SUPPLY, INSTALLATION AND COMMISSIONING OF A LABORATORY INFORMATION MANAGEMENT SYSTEM (LIMS) FOR THE TRINIDAD AND TOBAGO FORENSIC SCIENCE CENTRE

Transcription

1 NATIONAL INSURANCE PROPERTY DEVELOPMENT COMPANY LIMITED REQUEST FOR PROPOSALS TO PROVIDE SUPPLY, INSTALLATION AND COMMISSIONING OF A LABORATORY INFORMATION MANAGEMENT SYSTEM (LIMS) FOR THE TRINIDAD AND TOBAGO FORENSIC SCIENCE CENTRE FOR THE MINISTRY OF JUSTICE OF THE GOVERNMENT OF THE REPUBLIC OF TRINIDAD AND TOBAGO TENDER NO. 2013/10/06 OCTOBER, 2013

2 TABLE OF CONTENTS SECTION NO. & SECTION TITLE PAGE NO. PROPONENT S CHECKLIST FOR RESPONSIVENESS Iv 1.0 INVITATION TO TENDER INSTRUCTIONS TO PROPONENTS Introduction Request for Qualifications and Proposals Definitions Objective Scope of Services Source of Funds General Conditions Eligible Proponents Proponent Responsibilities Cost of RFP Documents NIPDEC Communications RFP Clarification Addenda Proponent s Representative Pre-Submission Briefing Site Visit and Schedule Right to Cancel RFP Consideration of Proposals Cost of Preparing Proposals and Negotiations Exclusion Confidentiality of Proposals Corrupt and Fraudulent Practices Commissions Waiver and Allocation of Risk Form of Correspondence Preparation of Proposals 10 i

3 TABLE OF CONTENTS SECTION NO. & SECTION TITLE PAGE NO Technical Proposal Cost Proposal Proposal Validity Tender Security Submission, Receipt And Opening Of Proposals Submission Requirements Deadline for Proposal Submission Opening of Proposals Late Proposals Proof of Payment of Tender Fee for RFP Delivery by Hand Language of Proposal Failure to Provide Information Signing Proposal Joint and Several Liability Amendment of Proposals Before Submission 16 Date Interlineations, Alterations or Erasure of Proposal Proponent s Representation Time Periods Misleading or False Information Proposals to be Property of NIPDEC Required Format for Proposals Qualification/Evaluation of Proposals Evaluation Committee Determination of Responsiveness Qualification Criteria Evaluation Criteria Technical/Cost Presentation Negotiations 26 ii

4 TABLE OF CONTENTS SECTION NO. & SECTION TITLE PAGE NO Award of Contract EMPLOYER'S REQUIREMENTS Supplier Services and Deliverables Introduction Services and Deliverables Project Delivery Method Project Schedule SCOPE OF SERVICES, NIPDEC HSE GUIDE AND 29 CONDITIONS OF CONTRACT Scope of Services NIPDEC HSE Guide Conditions of Contract 41 Annex 1 General Conditions of Contract 42 Annex 2 Particular Conditions of Contract Post Award Requirements Performance Bonds Professional Indemnity Insurance Advance Payment 64 APPENDICES TO RFP SPECIMEN FORMS 65 Appendix 1 Form of Tender 66 Appendix 2 Tender Security Form 68 Appendix 3 Technical Proposal Standard Form 69 Appendix 4 Cost Proposal Standard Forms 81 iii

