Considering the overall construction schedule of the Project, the Construction Manager (CM) decides the work package to be sublet and shall prepare the basic program for the subcontract work. The formality shall be preceded according to the Main Contractor's Procedures and Regulations for the subcontract work.
Shortlisting / Single sourcing of Subcontractors
2) For pre-qualifying Subcontractor and ascertaining his capabilities, the main contractor shall consider the following items for evaluating the subcontractor’s pre-qualification bid
- Construction capacity and facilities (Manpower and Equipment)
- Construction experience (in Singapore)
- Design engineering and technical capability
- Financial standing
- Workload capacity
- QA/QC Organization and ability
- Site supervising ability and quality of after sales service
- HSE Management
- ISO Certification
3) Main Contractor shall furnish the list and the complete details including names of local agent of the proposed qualified subcontractors in addition to the PQ qualification result of these proposed qualified subcontractor(s).
4) The main contractor itself shall be entitled to submit a bid in respect of any ITB requirement(s). Main Contractor will participate in the bid if the number of bids are not meet the Contract requirement, minimum of 3 bids.
Preparation of ITB packages
Contractor shall prepare ITB on “Negotiable basis” which shall contain the following as minimum.
1) Detailed Technical specification for the required materials/services
2) General /Special Terms & conditions
3) Delivery schedule / Work completion schedule as per approved Project schedule
4) Safe work practices to be followed in the construction work packages
5) Advantage of price variation to Singaporean vendors as per Singapore law
6) The subcontracting packages shall be “Re-measurable” type
A list of Packages for subcontracting along with its estimated value shall be prepared and submitted as part of Tender protocol.
Obtaining approval on ITB packages from Owner
Main Contractor shall obtain approval of ITB package from Owner prior to issue of the same to the Subcontractors. The request for approval shall contain the following as minimum.
1) Details of the estimated amount with a confirmation of having approved budget for each RFP
2) The proposed list of subcontractors
3) The schedule of issue of RFPs, duration for submission of offers validity of the offers etc
Main Contractor shall ensure that the ITB packages shall include all elements & basis of technical & commercial assessment of the conditions that represent the minimum limit of acceptance of offers
Issue of ITB Packages to subcontractors
Upon receipt of approval from Owner, Main Contractor shall
1) Issue the ITB to obtain minimum of 3 competitive bids in respect of each ITB.
2) In case Main Contractor is unable to issue to minimum 3 bidders, same shall be justified along with the letters/faxes from non-participation of subcontractors.
3) In case Main Contractor is one of the Bidder, then his bid will be counted as one of that from the 3 bidders.
4) The Bid submission shall be single stage.
5) Main Contractor shall mention in the tender document that the approved bidders shall not transfer the ITB package to others.
Submission of Bids
1) The technical bids and commercial bids in respect of each RFP shall be sent in sealed envelopes and in duplicate such as one (1) original priced quotation and two (2) copies of priced quotation with full set of technical documents and 2 sets of un-priced quotations.including its corresponding CDs.
2) Such bids shall be submitted by registered mail to the addresses specified in the ITB on or before the final time and date for submission of such bids as specified by the Main contractor in the ITB.
3) All bids shall be submitted along with the tender documents issued to the approved bidder.
4) The Bidder shall not make any amendment to the ITBs and the duly signed tender document shall be returned along with the Bid
5) Any Bid submitted after the set closing date and time of receipt shall be disregarded.
6) The Bid received in contrary to the above conditions shall be rejected
7) The offer shall remain valid and irrevocable from the date of submission till the end of the validity period. No amendment to the prices shall be taken into account after submission of offer.
8) The Contractor will open any bids received on the final date and time for submission of such bids as specified in the ITB.
Receipt of Bids / Bid Opening
1) Bids shall be received and kept under lock and key by Main Contractor.
2) Opening of bids shall be done by Main Contractor under Owner’s monitoring.
3) In case of opening of offers by Main Contractor, the minutes shall be drawn up mentioning the details of prices quoted by each bidder
4) If there are discrepancies in an offer, the Main Contractor shall study whether to accept it or reject it and accordingly, forward their decision for Owner’s approval.
Checking of the Bids for the completeness /correctness
1) Upon checking, in case it is found that Bidder has committed calculation errors exceeding 5% of the total price, Main Contractor shall inform the same to Owner
2) In case, the individual prices & details are not in conformity with the total price, the total price shall be taken into consideration unless the error therein is in excess of the total individual prices & details. In such event, the lowest total shall be taken into account all that without prejudice to the provisions of the Contract
3) In case it is found that certain individual prices are unreasonable, the Main Contractor shall amend with the successful bidder before awarding the order to him within the limit of the tender price, provided that such amendment shall not result in replacement in Bidder’s position
4) If the amount written in figures is different from the amount written in words, the Main Contractor shall adopt the lowest amount
5) The Main Contractor shall have right to correspond/meet the Bidder directly to enquire about certain matters relating to his offers without having recourse to the Owner provided that such correspondence shall not lead to change in the prices of the submitted offer.
Evaluation of Bids & Negotiation with Bidders
1) The Main Contractor shall evaluate the bids received in respect of each ITB as per the Contract and report its findings, refer to Attachment 18, to the Owner along with the recommendations as to how to proceed with the bids received within 15 days of Bid Closing Date
2) Main Contractor issues any requests for clarifications.
3) The main contractor will be allowed to negotiate with the Bidders and such negotiations shall be case, there is a change in technical specification, same shall be issued to all bidders to submit commercial bid only. The Main Contractor shall give the Owner prior written notice of any meetings with the Bidders and the Owner can participate in any negotiation of the bids received in respect of a ITB.
Recommendation for Award of Subcontract
1) The Main Contractor shall prepare Bid evaluation and Recommendation for award of Subcontract in the Owner specified format.
2) The Main contractor shall submit its recommendation to the Owner.
3) If necessary, a meetings shall be arranged by a team comprising the authorized personnel from Owner, and Main Contractor
Award of Subcontract
1) Main Contractor shall obtain Owner’s approval for the award of a Subcontract to the lowest priced compliant bidder.
2) Main Contractor will be allowed to award the Subcontract to the second (2nd) lowest compliant bidder if the lowest bidder(s) has not complied the requirements in accordance with the issued ITB requirements.
3) The owner may approve the award to the higher bidder if the prices of the lowest bidder(s) are unreasonably low in such manner that raises doubts about the progress of the work. This shall be based on Main Contractor’s recommendation.
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