Section III PDF

J P MUKHERJI & ASSOCIATES PVT LTD
TSFP BID DATA SHEET (BDS) Section - III

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BID DOCUMENT FOR
BALANCE OF PLANT ELECTRICAL
SECTION III
BID DATA SHEET (BDS)

The following bid-specific data for the plant and equipment to be procured shall amend
and/or supplement the provisions in the Instructions to Bidders (ITB). Whenever there is a
conflict, the provisions herein shall prevail over those in the ITB.
INTRODUCTION
ITB 1.1 Name of Project TENDAHO SUGAR FACTORY PROJECT
ITB 1.1 Name of Contract BALANCE OF PLANT ELECTRICAL
ITB 2.1 Name of Employer:
Tendaho Sugar Factory Project,, P O box 2574, Salfaz building (in

front of Atlas hotel), Cape Verde road, Addis Ababa, Ethiopia
ITB 2.4 The bidder should have a minimum current net worth of US $ 5
million, certified by Chartered accountant.
ITB 3.2 Origin: India covering atleast 85 % of the supply and the balance
from any other country.
THE BIDDING DOCUMENTS
ITB 6.1 For Clarification of bid purposes only, the Employers address is:
Address: Tendaho sugar factory project

P O Box 2574
Salfaz building (in front of atlas hotel)
Cape verde road
City: Addis Ababa
Country: Ethiopia
TEL: + 251 11 618 2370

+ 251 11 618 3591
Fax: + 251 11 618 3583
Email: tsfp@ethionet.et
gebreasrat@yahoo.com
Contact person: Ato Gebre Asrat
Factory Manager

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BID DOCUMENT FOR
ITB 6.4 Venue, date and time of pre-bid meeting
Venue: Tendaho Sugar Factory Project

P O Box 2574
Salfaz Building (In Front Of Atlas Hotel)
Cape Verde Road
Addis Ababa
Ethiopia
Date: 4 weeks after Bid issuing date. It

should take place concurrently with the site
visit, if any
Time: 09:00 h
PREPARATION OF BIDS
ITB 8.1 Language of bid is: English
ITB 9.3 (c) & (e) Qualification requirements for bidders, including members of
joint ventures, subcontractors or vendors.
It is mandatory that all the bidders shall furnish the following

information along with the Bid offer to get qualified.
The principle qualification criteria is that it has an experience of

minimum ten (10) years in supplying and installing such facilities and
implementing facilities namely power generation & distribution plants
not less than 20 MWe capacity. The Bidder as an individual bidder or
as a member of Joint Venture must have executed a minimum of 2
such projects in the past 10 years. The Bidder must submit along
with its bid the following particulars.
1.0 Individual Bidders or Individual Members of Joint Ventures
1.1 Constitution or legal status of Bidder: [Bidder to attach copy]
Place of registration: [Bidder to insert]
Principal place of business: [Bidder to insert]
Power of attorney of signatory of Bid: [Bidder to attach]


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BID DOCUMENT FOR
1.2 Total annual volume of construction work performed in the last

five years, in US Dollars : [insert]
2005
2004
2003
2002
2001
1.3 Work performed as prime Contractor on works of a similar

nature and volume over the last five (5) years giving the
following details for each contract. Also list details of work
under way or committed, including expected completion date.
a) Project name and country

b) Name of client, address and contact person
c) Size and key specifications of power generation,
distribution plants. Supplied on turnkey basis
d) Type of work performed and year of completion
e) Date and value of contract (in US Dollars)
1.4 Details of manufacturing/production facilities for manufacturing

of electrical equipment and any auxiliaries.
1.5 Major items of Contractors Equipment [erection and related

services] proposed for installation and commissioning of the
Facilities. List all information requested in the following format.
a) Item of equipment
b) Description, make, and age (years)
c) Condition (new, good, poor) and number available
d) Owned, leased (from whom?), or to be purchased (from
whom?)
1.6 Qualifications and experience of key personnel proposed for

administration and execution of the Contract. Insert details in
the following format and attach biographical data for key
personnel.
a) Position
b) Name
c) Qualifications
d) Type of experience in similar functions
e) Years of experience (general)
f) Years of experience in proposed position
1.7 Proposed subcontracts and firms involved.
a) Section / component of Facilities


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BID DOCUMENT FOR
b) Value of Subcontract
c) Subcontractor name, address and contact person.
d) Type of experience in similar work (incl. Details and value
of work done in last five years as per 1.3 above)
e) Years of experience (general)
1.8 Audited accounts for the last three years; bank references; etc.
[Furnish details below and attach copies.]
1.9 Evidence of access to financial resources to meet the

qualification requirements: cash in hand, lines of credit, etc.
[Furnish details below and attach copies of supporting
documents.]
1.10 Name, address, and telephone, telex, and facsimile numbers of

banks that may provide references if contacted by the
Employer. [Furnish details below.]
1.11 Information on current litigation in which the Bidder is involved.