5 PROPONENT S CHECKLIST FOR RESPONSIVENESS GROUP A Failure to submit any of the documents in Group A below shall render the Proposal non-responsive and in turn shall result in disqualification # Item 1 One (1) original, six (6) copies of which one (1) is an electronic copy of the Proposal. Place tick if included in the Proposal 2 Completed Form of Tender 3 Completed Tender Security 4 Technical Proposal Submission Form 5 Completed Applicant s Information Sheet Details of the Proponent s team inclusive of a brief description of the Proponent Firm; Copies of original documents defining the constitution or legal status, place of registration, principal place of business of the company and proof of Joint Venture or Consortium. 6 Work Experience of the Firm 7 Similar Type of Works 8 General Background and Organization 9 Technical Approach and Methodology. 10 Work Plan, including detailed Gantt chart indicating key tasks, critical path, linkages, and milestone in MS Project 2007 or latest edition. 11 Organization and Staffing, including manpower loading chart for all aspects of the assignment, stating the roles, responsibilities, and the level of participation of each key personnel. 12 Format of Curriculum Vitae (CV) for Proposed Key Professionals 13 Proof of Joint Venture or Consortium such as Joint Venture Agreement. A notarized Letter of Intent to enter into Joint Venture or Consortium is acceptable. 14 Submission of documentation as per the Scope of Services. iv

6 PROPONENT S CHECKLIST FOR RESPONSIVENESS GROUP B Failure to submit any of the documents in Group B below, within five (5) days from when it is communicated by NIPDEC, shall render the Proposal non-responsive and in turn shall result in disqualification # Item Place tick if included in the Proposal 1 Present Work Load 2 Completed Cost Proposal Submission Form 3 Completed Financial Capability of the Proponent 4 Cost Breakdown Schedule 5 Proposed Milestone Payment Schedule 6 Letters of commitment from Bank (s) / Financial Institution that the project can be financed for at least four (4) months of the Proponent s Cash Draw Down Schedule 7 Certificates (all valid as at the date of submission): Value Added Tax Clearance Certificate; National Insurance Board Compliance Certificate; Board of Inland Revenue Clearance Certificate; 8 Proof of Payment of Tender Fee for RFP 9 Proponent's References 10 List of Products and Suppliers 11 Power of Attorney or Signing Authority with Specimen Signature 12 Proponents Representative for Request for Proposal 13 Average Annual Construction Turnover 14 Audited Financial Statements for the years 2010, 2011 and 2012 or management accounts for 2012 if audited financial statements are unavailable. v

7 1. INVITATION TO TENDER NATIONAL INSURANCE PROPERTY DEVELOPMENT COMPANY LIMITED INVITATION TO TENDER FOR THE SUPPLY, INSTALLATION AND COMMISSIONINF OF A LABORATORY INFORMATION MANAGEMENT SYSTEM (LIMS) FOR THE TRINIDAD AND TOBAGO FORENSIC SCIENCE CENTRE (TTFSC) TENDER NO. 2013/10/06 The National Insurance Co. Ltd. (NIPDEC), acting on behalf of the Ministry of Justice, Government of the Republic of Trinidad and Tobago, invites Proponents for the Supply, Installation and Commissioning of a Prospective Proponents are invited to submit Proposals for the above Works. Proponents will be evaluated according to the following basic criteria: i. General Background of the Firm ii. Financial Capability of the Firm iii. iv. Performance History Work experience of the Firm in performing services for projects of a similar value and nature v. Available manpower and other resources vi. vii. Present Workload Eligibility based on submission of required statutory certificates (local firms) Proponents are advised that Packages will be available from October 25 th, 2013 either by: Downloading the document from NIPDEC s Website at (Click on Laboratory Information Management System (LIMS) for the. A code will be provided to allow access.), or From the Office of the Assistant Company Secretary at 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, VAT Inclusive, which must be paid at any branch of First Citizens Bank of Trinidad and Tobago Limited, Account # , Swift Code FCTTTTPS. For intermediary banking information, please refer to: To be allowed access to the RFP Packages, proponents must present their proof of payment to the office of NIPDEC s Assistant Company Secretary. 1

