SUDAN OPERATION CENTRE
MINUTES OF THE BID CLARIFICATION MEETING
SRF Project bid clarification meeting held in the Conference Hall at UNOPS South Sudan
Operations Center (SSOC) offices on 11th January 2012 for the Construction of Warrap –
Mushaar Road ( Package 2) Under Warrap Stabilization Programme
Present
1. Sher Hussaini
2. Cokers Verres
3. Stephen Ansa
4. Linnet Maloba
5. Gloria Tana Lobojo
6. Huang Mingdong
7. Serkon Koseler
8. Sun Fengpeng
9. George Guya
Project Manager , SRF Warrap , UNOPS
Highway Engineer, SRF Warrap, UNOPS
Laboratory Technician, SRF Warrap, UNOPS
Procurement Officer, UNOPS
Representative, China New Era Corporation
Representative, Sunshine Infrastructure Company
Representative, Mehmet Gokdemir Insoal Ltd Sti
Representative, China Jiangxi Corp
Director, Gogni Rajope Construction Co. Ltd
Meeting commenced at 11.15 a.m
In line with Section I Bid Particulars as stated on the ITB documents, a bid clarification meeting was
conducted on 11th January, 2012 in Juba at UNOPS –SSOC Conference room.
The meeting started with a welcome from the Project Manager who introduced the UNOPS staff
present for the meeting. The Bidders Representatives also introduced themselves.
Project Brief
The Highway Engineer presented a brief about the Warrap – Mushaar road- package- 2 Project.
The Following were highlighted:
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The project fund is managed by UNDP
The aim of the project is improved security in the region.
The expected duration of the project is 12 months with works involving Clearing, Earthworks,
drainage and other works.
Bidders were cautioned that this contract documents are different from previous package 1
documents . They were advised to read the document carefully. The schedules provided must
be completely filled because the details supplied in the schedule will be used to technical
assess bidders for complaint.
Bidders were also informed that the job specific specification was not uploaded in the web site.
Hardcopy were circulated and the job specific specification will also be uploaded on the website
as an addendum.
Bidders were advised that the provision for accommodation to the supervisor’s staff will not be
required for this package; however provisional sum for services to the supervisor’s
accommodation has been catered for.
The bidders were informed that they will be evaluated in two stages. The first stage will be the
technical evaluation which be based on information filled in the schedules. The second stage
will be the financial evaluation based the submitted bill of quantity.
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SUDAN OPERATION CENTRE
Procurement Briefing:
Bidders were warned that the site visit was mandatory and bidders should provide evidence that they
visit the site.
Bidders were warned that they should read the bidding documents properly. They were reminded that
the schedules should be properly filled. The quality of information submitted will also indicated how
much time the bidder spent in read the documents.
As part the evaluation the bidders work load will be looked at to ensure that the bidder’s resources are
not overstretched.
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Questions from bidders and answers from the UNOPS team.
Questions
Under Bill (2) Site Clearance: Items 21.01
& 21.02 do not have quantities, please
advise
Will haulage be introduced since there is
lack of murram within near the project site?
The closing date in the ITB indicates 23rd
January 2012, however there was an
amendment posted that indicated 16th
January 2012, please clarify
Where should bid securities be placed
during submission of offers?
When should the insurance certificates be
provided? During bid submission or after
award of contract?
Will UNOPS only accept bid securities
from Kenya Commercial Bank
The schedule of experience is missing?
Is it the bidder’s responsibility to provide
accommodation for the employer’s staff?
The contract duration for package 1 was 9
months and package 2 now 12 months,
Answers
This is an error and should be deleted. The
items are already catered for in the first
21.01 above in the BOQ
All rates pertaining to acquisition of
murram should be incorporated in the bid
price
The closing date was amended on 28th
December 2011 to 16th January 2012 due
to the reason that the current dry season
within which construction can take place is
short and the donor is putting pressure on
UNOPS to get the works started.
The bid security can be placed in a
separate envelop which will clearly be
marked ‘bid security’ or be included along
with the technical documents
Bidders can submit a written confirmation
from their insurance companies stating
that they will be willing and able to submit
the required insurance certificates should
the contract be awarded to the bidder
Reference is made to article 16 of the ITB:
Bid securities from reputable banks
certified to operate as commercial banks
by their central banks in their country shall
be acceptable
It is included in the returnable bid
schedule 8 of the ITB
This aspect was already covered under
package 2 where the construction is
already ongoing. The bidder is only
required to provide a provisional sum for
services under package 2 that could be
used if the need arises.
The duration of package 2 is different
because of the timing. Experience shows
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SUDAN OPERATION CENTRE
Questions
whey the difference?
Answers
that during July – October there will be no
effect work due to heavy rains. Since
package -2 will be starting late either in
February or March 2012, it will be just to
give additional months for the period that
will be lost during the rainy season
In amendment NO1, it said “The sealed
Please note that this is one envelope
envelopes shall contain one soft copy and
system bidding process however for
two hardcopies. The two hardcopies shall
bidders to submit their offers in an
comprise one original hardcopy bid marked organized manner to easy the work of the
“Original”. One hardcopy of the bid marked evaluation team you are required to submit
“Copy" shall also be submitted." but in
one original and another copy of the offer.
another document (pre-meeting agenda)
You can submit the offer in two envelopes ,
said " two envelope system (technical &
one marked technical with all the
financial)". Would please tell me how to
returnable schedules and another marked
arrange the envelops in detail
financial with the bill of quantities.
Bidders were further reminded that the bid clarification and site visit are mandatory. Bidders who had
not visited the site should do so with the coordination of the Warrap State authorities who will provide
the feedback to UNOPS. Bidders who do not attend site visits but submit their bids shall be
automatically be disqualified.
Bidders are advised to keep checking the website for any amendment to the ITB.
Bidders were requested that in case of any further information/clarification, they may contact the
Project Manage/Procurement Officer through email as indicated in ITB.
The meeting ended with a vote of thanks to the representatives of the Construction Company.
Nothing in these minutes shall be understood as a waiver of the immunities and privileges of the United
Nations of which UNOPS is an integral part.
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