SECTION 4 -
APPENDICES TO RFP*
SPECIMEN FORMS
Appendix 01 – Form of Tender
Appendix 02 – Tender Security Form
Appendix 03 – Technical Proposal Standard Forms
Appendix 04 – Cost Proposal Standard Forms
*ALL FORMS ARE TO BE FILLED OUT AND RETURNED IN THE PROPOSAL
APPENDIX 1
FORM OF TENDER
(NOTE: THE APPENDIX HEREIN FORMS PART OF THE TENDER)
Tender of: …………………………………………………………………….
…………………………………………………………………….
For the Works – Supply, Installation and Commissioning of a Laboratory Information Management System
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 for the above named Works, taken note of the services issued in connection with these Works and made due allowance for Addenda Nos. ………….. , 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 Inter-American Development Bank Procurement of Goods Conditions of Contract 2000.
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 Inter-American Development Bank Procurement of Goods Conditions of Contract 2000.
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 Professional Indemnity 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 Appendix to Tender and Particular Conditions 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.
5. This Tender is submitted without collusion with any other Proponents or any other party. 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. Supply, Installation and Commissioning Services for the Supply, Installation and Commissioning within nine (9) 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 authorised by the Firm or Company to sign on behalf of the Firm or Company.
APPENDIX 2
TENDER SECURITY FORM
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 and enter into said contract in compliance with the Request for Proposal.
d. you awarded the Contract to the Principal and he has failed to a provide Performance Security in compliance with the Request for Proposal.
Any demand for payment must contain your signatures (s) which must be authenticated by your bankers or by a notary public. The authenticated demand and statement must 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)______
APPENDIX 3
TECHNICAL PROPOSAL
STANDARD FORMS
1A. Technical Proposal Submission Form
1B. Applicant Information Sheet
1C. Work Experience of Firm
1D. Similar Type of Works
1E. Proponent’s References
1F. General Background and Organization
1G. Methodology, Work Plan, Organization and Staffing
1H. Curricula Vitae of Proposed Key Professional Staff
1J. List of Product and Suppliers.
Form 1A. Technical 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 Supply, Install and Commission a Laboratory Information Management System (LIMS) for the Trinidad and Tobago Forensic Science Centre (TTFSC) 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 period of validity 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: ______
Form 1B. Applicant Information Sheet in accordance with Section 2.7.1.2.2
(To be filled out and returned in 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 information:
Name:
Address:
Telephone/Fax numbers:
E-mail Address:
Attached are copies of original documents of:
1. Letter of authorization to represent the legal entity named above.
Form 1C. Work Experience of the Firm in accordance with Section 2.7.1.2.3
(To be filled out and returned in 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:
Name of Contracting Entity:
Address: / ______
______/ ______/ Contract name:
Brief Description of the Works performed by the Applicant:
Name of Contracting Entity:
Address: / ______
______/ ______/ Contract name:
Brief Description of the Works performed by the Applicant:
Name of Contracting Entity:
Address: / ______
______/ ______/ Contract name:
Brief Description of the Works performed by the Applicant:
Name of Contracting Entity:
Address: / ______
______/ ______/ Contract name:
Brief Description of the Works performed by the Applicant:
Name of Contracting Entity:
Address: / ______
______/ ______/ Contract name:
Brief Description of the Works performed by the Applicant:
Name of Contracting Entity:
Address: / ______
Form 1D. Similar Type of Works in accordance with Section 2.7.1.2.3
(To be filled out and returned in the Proposal)
Name of Proponent: ______Date: ______
Page ______of ______pages
Project Name:____ of ___ required. / Information
Description of the similarity in accordance with the RFP and Scope of Services
1. ______
2. ______
3. ______
4. ______
5. ______
6. ______
Form 1D. Similar Type of Works in accordance with Section 2.7.1.2.3
(To be filled out and returned in the Proposal)
Name of Proponent: ______Date: ______
Page ______of ______pages
Project Name:____ of ___ required. / Information
Contract Identification
Award date
Completion date / ______
______
Role in Contract / Supplier / Management Supplier / Subcontractor
Total contract amount / ______/ TT$______
If party in a JVCA or subcontractor, specify participation of total contract amount / ______% / ______/ TT$______
Contracting Entity’s Name:
Address:
Telephone/fax number:
E-mail: / ______
______
______
______
Form 1E. Proponent’s References in accordance with Section 2.7.1.2.3
(To be filled out and returned in the Proposal)
Relevant Services Carried Out in the Last Five Years
Using the format below, provide information on each referenced assignment for which your firm/entity, either individually as a corporate entity or as one of the major companies within an association was legally contracted.
Assignment Name: /Country:
/Location within Country / Professional Staff Provided by your Firm/entity (profiles)
Name of Client: / No. of Staff:
Address: / No. of Staff-Months; duration of assignments:
Start Date (Month/Year): / Completion Date (Month/Year): / Approx. value of services (in Current US$ and TT$):
Name of Associated Firm, if any: / No. of Months of Professional Staff Provided by Associated Firms:
Name of Senior Staff (Project Director/Coordinator, Team Leader) involved and functions performed:
Narrative Description of Project:
Description of Actual Services Provided by you Staff:
Proponent’s Name ______
(BLOCK LETTERS)
Form 1F. General Background and Organization in accordance with Section 2.7.1.2.4
(To be filled out and returned in the Proposal)
Name of Proponent: ______Date: ______
Page ______of ______pages
Non-Performing ContractsðContract non-performance did not occur during the past five (5) years
Pending Litigation
ðNo pending litigation ð Pending litigation
Year / Outcome as percent of total assets / Contract Identification / Total Contract Amount (current value, TT$ 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: / ______
Form 1G. Methodology, Work Plan, Organization and Staffing
In accordance with Section 2.7.1.2.5 to 2.7.1.2.7
(To be filled out and returned in 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, and methodology for carrying out the activities and obtaining the expected output and the quality of works, 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.
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, and tables to be delivered as outputs, should be included here. The work programme shall show linkages, critical path, and milestones.
c) Organization and Staffing. In this chapter you should propose a manpower loading chart for all aspects of the assignment, stating the roles, responsibilities, and the level of participation of each key personnel.
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 in the Proposal)
Page 1 of 2
Name of Proponent: ______
Name of Staff: ______
Profession: ______
Date of Birth: ______
Years with Firm/entity: ______National: ______
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 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 a page.]
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 in the Proposal)
Page 2 of 2
Employment Record:
[Starting with present 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 appropriate. Use about three-quarters of a page.]