8 SUBMISSION OF PROPOSALS WILL BE CLOSED ON THURSDAY November 21 st, 2013 at 2:00 p.m. Complete Proposals must be addressed to: The Chairman of the Tenders Committee National Insurance Co. Ltd. (NIPDEC) St. Vincent Port of Spain, Republic of Trinidad and Tobago Sealed packages must 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 November 4 th, 2013 at 2:30 p.m., to be held at the proposed Site located at the Trinidad and Tobago Forensic Science Centre at 17 Barbados Road, Federation Park. Proposals will be opened at a public ceremony at NIPDEC s Head Office, St. Vincent Street, Port of Spain in the presence of Proponent s representatives on November 21 st, 2013, at 2:30 pm. Only firms purchasing RFP packages shall be permitted to submit a Proposal. Any Proposal submitted by a Firm which has not purchased a RFP package shall be rejected as invalid. The Proposal must 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 that provide surety for bonds to Suppliers 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 must 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 shall 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 can be obtained from the Assistant Company Secretary, at NIPDEC Telephone Extension jjoseph@nipdec.com. 2

9 2. INSTRUCTIONS TO PROPONENTS 2.1. INTRODUCTION Request for Qualifications and Proposals The National Insurance Company Limited (NIPDEC) is soliciting submissions from firms that are interested in and capable of providing professional services for the Supply, Installation and Commissioning of a Laboratory Information Management System (LIMS). This Request for Proposal (herein after referred to as RFP) is intended to lead to the entry into a contract between NIPDEC and a Supplier that has the required qualifications and expertise to satisfy NIPDEC s requirements. Proponents may, if they so desire, assemble teams so as to submit their Proposals, and if successful, undertake the Services as a Joint Venture or Consortium with their team members DEFINITIONS In this Request for Proposals (RFP): a) Employer means National Insurance (NIPDEC). b) Supplier means any Proponent with whom NIPDEC chooses (on the basis of NIPDEC s evaluation as hereinafter provided) to enter into a contract for the provision of a LIMS. 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 Supplier. g) Invitation means the letter of invitation inviting parties to submit proposals in response to this RFP. h) Contract means the Contract to be negotiated and entered into between NIPDEC and the Supplier. The Contract will be based on Inter-American Development Bank Procurement of Goods Conditions of Contract

10 i) Project Manager means NIPDEC s representative who is responsible for administering the Contract and is the only person (unless otherwise indicated) authorized to issue instructions with regard to this project. j) Contracting Agency means NIPDEC, who shall be responsible for administering the Contract and is the only person (unless otherwise indicated) authorized to issue instructions with regard to this project. k) OSHA means Occupational Safety and Health Authority of Trinidad and Tobago l) Day means a calendar day and year means 365 days 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 must 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 Supplier with whom to enter negotiations for the award of a final contract SCOPE OF SERVICES The Scope of Services is as per Section SOURCE OF FUNDS The project is being funded by the Government of Republic of Trinidad and Tobago GENERAL CONDITIONS Eligible Proponents A Proponent shall not have a conflict of interest. A Proponent shall hold NIPDEC s interests paramount, without any consideration for future work, and strictly avoid conflicts with other assignments or their own corporate interests. Proponents shall not qualify for any assignment that would be in conflict with their prior or current obligations to other clients, or that may place them in a position of not being able to carry out the assignment in the best interests of NIPDEC. A Proponent found to have a conflict of interest with one or more parties in this RFP process shall 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 4

11 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 puts 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 suppliers in more than one application or the participation as Proponent and supplier simultaneously in the same RFP process. However, a Proponent that submits a proposal with a specific supplier, will not be allowed to submit another one 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 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 as to the conditions that may affect cost, progress and performance of the Services; c) Consider local laws and regulations that 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 Cost of RFP Documents A Proponent is required to pay a non-refundable fee of Three Thousand Four Hundred Fifty Trinidad and Tobago dollars (TT$1,725.00) VAT Inclusive for this RFP NIPDEC Communications Only NIPDEC s Assistant Company Secretary ( NIPDEC S Representative ) is authorized to communicate and otherwise deal with Proponents and all Proponents must communicate and otherwise deal with that person only. The contact address of NIPDEC s Representative is as follows: 5

