PAKISTAN CIVIL AVIATION AUTHORITY REQUEST FOR PROPOSAL ENERGY PERFORMANCE CONTRACT AT JINNAH INTERNATIONAL AIRPORT

Transcription

1 PAKISTAN CIVIL AVIATION AUTHORITY REQUEST FOR PROPOSAL ENERGY PERFORMANCE CONTRACT AT JINNAH INTERNATIONAL AIRPORT

2 DISCLAIMER The information contained in this Request for Proposal (RFP) document or information provided subsequently to Bidder(s) or applicants whether verbally or in documentary form, by or on behalf of Pakistan Civil Aviation Authority (PCAA), is provided on the terms and conditions set out herein and all other terms and conditions subject to which such information is provided. The RFP document is neither agreement nor an offer and is only intended for invitation by PCAA to the interested parties for submission of proposals. The purpose of the RFP document is to provide the bidders(s) with information to assist them formulate their proposals. The RFP Document do not claim to contain all the information each bidder may require. Each bidder should conduct its own investigations and analysis and should check the accuracy, reliability and completeness of the information in RFP Document and where necessary obtain independent advice. PCAA makes no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of the RFP Document. PCAA may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in the RFP Document. MANDATORY DOCUMENTS / REQUIREMENTS a valid registration with Pakistan Engineering Council in Constructors Categories EE- 03, EE-04, EE-05, EE-06, ME-01, ME-02 & ME-03. valid National Tax Certificate and evidence of listing in Active Taxpayer List valid registration with Provincial Revenue Board/Authority. Page 1 of 24

3 A. PROJECT OBJECTIVE Pakistan Civil Aviation Authority (PCAA) is interested in contracting for a full range of energy services and energy-related improvements (hereinafter referred to as project) designed to reduce electricity use and related costs at Jinnah Terminal Complex (JTC) Jinnah International Airport (JIAP) Karachi. These services and improvements are to be delivered on a performance contracting basis which shall allow PCAA to: A1. Incur no upfront project cost A2. Achieve a guaranteed energy savings. A3. Pay for the project cost from the savings achieved from the power conservation on monthly / yearly basis. A4. Maintain consistent levels of occupant comfort and system efficiency / functionality. B. PROJECT OVERVIEW PCAA seeks proposals from Energy Services Companies / Firms to conduct an investment grade energy audit of facilities and implement an Energy Performance Contract at JTC JIAP. The Company / Firm will identify energy conservation potentials and implement improvements to reduce energy and related costs in facilities, such that cost savings are applied to payments for improvements. The companies / firms are required to consult this RFP document and pay site visits to obtain for themselves at their own cost and responsibility all information that may be necessary for preparing the proposals. The contracting process shall have four phases: B1. Selection of Qualified Company / Firm The proposals shall be evaluated on the basis of evaluation criteria contained Clause-F of this RFP document to select the Qualified Company / Firm. Within 20 days of proposal submission, the Qualified Company / Firm shall be issued with Letter of Intent (LOI) for conducting Investment Grade Energy Audit and preparing Project Proposal on the basis of Audit Report. Page 2 of 24

4 B2. Investment Grade Energy Audit and Project Proposal Within 60 days of issuance of Letter Of Intent (LOI), the Qualified Company / firm shall submit a comprehensive audit report identifying and evaluating cost-saving measures and defining the proposed project scope, cost, savings and cash-flow over the proposed financing term. The report shall contain detailed description of the facilities identified for energy conservation and proposed improvement projects / measures that can be financed through guaranteed savings. The areas / facilities identified for energy conservation measures shall have separate circuits to measure, monitor and verify present and future electricity consumptions. The project proposal will present detailed estimates, design, specifications, guaranteed savings and payback period etc. for the proposed project cost. The proposed improvements in the existing systems shall have no inverse or negative impact on any other facility /system / equipment and shall ensure consistent level of comfort for the occupants without compromising the operating quality and efficiency of the systems and equipment. The proposal shall also contain a mechanism of Post Construction Monitoring and Validation (M&V) Mechanism for the guaranteed savings. PCAA may seek clarifications and / or further details on the submitted Audit Report and Project Proposals. B3. Construction/Implementation/Commissioning and Financing After approval of the Audit Report and Project Proposal by PCAA, an Energy Savings Performance Contract will be negotiated with the Qualified Company / Firm to establish the project scope and costs and to provide for construction and follow-up services to be provided during the financing term. The contract shall include a mechanism for monitoring and validation of the electricity cost savings as well as all costs associated with the project including Audit costs and Post Construction Repair, Maintenance, Monitoring and Validation costs etc. The financing for the total project cost shall be arranged by the contractor and there shall be no liability of CAA in this regard. CAA shall pay for the project cost through reimbursement of saved amount of electricity to the contractor on monthly basis through Monitoring and Validation (M&v) mechanism under contract agreement. CAA may however facilitate the contractor in achieving the finance on the terms of the contract agreement and in accordance with the applicable laws, rules and regulations. Page 3 of 24

