tender report- supply and installation of air conditioning for antilles building

TENDER EVALUATION REPORT

SUPPLY AND INSTALLATION OF AIR CONDITIONING UNITS FOR ANTILLES

BUILDING

__________________________ __________________________ Fabian Campbell Ronique Budram

Snr. Supervisor, General Services Compliance Officer

__________________________ Winston L. Watson General Manager

17-May-2011Supply and Installation of Air Conditioning Units for Antilles Building of 13


TABLE OF CONTENTS

1.0 SUMMARY...............................................................................................32.0 SCOPE OF WORK....................................................................................33.0 INVITATION TO TENDER..........................................................................44.0 TENDER PERIOD.....................................................................................45.0 CORRESPONDENCE DURING TENDER PERIOD........................................56.0 OPENING OF TENDERS...........................................................................57.0 RESULTS OF THE TENDER OPENING.......................................................58.0 ACCEPTABLE TENDERS...........................................................................69.0 COMPARISON OF TENDERS....................................................................610.0 METHOD OF ANALYSIS OF ACCEPTABLE TENDERS.................................711.0 ANALYSIS OF TENDER.............................................................................712.0 CONCLUSION........................................................................................1013.0 RECOMMENDATION..............................................................................1114.0 APPENDICES........................................................................................12



1.0 SUMMARY

Petrojam Limited presently is seeking a suitable and qualified contractor to supply and install mini-split air conditioning units for the Antilles Building at its 75-96 Marcus Garvey Drive facility. Consequently tender documents were developed and six (6) contractors were requested on a Limited Tender basis to submit proposals for execution of the works to supply and install the air conditioning units in within a ten (10) calendar day period. Only five (5) contractors submitted Tenders which were received on May 06, 2011 with a stated tender validity period of 90 days; however only three (3) tenderer submitted tenders were responsive. The responsive tenders were subsequently evaluated based on a weighted score of the proposed cost and schedule to execute the work. Air Conditioning & Refrigeration Sales obtained the highest weighted score of 465.00 points based on the responsiveness of their Tender, their submitted cost of J$977,546.48 and schedule duration of 10 calendar days. Air Conditioning & Refrigeration Sales cost was 4.55% above the Engineer’s Estimate of J$935,000.00

It is recommended that Air Conditioning & Refrigeration Sales be awarded the job to execute the works to supply and install air conditioning units for the Antilles Building at their proposed cost of J$977,546.48 and project job duration of ten (10) days.

2.0 SCOPE OF WORK

The Contractor shall;

1. Provide the transportation, air condition units, supervision, labour, equipment, consumables and materials necessary to supply and install air conditioning units for the Antilles Building within ten (10) calendar days.

2. Supply and install all brackets and supports for all the units’ evaporator and condenser.

3. Supply and install all the air condition units and support accessories specified in the Bills of Quantities.



4. Supply and install thermostat holders along with the thermostat/remote control holder for each unit. Holders must be placed 2-4 ft from each unit evaporator.

5. Connect each unit to the power supply provided by Petrojam Limited.

6. Start up, test run, commission and confirm that there are no leaks, no malfunction components and no mechanical damage after installation of each unit.

7. Provide all manuals and provide documentation of installation date, procedures, and records of any measurements or testing.

8. Remove and properly dispose all refuse and debris from each of the job site. Each area must be left clean, tidy and free of debris produced from the installation.

3.0 INVITATION TO TENDER

Six (6) qualified companies were invited on a Limited Tender basis to submit proposals for execution of scope of work to supply and install units for the Antilles Building. The companies were namely;

1. Arel Limited2. Geddes Refrigeration Limited3. CAC 2000 Limited4. Air Conditioning & Refrigeration Sales Limited5. Appliance Traders Limited6. Reliable Engineers Limited

Only five (5) companies submitted bids to the invitation. Geddes Refrigeration did not pick up their Bidding Documents.

The contractors were required to be in possession of a valid Tax Compliance Certificate (TCC) and a valid certificate of registration with the National Contracts Commission (NCC) in HEATING, VENTILATION, AIR CONDITIONING, REFRIGERATION minimum grade 4 as prerequisite for submittal of a proposal. The contractors were requested to submit their tenders by 10:00 a.m. on Friday, May 06, 2011. They were also instructed to submit their tenders based on a tender validity of 90 days from the Tender return day. Tenders were to be deposited in the Tender Box located in the



lobby at the Petrojam Limited’s 75 Marcus Garvey Drive, Kingston Corporate Office Address.

4.0 TENDER PERIOD

Tender documents were prepared and made available to invited contractors from Tuesday, April 26, 2011. Tender return date was set at Friday, May 06, 2011 at 10:00 a.m. and a site visit for Tuesday, May 03, 2011 at 10:00 a.m.

5.0 CORRESPONDENCE DURING TENDER PERIOD

Minutes of the Site visit and the layout of the Antilles Building were issued to all bidders on Thursday, May 05, 2011. See attached for minutes of the Site Visits.

