REQUEST FOR QUALIFICATION (RFQ)
ARCHITECTURAL, ENGINEERING AND CONSULTANCY SERVICES
FOR THE RELOCATION OF ALL SERVICES OF THE EMBASSY OF FRANCE IN MALAYSIA – KUALA LUMPUR
QUALIFICATIONS SHALL BE SUBMITTED NO LATER THAN THE 23TH OF JUNE 2015 AT 12:00AM (MALAYSIA TIME)
A) CLIENT:
A.1) CLIENT:
THE EMBASSY OF THE FRENCH REPUBLIC IN MALAYSIA
Represented by the Ambassador of France in Malaysia
Address: 192-196, Jalan Ampang, 50450, Kuala Lumpur, MALAYSIA
Phone: (+603) 20 23 55 00 - Web site: www.ambafrance-my.org/
Working Hours and Time for receiving Proposals: Monday to Friday from 9:30 am to 4:00 pm (Malaysia Time).
A.2) REPRESENTATIVES FOR THE CLIENT:
For administrative issues:
Administrative and Financial Department
Ms Isabelle CORNAND (isabelle.cornand@diplomatie.gouv.fr)
Phone: (+603) 20 23 55 00
For technical issues:
Real Estate Project Manager for Asia-Pacific
Mr Rémi CHEYMOL (remi.cheymol@diplomatie.gouv.fr)
Phone: (+66) 2 657 51 16
Ms Aurélie DUQUESNE (aurelie.duquesne@diplomatie.gouv.fr)
Phone: (+86) 10 85 31 20 68
Technical, legal or administrative questions: in writing only to the email addresses above.
B) PROJECT:
B.1) EXISTING SITUATION AND GENERAL OBJECTIVES OF THE PROJECT:
The services of the Embassy of France in Malaysia are located in a campus. This year, the French Ministry of Foreign Affairs is
going to sell the premises above in order to rationalize his properties.
The services of French Embassy : chancery, administrative and financial department, press service, cultural service, technical
service, military mission, economic and trade office and security staff shall be relocated on 1 or 2 floors in an office tower, still to
choose. The target for these new premises is to rent a surface of 17.000 sqft.
The general objectives fixed by the Client for this project is to relocate all the Services of the Embassy. The project should
propose a good functionality and pays a specific attention to the design. It should also take into account the different levels of
security requested (welcome visitors, staff only, sensitive area, confidential area…).
B.2) PROGRAM OF THE PROJECT:
The Client has developed a feasibility study and program of this project which include sketches that reflect in detail his needs.
This feasibility study and program will be provided to the Qualified Bidders retained at the end of the Request For Qualifications
process (see E – Procedure).
Specific security works are not included in the mission. These works will be carried out by French companies selected directly by
the client.
B.3) BUDGET FOR THE PROJECT:
The projected budget to carry out the works of the whole program (“Construction Cost”) has been estimated by the Client. Only
candidates selected for the 2nd phase of the competition (see E.1) will be informed of the amount.
B.4) SCHEDULE FOR THE PROJECT:
The projected schedule for all works is set up to 5 months.
The projected date for work start is appointed to January, 2016.
The services of French Embassy shall move in their new premises at latest in July/August 2016.
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B.5) CONSTRAINTS OF THE PROJECT:
The project will be done within an existing and functioning tower which is not owned by the Client. The Awardee shall take in
consideration:
- The facilities provided by the building for Electrical / HVAC / Lighting / Plumbing / Fire Protection (MEP in general),
- The normal functioning of the rest of the tower during the entire works and the security and facilities requirements
made by the management of the tower.
C] QUALIFICATIONS AND ORGANIZATION REQUIRED FOR THE CANDIDATES:
In order to carry out the entire project, the team will need to have the following qualifications:
- Architectural qualifications to perform interior modelling for offices.
- Construction Project Management qualifications to guarantee that the project will be carried out within the calendar
and the budget. This implies coordination skills between the members of the team for the study phase, logistic skills to
prepare ahead the construction phase and anticipate all needed actions, and detailed cost estimating skills to deliver at
each step (and especially on preliminary phase) of the project an accurate evaluation of the cost so the Client will be
able to take the right decisions. This implies also qualifications to insure coordination between the work companies
during the works.
- Electrical / HVAC / Lighting / Plumbing / Fire Protection (MEP in general) / security system qualifications to
accommodate the existing common installation for the organization of the offices spaces.