5 B4. Post-Construction Operation, Maintenance, Monitoring & Validation: After construction, the contractor will provide Operation & Maintenance services free of cost for a period in which full project costs are paid back and there are no financial liabilities on the contractor / PCAA with respect to the project. C. DOCUMENTS TO PREPARE A PROPOSAL C1.1 To prepare a proposal, please use the attached forms listed in Annexure-A to this RFP. C1.2 Applicants requiring a clarification of the documents must notify PCAA, in writing, not later than ten (10) days before the proposal submission date. Any request for clarification in writing, by post, or by fax shall be sent to the address indicated in this RFP. PCAA shall respond by post, or fax to such request and copies of the response shall be sent to all invited participants. C1.3 At any time before the submission of proposals, PCAA may, for any reason, whether at its own initiative or in response to a clarification requested by applicants, modify the RFP documents by amendment. The amendment shall be sent in writing by post, or fax to all short listed applicants and will be binding on them. PCAA may at its discretion extend the deadlines for the submission of proposals. C2. Preparation of Proposal C2.1 You are requested to submit proposals in English language. C2.2 The proposal should be prepared and submitted on the forms Form-1 to Form-11 provided under Annexure A. Copy of this RFP document, duly signed and stamped on each page, shall also be submitted alongwith the proposal. C2.3 In preparing the proposal, you are expected to examine all terms and instructions included in this RFP. Failure to provide requested information may result in rejection of your proposal. C2.4 During preparation of the technical proposal you must give particular attention to the following Forms: Form-4 Comments & Suggestion on the RFP Documents with particular emphasis on Scope of Duties & Responsibilities Form-5 Approach Paper on Methodology Proposed for Performing the Assignment including: Understanding of Project Objectives and Scope of Work Page 4 of 24

6 Approach and Methodology Work Plan Organization and Staffing Form-6 CVs signed by an authorized person of the company / firm. Key information should include number of years with the firm and degree of responsibilities held in various assignments. Form-7 A work plan, illustrated with a bar chart of activities and graphics of the critical path method (CPM) or project evaluation review techniques (PERT) type. Form-8 A work plan and time schedule for the key personnel showing the total number of person months. Form-9 Current commitments of the firm Form-10 Any additional information, for which the company / firm believes that the same may enhance its standing, may be provided under this form. D. SUBMISSION OF PROPOSALS D1. The applicants shall submit one original proposal and one copy placed in an envelope clearly marked Proposal for Energy Performance Contract at Jinnah International Airport. D2. The proposal shall contain no interlineations or overwriting except as necessary to correct errors made by the applicants themselves. Any such corrections shall be initialed by the person or persons signing the proposal. D3. The completed proposals shall be delivered on or before 1100 Hrs on 21 st May 2018 at Engineering Services Directorate, Terminal-I, First Floor, Jinnah International Airport Karachi. The proposals will be opened on same date & venue at 1130 Hrs. D4. The proposals shall be evaluated by PCAA as per evaluation criteria contained at Clause-F herein to select a Qualified Company / Firm D5. Within 20 days of proposal submission, the Qualified Company / Firm shall be issued with Letter of Intent (LOI) for conducting Investment Grade Energy Audit and preparing Project Proposal on the basis of Audit Report. D6. Within 60 days of issuance of Letter Of Intent (LOI), the Qualified Company / firm shall submit a comprehensive audit report and project proposal. D7. Within 45 days of submission of audit report and project proposal, PCAA shall negotiate an Energy Savings Performance Contract with the Qualified Company / Firm to establish the Page 5 of 24