[Furnish details in the following format if applicable]
a) Name and address of other parties

b) Cause of dispute
c) Amount involved in US Dollars
1.12 Statement of compliance with requirements of Clauses 2. of the

Instructions to Bidders.
1.13Proposed Program (work method and schedule). Descriptions,

and charts, as necessary, to comply with the requirements of
the Bidding Documents. [attach]
2.0 Joint Ventures
2.1 The information listed in 1.1 - 1.12 above shall be provided for
each partner of the joint venture.
2.2 The information in 1.13 above shall be provided for the joint
venture.
2.3 Attach the power of attorney of the signatory(ies) of the Bid

authorizing signature of the Bid on behalf of the joint venture.
2.4 Attach the Agreement among all partners of the joint venture
(and which is legally binding on all partners), which shows that
(a) all partners shall be jointly and severally liable for the
execution of the Contract in accordance with the Contract
terms;

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BID DOCUMENT FOR
(b) one of the partners will be nominated as being in charge,

authorized to incur liabilities, and receive instructions for
and on behalf of any and all partners of the joint venture;
and
(c) the execution of the entire Contract, including payment,

shall be done exclusively with the partner in charge.
3.0 Additional Requirements
3.1 Bidders should provide any additional information required in

the Bidding Data or the Bid Documents.
ITB 9.3 (d) (ii) The period is: Two years
Spares required for operation; number of years following completion:

20 years
ITB 9.3 (g) No alternative bids will be accepted
BID PRICE AND CURRENCY
ITB 11.3 Separate numbered Schedules shall be used for each of the following
elements. The total amount from each Schedule (1 to 6) shall be
summarized in a Grand Summary (Schedule 7) giving the total bid
price(s) to be entered in the Bid Form.
Schedule No. 1 Plant and Equipment (including Mandatory

Spare Parts) Supplied from Abroad
Schedule No. 2 Plant and Equipment (including Mandatory

Spare Parts) Supplied from within the
Employers Country
Schedule No.3 Insurance for Ocean and Local Transportation
Schedule No. 4 Ocean Transportation
Schedule No. 5 Local Transportation
Schedule No. 6 Installation and other Incidental Services

[excluding civil works, civil foundations, but
including foundation grouting}
Schedule No. 7 Grand Summary (Schedule Nos. 1 to 6)
Schedule No. 8 Recommended Spare Parts


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BID DOCUMENT FOR
Bidders shall note that the plant and equipment included in Schedule
Nos. 1 and 2 above exclude materials used for civil, building and
other construction works. All materials required for installation and
other purposes shall be included and priced under Schedule No. 6,
Installation Services.
ITB 11.4 (a) i) Plant and equipment to be supplied from abroad shall be quoted
on basis of DDU Tendaho Sugar Factory Project site.
Employer assumes import custom clearances and payment
of custom duties and taxes.
ii) In addition, bidders shall indicate EX works price, FOB port of

dispatch price also.
iii) Named place of destination for above Incoterm delivery is

Tendaho Sugar Factory Project site, which is adjacent to the
Addis- Djibouti tarmac highway with a convenient distance
from port of Djibuti.
ITB 11.4 (b) i) Prices shall be quoted DDU Tendaho Sugar Factory Project
ii) In addition, bidders shall indicate EXW price also.
iii) Named place of destination for DDU is Tendaho Sugar Factory

Project Site.
ITB 11.6 The price shall be fixed.
ITB 12.1 (b) This should be quoted in Local Currency Only.
ITB 12.1 (c) The choice of currencies in ITB Sub-Clause 12.1 (c) shall be as
under.
- Insurance will be in Local Currency only as the goods / cargo

has to be Insured by Ethiopian Insurance Corporation Only.
- Ocean fright will be in local Currency or in Foreign Currency

depending upon whether the cargo is being shipped through
an Ethiopian Shipping line or any other shipping line.
Shipment through Ethiopian Shipping line is a must if the
shipping line plies to the Port of Shipment.
- Local Transportation will be in Local Currency only.
- Installation Services could be either in Foreign Currency or in

Local Currency depending upon the type of currency in which
the Expenditure is likely to occur.