12 Ms. Jason Joseph Assistant Company Secretary National Insurance Company Limited St Vincent Street Port of Spain Tel: (868) Fax: (868) RFP Clarification If a Proponent has any question about the contents of this RFP, or about any matters relating to it (including any clarification, errors or omissions of or in this RFP), the question must be directed in writing, and not orally, to NIPDEC s Representative at the contact address set out above. NIPDEC s Representative will answer all questions in writing, and will provide a copy of all questions and their respective answers, to each of the Proponents. Questions received less than five (5) working days prior to the date for return of Proposals may not be answered. Only information contained in formal written Addenda will be binding. Oral answers and other interpretations or clarification will be without legal effect. NIPDEC will endeavour to submit its responses to questions in a timely manner but will not be responsible in any event for any late delivery or non-delivery of any Addendum. Answers not contained in formal written Addenda shall be given as a matter of assistance to the Proponent but they shall not be construed as adding to or taking away from or otherwise altering the meaning and intent of the RFP documents, and/or the Proponent s obligation thereunder Addenda NIPDEC is entitled to issue addenda changing this RFP up to five (5) calendar days before 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. Addenda 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. 6

13 Proponent s Representative Each Proponent must, within five (5) days of receiving the RFP, advise NIPDEC s Representative, in writing, of the name, business address, telephone number and fax number and address of an individual who is designated as the Proponent s Representative for the purpose of this RFP. The Proponent s Representative is the only person authorized to communicate with NIPDEC for the purposes of this RFP and NIPDEC is not required to communicate or otherwise deal with any other person on behalf of the Proponent Pre-Submission Briefing NIPDEC shall convene a pre-submission briefing for the purpose of clarifying any of the requirements contained in this RFP on November 4 th, 2013, at 2:30 p.m. at the proposed Site at the at the Trinidad and Tobago Forensic Science Centre on 17 Barbados Road, Federation Park. 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 may not be relied upon and will not be binding or legally effective. Further briefings may be held if NIPDEC considers it necessary or desirable to do so and the date, time and location of any further briefings will also be communicated by Addenda 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 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 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 Consideration of Proposals In considering any proposals delivered in response to this RFP, NIPDEC reserves the absolute and unfettered discretion to: 7

14 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 Cost of Preparing Proposals, Presentations and Negotiations Each Proponent is solely responsible for the risk and cost of preparing and submitting its proposal in response to this RFP, presentations and any negotiations relating thereto and 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 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 Confidentiality of Proposals Proponents are required to keep their proposals confidential and must not disclose their proposals, or any information contained in them, to anyone else without the prior written consent of NIPDEC Corrupt and Fraudulent Practices Proponents shall adhere to the highest ethical standards and shall refrain from engaging in corrupt or fraudulent practices. Corrupt practices shall 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 8

15 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, shall without prejudice to any other right, reject a proposal if it 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 Commissions Proponents shall 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 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 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 who 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 who 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 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. Additionally, formal 9

16 documents, appropriately signed, may be electronically scanned and submitted via PREPARATION OF PROPOSALS Proponents are required to submit one and only one Technical Proposal, and one and only one Cost Proposal as hereinafter described. Submittals containing more than one Technical Proposal or more than one Cost Proposal shall be rejected as invalid. These Proposals shall be evaluated in accordance with the Qualification/Evaluation Criteria set out in Section 2.9 Qualification/Evaluation of Proposals 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) shall be completely filled out and returned in response to this RFP To be eligible for award of the Contract, the Proponent shall 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 shall include, but not be limited to: Completed and signed Technical Proposal Submission Form (See Section 4 - Appendices to RFP Technical Proposal Submission Form Form 1A) 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 Form 1B Applicant Information Sheet) Details of general and specific experience and past performance of the Proponent in demonstrating the supply and installation of a LIMS. Present Workload of the Firm. Financial information and history of performance must support the ability of the Proponent to complete the project successfully. The time period (calendar year, months) during which these projects were undertaken, country, 10