7 project scope and costs and to provide for construction and follow-up services to be provided during the financing term. D8. After construction, the contractor will provide Operation & Maintenance services free of cost with full risk & responsibilities for a period, not more than 5 years, in which full project costs are paid back and there are no financial liabilities on the contractor / PCAA with respect to the project. E. EVALUATION OF PROPOSALS A committee appointed by PCAA shall carry out evaluation of submitted proposals by applying the evaluation criteria and point system specified at Clause F below. Each responsive proposal shall be attributed a score. Firm / Company with highest score, but not less than 70, shall be declared as Qualified Company / Firm. F. EVALUATION CRITERIA Total Mark = 100 The firm securing highest score above 70 marks shall be declared as Qualified Company / Firm. Participants will be evaluated as per criteria defined below: F1.1 Profile & Experience (Max. Marks Allocated 10) Experience (Years) Marks Notes: Experience of the only registered firms will be accepted from the date of registration with Pakistan Engineer Council in the Constructions Categories mentioned in this RFP. In case of firm, experience certificate should be signed by CEO / Senior Executive with supporting documents. Page 6 of 24

8 F1.2 No. of Assignments / Projects successfully completed (Max. Marks allocated 30) Assignments / Projects No. of Projects Marks Relevant assignments undertaken in last 05 years, each worth more than or equal to Rs. 10 million preferably in public sector Enterprise at National / International level Relevant assignments undertaken in last 05 years, each worth more than or equal to Rs. 05 million preferably in public sector Enterprise at National / International level. Relevant assignments undertaken in last 5 years, each worth more than or equal to Rs. 3 million preferably in public sector Enterprise at National / International level or more or more or more 10 Notes The projects / assignments undertaken only as a registered Company / Firm with Pakistan Engineering Council. Participant will provide the list of clients, full description of assignment (not more than two pages) along with completion certificates. F1.3 Qualification and Competence of the Key Staff (Max. Marks allocated 30) A dedicated team of full time personnel who have adequate exposure to undertake the assignment shall be deployed by the Firm / Company. Marks shall be awarded as stated below: Page 7 of 24

9 Personnel Qualification No. Of Personnel Marks Project Manager / Team Leader Sr. Engineer / Energy Audit Expert Design Engineers Field Engineers M.S. / B.E (Electrical Engineering) 20 years experience in the related field, minimum 05 years service with existing firm. B.E. (Electrical / Mechanical Engg) 10 years experience in the related field, minimum 03 years service with existing firm. B.E (Electrical Engineering) 5 years experience B.E (Mechanical / HVAC) 5 years experience B.E (Electrical Engineering) B.E (Mechanical / HVAC) B.Tech (Honors) Electrical / Mechanical Note: Engineers are required to be registered with Pakistan Engineering Council and PEC registration number must be provide. F1.4 Financial Position of the Firm (Max. Marks allocated 15) Annual Turn Over Marks Average Annual turnover of last three years > PKR 20 Millions 15 Average Annual Turnover of last three years > PKR 10 Millions 10 Average Annual Turnover of last three years > PKR 05 Millions 05 Average Annual Turnover of last three years < PKR 05 Millions 0 Page 8 of 24

10 Note Financial statement duly audited by a firm of chartered accountant registered with institute of chartered of Pakistan (ICAP). F1.5 Adequacy of the proposed Work Plan and Methodology (Max. Marks allocated 15) Qualification Organizational Structure illustrating the composition and reporting relationship of the team Detailed methodology and approach for tasks indentified in the Project Overview. Work plan / Gantt Chart giving comprehensive description of the work activities and time schedules of personnel etc. Marks G. SPECIAL TERMS AND CONDITIONS: Following special terms & conditions shall apply to this RFP:- G1.1 The Qualified Company / Firm must perform and present the results from a detailed investment grade energy audit of acceptable quality to PCAA. The Audit report shall include minimum guaranteed level of savings for each facility, estimated costs of proposed improvements, cost benefit analysis / feasibility studies and project financing & business model etc. G1.2 The Qualified Company / Firm shall be responsible to select appropriate systems, equipment, facilities, premises where substantial energy saving potential exists and the savings can be monitored and validated. G1.3 The Qualified Company / Firm shall be responsible to install type-tested energy meters of approved brand at appropriate locations for monitoring and validation of the actual savings achieved. G1.4 The Qualified Company / Firm shall be responsible to coordinate and make necessary arrangements with concerned quarters / staff in order to accomplish their tasks. G1.5 The energy conservation recommendations shall not affect the level of comfort of the occupants and services of the premises and the systems. Page 9 of 24

