MINUTES OF THE PRE-BID MEETING AND SITE VISIT AND SUMMARY OF

QUESTIONS, ANSWERS AND CLARIFICATIONS

RENOVATION AND CONSTRUCTION OF ADDITIONAL INFRASTRUCTURE AT

TEN SCHOOLS IN THE OHANGWENA REGION OF NAMIBIA

MCAN/COM/IFB/1A01002

14 SEPTEMBER 2010

MINUTES OF THE PRE-BID MEETING AND SITE VISIT

Location and timing

Pre-Bid Meeting: Protea Hotel Ondangwa, 9:30 – 12:30

Site Visit: Onankali North Secondary School: 13:30 – 14:30

Attendance of the Pre-Bid Meeting

A. MCA Namibia:

Johann Botha, Procurement Director

Nicolas Hibbert, Infrastructure Director

Timoteus Mufeti, Environmental and Social Assessment Director

Stefan Botha, Infrastructure Manager

Onesmus Hailombe, General Education Manager

Moses Shambwila, Livestock Support Manager

Victor Paereli, Procurement Manager

B. Ministry of Education:

Mr. Isak Hamatwi, Senior Education Planner

Chris K. Mwiya, Education Planner

Elkan Hainghumbi, Chief Works Inspector

C. Consulting Engineer:

Iyaloo Ya Nangolo, Chief Quantity Surveyor

Ian Oosthuysen-Project manager

Nick Tromp-Electrical Engineer

Klaus Lieske, Resident Engineer

Melusi Moyo, Quantity Surveyor

D. Bidders’ Representatives

Agenda of the Pre-Bid Meeting

1. Project introduction by the Iyaloo Ya Nangolo (attached).

2. Review of the Invitation for Bids (IFB) by Johann Botha (complete IFB attached).

3. Review of the Evalution Criteria by Iyaloo Ya Nangolo (attached).

4. Review of the FIDIC ‘Red Book’ by Iyaloo Ya Nangolo (attached).

5. Review of the environmental and social challenges in the performance of works contracts by

Timoteus Mufeti.

Attendance of the Site Visit

Festus N. Shipena, Headmaster of the Onankali North Combined School, in addition to the

participants in the Pre-Bid Meeting.

SUMMARY OF QUESTIONS, ANSWERS AND CLARIFICATIONS

During the Pre-Bid Meeting

Advice 1 by Paereli: Bidders who do not have a copy of the IFB are requested to provide their e-mail

addresses to MCA Namibia, in order for the IFB to be e-mailed to them.

Advice 2 by J. Botha: The amount of the required bid security, which shall be submitted as part of

the bid is 5% of the bid price. If the contractor bids for several lots, but indicates its availability to

contract only for one lot or a sub-set of lots comprising the bid, the bid security must be 5% of the

highest-priced lot or sub-set of lots. The amount of the required performance security, which shall

be submitted after the signing of the contract is 10% of the contract price. Failure to submit a bid

security as part of the bid will constitute grounds for the bid to be considered administratively non-

compliant.

Advice 3 by J. Botha: Failure to submit a Power of Attorney as part of the bid will constitute grounds

for the bid to be considered administratively non-compliant.

Advice by Oosthuysen: Due to the duration of processing applications for Social Security Commission

and Ministry of Finance Certificates of Good Standing, it is recommended that Namibian bidders

apply for the respective certificates with sufficient lead time before the deadline for submit the bid.

Question 1: How long must the Bid Securities be valid? Answer by J. Botha and Nangolo: 118 days

Question 2: Will the assets used by bidders as collateral for the Bid Security remain in the possession

of the bank during the period of Bid Security validity? Answer by J. Botha: Whether or not the assets

used by bidders as collateral for the Bid Security remain in the possession of the bank during the

period of Bid Security validity will be subject to the arrangements between individual bidders and

individual banks. MCA Namibia does not require or a recommend a particular arrangement.

Question 3: If the bidder is a holding company, which owns one or several works contractors, shall

the bid include the financial statements of the holding or of individual contractors? Answer by J.

Botha and Nangolo: The bid shall include the financial statements of both the holding and the

subsidiary contractors.

Question 4: If the bidder is a joint venture comprising of several companies, which member shall

submit the financial statements? Answer by J. Botha and Nangolo: The bid shall include the financial

statements of each joint venture member.

Question 5: Shall the bid include a full electronic copy, including the Bill of Quantities? Answer by J.

Botha: The electronic copy required shall include only the bidding forms and supporting

documentation and shall not include the Bill of Quantities, which shall be submitted in hardcopy

format, fully completed.

Advice by Victor Paereli: The deadline for questions is 14th September 2010 and the deadline for

MCA Namibia to respond to questions is 21 September 2010.

During the Site Visit

Advice 1 by Shipena: As a best practice, it is recommended that contractors coordinate their

activities on the site with the local community headman.

Advice 2 by Oosthuysen: As a best practice, it is recommended that the contractors coordinate their

activities on site with school principals, as the schools will remain operational during the works

period.

Advice 3 by Mufeti: Contractors will be required to keep noise levels to a minimum in order not to

disrupt the learning process at operational schools. Trees may not be cut unless approved.

Question 1: Will contractors be allowed to use removed roofing sheets to make part of the

contractors’ camp site? Answer by Hibbert: No. Roof sheets will not be replaced, only resealed.

Only the damaged timber purlins shall be replaced. All renovations will be specified in the Bills of

Quantities for the purposes of the tender.

Prior to the Pre-Bid Meeting and Site Visit:

Question 1: Will the 10 schools be awarded to one company, or will it be subdivided? Answer: The

schools will be awarded to the bidder(s) offering the lowest-evaluated lot combination of bids. This

may result in one bidder being awarded all 10 lots, several bidders being awarded several lots each,

or 10 bidders being awarded one lot each.

Question 2: Are there any restrictions on the participation of foreign bidders? Does the tendering

procedure give any preference to Namibian, BEE or SME bidders? Answer: There are no restrictions

on the participation of foreign bidders. MCA Namibia Procurement Rules do not give any preference

to Namibian, foreign, BEE, SME, or any other bidders. The bids are evaluated strictly on a lowest-

evaluated lot combination of bids basis.

Question 3: Are there specific requirements towards joint venture members? Answer: There are no

specific requirements towards joint venture members other than the qualification requirements,

which must be satisfied by the joint venture as a whole, individual joint venture members and at

least one joint venture members, as stipulated in Section III of the IFB. Failure to satisfy the

qualification requirements by one joint venture member will constitute grounds for the entire joint

venture to fail the qualification process.

Question 4: Is there a problem if one member of a Joint Venture has registered its interest in the

tender, but the tender is submitted by another member? Answer: This is not a problem as long as

the registering member can ensure that the tender is responsive to the requirements of the IFB and

all additional documentation generated throughout the tendering process (for example Questions,

Answers and Clarifications). Poor communication amongst joint venture members may not be used

as an excuse for submitting a non-responsive bid.