NATIONAL HIGHWAY AUTHORITY
Procurement & Contr act Administration Section
28-Mauve Area, G-9/ l,Islamabad Tel: 9032727 , Fax: 9260419
Ref:6(406)/cM(P&CA)/NHA/
16I tsz{
29ft August, 2016
All Prospective Consultants
Subject:
Mlnutes of Pre-Proposal Meetins for:
Consultancy
Senrices for Review. Adjustment
of Road and
Structures
Design. Construction
Supervision
and Contract
Administration
of South and North Access Road (Packase-Ill of
7.3 Km Lensth Each (Total 15 Kml of Lowari Tunnel Project
Reference: Request for Proposal Notice for subject Seruices appeared. in d.aity
newspapers on 76tnAugus\ 2016
Minutes of Pre-Proposal Meeting held on 22"d August, 2016 for
subject Services being integral part of the Request for Proposal, are enclosed
herewith, for necessary action, please.
Enclosure:
Minutes of Pre-Proposal Meeting (O4 Pagef
Copy for kind information
to:
Member (Planning), NHA, Islamabad;
Member (Engineering Coordination), NHA, Islamabad;
General Manager (P&CA), NHA, Islamabad;
SO (Tech.)to Chairman, NHA;
Office Copy.
A Pre-Proposal
Meetingwas held in NHA Auditoriumat ll00 hourson 22"dAugust,
2016to
-officers
discuss the Request for Proposal (RFP) for subject Services.Following NHn
and
representatives
of prospective
consultants
attendedthe meeting:
.
NationalHighwayAuthority
GeneralManager(Planning)
GeneralManager(P&CA)
Director(P&CA) - III
DeputyDirector(P&CA)- II
.
Consultants
M/s EMS (Pvt.)Ltd.
M/s EMS (Pvt.)Ltd.
M/s EMS (Pvt.)Ltd.
M/s MM Pakistan(Pvt.)Ltd.
M/s EGC (Pvt.)Ltd.
M/s AA Associates
Awan
2.
The queriesraisedduringthe abovementionecl
pre-proposal
meetingand its clarificatiols/
repliesaregivenbelowfor infonnation
of all prospective
bidders:
S.
No,
I
Query
Pursuantto clause2.2 of Instructionsto
Consultants,we seek clarificationsfrom
your good-selfon the followirrg:Prior notice for seeking clarificatiorrs
was stipulatedby l8th September,
2016,
whereas only ten (10) daysarc available
from
23rd August, 2016 till lst
September,
2016 for preparingproposals
keeping in view the last
date of
submission on 2nd September, 2016
(Friday).The date of submission of
proposalmay thus be shiftedto Jn'
Septernber.
2016.
2.
There exist
apparent inconsistency
between the description of itens for
evaluation criteria under 5.2.l and the
TechnicalProposedFormsand Checklist.
Reply
RFP noticeand RFP too were issuedon
l5-08-16 to provide opporturrityto the
prospective applicants for seekiug
clarificationby l9-08-16(undertTC 2.2)
in writing followed by, otherwise,preproposal conferenceheld on 22-08-16to
discussverballyall the queriesand /or
otherissues.Whereasyour queries[though
indicatingthe dateof l9-08-16as of your
Ietter address to GM (P&CA)I were
receivedon22-08-16(i.e.3 dayslatertlran
required). However, responseto the
following queries is provided below;
whereasextensiorr
of tirne in submissiorr
of proposal is neither justifies nor
acceoted.
Referto the tableon page2l of the RFp
which providespagelimits separately
for
the Forms:TECH-3plusTECH-4:50and
TECH-7, TECH-S & TECH-g:N.A
Minutes of Pre'Proposal Meeting for ConsultancyServicesfor Rcview, Adiustment of Road and SrnrcrrrrFsDesign,
Constructionsupervision and
contract Administration ofsourh and Norrh AccessKoad [package-tIJ of 7,3 Km Length Each
[Toral 15 Knrl of l,owari
Pagei
S.
No.
3.
4.
Query
Forms TECH-3 and TECH-4 forms are
designated
for approachand methodology,
commentsand suggestions.
Whereaswork
programandstaffingscheduleareincluded
under approachand rnethodologyin the
item describes
under5.2.1of Data Sheet.
The descriptionunder Tech-7 is "work
plari/activityschedule"and the description
under Tech-8 is work plan and time
schedule for key personnel. Present
commitmentof the firm is to be stipulated
to be providedunder Tech-9there is not
fonnat for past perfonnance.The number
of pages for this additional information
may be separately
accounted
for.
per
As
the Footnotel: Under TECH-4
proposedchangesin position/individual
inputsshouldbe indicatedand reasonable
in the TECHNICAL PROPOSAL.The
proposalmay assignperson-month
input
differentlyfor TOR. The proposalmay
includeadditionalexpertpositionhowever
additional expefts will be consideredas
non-key personal for
evaluation.
Accordingto Footnote 2: Thereappears
to be some ambiguity clarity of
expression;
when the consultant suggest
changes in scope of servicesactivities
and
output, the
consultantmust
describein detailedin theFORM TECH4-A and the CHANGES SHOULDNOT
BE
INCORPORATED IN
THE
ROPOSAL. QUESTION: How the
TechnicalProposal is differentiatedfor
TECH-4-A under FootnoteNo.l, it is
said that the changesto includein the
proposal whereasunder Footnote2, it is
said that the changes should not be
incorporatedin the proposalbecauseof
delicacyand higher degreeof expertise
involving legal aspect of the issues,
design and
variation with financial
imoact.