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BID DOCUMENT FOR
BID PREPARATION AND SUBMISSION
ITB 13.1 Bid shall include a Bid Security (issued by bank or surety) included in
Section VII Bidding Forms;
Amount of bid security US $ 20,000 or equivalent in freely

convertible foreign Currency.
ITB 13.2 Bid Security shall be in the form of Bank Guarantee from a reputable
banking institution. If the institution issuing the bid security is located
outside Ethiopia, it shall have a correspondent financial institution
located in Ethiopia to make it enforceable.
ITB 14.1 Bid validity period 120 days from the date of bid opening.
ITB 15.1 & 19.2 The number of copies of the Bid to be completed and returned shall
be ONE original plus FOUR copies plus ONE electronic copy on a
Data Compact Disk (CD) in Microsoft Word format for text and
Microsoft Excel format for quantitative information. (Only Technical
and commercial bid excluding price bid shall be included on CD)
In case of any discrepancies between the submissions, the original

bid shall be considered to be correct.
ITB 16.1 Bidders shall not have the option of submitting their bids only
electronically but with hard copies as indicated under BDS 15.1.
ITB 17.1 For bid submission purposes, the Employers address is:
Address: Tendaho Sugar Factory Project

P O Box 2574
Salfaz Building (In Front Of Atlas Hotel)
Cape Verde Road
City: Addis Ababa

Country: Ethiopia
TEL: + 251 11 618 2370

+ 251 11 618 3591
Fax: + 251 11 618 3583
Email: tsfp@ethionet.et
gebreasrat@yahoo.com
Contact person: Ato Gebre Asrat

Factory Manager

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BID DOCUMENT FOR
The deadline for the submission of bids is:
Date: 1st June, 2007
Time: 1400 hour
ITB 20.1 Location, time and date of bid opening
Same address as given above under Clause ITB 17.1
Bid opening date & time
Date: 1st June, 2007
Time: 1500 hour
BID EVALUATION
ITB 22.5 Bid Responsiveness
Responsiveness are those important points which conform to the

major conditions set out in the Bid, without which, the Bid is
considered as non-responsive and will not be considered for further
evaluation. Following six points are considered under this category.
Table-1 below is to be filled for marking Yes I No against each
points for each Bidder.
Table- 1
Sl. No. Description Bidder # 1
1 Bid form Yes/No

2 Bid security and its validity Yes/No
3 Bid validity Yes/No
4 Scope of work including amendments Yes/No
5 Technical data Yes/No
6 Price schedule Yes/No
All Bids should pass the Responsiveness before advancing to

Technical & Financial evaluation.
ITB 23.2 Currency chosen for the purpose of converting to a common

currency: Ethiopian Birr
Source of exchange rate: Commercial bank of Ethiopia,

Addis Ababa.

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BID DOCUMENT FOR
Date of exchange rate: 28 calendar days prior to original

deadline for the receipt of bids as
specified in BDS 17.1
ITB 24.1 The Employer will adopt marking system for technical evaluation. A
total of 100 marks have been kept for technical and Financial /
Commercial Evaluation. Merit points shall be allotted for Technical
and Financial evaluation as given below:
i) Technical Evaluation (ST) - 80

ii) Financial Evaluation (SF) - 20
-----
Total (ST + SF) - 100
Technical Evaluation
The technical evaluation shall be carried out in the following four

major categories:
1) Technical specification which covers Technical specification,

Technical Schedule, Drawings and flow diagrams, Scope of
work, Terminal points of supply, Performance Parameters,
Erection and Commissioning, etc.
2) Project Time Schedule
3) Training
4) Bidders Company Structure & Profile which includes

Company reputation, Financial position, Shop facility and set up,
Key personnel CV, Experience in similar jobs, Document
presentation, Resource Level, Quality plan, Confidence in
method statement, understanding the requirement, etc.
Following merit point system shall be followed for Technical

Evaluation. Upon completion of evaluation, the marks will be
corrected to level of 80 from 200.
Sl.No Description Max.

