J P Mukherji & Associates PVT LTD Bid Data Sheet (BDS)

J P MUKHERJI & ASSOCIATES PVT LTD
TSFP
BID DATA SHEET (BDS)
Section - III
Page - 1 / 13
BID DOCUMENT FOR

DIESEL POWER GENERATION PLANT
SECTION III

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 DIESEL POWER GENERATION PLANT
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 $ 10

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:
City:
Country:
Tendaho sugar factory project

P O Box 2574
Salfaz building (in front of atlas hotel)
Cape verde road
Addis Ababa
Ethiopia
TEL:
ITB 6.4
+ 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
Venue, date and time of pre-bid meeting
Venue:
Tendaho Sugar Factory Project

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BID DOCUMENT FOR

P O Box 2574
Salfaz Building (In Front Of Atlas Hotel)
Cape Verde Road
Addis Ababa
Ethiopia
Date:
6 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
Even though the bidders are pre-qualified / invited, it is requested that
the bidder submits the following updated information that it has a
documented experience of minimum ten (10) years in supplying and
installing such facilities and implementing facilities namely Diesel
Generator sets of capacity not less than 625 kVA. 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. 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]
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

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BID DOCUMENT FOR

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)
b)
c)
d)
e)
1.4
1.5
Project name and country

Name of client, address and contact person
Size and key specifications of juice extraction plant
supplied on turnkey basis;
Type of work performed and year of completion
Date and value of contract (in US Dollars)
Details of manufacturing/production facilities for manufacturing

of Diesel Generator sets.
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)
b)
c)
d)
Item of equipment
Description, make, and age (years)
Condition (new, good, poor) and number available
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)
b)
c)
d)
e)
Section / component of Facilities

Value of Subcontract
Subcontractor name, address and contact person.
Type of experience in similar work (incl. Details and
value of work done in last five years as per 1.3 above)
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

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BID DOCUMENT FOR

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)
b)
c)
Name and address of other parties

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

Instructions to Bidders.
1.13 Proposed 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;
(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

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Section - III
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BID DOCUMENT FOR

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
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 Project site. Employer
assumes import custom clearances and payment of custom
duties and taxes.

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Section - III
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BID DOCUMENT FOR

ITB 11.4 (b)
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 Project site, which is adjacent to the AddisDjibouti tarmac highway with a convenient distance from port of
Djibuti.
i)
Prices shall be quoted DDU Tendaho Sugar Project
ii)
In addition, bidders shall indicate EXW price also.
iii)
Named place of destination for DDU is Tendaho Sugar 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.
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.
ITB 14.1
Bid validity period 120 days from the date of bid opening.

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Section - III
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BID DOCUMENT FOR

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:
Country:
Addis Ababa
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
The deadline for the submission of bids is:

Date: 8th March, 2007
Time: 1200 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: 8th March, 2007
Time: 1300 hour

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Section - III
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BID DOCUMENT FOR

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.
1
2
3
4
5
6
Description
Bidder # 1
Bid form
Bid security and its validity
Bid validity
Scope of work including amendments
Technical data
Price schedule
Yes/No
Yes/No
Yes/No
Yes/No
Yes/No
Yes/No
All Bids should pass the Responsiveness before advancing to

Technical & Financial evaluation.
ITB 23.2
ITB 24.1
Currency chosen for the purpose of converting to a common

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

Addis Ababa.
Date of exchange rate:
28 calendar days prior to original

deadline for the receipt of bids as
specified in BDS 17.1
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)
ii)
Technical Evaluation (ST)

Financial Evaluation (SF)
Total (ST + SF)
80
20
----100

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Section - III
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BID DOCUMENT FOR

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
1.
1.1
1.2
1.3
1.4
1.5
Technical Specification
Technical Schedule
Drawings / Flow Diagrams
Terminal points of supply
Performance parameters
Erection & Commissioning
2.
3.
4.
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
Project Time Schedule

Training
Bidders Qualification
Organizational Strength
Resource / Finance position
Shop facility / setup
Reputation
Experience in similar jobs
Understanding requirement
Document Presentation
Back up services
Experience in Ethiopia
Response to calls
Max.
Marks
Sub Total
20
25
25
10
15
25
100
10
10
5
10
5
10
15
5
5
10
10
5

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Section - III
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BID DOCUMENT FOR

Sub Total
Total Score (1+2+3+4)
Technical evaluated score corrected to 80
80
200
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.
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.

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BID DOCUMENT FOR

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)
b)
c)
d)
Corrected Bid price

Cost due to deviation in payment schedule
Cost due to deviation in time schedule
Cost due to drop in efficiency figures
=
=
=
=
xxxxx
xxxxx
xxxxx
xxxxx
-------xxxxx
--------
Total Evaluated price

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 35 for financial
evaluation.
Evaluated Score
Where,
P
Pmin
Pmax
=
-
20 x [1 (P Pmin)/Pmax]
Evaluated price of Bidder

Evaluated Minimum price
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
3.0
20.00
xx . xx
Total Evaluated Score
Particulars
Max. Marks
Bidder #
Technical Evaluated Score

Financial Evaluated Score
80
20
xx . xx
xx . xx
Financial Evaluated score
100
xx . xx

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Section - III
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BID DOCUMENT FOR

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 first Diesel Generator Set of 625 kVA Minimum 48

weeks and maximum 49 weeks. For the purposes of bid
evaluation Time to complete the facilities will be considered
as 48 weeks.
(b)
For second Diesel Generator Set of 1250 kVA Minimum 52

as 52 weeks.
(c)
For Third Diesel Generator Set of 1250 kVA Minimum 56

as 56 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 life
cycle]

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BID DOCUMENT FOR

iv)
ITB 25.3 (d)(i)

Functional
Guarantees
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)
Following are the desired performance for each of the Diesel

Generating Sets.
Output of first Diesel Generating Set 625kVA
Output of second Diesel Generating Set 1250kVA
Output of third Diesel Generating Set 1250kVA
ITB 25.3 (d) (ii)

Adjustment factor
used in bid
evaluation
The following adjustment factors will be used for each of the sets.
a) Addition of US Dollars 10,000 for each one percent [1%]
reduction in throughput or prorated for less than one percent
[ 1% ] of capacity indicated above
Addition of US$ 10,000 / for each one percent [1%] excess fuel
consumption when compared to the bid with lowest fuel
consumption.
ITB 25.3 (f)
Nil
CONTRACT AWARD
ITB 33
Amount of performance security - Ten percent (10%) of the contract

price.

J P Mukherji & Associates PVT LTD Bid Data Sheet (BDS)

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BID DATA SHEET (BDS)

BID DOCUMENT FOR

BID DATA SHEET (BDS)

Name of Project TENDAHO SUGAR FACTORY PROJECT

Name of Contract DIESEL POWER GENERATION PLANT

The bidder should have a minimum current net worth of US $ 10

For Clarification of bid purposes only, the Employers address is:

Tendaho sugar factory project

+ 251 11 618 2370

Tendaho Sugar Factory Project