Bank of Gisenyi Tender Evaluation Report Proposed Bank of Gisenyi (BG)

Bank of Gisenyi

P a g e | II

Proposed Bank of Gisenyi (BG), Gisenyi City Tower (GCT) Branch Fit Out

REPUBLIC OF THE RWANDA

BANK OF GISENYI

Tender Evaluation Report Proposed Bank of Gisenyi (BG), Gisenyi City Tower (GCT) Branch Fit Out

Title of Tender:

Proposed Bank of Gisenyi (BG), Gisenyi City Tower (GCT) Branch Fit Out -

Tender Reference Number:

Procurement Method:

Selective Tendering

Date of Issue:

July 2011

Archus Associates
Architectural & Urban Solutions

Bank of Gisenyi

P a g e | III

Proposed Bank of Gisenyi (BG), Gisenyi City Tower (GCT) Branch Fit Out

Proposed Bank of Gisenyi (BG), Gisenyi City Tower (GCT) Branch Fit Out

Table of Contents

Cover ....................................................................................................... - II Report Control Form ........................................................................... - III Table Of Contents ................................................................................. - IV 1 2 3 4 5 6 7 8 INTRODUCTION .................................................................................. - 1 PROJECT DATA .................................................................................... - 1 LIST OF CONTRACTORS WHO RESPONDED TO THE TENDER .................. - 2 SUMMARY OF BID OPENING ................................................................ - 2 PRELIMINARY EVALUATION OF BIDS .................................................... - 4 DETAILED TECHNICAL EVALUATION ..................................................... - 4 FINANCIAL EVALUATION ..................................................................... - 5 CONCLUSION & RECOMMENDATION FOR TENDER AWARD .................. - 5 -

ANNEX I: TENDER OPENING FORM ................................................................ - 6 ANNEX II: TENDER OPENING ATTENDANCE RECORD ...................................... - 6 ANNEX III: LETTER OF INVITATION TO TENDER............................................... - 6 ANNEX IV: MINUTES OF PRE-BID MEETING .................................................... - 6 ANNEX V: PAGES SHOWING SOURCES OF ARITHMETIC ERRORS ...................... - 6 -

Archus Associates
Architectural & Urban Solutions

Bank of Gisenyi

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Proposed Bank of Gisenyi (BG), Gisenyi City Tower (GCT) Branch Fit Out

1 Introduction
This report follows the submission of tenders for the proposed fit out of the GCT Bank of Gisenyi Branch project. The project comprises taking possession of the GCT branch and completing the fit out which consists of but not limited to construction of walling of various sizes, cladding, aluminium internal partitioning, fixing aluminium and mahogany doors and frames, fixing teller cubicles and cash tills, fixing various cabinets and joinery fittings, tiling the floors and walls, fixing acoustic ceilings and electrical and mechanical installations including but not limited to lighting installations, power installations, power controls, data cabling, fire detection systems, air-conditioning, sanitary ware and gas piping. The report is presented in eight sections commencing with this introduction and eventually terminating with the conclusion and recommendation for award of the Contract. In between the report provides a history of the tendering procedure, makes a preliminary and detailed evaluation of the bids and provides a financial analysis of the responsive bids.

2 Project Data
Title of Tender: Source of Funding: Date of Invitation For Bids: Date of Pre-Bid Conference: Date of Opening Of Bids: Number of Responded: Bidders Proposed Bank of Gisenyi (BG), Gisenyi City Tower (GCT) Branch Fit Out Internal Funds Wednesday, 29 June 2011 Tuesday, 5 July 2011 Thursday, 15 July 2011

Who 4 out of 5 Friday 16 July 2011 Tuesday 19 July 2011

Start of Evaluation: End Of Evaluation:

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Proposed Bank of Gisenyi (BG), Gisenyi City Tower (GCT) Branch Fit Out

3 List of Contractors Who Responded to the Tender

Name of bidders 1. Roko Construction (Rwanda) Sarl

Contact person Nigel Done

Full Address Plot 4148, Gikondo B.P 323 Gisenyi, Rwanda Tel: +250 830 4181 e-mail: rokorwanda@rwanda1.com

2. China Civil Engineering Construction Corporation

Han Ping

P.B 6788 Gisenyi Rwanda Tel: +250 788 30 1062 e-mail: ccecc.rwanda@gmail.com

3. Thomas & Piron Grand LACS.

Kenneth Andoh

Gikondo Gisenyi P.B 6589 Gisenyi Rwanda Tel: +250 788 30 5076 e-mail: Kenneth.andoh@tpgl.rw

4. Real Contractors Ltd

Charles Lugira

Gikondo Gisenyi P.B 4374 Gisenyi Rwanda Tel: +250 788 51 8686 website: www.realcontractors.net

