Society (OSDS)
Skill Development and Technical Education Department (SDTED)
Government of Odisha, Bhubaneswar
Niyojan Bhawan, Sriya Square,Unit-3, Bhubaneswar-751001, Country: India
Tele/Fax: +91 0671-2306593; Website: http://dtetorissa.gov.in/ Email: ;
No. Date: 12 August 2016
Minutes of Pre-bid Meeting
1. A Pre-bid meeting was conducted by the Sub-Committee on 12th August 2016 at 11:00 AM in the Conference Hall of Niyojan Bhawan, Bhubaneswar for Procurement of Construction works for ASTI building(s) under Odisha Skill Development Project (OSDP). List of participants is enclosed at Annexure-A.
2. At the outset, Shri G.Rajesh, IFS, Chief Executive Officer, OSDS welcomed the participants and introduced the project and officials present for answering the queries during prebid meeting. He requested the bidders’ representatives to raise any query to enable clearing their doubts pertaining to the bidding provisions, scope of work and Bidding document.
3. It was explained to the bidders that for this work there are six different locations where ASTI(s) are to be established in the State of Odisha under ADB funded Odisha Skill Development Project (OSDP). It was mentioned that the bid is invited from eligible and qualified bidder under ADB’s single-stage two-envelop bidding procedure, under which bidders are supposed to submit Technical and Financial proposals in two separate envelopes in a specific order, manner and only in specific formats, as explained in the bidding document. It was further informed that the bidders should provide Bid Security of required amount and validity in the prescribed format, as prescribed in ITB Clause 19. The bidders’ technical responsiveness shall be determined on the basis of parameters prescribed in Section 3: Evaluation and Qualification Criteria.
4. The financial proposals of only Technical Responsive bidders shall be opened. Being lump-sum rate contract wherein designs has to be provided by the Contractor; the bidders were advised to visit the each project site, get complete feel of site and the unit rate should be entered against each component in the financial bid and shall be written in ink/ball pen, both in figures and words after thorough study of the Bidding Document especially the Employer’s Requirements. Any discount offered on the quoted rates should be indicated in the Bid Form itself and not elsewhere; otherwise that can be missed in announcing at the time of bid opening and may not be considered in Bid evaluation. Negotiations on quoted price will not be held under normal circumstances and therefore contractors should quote reasonable and competitive rates at the first instance.
5. The brief scope of work and time period was explained to bidders. Total completion period is 18 months. There rates quoted by the bidder shall be fixed for entire duration of the contract.
6. The successful bidder shall have to deposit performance security in the form of an unconditional Bank Guarantee in the amount of Ten (10) percent of the Accepted Contract Price with validity to be enough to cover extended warranty periods also.
7. It was explained that the bidder may take benefit of Excise and Custom duty exemptions, as per the provision of clause number 14.7 of Section 2, through Essentiality Certificate which shall be issued by the Project Authority on specific request and therefore Bidders are advised· to quote their prices considering the Excise and Custom Duty exemption benefit.
8. It was mentioned that some items were not specifically included price schedules; but were mandatory and incidental to work and to be performed as per the bid document. In this regard, few important clauses of the Section 8 (PCC) of the Bidding Document require special attention from the bidders. Bidder are required to bear and pay all taxes, duties, levies, labour welfare cess and charges assessed on the contractor, its subcontractor or their employees by all Municipal, State or National authorities.
9. The bidders were informed that following information is being provided as supplementary documents to Employer’s requirements which will help bidders to carry out detailed analysis for preparing financial bids:-
(i) Details for all the six project locations;
(ii) Topographic Survey Reports;
(iii) Geo-technical investigation Reports;
(iv) Drawings for tender purpose;
(v) Initial Environmental Examination (IEE); and
(vi) Indigenous Peoples Plan (IPP)
10. It was also requested to bidders to ensure that the duly signed addendum, pre-bid minutes and response to bidders’ queries should be submitted along with the Bid. Conditional offers, late bids will not be accepted.
11. Wherever brands/makes/models for any equipment, if specified, are indicative only. The bidder is free to offer equivalent equipment of other brands/makes/models subject to fulfillment of technical specifications provided in bidding documents.
12. Regarding bidders’ request to accept Bank Guarantee equivalent to the full retention amount which will improve bidder's cash flow during contract, it was clarified that no BG shall be accepted and the deduction shall be made as per contract conditions.
