Terms
of Reference, Bid Documents and Requirements to be Completed by Bidders/Contractors for the Completion of the
Official Residence of the Consul General of the Republic of the Philippines
12
April 2005
Consulate General of the
Philippines, Hong Kong SAR
Bids and Awards Committee for
the Completion of the Renovation Works in the Official Residence of the
Consul General, 29/F Villa Veneto, Kotewall Road, Mid-Levels, HK
Terms
of Reference, Bid Documents and Requirements to be Completed by
Bidders/Contractors for the Completion of the Official Residence of the
Consul General of the Republic of the Philippines
1.0
Description of the
Project
The public bidding of the
remaining works and fit-out services for the completion of the official
residence of the Consul General in Hong Kong SAR, China is being
undertaken pursuant to instructions from the Department of Foreign
Affairs, Manila, for the Consulate General to ensure the completion and
turn-over of the project to the Philippine Government within a specified
period of time.
The project site is a
three-bedroom flat with a maid’s quarter/storage room,2 bathrooms (one en
suite in the Master bedroom), living and dining area, kitchen, pantry,
laundry area, and ante room measuring 2,562 sq. feet. It is
located on the 29/F of Villa Veneto, Kotewall Road, Mid-Levels District,
Hong Kong.
The property was first
purchased by the Philippine Government in 1982 and is
wholly-owned by the Government of the Republic of the Philippines for use
as the official residence of the Consul General.
The works which remain to be
completed based on the renovation undertaken by a previous contractor
include refurbishing of the various rooms and spaces in the property,
provisions of fixtures, provision of built-in furnishings wherever
applicable, and ensuring the operationability of the electrical,
sprinkler/fire protection systems, and other works including the
air-conditioning system.
2.0
Approved Budget for the
Completion of the Renovation Project
Pursuant to the instructions
and approval granted by the Department of Foreign Affairs, Manila, the
approved budget for the completion of the project is HK Dollars HK$
687,545.84.
3.0
Delivery Time and
Completion Schedule for the Renovation Project
Pursuant to the instructions of
the Department of Foreign Affairs, the target date for the completion of
the renovation works at the official residence and the turn-over of the
project to the Consulate General of the Philippines is 31 May 2005.
4.0
Scope of Work
4.1 Design
Requirements- In view of time and budgetary requirements, interested
contractors are not required to submit full-blown designs of the
renovation and fit-out works of the official residence of the Consul
General but will adhere to the original design prepared by the original
contractor with allowance for only minimal/minor design variations due to
necessities or exigencies in the construction process; to enhance the
existing design/works; and in cases where no design was submitted for a
particular area of the property subject of the works. The design drawing
and other specifications along with related floor and technical plans of
the property are attached hereto as Annex A.
4.2 Works
for Correction and Completion – A Summary of Works prepared by the
Properties Committee of the Department of Foreign Affairs specifying the
areas of construction, refurbishing and fit-out works at the property is
hereto attached as Annex B as the reference point for the
work to completed by the selected contractor.
5.0
Bid Security
All interested contractors are
required to submit along with their bid documents a form of Bid Security
in either cash, certified check, cashier’s check, bank draft or
irrevocable letter of credit (LOC) in the amount of HK Dollars HK$
6,875.45 representing one per cent (1%) of the approved budget for
the project to be bid
The Bid Security must be valid
for at least sixty (60) days from the date of submission to the Bids and
Awards Committee (BAC) of the Philippine Consulate.
The Bid Securities will be
returned after the selected bidder has signed the contract for the
completion of the renovation project but in no case later than the
expiration of the Bid Security validity period.
6.0
Eligibility Requirements
All interested contractors are
required to submit the following with their other bid documents:
· Audited
Financial Statements for the last three financial years
· A
list of current and past projects of a similar nature in the last three(3)
years to include the name, type, size of the project, total contract value
at award, duration of contraction and year of completion (wherever
applicable), contact details and name/s of the contact person from the
client organization. Use attached prescribed form attached hereto as
Annex C
· Details
of the sub-contractors the firm plans/intends to use for the prospective
project. Use the prescribed form attached hereto as Annex D.
· Copy
of Business Registration in Hong Kong
· Address
of office/s, list of officers contact numbers, and indicate if sole
proprietorship, company, partnership or joint venture
· Technical
Proposals for the Construction including the proposed work schedule,
materials board/samples, refurbishing/renovation works methods/process,
drawing or illustrations of minimal design variations whenever called for
in the construction process; to enhance the existing design/works; and in
cases where no design was submitted for a specific area of the property
subject of the work.
