CONSTRUCTION OF IRABERE IRRIGATION SCHEME Tender/026/MAPPF-2024 Minutes of Pre-Bid Meeting Date: 26 June 2024 1. The pre-bid meeting for CONSTRUCTION OF IRABERE IRRIGATION SCHEME (TENDER/026/MAPPF-2024) for Ministry of Agriculture, Livestock, Fisheries, and Forestry (MAPPF) was held on 26 June 2024 at 1500 hours local time at the Conference Room of Comissão Nacional de Aprovisionamento - CNA (National Procurement Commission) at Rua de Balide, Patrimonio de Estado, Dili, Timor-Leste. This meeting was attended by representatives from MAPPF, CNA and interested Bidders. 2. CNA welcomed all the attendees of the conference and presented the important points of the Bidding Document for the said project. The CNA advised interested Bidders to read and understand the Bidding Document. The PowerPoint presentation is attached with these minutes. 3. The question-and-answer portion proceeded immediately. Responses to questions during the pre-bid meeting are attached to these minutes as Clarification No.1. 4. CNA encouraged all interested Bidders to send clarifications in writing to the details provided in Section 2 of the Bid Data Sheet ITC 7.1. CNA will respond in writing to any request for clarification. CNA will forward copies of the response to all interested Bidders who have acquired the Bidding Documents and published at the designated websites. The interested Bidders were also advised to read and understand the Bidding Documents issued for this project to fully understand the requirements of the project in order to prepare a very good Bid. 5. At the end of the conference, CNA thanked all the attendees for their active participation in the conference. 6. The meeting was concluded at 1600 hours local time. Enclosed: Clarification No.1 Appendix 1 – Power point Presentation Hermingardo Albano Soares Executive Director- Comissão Nacional de Aprovisionamento (CNA) CONSTRUCTION OF IRABERE IRRIGATION SCHEME (Tender/026/MAPPF-2024) CLARIFICATION NO. 1 09 July 2024 Questions 1. From drawing Documents, it can be seen that this work was planned from 2015. Is the price still relevant on current condition? Considering the plan is already 9 years up to this year 2. If a foreign company that was opened a branch in Timor Leste be considered a Timor Leste's National Company? So the company can submit Bidding Document for the project? Please Explain! 3. In ITB 11.2. (g) states that the local bidders will submit with its technical bid following additional documents. (Authorization to Conduct Activity (Autorizacao Para Exercicio de Atividade Economica) , Business Registration Certificate (Certidao do Registo Comercial) , Certidao de Dividas (Certificate of Debts) , Authenticated copy of previous tax statement from Timor-Leste Revenue Service (TIN) , Social Security Contribution Certificate) Is this tender only for Timor-Leste’s national companies? Or can for foreign company too and What documents are required for foreign companies 4. Provisions in Bidding Documents 10.1. that Bid Documents are made in English and Portuguese. is the method for making Bid Documents by making 2 Documents, Document in English and 1 Document in Portuguese? or Only 1 Bid Document in Bilingual Language (English and Portuguese). Please explain. 5. May the Bid Guarantee be issued in the bidder's country of origin, or must it be in Timor Leste 6. The document requires must have experience: Construction of the Sand trap Basin in one contact, while in summary bill of quantity no. IV. Construction Intake Sand trap Basin – Regulating Structure Can it be interpreted here as "Construction Intake": and/or "Sand tap Basin"; and/or "Regulating Structure"? Because what is in the drawing document that will be worked on is "Construction Intake, Regulating Structure (Tapping, Culvert Structure, Cross drain and Gutter Irrigation)" 7. For the four required Key Activities, it's in one contract or could it be in several contracts? 8. The document requires must have experience: Construction of Canals and Hydraulic Structures in one Contract What is definition of "canals"? is it "channels", "furrow" or "irrigation canal traces"? Is the hydraulic structure can be interpreted as an irrigation management system through prepared gates and tapping buildings or hydromechanical in item work of Dam Project'? 9. Sandtrap Basin in requirement document can be equated with Drain Construction work in weir project? 10. River Diversioan work it can be equated with Channel Diversion work ini Irrigation Project? 11. Hydraulic Structural work it can be equated with Hydromechanical work in Darn Project'? 12. The requirement contract experience value is $20 Million, if we finished the contract experience by contractor as JO, the value contract calculated according Total Contract or portion in JO...? please explain. 13. Personnel with the position of Quality Assurance Representative it's required to have an Educational Qualification. with Degree in Quality Assurance and Management. May the "Educational Qualification Degree in Quality Assurance and Management" be replaced with a "Civil Engineering Degree"? 14. What are the social issues around the work location? 15. Has the work area been cleared? If so, can the contractor start work immediately? 16. Is a material disposal location provided? If yes. how far is it from the site to the material disposal location? 17. Is there any escalation on this project? 18. Are there quarries and hatching plants around the site? 19. What taxes must be paid by the Bidder? 20. In Flume Aqueduct work, do we use a precast box culver or cast in situ? 21. Are Meeting Room Building and Bagged Grain Stored work included in this project? Because these two jobs are not in the BOQ. 22. The required Transit Mixer equipment, is it the same as the Truck Mixer? 