10th EDF Health Sector Reform Alteration and Upgrading the Milton

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EDF Health Sector Reform

Alteration and Upgrading the Milton Cato Memorial Hospital (lot 1) and the Mental Health

Centre (lot 2)

Pre-Tender Meeting

February, 2014; 10:00am

Lecture Room, Milton Cato Memorial Hospital

Section

Subject

Commencement

The meeting was called to order at 10:11am by chair Janelle Quow. Participants were invited to

introduce themselves and the entity they represented:

No.

Name

Company

Decima Corea

Central Planning Division

Anthony Robert

European Union

Chiaka Bowman

Central Planning Division

Cecil Harris

Central Planning Division

Shineco Sutherland

Central Planning Division

Janelle Quow

Central Planning Division

Moulton Mayers

Moulton Mayers Architects

Brian Begg

Moulton Mayers Architects

Branson Ollivierre

Moulton Mayers Architects

Rodney Foster

Moulton Mayers Architects

Nick Denman

Kee-Channona Ltd, Trinidad

Jerome Labban

Kee-Channona Ltd, Trinidad

Elroy Boucher

Milton Cato Memorial Hospital

Grace Walters

Milton Cato Memorial Hospital

Anne DeRoche

Min. of Health, Wellness & the

Environment

Onell Wyllie

Min. of Health, Wellness & the

Environment

Griffith Glasgow

Edward Construction

Roxanne Williams

Milton Cato Memorial Hospital

Janelle Ballah

Milton Cato Memorial Hospital

Andrew Williams

Milton Cato Memorial Hospital

Charles Woods

Milton Cato Memorial Hospital

Simone Keizer-Beache

Min. of Health, Wellness & the

Environment

Eloise Wilkes

Mental Health Centre

Kerry-Ann Hamilton

Min. of Health, Wellness & the

Environment

Philip Bailey

Min. of Health, Wellness & the

Environment

Shur-Wayne Nicholls

ADC Building & Maintenance

Anderson Clarke

ADC Building & Maintenance

Roland Cuffy

Gibson Construction Ltd

Allex George

IJS Quality Electrical Services

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Alvan Gordon

Innotech Services Ltd

Andrew Adam

Innotech Services Ltd

Antarese DaBree

Hutchinson Construction Co. Ltd

Richard Hutchinson

Hutchinson Construction Co. Ltd

Review of Scope of works

The scope of works was reviewed by JQ:

 Lot 1:

a. Maternity Ward A: ceiling, paint, ac work – to function as temporary operating theatres

while the main operating theatres are being refurbished

b. Female surgical and ICU: new floor, roof, general upgrades

c. Kitchen: new ceiling, cupboards, exhaust

d. Operating Theatres: new roof water proofing, new ceiling, paint, completely new AC

system

The MCMH will be operational while construction is ongoing so there will be a special

sequencing of works. Specifically, work in the ICU, kitchen and maternity ward “A” will be

done simultaneously. The work in the main operating theatre on the first floor will

commence only after the completion of the temporary operating theatres on the ground

floor.

 Lot 2:

General upgrading of the entire health centre including new doors and windows, kitchen

and toilet facilities, staff areas, reconstruction of the burnt-out section as well as all

associated electrical and plumbing installations. The works will also include the construction

of a new circulation corridor. The contractor will be given free access to the site.

Review of Tender Details

The following dates were highlighted:

a. Deadline for tenderers to submit written request for clarifications: March 3

2014

b. Deadline for contracting authority, the Central Planning Division, to post

addenda and clarifications on website: March 13

2014.

c. Submission deadline for bid: March 24

2014 at 4:00pm.

d. Tender opening: March 25

2014.

The tenderers were advised that the tender document has the information for the

financial requirements which would be used, along with other evaluation criteria, to

determine the responsiveness of the bids submitted. The financial requirements would

consider required annual turnover and access to liquidity.

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The following sections of the Instructions to Tenderers were highlighted:

a. Section 12: In order to submit well-prepared, responsive tenders, tenderers were

advised to carefully review Section 12 of the Instructions to Tenderers which

details all of the information to be submitted with tenders.

b. Section 13: This section gives detailed information for the financial requirements

of the tender. It was drawn to the tenderers attention that the prices should be

in East Caribbean Dollars, not Euros. Also, all prices should be inclusive of VAT

and customs charges as laid out in the tender dossier.

c. Section 15: This section provides information for the tender guarantee of each

lot. It was highlighted that the guarantees would be EC$20,000 and EC$15,000

for lot 1 and lot 2 respectively.

