MINUTES OF PRE-BID MEETING

Transcription

1 MINUTES OF PRE-BID MEETING FOR CONSULTANCY SERVICES FOR CONSTRUCTION SUPERVISION OF RETROFITTING WORKS FOR SELECTED PUBLIC BUILDINGS IN ISTANBUL (AF-CB-1.1) Venue :Office of Istanbul Project Coordination Unit (IPCU) Date :Monday, 24 th December 2012 Time :13.00 Participants : Representing IPCU Emin ATAK Yalçın KAYA İskender USLU Yunus UÇAR Representing the Consultants Name of Representative Deputy Director Deputy Director Senior Civil Engineer Civil Engineer Company Name Elif EROĞLU Hülya EKSERT Gönül ÖZKAN Füsun ÖZER Cem AKER Adil BACAK Onur KARACA : Prota Engineering, Project and Consultancy Services Inc. : Prota Engineering, Project and Consultancy Services Inc. : Üçer Consultant Engineering Inc. / Tuna Engineering and Architecture Services Inc. JV : Üçer Consultant Engineering Inc. / Tuna Engineering and Architecture Services Inc. JV : Dolsar Engineering Limited / A.R.S Progetti S.P.A JV : Dolsar Engineering Limited / A.R.S Progetti S.P.A JV : Tricorp Engineering Consulting Corp. Ali ATAÇ : STIPE Consulting Engineering Srl (Italy) / TimA Engineering Consultancy Ltd. Co. (Turkey) JV

2 INTRODUCTION The consultants were welcomed to the pre-bid meeting. Both the representatives of IPCU and the consultants introduce themselves and then the IPCU representatives outlined the proposed agenda for the meeting. The questions and answers given during the meeting are as follows; 1- On section 2 Instructions to consultants Data Sheet (page 28), Point 5.2(a), point (iii) Key professional staff, points system: - In the Criteria, sub-criteria, and point system for the evaluation of Full Technical Proposals, the Environmental Engineer (one of the key experts listed in page 22) is not included among the professional staff that are assigned a rating score for the evaluation. Is this correct? Yes, the Environmental Engineer is not included among the professional staffs that are assigned a rating score for the evaluation. 2- On Section 5, par 2 and 3.1 Supervision of Construction Works and Engineering Services (pages 51,52): p.51, par 2 Consultants shall review the final designs for the retrofitting purposes and the necessary construction documents for construction (retrofitting) contract packages to take the whole responsibility for application of construction drawings p.52, par 3.1 The Consultant Structural Engineers are obliged to check/review the retrofitting designs and Construction drawings of all buildings to ensure they are adequate for execution of the work. - Our understanding is that the design check/review does not include the assessment of the appropriateness/adequacy of the design choices and the designed solutions nor any check of calculations. Please confirm. The adequacy/ appropriateness of structural (retrofitting) designs, design choices and calculations are under the responsibility of the design consultants. Important points mentioned during the meeting related to Request for Proposal Document of AF-CB1.1 are as follows; * Please find the revised Summary Table in Appendix.1 Table.1 List of Selected Public buildings To Be Retrofitted of TOR from Annex-1 of this document. * It is important to fill the forms given in RFP document in an accurate manner. If any staff is proposed for part-time input, it should be clearly expressed how much staff-month rate is allocated for each and every month. For instance, staff/month schedules should be filled in an accurate manner, part time and full time personnel should be clearly indicated in the schedule.

3 * Breakdown of Remuneration will be filled logically. It should be in consistent with the total bid price. Consultant has to verify the total price with breakdown of reimbursable and remuneration expenses considering their amount and staff-months rates. * The cost for the reimbursable expenses should not be included in the cost of the remuneration and it should be given as a separate cost item. The cost of the reimbursable item should be within reasonable range. * Transportation, communication, drafting etc. should be indicated as reimbursable expenses as explained in RFP document. Therefore, reimbursable expenses should be realistic. * If an academic personal is proposed, it should comply with the Item 3.4 in Section 2 Instructions to Consultants Data Sheet of RFP document. * In addition to the required minimum 20 key staff months in the DLP; The Consultant will provide minimum number of technical staff acceptable to the Client during the DLP period. The term Technician is used as Technician/Junior Engineer. * The number of copies of Contractor s Tender document is generally between 20 and 25. * It is estimated that minimum 20 key staff month is required for Construction Supervision of Defects Liability Period (DLP). * In Section 3. Technical Proposal Standard For; the definition Approx. value of the services provided by your firm under the contract means the budget of the consultancy services not the construction contract. Please be careful about the words written in the Forms. Please fill all details written in the forms such as closed area, name of other partners; ratio of the partners, etc. * The CV forms should be signed both by personnel and the authorized representative of the consultant. * The selection of Contractor will be performed by the Client. * The sub clauses 1 and 2 in the Table Local Taxes Applicable To of the clause 3.7 of Section 2 Instructions to Consultants are revised as follows; 1. Signing of Contract at the Signing of Contract the Consultant should pay a stamp duty for contract decision amounting 0,569%, (5.69 per mil) and 0.948% (9.48 per mil) for Signing of Contract. 2. For the each payment due to Consultant a stump duty of 0.948% (9.48 per mil) shall be deducted from the amount of due payment. * The Environmental Engineer is requested as part-time for Construction Supervision of All Buildings Group but he/she should work at least one week in each month.

4 * The attendance of the site supervision personnel to the project is important. All related personnel should be at work on time. Finally, all the participants were thanked for their kind attention and interest and for this fruitful meeting. It was expressed that all the questions and opinions of the participants will be replied by IPCU staff and sent to all participants.

5 ANNEX-1 SUMMARY TABLE Type of Building Number of Institutions Total Area (m 2 ) Schools Hospitals Polyclinics &Healtcare Facilities Administrative Buildings Dormitories & Social Servıce Buıldıngs Total