23. For all proposed key personnel should attach evidence of other proof of professional expertise. Certificate for professional expertise it can be issued from country of origin of the bidder? 24. What is the Precentage of the Advance Payment ? 25. The outstanding payment from the other Line Ministry can be consider or not? 26. Please provide River diversion works explanation 27. How many document required to submit 28. Construction of Asphalt Macadam in was in the BoQ but it is not in the drawing 29. Hydromechanical works (in drawing) it will be manual or authomatic operating 30. No Design or drawings provide for Acces Road 31. Contractor profit is not mention in the document 32. Please share with us the BOQ data in excels file form 33. The Tender No., in the footer of issued Bidding reflect Tender/027/MAPPF-24. Response 1. The price is still relevant and all work items must follow the contracted quantity. If the quantity is different from the drawing and must be carryout, then variation and adjustment based on actual quantities and will revise drawing during construction/implementation 2. This Bidding is open to all International and National Bidders. Therefore, all companies from all areas are eligible to Bid. 3. This Bidding is open to all International and National Bidders. Please refer to the information provided in the ITB 11 (Section I), ITB 11.2(g) and ITB 20.2 (Bid Data Sheet) for the submission of documents along with Bid. However, it is the responsibility of the Bidders to carefully review the other submission requirements documented in the Bidding Document. 4. Bidders can submit their Bids in English or in Portuguese Language (ONLY IN ONE LANGUAGE). 5. Bid Guarantee from any country is acceptable. 6. All construction work items base on Bill of Quantities (base on quantities in the contract) 7. Four requirements of Key Activities can be in one contract or in several contracts. 8. Yes correct, it is same and it is an Irrigation Channels traces to deliver water to the agriculture zone and Hydraulic structure is going to be constructed, it’s like, division box, intake structure, drop structure, offtake and so on. And hydromechanical is such as intake gates, flashing gate, scouring gate, offtake gates and Trash rack 9. Sandtrap is not a drainage but it’s a main important structure/facility as part of weir. After the sand accumulate in sandtrap facility it can be flash trough flashing gate to the drainage canal and directly flow to the river. (see drawings document) 10. River Diversion; This Section covers the construction, maintenance and subsequent removal of the temporary river diversion facilities, such as cofferdams and other related temporary facilities, including dewatering facilities, which necessary for performing the work during the construction period. 11. Hydraulic structure is going to be constructed, it’s like, division box, intake structure, drop structure, offtake and so on. And hydromechanical is such as intake gates, flashing gate, scouring gate, offtake gates and Trash rack 12. Only the portion of (amount/value) Joint Venture Partner in the past project will be considered not the value of the whole contract. In the case of JV, the value of contracts completed by its members shall not be aggregated to determine whether the requirement of the minimum value of a single contract has been met. Instead, each contract performed by each member shall satisfy the minimum value of a single contract as required for single entity, if the Bidder comprises the same Joint Venture, the 'Single Entity' requirements will apply. 13. The Quality Assurance Representative shall be with educational qualification in Degree in Quality Assurance and Management for at least 7 total years’ experience and at least 5 year’s similar experiences. 14. No issues 15. Yes Working area is cleared and the contractor will mobilize immediately. 16. Yes, Quarry - plant 0.5km Plant – site 5.7 km, furthest 17. None 18. Yes, it’s around there, but if going to utilize for quarries have to quarry license from relevant institution (Autoridade Nacional dos Minerais, I.P. (ANM)). The license has to made by contractor 19. Please refer to ITB 14.7 (Bid Data Sheet) Information on the tax obligations in the Employer’s Country can be found at http://www.mof.gov.tl 20. The quantities and quality is major point, and it will discuss with the consultant supervision and owner during project on going 21. Its include, please see, summary cost estimates no F; Provisional SUM for construction of building facility 22. Yes, it same 23. The certificates of professional expertise are required from the institutes attended by the experts and can be from any country 24. Twenty percent (20 %) 25. The outstanding payment from the other Line Ministry cannot be consider as financial resources 26. River Diversion; This Section covers the construction, maintenance and subsequent removal of the temporary river diversion facilities, such as cofferdams and other related temporary facilities, including dewatering facilities, which necessary for performing the work during the construction period 27. Please refer to the ITB 20.1 of Section II (Bid Data Sheet) Technical Bid: one (1) original and two (2) copies and one (1) soft copy (USB/CD). Price Bid: one (1) original and one (1) copy and one (1) soft copy (USB/CD). 28. Shown in cross section and long section ( ita not detailed but will adjust base on BoQ 29. Its manuaal operating 30. Shown in cross section and long section (its not detailed but will adjust base on BoQ) 31. It is the responsibility of the Contractor to add profit, taxes and other expenses into its Unit Rates. 32. The Excel file can be downloaded from the below link. https://drive.google.com/drive/folders/1-mAGcDkk8CZajmsAwl9bjDZSVMPfuHUe?usp=sharing 33. It is a typo error.Please consider the Tender No., Tender/026/MAPPF-2024 Hermingardo Albano Soares Executive Director- Comissão Nacional de Aprovisionam