The supply of the air conditioning units for the MCMH: The documents for this supply

are currently being reviewed by the consultants and are not part of the tender which

was launched; however a provisional sum will be issued to tenderers.

Update: The documents will be published on the Contracting Authority’s website,

www.svgedfpmcu.com by Friday, 21

February 2014 so that tenderers can source and

price a suitable system. On award of contract the contractor may use his own sub-

contractor or a subcontractor would be nominated depending on the comparative

costs.

Questions from tenderers

i. Are there any restrictions on the hours of work at the MCMH site?

- Work should be done during the hours of 7:00am to 5:00pm.

ii. What is the form of contract to be used, FIDIC or JCT?

- The standard EU form of contract will be used.

iii. Who is the Project Manager and what would be that person’s roles and

responsibilities? That is, who address issues like changes in the scope of work

and variations?

- The tender dossier speaks to a supervisor and a supervisor’s representative,

not a project manager. The tenderer will be advised of the supervisor’s

representative in due course.

iv. According to the advertisement, the deadline for submission of tenders is 4

March, 2014. Is there a discrepancy?

- The deadline for submission of tender is 24

March, 2014

v. Will there be provisional sum for the MCMH air-conditioning works?

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- Yes, a provisional sum will be issued.

- Update: In addition to the provisional sum, the air conditioning documents

will be posted on the web site so that tenderers can source and price a

suitable system. On award of contract the contractor may use his own sub-

contractor or a subcontractor would be nominated depending on the

comparative costs.

vi. Are the relevant supervisor and supervisor representative named?

- The supervisor is named in the document but the supervisor’s representative

will be named in due course.

vii. According to the special conditions of contract, all demolition materials are the

property of the employer, so would the employer be responsible for disposing the

waste materials?

- This will be reviewed and will be addressed in a clarification. Please refer to

item no.2 of Clarification No.2.

viii. Can the payment period of 90 days be modified?

- No, this period cannot be negotiated as it was in the past; however both the

Contracting Authority and the European Union will endeavour to process

payments as quickly as possible. The contractor must also ensure that claims

are well-prepared.

ix. Will there be a provisional sum for the ceramic tile so that all tenderers are on

the same page?

- Yes, a provisional sum will be issued for the ceramic tile. Please refer to item

no.1 of Clarification no.2.

x. The BoQ says that prices are to be VAT exclusive while the bidding documents

says that VAT is mandatory. Since the VAT paid by the contractors is to be

reimbursed can the relevant documents be worded to convey that VAT is not

being collected on behalf of the government but is instead being reimbursed?

- This query is to be addressed later.

- Update: Please refer to the response to question no. 4 of Clarification no.1.

xi. Would there be specifications provided for the epoxy floor coating at the MHC?

- Yes, specifications will be provided for the epoxy flooring. Please refer to

item no.3 of Clarification No.2.

xii. What is the expected start date for the project?

- The expected start date of the project is early June – no later than 15

July.

xiii. Can the contracting authority give the contractors information on where to

source the Air Conditioning units?

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- This query is noted and will be addressed later.

xiv. Would the contractors be provided with hard copies of the BoQs?

- No, contractors will not be given printed tender dossiers; the dossier is

available for download at www.svgedfpmcu.com.

This portion of the meeting was concluded and the walk-through commenced.

Tenderers were taken through the Maternity Ward, Kitchen, Female Surgical Ward and

ICU.

Queries and responses are as follows:

Kitchen:

i. There is a wall to be demolished in the kitchen; however there is an electrical

panel on that wall. Will the panel be relocated?

- It is unlikely that the panel can be relocated. Only a portion of the wall will

be demolished to avoid relocation of the panel.

General:

ii. Are as-build drawings available?

- Some as-built drawings are available.

iii. What is the possibility of creating an access through the wall boundary with the

cemetery as an alternative to the pedestrian ramp to access the first floor?

- This will be investigated.

iv. Subsequent to the site visit, who should tenderers contact in order to visit the

sites?

- Tenderers should contact the Contracting Authority in writing.

Adjournment

There being no other business, the meeting concluded at approximately 11:45am.