13. Regarding the status of financing from ADB it was clarified that this loan is under process and the procurement of this contract package is under retroactive financing after no objection from ADB and DEA-GoI.
14. During the pre-bid meeting detail discussions were made on the queries of bidders, and queries were clarified by employer/experts present in the meeting. The Response to Bidders’ Queries is enclosed at Annexure-B.
The meeting ended with a vote of thanks to the Chair.
(Minaketan Mishra)General Manager(Civil),M/S IDCO Ltd, Bhubaneswar
Member / Manoranjan Mishra Executive Engr (PMU),
Works Department, Odisha
Member / ( P.K.Rout)
Addl Secretary to Govt, Finance Deptt
Member
A.K.Panda
Deputy Director(MPP),O/O DTE&T, Odisha, Cuttack
Member Convenor / (S.R.Sethy)
Chief Engineer (Buildings), Odisha
Chairman
Encl:
- Annexure A: List of Participants;
- Annexure B: Response to Bidders’ Queries; and
- Annexure C: Addendum 1
Annexure A: List of Participants
Annexure B: Response to Bidders’ Queries
Bid Ref No: OSDS/ASTI-DB/NCB/02-2016 dated 19.07.2016
Contract Package No.: OSDS/ASTI-DB/01: Procurement of Construction Works for ASTI Building(s)
SN / Clause Reference / Bidders’ Query / Response to Query /1. / Employers Requirements: Legal & statutory approvals
All clearance(s)/ NOC(s)/ permission(s)/ approval(s) as applicable for environment clearance, water withdrawal, power supply, layout plan of premises, removal of plantation, labour related issues etc as applicable will be obtained before start of construction / Please confirm if any preliminary approvals are obtained for this project. If yes, we request you to provide the details of the same. We also request you to provide land particulars to enable us assess the approvals requirements. / Berhampur, Bolangir and Rourkela are situated in existing campuses, preliminary approval may be deemed obtained.
Land particulars are being made available for all sites.
2. / Water Supply & Electrical Supply / If any Water & Electricity connections already available / taken by the owner at site, we request you to allow the Contractor to use such facilities on chargeable basis / Contractor will obtain water and electrical connections with support from the Employer.
3. / Existing Structures
& Tree Cutting / We request you to provide the details of existing utility services at site for dismantling & also confirm the tree cutting scope & Transplantation of Saplings. We request you to consider the tree cutting scope in clients scope / Refer survey document for details of existing utilities, Employer will take primary responsibility for shifting utilities, approval for tree cutting etc. Bidder should visit site and verify such requirements.
4. / Geotechnical Survey and Soil
Investigation / Kindly share the Geo technical Survey & Soil investigation report / Surveys and soil investigation reports are being uploaded on the DTET website.
5. / Space for temporary structures / We understand that Land for temporary Structures such as Labour hutment, Cement Godown, RMC Plant will be provided by the employer inside all the site premises at free of cost. / Space for Labour hutment, godown etc will be provided within premises free of cost to the extent available. However it is contractor’s responsibility to make provisions for the same.
6. / Site Layout
List of Supplementary Information provided by the Employer – The site plans shall show the specific requirements in terms of existing boundary walls, retention or dismantling, retention or demolition of existing infrastructure / Kindly provide the AutoCAD drawings of Site Layout and Survey Drawing of all the Six Sites / AutoCAD survey files are being uploaded on DTET website
7. / Architectural Drawings:
List of Supplementary Information provided by the Employer – The site plans shall show the specific requirements in terms of existing boundary walls, retention or dismantling, retention or demolition of existing infrastructure. / Kindly provide the AutoCAD drawings of architectural concept plans for our ready reference and further working. / Architectural concept to be worked out by Bidder.
8. / Plinth Level
d) Plinth level of Academic building shall be no lower than the existing Academic building of the ITI.
e) Plinth level of the Hostel shall match that of the newly constructed adjacent girls hostel building. / Please provide Plinth Level of existing Academic building & Existing Hostel Building / Plinth levels shall be determined by the Contractor and approved by Employer.
9. / Built Up Area
Table -1A Schedule of Areas / Carpet Area is mentioned in RFP. Please provide Total Built Up Area to be proposed for the Building / Total plinth area shall be derived from the designs produced by the Bidder, indicative plinth areas are mentioned in Schedule of Prices
10. / Scope of Work / Please confirm the incoming EHV power supply voltage level (11KV or 33KV) & Supply from Grid with Voltage Level. / Power source location and capacity yet to be determined.