- Design furniture qualifications to perform functional and aesthetic furniture to the services, excluded of the
Ambassador’s office which will be directly design by the Client.
- Administrative / Authorizations / Relationship with the Local Authorities if needed and the management of the tower.
- Advance knowledge in the following fields: Accessibility design and equipment, security system, telecommunication /
data network, life safety system (fire alarm, sprinkler system…), interior design (for offices space).
The organization of the team to reach the goals of the operation with its constraints is crucial. The Client is looking for more than
an architect with consultants, but a multidisciplinary team built around the architect that knows perfectly how to work together
in order to deliver the project on time and within the budget.
The representative of the team to the Client will be the Architect and he will be responsible for the work for the entire team. He
will have meetings and discussions with the Client very frequently during the design phase and with work companies during the
works phase. The other members of the team will have meeting with the Client and/or work companies as necessary.
The description of the role of each member of the team, the coordination of their contribution at every step of the project is an
important aspect for the Client to insure the capacity of the team to answer globally to the objectives of the project.
D] MISSIONS ENTRUSTED TO THE AWARDEE:
Design phase:
The Awardee – as a “Building Project Team” – shall provide traditional basic architectural, design and engineering services
including mechanical, plumbing, fire protection, electrical and data network engineering services and other additional services
(interior design, …) for implementing the Project.
The Client has established a feasibility study for this project and documents (facility condition assessments, existing facility
surveys, drawings) will be given to the awarded team.
This phase includes:
 Concept design
 Detailed design
 Tender document
Bidding phase:
The mission implies:
 Analysis of the bids submitted for the works.
 Finalising the contract document
Works phase:
The mission implies the follow-up of works for architectural and technical within the calendar and the budget planned. The
mission implies also the good coordination between all the companies.
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The IT cabling and the passive security work (access control – alarms) will be carried out by French companies selected directly by
the Client.
The phase includes:
 Approval plans of execution
 Monitoring of on-site works
 Coordinate works
 Acceptance – listing of operation prior to acceptance of the works
 Acceptance – design team’s proposal for acceptance of works
 Acceptance – checking and communication of as built documents
 Acceptance – report of reservations made good and additional proposal by the design team
E] PROCEDURE:
E.1) TYPE OF PROCEDURE:
It is an architectural competition with restricted procedure and eventual negotiations with the Awardee, based on a Request For
Qualifications on the website of the Embassy of France in Malaysia.
This procedure is divided in three (3) phases described:
1. “Request For Qualifications”: Pre-selection of 3-4 Candidates according to competences, references and means who will
be invited to propose a project for the embassy;
2. “Bidding Process – architectural competition” (Request For Proposal): After receiving the Tender Documents from the
Client and visiting the project site, submission of bids including a design proposal by, and only by, the Qualified Bidders
and analysis of all bids received from the Qualified Bidders;
3. Negotiation with the “Awardee” and eventually adjustment of the scope of services, fees and/or the project program.
Phase 1: The Client will review qualifications of Candidates and select up to 4 Qualified Bidders.
Phase 2: The French Republic will form a Special Committee which will: review the bids and proposals, rate them and propose an
Awardee for the relocation of all Services of the Embassy of France in Malaysia. This Special Committee will work in private.
The Client reserves its right to postpone and/or to cancel at any time or at any phase the current procedure.
E.2) PROFESSIONS SELECTED / INTENTED / RESERVED OF THE CONTRACT:
The Candidate assumes responsibility for compliance with all laws and regulations concerning its eligibility to provide a
submission and to perform the Services in Malaysia.
The Prime Consultant of the Candidate shall be an architectural firm which is required to hold a valid Certificate of Practice from
the local Authorities.
The Request For Qualification is reserved for multidisciplinary team (see section C) with significant experience in modelling
offices.