11 G1.6 The energy conservation recommendations shall not affect the efficiency, safety and security of the premises, systems and equipment. G1.7 The energy conservation recommendations and proposed improvement works must comply with the applicable codes, standards and regulations. G1.8 The installed equipment and improvements shall be operated and maintained by the contractor free of cost and with all risks and responsibilities for a period in which all costs associated with the project i.e. energy audits, construction of improvement works, procurement of equipment, installation, testing, commissioning, monitoring, repairing and maintaining etc. all fully recovered. This period shall not exceed 5 years. G1.9 After recovery of full project costs, the contractor shall impart necessary training for operation and maintenance to PCAA officials followed by handing over the project to PCAA alongwith associated tools, test equipment and documentations etc. G1.10 PCAA shall retain the right to have its representative visit the site during the audit and implementation phases of the project, and to attend relevant on-site or off-site meetings with the Qualified Company / Firm. G1.11 PCAA will have the right to inspect, test and approve the materials and work conducted in the facilities during construction and operation G1.12 Records shall be kept on file in legible form and retained for a period until full project cost is recovered. G1.13 CAA reserves the right to accept / reject wholly or partially any tender at any stage of the tender proceedings. G1.14 The decision of CAA will be binding on all concerned and will in no case be challengeable at any forum or any court of law. G1.15 Proposals are liable to be rejected if; they are not conforming to the terms, conditions and specifications stipulated in this RFP document. G1.16 During the examination, evaluation and comparison of the proposals, PCAA at its sole discretion may ask the bidders for clarifications of their proposal. G1.17 The request for clarification and the response shall be in writing/ . However, no change in the price or substance of the bid shall be sought, offered or permitted after bid submission. G1.18 The Qualified Company/ Firm shall be held liable for all losses or damages suffered by PCAA or any other agency / organization / person on account of any misconduct or unsatisfactory performance during energy audits and the currency of Energy Saving Performance Contract. G1.19 The Qualified Company / Firm shall not give or accept any trade commission, discount, allowance or indirect profit to / from a third party in connection with his assignments and responsibilities. G1.20 The Qualified Company / Firm shall not receive directly or indirectly any royalty, gratuity or commission on any patented or protected article of process used on or for the purpose of the work in respect of which he is acting for PCAA unless and until such royalty, gratuity or commission has been notified in writing to PCAA. Page 10 of 24

12 H. JOINT VENTURE H1.1 In case the applicant consists of a joint venture of more than one entity, the Qualified Company / Firm shall be jointly and severally bound and liable to PCAA for all the obligations and fulfillment of the terms of the Contract. H1.2 The deed / agreement of joint venture shall be prepared and executed in accordance with Standard Form of Joint Venture / Consortium Agreements and Memorandum of Understandings available at PEC website by making necessary amendments as per applicable rules, regulations and laws and in the light of this RFP. H1.3 In case of Joint Venture, the association shall designate a Member to act as Leader of the Joint Venture for the purpose of receiving instructions and making coordination with PCAA. H1.4 Those Foreign Firms not registered/licensed by Pakistan Engineering Council (PEC) will be considered only if those have entered into joint venture partnership with a Pakistan Firm (registered/licensed by PEC) in codes / categories relevant to the work (mentioned herein). In such cases, duly executed Agreement between the joint venture partners must be submitted by the Foreign Firm in accordance with Standard Form of Joint Venture / Consortium Agreements and Memorandum of Understandings available at PEC website which should be legally binding on both partners jointly and severally, with share of Pakistani Firm in Joint Venture not less than 33 %( Thirty Three %). Page 11 of 24

13 Annexure-A Proposal Forms Page 12 of 24

14 Annexure A (Proposal Forms) Form -1 TECHNICAL PROPOSAL SUBMISSION LETTER To: (insert name and address of the employer) Sub: Dear Sir, We, the undersigned, offer to provide the services for (insert name of project) in accordance with your request for proposal vide Advertisement dated. We are hereby submitting our Proposal which includes (insert number of copies). We are submitting our Proposal as (insert JV or single entity). We hereby declare that all the information and statement made in this proposal are true and accept that any misinterpretation contained in it may lead to our disqualification. If negotiations are held during the period of validity of the Proposal, we undertake to negotiate on the basis of the proposed Personnel. Our proposal is binding upon us and subject to the modifications resulting from Contract negotiations. We understand that you are not bound to accept any Proposal you receive. We remain, Yours sincerely, For Signature Designation Official Stamp Page 13 of 24