Marks
1. Technical Specification 20
1.1 Technical Schedule 25
1.2 Drawings / Flow Diagrams 25
1.3 Terminal points of supply 10
1.4 Performance parameters 15
1.5 Erection & Commissioning 25
Sub Total 100

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BID DOCUMENT FOR
2. Project Time Schedule 10

3. Training 10
4. Bidders Qualification
4.1 Organizational Strength 5
4.2 Resource / Finance position 10
4.3 Shop facility / setup 5
4.4 Reputation 10
4.5 Experience in similar jobs 15
4.6 Understanding requirement 5
4.7 Document Presentation 5
4.8 Back up services 10
4.9 Experience in Ethiopia 10
4.10 Response to calls 5
Sub Total 80
Total Score (1+2+3+4) 200
Technical evaluated score corrected to 80 80
Bidders who have scored marks of 80 % and above is the technical

evaluation are only qualified for the commercial evaluation.
ITB 25.1 The comparison shall be DDU named place of destination price for
all.
ITB 25.2 Marking system will be adapted for Financial / Commercial

Evaluation. Following points shall be considered for financial
evaluation.
1.0 Evaluated Price
A) Corrected Bid Price
Prices received from various bidders shall be brought to common

accepted figures for comparison.
i) The prices shall be converted to a single common currency for

evaluation purpose.
Ii) For those figures, which were not filled by the bidders, the
corresponding maximum value of other bidder shall be filled for
evaluation purpose.
Iii) For sea freight, insurance and clearance, corresponding

percentage values shall be applied, if not filled by the Bidder.
Based on above, the bid price shall be calculated to a corrected Bid

Price for all bidders, for evaluation purpose.

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BID DOCUMENT FOR
B) Cost due to deviation in Terms of Payment
Deviation in Terms of Payment will be compensated at an interest

rate of 10 % per annum.
C) Cost due to deviation in Time Schedule
Deviation in Time Schedule will be compensated with 2 % of quoted

price for every month, if the time schedule is extended beyond the
stipulated months of trial completion. If the time schedule exceeds 2
months above the stipulated months, the Bid will be considered as
Non-Responsive.
D) Cost due to deviation in Performance
Deviation in performance will be compensated by an adjustment of

0.5 % of bid price for each unit drop in the performance below the
norm of 100.
The evaluated price shall be calculated as follows:
a) Corrected Bid price = xxxxx

b) Cost due to deviation in payment schedule = xxxxx
c) Cost due to deviation in time schedule = xxxxx
d) Cost due to drop in efficiency figures = xxxxx
--------
Total Evaluated price xxxxx
--------
2.0 Financial Evaluated Score
Based on the above considerations, the financial evaluation shall be

carried out for all bidders. The evaluated score shall be calculated as
per the following formula based on maximum score of 20 for financial
evaluation.
Evaluated Score = 20 x [1 (P Pmin)/Pmax]
Where, P - Evaluated price of Bidder

Pmin - Evaluated Minimum price
Pmax - Evaluated Maximum price
The evaluated price and the evaluated scores of individual bidder

shall be tabulated as per the following table.
Particulars Max. Marks Bidder #
Evaluated Price
Financial Evaluated score 20.00 xx . xx


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BID DOCUMENT FOR
3.0 Total Evaluated Score
Particulars Max. Marks Bidder #
Technical Evaluated Score 80 xx . xx

Financial Evaluated Score 20 xx . xx
Financial Evaluated score 100 xx . xx
4.0 Winning Bidders
The first 2 or 3 Bidders scored highest in Total Evaluated Score shall

be considered as Winning Bidders and called for negotiation
subject to the said bidder subsequently determined as a
qualified bidder as detailed in ITB 28..
5.0 Award of Contract
The 1st successful and qualified bidder shall be invited for AWARD
OF CONTRACT.
ITB 25.3 (b) Time schedule:
Time to complete the facilities from the effective date specified in

Article 3 of the Contract Agreement for determining time for
completion of pre-commissioning activities shall be as under.
a) For BLANCE OF PLANT ELECTRICAL Minimum 48 weeks and

maximum 56 weeks. For the purposes of bid evaluation Time to
complete the facilities will be considered as 48 weeks.
The adjustment rate in the event of completion beyond the minimum

period shall be 0.2 % for each week of delay from that minimum
period.
In case of earlier delivery, a credit of 0.2% per week will be given

counting from minimum period.
ITB 25.3 (c) Operating and maintenance costs factors for calculation of the life
cycle
i) number of years for life cycle [Bidder to indicate in his bid]
ii) operating costs [Bidder to indicate inputs for a period of life

cycle]
iii) maintenance costs, including the cost of spare parts for the
initial period of operation, [to be specified by the Bidder for the