E.3) DOCUMENTS TO BE SUBMITTED BY CANDIDATES:
Each Candidate and each member of the Building Project Team shall produce the following documents in order to demonstrate
that the team is qualified for the project (see notably section C) with a soft copy of them on USB key or CD/DVD (less than
100Mo) :
a-The table in appendix fulfilled with all the information requested
b-References:
- A brief history of the Architect and the Key members and the services routinely provided in-house on diplomatic or institutional
or official building projects in Malaysia or for South East Asian project during the 5 last years;
- List of all representative projects during the 5 last years, whether ongoing or completed, including references, for similar
projects in Kuala Lumpur or in Malaysia which reflect the team’s experiences - for each at least: detailed explanations of nature
of the work, the structure of the project, the location, the date and duration, the total cost of the project, the composition of the
team, the name and contact information of the client;
- List of all projects currently under contract;
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c-Management and Organizational Approach:
- A methodological document presenting the details of Candidate organization for this project. This document shall detail and
explain how the team will perform all services for the project, its organisation and roles and responsibilities of individual team
members (with a chart) to comply with the rules of this project.
E.4) PLACE, SUBMISSION CONDITION AND LAST DATE FOR RECEIVING BIDS:
The application files, constituted in accordance with the preceding sections must be submitted in sealed envelopes directly at the
Embassy at its address (section A.1) latest by the 23th of June 2015 by 12:00 a.m (Malaysia Time).
For each Candidate, qualification materials (hard and soft copy) will be placed in closed envelopes sent to Ms Isabelle CORNAND
and bearing the following text: “ KUALA LUMPUR – EMBASSY OF FRANCE IN MALAYSIA – QUALIFICATION FOR ARCHITECTURAL /
ENGINEERING / CONSULTANCY SERVICES ”
E.5) PHYSICAL INSPECTION AND QUESTIONS DURING THE REQUEST FOR QUALIFICATIONS (PHASE 1) AND BIDDING (PHASE 2):
A physical inspection of the Project Site should not be held during the phase 1 but will have to be held during phase 2 for the
Qualified Bidders, after signing a Confidentiality Agreement.
Question – if any – shall be addressed in writing by email to the Representative of the Client (cf. section A.2) and will be
answered by the same way by such Representative. Question has to be sent by email at least 4 calendar days before the last date
for receiving tenders (section E.4).
E.6) CRITERIA FOR ANALYSIS AND SELECTION OF CANDIDATES (PHASE 1):
Following the scrutiny of the applications, the following will not be retained:
- applications not attaching the documents mentioned in section E.3 above, or those who are not in conformity with the
provisions of the said section;
- applications not providing guarantees in terms of competence, references and means as mentioned in section E.3 above;
- applications submitted after the due date/time limit (see section E.4 above).
In case of incomplete bid, the representative of the Client reserves its right to request additional information or document in
order to clarify and to qualify or not such candidate.
After reviewing all the retained applications, they will be analysed and rated following these selection criteria:
1- Technical and professional capabilities to develop the Project (40%);
2- Experience in similar projects (30%);
3- Conformation and organization of the team assigned to the Project (30%).
E.7) REQUEST FOR QUALIFICATIONS, ANALYSIS OF BIDS, NEGOTIATIONS AND SELECTION OF AWARDEE (PHASES 2 AND 3):
The exact dates/conditions and criteria for the two (2) next steps of this procedure (phases 2 and 3) will be specified and detailed
in the Tender Documents which will be given to the Qualified Bidders only.
F] MISCELLANEOUS INFORMATION:
F.1) Language:
The official and legal language for this Project and this Procedure is the English Language.
F.2) Currency:
All figures in the proposals shall be in Malaysian Ringgit (MYR).
F.3) Indemnity / Cost of Bids:
An amount of 12.000 MYR will be paid to the qualified bidders for phase 2 if the documents requested in tenders are submitted
and comply with the requirement.
F.4) Jurisdiction:
The Governing Law for the drafting and the interpretation of the Project documents will be the Law of Malaysia and the
competent courts will be those of Kuala Lumpur.
F.5) Mode and date of publication:
This notice will be published on the website of the Embassy of France in Malaysia with effect from May 28th 2015.
F.6) Miscellaneous and other clauses:
All other and miscellaneous clauses will be specified in the Tender Documents which will be given to, and only to, Qualified
Bidders./.
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APPENDIX:
Candidate information
CANDIDATE INFORMATION (one form by company in case of a group of companies)
Company name
Address in Malaysia
Headquarter address
(if different)
Capital (in MYR)
Name of Legal
Representative
Main contact person
Main contact email
Main contact phone
Total workforce in
Malaysia
Number of technical staff
in Malaysia
(specify number of
engineers and
technicians)
Available qualifications
Service capability
Group of company
agreement (if applicable)
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