11. / Scope of Work / Emergency lighting will be fed through inverter with back up of 15 mins for common area, pl. confirm? / No emergency lighting through inverter
12. / Source of Power Supply / Please provide the Point of incoming supply feeder Location at site. / Power source location and capacity yet to be determined.
13. / DG Capacity
c) Emergency back up by a combination of DG sets to provide for uninterrupted power for 100% lighting and power load and 50% of load for power equipment and air conditioning; after assuming appropriate diversity factors.
Connected load of all equipment shall be assumed as 75 Kva. / As per the bid documents, the DG capacity mentioned the 50% of load for power equipment and air conditioning, kindly provide the areas for our better understanding & distribution, Kindly confirm the DG capacity? / DG served areas will be finalised during the design process.
14. / DG Capacity / As per the bid documents, the DG capacity - Connected load of all equipment shall be assumed as 75 Kva. Kindly explain in details for better working purpose, Kindly confirm? / DG capacity break up and served areas will be finalised during the design process.
15. / External Lighting
External Lighting : …both shall have LED luminaires.
Street Light : Single piece aluminum housing, IP 65,HPSV 150/250 watt, suitable for 9 m pole / As per bid documents external light mentioned consider LED Luminaries but in pg no. 49 of 50 specification of light fitting mentioned HPSV Light fixture. Kindly confirm? / Quote for HPSV fitting
16. / Scope of Work
The successful Bidder shall design and get approved from Fire Authorities, a proposal for Fire Detection and suppression comprising of Wet riser/down comer system with sprinklers, yard hydrants, manual detectors as per Part 4 of National Building code and in accordance with local Fire Authority. / As per bid document Employer's Requirement 4.3 Fire Detection & Suppression page no. 23-50 Please confirm whether Fire Alarm system to be considered or not ? And whether Addressable or Conventional for all the Blocks ? / Fire detection as required under NBC norms, conventional fire alarm system.
17. / Scope of Work / As per bid document Internal Electrical Provisions on Pg no. 6-21 (Table 7) given cabling is required for Data & TV confirm whether RJ45 & RG6 outlets is to provided for data & TV or just cabling or conduiting would be taken into consideration ? / TV and cable Outlets also need to be taken into consideration
18. / TV System / Please Confirm SMATV system is to be considered for HD TV or just cabling or conduiting is to be taken into considered along with the type of cabling (Armoured or Unarmoured) ? / TV system- details shall be worked out during contract execution.
19. / CCTV / As per bid document Employer's Requirement page 25/50-3.2 (CCTV & ACS areas)-Table 10. Please confirm IP (CCTV & ACS) is to be taken into consideration or Analog system ? / CCTV system- details shall be worked out during contract execution. Analog system.
20. / Telephone / Areas to consider Points for Telephone as in is not specified like Data & TV . Also confirm whether Analog Telephone is to be considered or IP Telephone? / Telephone locations- all rooms in Administrative Block.
21. / PAS / Please confirm Public Address system in PA room & Waiting in adminstrative Block and in hostel Building or any other areas in all the blocks ? / No PA system is required.
22. / BMS / Please confirm BMS system is to be considered for HVAC System in centralised Air conditioned areas Page 26/50 -3.3 Table 11 & for Plumbing Pumps and Electrical Panels or not ? / BMS system not to be considered.
23. / Source of Water Supply / Kindly confirm the source of Water Supply - Municipal / Bore Well for all site. / Water supply – shall be from bore wells
24. / Master Plan with HFL / Please provide Master Plan showing Contour levels with HFL for all individual sites in AUTOCAD Drawings. / Please refer clarification at SN 4 and 6.
25. / Location of Borewell / Please provide the borewell locations for all the sites if water source is not provided by municipal. / No bore-wells at present, will be located and built by contractor.
26. / No of Occupancy / Kindly provide the Popoulation count for working out the water requirement & STP capacity for all site. / Assume 1200 capacity, including 500 who will be residents of hostel
27. / Water Test Report / Please share.Water test report. If any. In absence of Report we shall consider the Basic WTP system comprising of ACF,PSF & Chlorine dosing. Kindly confirm for all site. / No water test report available.