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BID DOCUMENT FOR
life cycle]
iv) rate, in percent, to be used to discount to present value, all

annual future costs calculated under (ii) and (iii) above for the
period specified in (i)
ITB 25.3 (d)(i) For BALANCE OF PLANT ELECTRICAL:

Functional
Guarantees Following are the desired performance for Balance of Plant
Electrical:
Losses on 7.5 MVA, 11kV/0.400kV converter transformer - Lowest

losses amongst the bids received for balance of plant electrical.
ITB 25.3 (d) (ii) The following adjustment factors will be used for the BLANCE OF
Adjustment factor PLANT ELECTRICAL.
used in bid
evaluation a) Addition of US $ 10000 for every 2 % excess losses when
compared to the bid received with lowest losses for converter
transformer.
ITB 25.3 (f) Nil
CONTRACT AWARD
ITB 33 Amount of performance security - Ten percent (10%) of the contract

price.

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J P MUKHERJI & ASSOCIATES PVT LTD

TSFP BID DATA SHEET (BDS) Section - III

BID DATA SHEET (BDS)

ITB 1.1 Name of Project TENDAHO SUGAR FACTORY PROJECT

ITB 1.1 Name of Contract BALANCE OF PLANT ELECTRICAL

ITB 2.1 Name of Employer:

Tendaho Sugar Factory Project,, P O box 2574, Salfaz building (in

THE BIDDING DOCUMENTS

Address: Tendaho sugar factory project

TEL: + 251 11 618 2370

TSFP BID DATA SHEET (BDS) Section - III

ITB 6.4 Venue, date and time of pre-bid meeting

Venue: Tendaho Sugar Factory Project

Date: 4 weeks after Bid issuing date. It

ITB 8.1 Language of bid is: English

It is mandatory that all the bidders shall furnish the following

The principle qualification criteria is that it has an experience of

1.0 Individual Bidders or Individual Members of Joint Ventures

1.1 Constitution or legal status of Bidder: [Bidder to attach copy]

Place of registration: [Bidder to insert]

Principal place of business: [Bidder to insert]

Power of attorney of signatory of Bid: [Bidder to attach]

TSFP BID DATA SHEET (BDS) Section - III

1.2 Total annual volume of construction work performed in the last

1.3 Work performed as prime Contractor on works of a similar

a) Project name and country

1.4 Details of manufacturing/production facilities for manufacturing

1.5 Major items of Contractors Equipment [erection and related

1.6 Qualifications and experience of key personnel proposed for

1.7 Proposed subcontracts and firms involved.

a) Section / component of Facilities

TSFP BID DATA SHEET (BDS) Section - III

1.9 Evidence of access to financial resources to meet the

1.10 Name, address, and telephone, telex, and facsimile numbers of

1.11 Information on current litigation in which the Bidder is involved.

a) Name and address of other parties

1.12 Statement of compliance with requirements of Clauses 2. of the

1.13Proposed Program (work method and schedule). Descriptions,

2.0 Joint Ventures

2.3 Attach the power of attorney of the signatory(ies) of the Bid

TSFP BID DATA SHEET (BDS) Section - III

(b) one of the partners will be nominated as being in charge,

(c) the execution of the entire Contract, including payment,

3.0 Additional Requirements

3.1 Bidders should provide any additional information required in

ITB 9.3 (d) (ii) The period is: Two years

Spares required for operation; number of years following completion:

ITB 9.3 (g) No alternative bids will be accepted

BID PRICE AND CURRENCY

Schedule No. 1 Plant and Equipment (including Mandatory

Schedule No. 2 Plant and Equipment (including Mandatory

Schedule No.3 Insurance for Ocean and Local Transportation

Schedule No. 4 Ocean Transportation

Schedule No. 5 Local Transportation

Schedule No. 6 Installation and other Incidental Services

Schedule No. 7 Grand Summary (Schedule Nos. 1 to 6)

Schedule No. 8 Recommended Spare Parts

TSFP BID DATA SHEET (BDS) Section - III

ii) In addition, bidders shall indicate EX works price, FOB port of

iii) Named place of destination for above Incoterm delivery is

ii) In addition, bidders shall indicate EXW price also.

iii) Named place of destination for DDU is Tendaho Sugar Factory