6.0 OPENING OF TENDERS

Five (5) tenders were received as follows: (1) Arel Limited (2) CAC 2000 Limited (3) Air Conditioning & Refrigeration Sales Limited (4) Appliance Traders Limited (5) Reliable Engineers Limited. The tenders were opened on Friday, May 06, 2011 at 10:05 a.m. at the Petrojam Limited Corporate office, 75 Marcus Garvey Drive, Kingston address in the presence of the following persons;

Ronique Budram (Compliance Officer – Petrojam Ltd) Denise Durie (Contracts Administrative Assistant – Petrojam Ltd) Fabian Campbell (General Services Supervisor – Petrojam Ltd) Garfield Stewart (General Services Engineering Assistant – Petrojam

Ltd) DeLeon G. Burke (Head of Procurement Unit - Petrojam Ltd) Sandrine Nickle Steele (Appliance Traders Limited) Jodi-Ann Richards (Appliance Traders Limited) Michael A.C. Heron (Arel Ltd)

7.0 RESULTS OF THE TENDER OPENING

All the Bidders that were given packages submitted Tender proposals. The tenders as proposed on the Bidders Form of Bid of tender are:



TENDERER TENDER PRICEPROPOSED DURATION

Arel LimitedJ$5,135,300.00

35 days*CAC 2000 Limited

J$1,059,600.0015 days

Air Conditioning & Refrigeration Sales Limited

J$977,546.4810 days

Appliance Traders Limited J$1,066,337.25

10 days

Reliable Engineers Limited J$1,705,809.00 7 days

* CAC 2000 Limited did not submit a Form of Bid but a cover letter stating their cost and Project Schedule.

Details of the results of the Tender opening are shown in the Tender Receival Form attached.

8.0 ACCEPTABLE TENDERS

Only three of the Bids were considered substantially responsive after going through the evaluation process. The two non-responsive Bids were from Appliance Traders Limited and CAC 2000 Limited. Appliance Traders Limited failed to follow instructions by submitting an alternative Bill of Quantities that deviated from what was issued in the Bidding Documents. CAC 2000 Limited Bid was considered non-responsive on the bases that CAC 2000 Limited did not submit the Form of Bid requested with their Bid. The Instructions to Bidders Clause 6 in the Bidding Documents specifically states that bid submitted by the bidder shall comprise of a Form of Bid.

9.0 COMPARISON OF TENDERS

Summary Items

Arel Limited Reliable Engineer

Air Conditioning & Refrigeratio

Engineer’s Estimate



n Sales Limited

Preliminaries

J$1,630,000.00

J$99,500.00 J$115,869.00 J$115,000.00

Supply and Installation of AC

J$3,505,300.00

J$1,364,167.00

J$861,677.48 J$820,000.00

Profit - - - -

*GCT - J$242,142.00 - -

Tender Total

J$5,135,300.00

J$1,705,809.00

J$977,546.48 J$935,000.00

% difference with Engineering Estimate

449.22% 82.43% 4.55% 0.00%

*Reliable Engineer provided a separate line for General Consumption Tax (GCT) in their Bill of Quantities.

10.0METHOD OF ANALYSIS OF ACCEPTABLE TENDERS

The Tenders received were analyzed on the following basis:-

Weighted cost based on a score of 65 points and maximum achievable Weight of 5

Weighted project duration based on a score of 35 points and maximum achievable Weight of 5

The Tender with the highest total Weighted Score of Cost and Project Duration would be recommended for the award of the job.

Total Weighted score assessment is the tool used in the evaluation of tenders submitted by each contractor. The evaluation criteria for this assessment is as stated in the tender documents: See evaluation criteria attached.

11.0ANALYSIS OF TENDER

A price breakdown was requested from all Bidders for comparison with the Petrojam Limited Engineer’s Estimate.



Arithmetic checks were done to ensure that the totals on the Bid Priced Schedule corresponded with the total submitted bid prices.

TENDER EVALUATION

11.1 Arel Limited

11.1.1 Responsiveness of tenderThis Tender complied with all requests made in the Invitation to Tender. NCC certification – No. AR-7/02-11/4-2, Tax Compliance Certificate – Control No 392551 , Form of Bid, and Priced Bill of Quantities were supplied. This Tender therefore was deemed responsive and accepted for contract award considerations.

11.1.2 Arithmetic AccuracyArel Limited Tender and Priced Bill of Quantities were checked for arithmetic accuracy and were found to be free of any arithmetic error.

Arel Limited Financial Bid of J$5,135,300.00 as stated in their Form of Bid of Tender was accepted as the Tendered Sum for consideration.

11.1.3 Bill of Quantities Summary Items analysisSummary BOQ “Supply and Installation of Air Conditioning Units” - The amount tendered was $5,135,300.00 which is 449.22% above the Engineer’s estimate of $935,000.00.