15 Annexure A (Proposal Forms) Form -2 Registration with PEC Provide copies of registration with Pakistan Engineering Council Page 14 of 24

16 Annexure A (Proposal Forms) Form -3A Provide brief description of the firm (not more than 02 A4 size pages) Page 15 of 24

17 Annexure A (Proposal Forms) Form -3B FIRM REFERENCE RELEVANT SERVICES CARRIED OUT THAT BEST ILLUSTRATE QUALIFICATION PROJECT NAME: COUNTRY: PROJECT LOCATION WITHIN COUNTRY: PROFESSIONAL STAFF PROVIDED BY THE FIRM : NAME OF CLIENT: NO. OF STAFF: ADDRESS: NO. OF STAFF MONTHS: START DATE COMPLETION DATE APPROX. VALUE OF SERVICES: (Month/Year): (Month/Year): NAME OF ASSOCIATED FIRM(S) IF ANY: NO. OF MAN-MONTHS OF PROFESSIONAL STAFF PROVIDED BY ASSOCIATED FIRM(S): NAME OF SENIOR STAFF INVOLVED AND FUNCTIONS PERFORMED: DETAILED NARRATIVE DESCRIPTION OF PROJECT: DETAILED DESCRIPTION OF ACTUAL SERVICES PROVIDED BY THE FIRM Page 16 of 24

18 Annexure A (Proposal Forms) Form -4 Comments & Suggestions on this RFP document Comments / Observations / Suggestions on this RFP document may be presented in this form. Page 17 of 24

19 Annexure A (Proposal Forms) Form -5 Approach Paper on Methodology Proposed for Performing the Assignment Technical approach, methodology and work plan are key components of the Proposal. You are suggested to present the Proposal, divided into following sections. Understanding of Project Objectives and Scope of Work Technical Approach and Methodology Work Plan in accordance with the Phases and Stages of the assignment Organization and Staffing in accordance with the Phases and Stages of the assignment Page 18 of 24

20 Annexure A (Proposal Forms) Form -6 FORMAT FOR CURRICULUM VITAE (CV) FOR PROPOSED STAFF 1. Proposed Position : 2. Name of Firm : 3. Name of Staff : 4. Date of Birth : 5. Years with Firm : 6. Nationality : 7. Membership in Professional Societies : 8. Tasks Assigned on the Project : 9. Education : 10. Employment Record : [Starting with present Position, list in reverse order every employment held. List all positions held by staff member since graduation, giving dates, names of employing organization, title of position held and location of assignment. Also give types of activities performed / responsibilities held]. 11. Languages : 12. Certification : I, the undersigned certify that to the best of my knowledge and belief, these bio-data correctly describe myself, my qualifications and my experience. OR Signature of Staff Member Authorized Representative of the firm Date: Day / Month / Year Page 19 of 24

21 Annexure A (Proposal Forms) Form -7 WORK PLAN, ILLUSTRATED WITH A BAR CHART OF PHASES, STAGES AND ACTIVITIES Stages Activities Months Page 20 of 24

22 Annexure A (Proposal Forms) Form -8 WORK PLAN / TIME SCHEDULE FOR PROPOSED PERSONNEL S. No. Name Position Month Man-Month Page 21 of 24

23 Annexure A (Proposal Forms) Form -9 CURRENT COMMITMENTS OF THE FIRM Detail of firm s current project (in hand assignments) shall be provided under this section as per format given below. Sr.No. Name of Project Project cost Start Date Expected Date of Client (million Rs.) Completion Page 22 of 24

24 Annexure A (Proposal Forms) Form -10 ADDITIONAL INFORMATION Any additional information, for which the firm believes that the same may enhance its standing, may be provided under this section. Page 23 of 24

25 Annexure A (Proposal Forms) Form -11 WORKS TO BE PERFORMED BY SUBCONTRACTORS The bidder will do the work with his own forces except the work listed below which he intends to sub-contract. AIRPORT: Items of Works Name and address of Statement of similar to be Sub-Contracted Sub-Contractors works previously executed (attach evidence) Note: 1. No change of Sub-Contractors shall be made by the bidder without prior approval of the Employer. 2. The truthfulness and accuracy of the statement as to the experience of Sub- Contractors is guaranteed by the bidder. PCAA s judgment shall be final as to the evaluation of the experience of Sub-Contractors submitted by the bidder. 3. Statement of similar works shall include description, location & value of works, year completed and name & address of the clients. Page 24 of 24