17 client and particulars of the project (including information on particulars and results) should be given. (See Section 4 - Appendices to RFP Form 1C Work Experience of Firm and 1D Similar Type of Works) The Proponent should identify 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 Form 1E Proponent s References) General Background and Organization - 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 (See Section 4 - Appendices to RFP Form 1F - General Background and Organization) Detailed statement of the proposed methodology, approach, strategies and work plan for executing the works, ensuring works will be completed with the time frame (See Section 4 - Appendices to RFP Form 1G Methodology, Work Plan, Organization and Staffing) Detailed Gantt chart, using Microsoft Project 2010 or latest version, indicating key tasks and time frame. This Gantt Chart shall include the Linkages, Critical Path and Milestones (See Section 4 - Appendices to RFP Form 1G Methodology, Work Plan, Organization and Staffing) Organizational Chart and Details of the Proponent s Team including original signed Curricula Vitae of all professionals who shall be committed to the project (See Section 4 - Appendices to RFP Form 1G Methodology, Work Plan, Organization and Staffing and Form 1H - Curricula Vitae and Proposed Key Professional Staff) List of products and suppliers, including telephone number, address, and name of contact. (See Section 4 - Appendices to RFP Technical Proposal Form - Form 1J - List of Products and Suppliers). 11

18 Proof of a Joint Venture or Consortium such as a Joint Venture Agreement. A notarized 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 shall notify NIPDEC no later than fourteen (14) days before such termination. Such termination shall 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 Technical Deliverables as per Scope of Services Cost Proposal A fixed lump sum price will be paid by NIPDEC for all of the Services required to be provided by the Supplier. This cost shall constitute the total cost to NIPDEC inclusive of Value Added Tax. All cost shall 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 audited financial statements are unavailable. A statement from the Proponent s Bank that the Proponent is financially sound and it has access to or has available, liquid assets, lines of credit, and other financial means sufficient to meet the 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 consortium (See Section 4 - Appendices to RFP Form 2B Financial Capability of the Proponent) Average Annual Turnover (See Section 4 - Appendices to RFP Form 2C - Average Annual Turnover). 12

19 The Cost Proposal must show the cost for each milestone activity detailed in the Cost Breakdown Schedule (See Section 4 - Appendices to RFP - Form 2D - Cost Breakdown Schedule) The Proponent is required to submit a Milestone Payment Schedule detailing the milestone payments required from NIPDEC for the Services required by this RFP in accordance with the Cost Breakdown Schedule (See Section 4 - Cost Proposal Form - Form 2E Milestone Payment Schedule) The Proponent shall complete the Form of Tender at Section 4 Appendix 1. 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) Proposal Validity Proposals must remain valid for 150 days after the tender opening Tender Security The Proponent shall furnish as part of its Proposal, a Tender Security in accordance with this Sub-Clause The Tender Security shall be in the amount of TT$ 100,000.00, and shall: 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; be substantially in accordance with the forms of Tender Security included in the Appendices, or other form approved by NIPDEC prior to Proposal submission; be payable promptly upon written demand by NIPDEC in case the conditions listed in Sub Clause are invoked; be submitted in its original form; copies will not be accepted; 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 shall be rejected by NIPDEC as non-responsive. 13

20 The Tender Security of unsuccessful Proponents shall 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: if a Proponent withdraws its Proposal during the period of Tender validity, except as provided in this RFP; or 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 The Tender Security of a Joint Venture or Consortium must be the name of the Joint Venture or Consortium that submits the Proposal. 2.8 SUBMISSION, RECEIPT AND OPENING OF PROPOSALS Submission Requirements For each Proposal the Proponent should prepare and submit one (1) original, six (6) copies of which one(1) is an electronic copy of the Proposal. The complete Proposal shall 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 shall be placed in a sealed envelope bearing the following identification: (i) Proposal for the Laboratory Information Management System for the Trinidad and Tobago Forensic Science Centre and the name of the Proponent. The envelope should be addressed as follows: Chairman, Tenders Committee National Insurance Company Limited St Vincent Street Port of Spain 14