In Para (C) of Scope of Services
(TOR) - Appendix-A,thereare a uurnber'
of following activities,which are uot
related to the field Supervision and
contract adrninistlationand needs to be
performed at Consultant'sOffice Home
Office.
Sr.# L u. Assist with interpretationof
the Conlract Docuruents,explainand or
reconcile any ambiguities and or
DISCREPANCIES in
the Contract
Reply
(because
all threeprovidetheformatsto be
followed) and they are not countedagain
(at their location)but limit on numberof
pagesunderTECH-3 and TECH-4 shall
remainrestrictedassuch.
Under Note-I, the proposalfollows the
client's describedselvices (refer TOR
page 48 to 63 of RFP) wherein the
consultant may propose change in
(Personnel)
positionand input to acirieve
the requiredoLltputas envisagedby the
Client.
UnderNote-2,the Consultantmay suggest
changein scopeof servicesleadingto
better output if so consideredby the
consultant.
The activities accfue and remain
responsibility
of the colrsultant
dr.rring
executiouof ConstructionWorks at the
Site (in the field). The consultanrshall
perform these from the site (inspection
may be required)or its Head Office as
Back Up support to its field formation
(Supervisory Staft) against which
overhead expeltsesare covered in the
Person-Months
Ratesof the field staff.
Minutes of Pre'Proposal Meeting for ConsultancyServicesfor Revtew,Adjustment of Road and Structures Design,ConstructionSuDervisionancl
ContracrAdmlnlstrarionofSouth and North Accessl(oad [Package-llJof 7 3 I(m LengrhEach(Totat 15 l(Dr)ofLowari Tunnel
P a g e2
a
S.
No.
Query
Reply
Documents, and apply various provisions
of the contract docuntents; and provide
NHA all relevant documentation needed
for settling disputes (if any) with the
Contractors, and make recontmendations
to NHA for resolving the Contractors'
escalation
claims,
contract
time
extensions, variation orders, subletting,
additional cost, rate and price fixing etc.
Sr#2: aa) Provide any other specialist
services requested by NHA
under
conditions to be mutually agreed and
ensure that the construction methods as
proposed by the contractor for carrying
out the works are satisfactory, inspeclion
of contractor's construction equipment,'
and safety of the works, property,
personnel, and general public;
the
schedule
of mitigation nteasures for
adverse environmenlal impac ts.
Sr.#3:i. Carry out any subsequent design
changes,
and
expeditiously
issue
supplementary drawings, site instructions,
VANATION ORDERS and day v,ork
orders to avoid delay to the works and
to ensure that the works are executed in
accordance with Contract.
Sr.# 4: g. Assure the receipt of and
maintain as permanent records
of all
warranties required
under terms and
conditions of the Contract Agreement for
materials including their source
and
equipment accepted and incorporated in
the proiect.
5.
To effectivelyperformthe abovetasks,it
Refer to Note-l uuder Fonn TECH-4
is suggestedthat a team for home office (page28 ofRFP).
supportwith corresponding
man-months
may be included for coordination,
guidanceto field office, Iiaisonwith the
Client, Processingof Clairn of Contractor
& DisputeResolutionand supportto NHA
in the matterof Arbitrationand arnicable
settlement.
if reouired.
Minutes of Pre-PrcPosal Meeting for ConsultancySeruicesfor Review, Adiustment of Road and structures Design,construction supervision and
ContractAdministration of Southand North AccessRoad (Package-ll)of 7 3 Km LengthEach(Total 15 Kntl of Lowari Tunnel project
pase 3
a
In Para (D) of Scope of Services
(TOR) - Appendix-A, the following
positionsare included against the Key
ProfessionalStaff but in "Summary of
Evaluation
Sheet
for Technical
Proposal(QCBS)",
these positionswith
corresponding
markingis omitted:-
To have separate Key Professionals
deployedfor eachSouthandNofth Access
Roadssimultaneously,
the numberof Key
Professional
Staffdoubled;Weightages
for
the lower formationis considered
too low
to be ignoredkeepingin view required
weightages for the higher formation.
However;deployment
of Key Staffin each
formationshall be in accordance
witlr the
requiredqualificationsandexperience.
AL STAFF
Keepingin view the Scopeof Services Refer to Note-I under Form TECH-4
as give in the Appendix-A(TOR),itis
(page28 of RFP).
strongly suggested tbat a position of
"ContractSpecialist"may be includedfor
effective Contract Adrninistration and
takingtimely contractualactionsrelatedto
cost, time, and quality controls and
finishing of the contracts,refenal to the
adjudication and arbitration in case of
In Sub-Para (viii)of "Detail of Key
Refer to Note-l under Form TECH-4
Experts:of Appendix-A(TOR),eight (08) (page28 of RFP).
Positions of "Site Engineers" with
minimurnexperience
and qualificationis
givenbut the positionsof SiteEngineers
are not reflectedin Para (D)Staffing)of
TOR and "Surnmaryof EvaluationSheet
for TechnicalProposal(QCBS)".Please
In order to preparea good responsive Not accededto, proceedas per sclredule,
proposal,it is requestedthat the date of
submissionof proposalsof the subject
Projectmay be extendedat leastup to 20tr'
qd;;
Minut€s of Pre-Proposal Meeting for Consultancyseruies for Review, Adjustment of Road and Structures Design,Construction Supervision
and
contract Administration of so u th and North AccessRoad (PackageI l) o f 7.3 Knr LengrhEach(Total 15 Knt) of Lowari Tin nel project
pase 4