· Financial
Proposal
· A
Statement under oath by the prospective bidder or its duly-authorized
representative that each of the documents submitted in satisfaction of the
eligibility requirements is an authentic and original copy, or a true and
faithful reproduction or copy of the original, is complete, and that all
statements and information provided therein are true and correct.
· Affidavit
of Site Inspection a form for which is attached thereto as Annex E.
The said affidavit may be sworn to either before a Notary Public
duly-registered in Hong Kong SAR or by an official of the Philippine
Consulate General in HK authorized to administer oaths.
7.0
Instructions to Bidders
7.1 Site
Inspection – A site inspection of the property at 29/F Villa Veneto,
Kotewall Road, Mid-Levels, Hong Kong, will be conducted at the same time
for all interested contractors. The schedule for the site inspection is
0930 H, 13 April 2005, Wednesday. Representatives of all interested
contractors will be required to be at the site by 0930. No separate or
individual visits of contractors will be scheduled. Representatives of
interested contractors will be allowed to take photographs of the work
site provided any and all photos taken will be utilized solely for
purposes of aiding contractors in the preparation of their proposals.
7.2 All
bidders are required to submit their final bid documents on or before 1800
H, 20 April 2005, Wednesday, to the BAC Secretariat, Philippine Consulate
General, HK (Attention: Ms. Rowena M. Neri).
7.3 The
bids shall be contained in two (2) separate sealed envelopes addressed to:
Ma. Theresa B. Dizon-de Vega
Chair, BAC
Consulate General of the
Philippines, HK SAR
14/F United Centre, Admiralty,
HK
7.4 The
first sealed envelope to be labeled “Technical Proposal” will include the
following documents:
a. Bid
Security
b. Construction
Schedule
c. Manpower
Schedule
d. Organizational
Chart for the Project
e. List
of Contractors with details (personnel, brief company profile, proof of
registration in HK)
f. Affidavit
of Site Inspection
g. Audited
Financial Statement for the last three (3) years
h. A
list of current and past projects of a similar nature in the last three(3)
years to include the name, type, size of the project, total contract value
at award, duration of contraction and year of completion (wherever
applicable), contact details and name/s of the contact person from the
client organization
i. Technical
Proposals for the Construction including the proposed work schedule,
materials board/samples, refurbishing/renovation works methods/process,
drawing or illustrations of minimal design variations whenever called for
in the construction process; to enhance the existing design/works; and in
cases where no design was submitted for a specific area of the property
subject of the work.
j. Copy
of Business Registration in Hong Kong
k. Address
of office/s, list of officers contact numbers, and indicate if sole
proprietorship, company, partnership or joint venture
7.5 The
second sealed envelope to be labeled “Financial Proposal) should contain
the following documents:
a. Schedule
of Works and Costs with detailed estimates of all expenses to be incurred
by the contractor for the completion of the project including indicating
unit prices of all construction materials, fixtures, labor rates,
equipment, wirings, airconditioning system, and equipment rentals
(whenever applicable) and all applicable taxes/levies/fees/duties.
8.0
Performance Security
The selected contractor will be
required to post a Performance Security upon signing of the contract. The
Performance Security may be in any of the following forms:
8.1 cash,
certified check, cashier’s/manager/s check, bank draft/guarantee confirmed
by a reputable bank
8.2 irrevocable
letter of credit issued by a reputable commercial bank or in the case of
an irrevocable letter of credit issued by a foreign bank, the same shall
be confirmed or authenticated by a reputable local bank
8.3 surety
bond callable upon demand issued by any reputable surety or insurance
company
8.4 a
combination of the foregoing
The required amount of security
shall be five percent (5%) of the total contract price.
9.0
Evaluation of Bids
The BAC will evaluate the
bids/proposals submitted by the aforementioned deadline in accordance with
prescribed procedures under existing regulations for the procurement of
infrastructure services. The selected bidder will be subjected to
post-qualification and if determined to be post-qualified will be awarded
the contract for the project.
10.0
Any questions or
clarifications regarding the requirements should be addressed to the BAC
Secretariat for the Completion of the Renovation Work of the official
residence (Attention: Ms. Rowena M. Neri), Consulate General of the
Philippines. However, once the bids have been submitted for evaluation,
bidders may not inquire from any BAC member or BAC Secretariat member on
the status of their respective bids until the issuance of a Notice of
Award to the selected contractor.
For the reference and
information of all interested contractors/bidders.
11 April 2005, Hong Kong SAR
PCG
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