4 Summary of Bid Opening

Name of Bidder Roko Construction (Rwanda) Sarl China Civil Engineering Construction Corporation Thomas & Piron Grand LACS. Real Contractors Ltd Price without taxes (RWF) 226,779,620 103,034,047 309,012,809 243,464,123 Price with taxes (RWF) 267,599,952 121,580,176 364,635,115 287,287,665 Completion Period (weeks) 28 7 20 8

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Proposed Bank of Gisenyi (BG), Gisenyi City Tower (GCT) Branch Fit Out

400,000,000 350,000,000 300,000,000 250,000,000 200,000,000 150,000,000 100,000,000 50,000,000 Roko Construction (Rwanda) Sarl China Civil Engineering Construction Corporation Thomas & Piron Grand LACS. Real Contractors Ltd

Before the opening of the bids, one of the bidders queried why four bids were due to be opened yet at dead line of submission apparently only three bids had been submitted. The other bidders were asked about their opinion on the matter and it was established that this could have been caused by the confusion between the dead line for submission of the bid (Thursday, 14 July 2011 at 10.00 a.m.) and the time for opening of the bids (same day but at 3.00 p.m.). So before the opening, the other bidders allowed the bid opening ceremony to proceed and the matter to be decided by the evaluating consultants. Having opened all the bids in a public ceremony attended by all the competing bidders, the evaluating consultants decided to subject the apparent late bid to evaluation as well, because of the difficulty of dismissing a bid that has already been opened and the results known to public. The only way such a bid could have been excluded is if it was not received in the first place.

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Proposed Bank of Gisenyi (BG), Gisenyi City Tower (GCT) Branch Fit Out

5 Preliminary Evaluation of Bids

All bids were subjected to a preliminary evaluation to determine whether they are complete and substantially responsive. Since this was a restricted tender where only five (05) firms were invited, the preliminary evaluation restricted itself to the completeness of bid, proof of payment of the non-refundable tender fees and signing of the Contractors form. The table below summarises the findings of the preliminary evaluation.
Bidders Roko Bid Form duly completed and signed by the Bidder, Bid validity period shall be 90 days. Bill of Quantity duly completed by the Bidder Contractors Form duly completed Evidence of purchase of tender document provided Acceptance for Detailed technical evaluation Pass CCECC Pass Thomas Pass Real Pass

Criteria for Preliminary Evaluation

Pass Pass Pass

Pass Pass Pass

Pass Pass Pass

Pass Pass Pass

Yes

Yes

Yes

Yes

The preliminary evaluation did not find anything to warrant the disqualification of any bidder and therefore all submitted bids were accepted for detailed evaluation.

6 Detailed Technical Evaluation

Since the short listed bidders capacity to undertake the project is undoubted, the Companies having completed some of the landmark projects in Gisenyi, qualification information was not required. The bidders were deemed to have sufficient capacity in terms of technical personnel, equipment and financial capability. In addition, the bidders were expected to confirm that ability by submitting their bids quickly as the Employer is desirous of completing the project expeditiously.

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Proposed Bank of Gisenyi (BG), Gisenyi City Tower (GCT) Branch Fit Out

7 Financial Evaluation
All the bids were submitted in Rwanda Francs (RWF) and therefore there was no need for foreign currency adjustments / conversion in order to put them on the same basis. An arithmetic check was however carried out on all the tenders. The table below summarises the findings.
Bidder Roko CCECC Thomas & Piron Real Amount before correction of errors 267,599,952 121,580,176 364,635,115 287,287,665 Amount after correction of errors 279,435,584 123,940,175 364,635,115 287,287,665 Rank 2 1 4 3

Note: Refer to Annex V for details of arithmetic errors.

8 Conclusion & Recommendation for Tender Award

Having evaluated the bids submitted for the proposed fit-out of the Bank of Gisenyi, Gisenyi City Tower Branch, and having conducted a preliminary and detailed analysis of the bids including the financial analysis, and being convinced about the ability of the bidder to execute the works and being cognisant of the Clients need to have the project completed expeditiously, we hereby recommend the award of this tender to China Civil Engineering Construction Company for total consideration of RWF 124,000,000= (One hundred twenty four million Rwandese Francs), and a completion period of 7 weeks subject to:1) 2) Submission of an acceptable Performance Bond Submission of a fully resourced Work Programme with clearly identifiable milestones.

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Proposed Bank of Gisenyi (BG), Gisenyi City Tower (GCT) Branch Fit Out

Annex I: Tender Opening Form Annex II: Tender Opening Attendance Record Annex III: Letter of Invitation to Tender Annex IV: Minutes of Pre-bid Meeting Annex V: Pages Showing Sources of Arithmetic Errors