11.1.4 Total Weighted Score Assessment

Arel Limited Cost Score : The contractor submitted a proposed cost of J$ 5,135,300.00 Based on the evaluation criteria Arel Limited were awarded a weighted score for cost calculated as follows; 65 x ($ 977,546.48/$ 5,135,300.00) x 5 = 61.86

Arel Limited Schedule Score : The contractor submitted proposed job duration of 35 days. Based on



the evaluation criteria Arel Limited were awarded a weighted score for schedule calculated as follows; 35 x (10/35)*5 = 50

Arel Limited derived Total Weighted Score was (61.86 + 50) = 111.86

11.2 Air Conditioning & Refrigeration Sales

11.2.1 Responsiveness of tenderThis Tender complied with all requests made in the Invitation to Tender. NCC certification – No. AI-2529/09-10/2-3, Tax Compliance Certificate – Control No 398568 , Form of Bid, and Priced Bill of Quantities were supplied. This Tender therefore was deemed responsive and accepted for contract award considerations.

11.2.2 Arithmetic AccuracyAir Conditioning & Refrigeration Sales Tender and Priced Bill of Quantities were checked for arithmetic accuracy and were found to be free of any arithmetic error.

Air Conditioning & Refrigeration Sales Financial Bid of J$977,546.48 as stated in their Form of Bid of Tender was accepted as the Tendered Sum for consideration.

11.2.3 Bill of Quantities Summary Items analysisSummary BOQ “Supply and Installation of Air Conditioning Units” - The amount tendered was $977,546.48 which is 4.55% above the Engineer’s estimate of $935,000.00.


Air Conditioning & Refrigeration Sales Cost Score : The contractor submitted a proposed cost of J$ 977,546.48 Based on the evaluation criteria Air Conditioning & Refrigeration Sales were awarded a weighted score for cost calculated as follows; 65 x ($ 977,546.48/$ 977,546.48) x 5 = 325



Air Conditioning & Refrigeration Sales Schedule Score : The contractor submitted proposed job duration of 10 days. Based on the evaluation criteria Air Conditioning & Refrigeration Sales were awarded a weighted score for schedule calculated as follows; 35 x (10/10)*4 = 140

Air Conditioning & Refrigeration Sales Limited derived Total Weighted Score was (325 + 140) = 465.00

11.3 Reliable Engineers Limited.

11.3.1 Responsiveness of tenderThis Tender complied with all requests made in the Invitation to Tender. NCC certification – No. RE-6/08-10/8-1, Tax Compliance Certificate – Control No 406870 , Form of Bid, and Priced Bill of Quantities were supplied. This Tender therefore was deemed responsive and accepted for contract award considerations.

11.3.2 Arithmetic AccuracyReliable Engineers Limited Tender and Priced Bill of Quantities were checked for arithmetic accuracy and were found to be free of any arithmetic error.

Reliable Engineers Limited Financial Bid of J$1,705,809.00 as stated in their Form of Bid of Tender was accepted as the Tendered Sum for consideration.

11.3.3 Bill of Quantities Summary Items analysisSummary BOQ “Supply and Installation of Air Conditioning Units” - The amount tendered was $1,705,809.00 which is 82.43% above the Engineer’s estimate of $935,000.00.


Reliable Engineers Limited Cost Score : The contractor submitted a proposed cost of J$ 1,705,809.00 Based on the evaluation criteria Reliable



Engineers Limited were awarded a weighted score for cost calculated as follows; 65 x ($ 977,546.48/$ 1,705,809.00) x 5 = 186.24

Reliable Engineers Limited Schedule Score : The contractor submitted proposed job duration of 7 days. Based on the evaluation criteria Reliable Engineers Limited were awarded a weighted score for schedule calculated as follows; 35 x 5 = 175

Reliable Engineers Limited derived Total Weighted Score was (186.24 + 175) = 361.24

12.0CONCLUSION

Based on the opening and review of submitted Tenders for the Supply and Installation of Air Conditioning Unit for Antilles Building five prospective bidders submitted Tenders where only three were considered responsive, namely Air Conditioning & Refrigeration Sales, Arel Limited and Reliable Engineers Limited. The submitted Tender Price, Job duration and total weighted scores were as follows:

Item Bidder Tender Price Project Schedule

Weighted Score

1Air Conditioning & Refrigeration Sales

J$977,546.48 10 465.00

2Reliable Engineers Limited

J$1,705,809.00

7 361.24

3 Arel Limited J$5,135,300.0

035 111.86

13.0RECOMMENDATION

It is recommended that the job to provide all materials, labour, transportation, equipment, consumables, and supervision for the



Supply and Installation of Air Conditioning Units for Antilles Building be awarded to Air Conditioning & Refrigeration Sales in the amount of their quoted price of J$977,546.48 at their stated job duration of ten (10) calendar days.



14.0 APPENDICES

14.1 INVITATION TO TENDER

14.2 BID RECEIPT & TENDER OPENING FORMS

14.3 PROJECT MANAGER ESTIMATE

14.4 TENDER DOCUMENTS14.6.1 Air Conditioning & Refrigeration Sales 14.6.2 Reliable Engineers Limited 14.6.3 Arel Limited14.6.4 Appliance Traders Limited14.6.5 CAC 2000 Limited

14.5 MINUTES OF SITE VISIT AND SITE VISIT FORM

14.6 TENDER EVALUATION CRITERIA

14.7 CALCULATION OF WEIGHTED SCORES

14.8 BIDDING DOCUMENTS