21 and must be deposited by the bearer in the appropriately marked Proposal box at NIPDEC s Head Office Deadline for Proposal Submission Proposals must be submitted by 2:00 pm local time on November 21 st, 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 not properly addressed and identified Opening of Proposals NIPDEC shall open all Technical Proposals and Cost Proposals at 2:30 pm on November 21 st, 2013, at NIPDEC s Head Office at 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 shall 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, its Proposal will not be opened Late Proposals NIPDEC will reject late Proposals. Late Proposals shall be returned unopened to the Proponent Proof of Payment of Tender Fee for RFP A Proof of Payment for the non-refundable fee for this RFP must 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 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, St Vincent Street, Port of Spain Language of Proposal All Proposals must be in the English Language. The ruling language is the English Language. All communications shall be in English Language. 15

22 Failure to Provide Information Failure to provide information that is essential to evaluate a proposal may result in disqualification of the Proponent Signing Proposal The original and copies of the Proposal must be under the Company seal and the original signature of the Proponent and must be complete and include copies of all attachments and required certificates as applicable. The Proposal must 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 must 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 must also be submitted with the Proposal. d) Joint Venture or Consortium: All joint ventures or consortia members who are individuals must sign as indicated under Sole Proprietorship above. All joint ventures or consortia members who are corporations must execute as indicated under Corporation above 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 shall be joint and several 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 they are completed and submitted in the same manner as required for submission of Proposals. No modifications to a Proposal will be accepted after the deadline for submission of Proposals. 16

23 Interlineations, Alteration or Erasure of Proposal Any interlineations, alteration or erasure in a Proposal must be initialed by the authorized signatory or signatures and the witness to the Proposal as detailed above 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 it has read and understood this RFP and that its Proposal is presented in accordance with it Time Periods Time, if stated as a number of days, will include Saturdays, Sundays and holidays 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 Proposals to be Property of NIPDEC All Proposals will become the property of NIPDEC when submitted and will not be returned. However, only the intellectual property of the successful Proponent will be used on this project. The intellectual property of unsuccessful Proponents will not be used on this or any other projects being managed by NIPDEC Required Format for Proposals Format Proposals must be submitted in the format described below and shall 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 17

24 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 1) 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 3) and such other information as the Proponent may deem pertinent in relation to the Services, and Section VI: Technical Deliverables as per the Scope of Services. Section VII: Detailed Cost Proposal containing all the information required by the RFP (filled up Cost Proposal Standard Forms at Appendix 4). Section VIII: Appendices if any. Each Proposal shall 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 shall be no more than seventy-five (75) pages in length, excluding Proposal forms, appendices and exhibits, and shall provide all information requested herein Non-Compliance If the Proponent s Proposal does not comply with the required format as stated in Clause Format, the Proponent s Proposal may be rejected without further consideration. These 18

25 restrictions are intended to provide uniformity in the Proponents response formats Organization of Proposal Proposals shall be well organized and written in a concise, precise, clear, complete and legible manner. All Sections and Sub-Sections shall be clearly labeled and paged QUALIFICATION / EVALUATION OF PROPOSALS 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 Determination of Responsiveness The Proponent s responsiveness will be determined as per the Group A and Group B of the following responsiveness tables: PROPONENT S CHECKLIST FOR RESPONSIVENESS GROUP A Failure to submit any of the documents in Group A below shall render the Proposal non-responsive and in turn shall result in disqualification # Item 1 One (1) original, six (6) copies of which one (1) is an electronic copy of the Proposal. 2 Completed Form of Tender 3 Completed Tender Security 4 Technical Proposal Submission Form 5 Completed Applicant s Information Sheet Details of the Proponent s team inclusive of a brief description of the Proponent Firm; Copies of original documents defining the constitution or legal status, place of registration, principal place of business of the company and proof of Joint Venture or Consortium. 6 Work Experience of the Firm 7 Similar Type of Works 8 General Background and Organization 9 Technical Approach and Methodology. 10 Work Plan, including detailed Gantt chart indicating key tasks, critical path, linkages, and milestone in MS Project 2007 or latest edition. 19

26 PROPONENT S CHECKLIST FOR RESPONSIVENESS GROUP A Failure to submit any of the documents in Group A below shall render the Proposal non-responsive and in turn shall result in disqualification # Item 11 Organization and Staffing, including manpower loading chart for all aspects of the assignment, stating the roles, responsibilities, and the level of participation of each key personnel. 12 Format of Curriculum Vitae (CV) for Proposed Key Professionals 13 Proof of Joint Venture or Consortium such as Joint Venture Agreement. A notarized Letter of Intent to enter into Joint Venture or Consortium is acceptable. 14 Submission of documentation as per the Scope of Services. PROPONENT S CHECKLIST FOR RESPONSIVENESS GROUP B Failure to submit any of the documents in Group B below, within five (5) days from when it is communicated by NIPDEC, shall render the Proposal non-responsive and in turn shall result in disqualification # Item 1 Present Work Load 2 Completed Cost Proposal Submission Form 3 Completed Financial Capability of the Proponent 4 Cost Breakdown Schedule 5 Proposed Milestone Payment Schedule 6 Letters of commitment from Bank (s) / Financial Institution that the project can be financed for at least four (4) months of the Proponent s Cash Draw Down Schedule 7 Certificates (all valid as at the date of submission): Value Added Tax Clearance Certificate; National Insurance Board Compliance Certificate; Board of Inland Revenue Clearance Certificate; 8 Proof of Payment of Tender Fee for RFP 9 Proponent's References 20

27 PROPONENT S CHECKLIST FOR RESPONSIVENESS GROUP B Failure to submit any of the documents in Group B below, within five (5) days from when it is communicated by NIPDEC, shall render the Proposal non-responsive and in turn shall result in disqualification # Item 10 List of Products and Suppliers 11 Power of Attorney or Signing Authority with Specimen Signature 12 Proponents Representative for Request for Proposal 13 Average Annual Construction Turnover 14 Audited Financial Statements for the years 2010, 2011 and 2012 or management accounts for 2012 if audited financial statements are unavailable. 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 not otherwise responsive, it shall be rejected by NIPDEC, and shall not subsequently be made responsive by the Proponent having corrected or withdrawn 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 shall fill in the Qualification Questionnaire Forms included in Section Appendices to RFP Specimen Form Forms 1A to 1F. Failure to submit completed and signed Qualification Questionnaire/s will render the Proposal non-responsive 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 21

28 (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 if he wishes to stand by his Tender or to withdraw. ii. If the Proponent elects to stand by his 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 shall 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, his Tender shall 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 methods as the Proponent would be deemed to have stood by his Tender. v. The Proponent shall not alter or otherwise qualify the text of the cost breakdown. Any alteration or qualification made without the written approval of the Employer shall be ignored and the text of the cost breakdown as printed shall 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 22

29 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 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 Audited Financial Statements for the years 2010, 2011 and 2012 or management accounts for 2012 if audited financial statements are unavailable. 1. Letters of commitment from Bank (s) / Financial Institution that project can be financed for at least four (4) months as per Proponent s Cash Draw Down Schedule Evaluation will be done based on the following: Average annual turnover : - at least TT$1M per year over the last three (3) years (qualified). - less than TT$1M per year over the last three (3) years (disqualified). -Adequate funding (qualified) -Inadequate funding (disqualified) Only proponents who have passed ALL qualification criteria shall be evaluated. 23

30 2.9.4 Evaluation Criteria Technical / Cost The Evaluation Committee will carry out 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. RFP Clause Score Criteria Title Description/Requirements References Max Min A B Technical Deliverables Methodology and Schedule 1. Scope of Services Clauses and Methodology 2. Detailed schedule with Critical Path Clauses and C Experience of Firm 1. Experience in successful completion in the Supply and Installation of a LIMS. 2. Completed Projects (indicate if On Time and On Budget) Clauses 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. Present Workload Clauses , and Technical Score (TS) H Financial Capability 1. Profitability Ratio = (Net Profit / Turnover) x 100 (>5%) 2. Liquidity Ratio = Current Assets / Current Liabilities (>1.5) 3. Indebtedness / Gearing Ratio = Total Liabilities / Total Assets (< 0.8) Clause