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The following is the scope of the assignment that the respective consultants were asked to Bid on
and which will be undertaken by the successful Consultant:
The key elements of the work comprised the design and contract supervision of the
building in accordance to the above mentioned foot print.
In the first instance, the preliminary designs should indicate/illustrate how well this
facility will meet the current and future needs of the MBFZ/ Stakeholders. Secondly, the
contracted firm will manage the process of the design and construction of the said Data
Entry Building.
Normal Services
The following stages and duties comprise of the Consultants/ designers Normal
Services:
1.
The Consultant shall take the Clients instructions regarding the budget and the
applicable requirements necessary for the various operations, such as those for
projected space, equipment, operation procedures, security criteria,
communications, relationship and functions, and shall confirm their understanding
of such requirements and the project Brief to the Client.
b)
The Consultant shall prepare preliminary design layouts based on the Brief, as well
as, a list of illustrations designed items requested for the Project, and shall prepare
an implementation plan for execution for the Clients approval.
c)
The Consultant (with the assistance of the quantity surveyor, if required) shall
provide the Client with an overall estimate of cost based on the preliminary design
layouts, and obtain the Clients approval of this budgetary estimate.
2.
Provide a project schedule (Microsoft projects), incorporating both the proposed design
and construction period.
3.
Determination of ideal orientation, layout and size of DEB building and related facilities.
4. Determination of parking location and size, the traffic flow to and from the existing
MBFZ road network.
5. Determination of energy conservation design, additional capacity of power supply, waste
water and solid waste treatment if required.
6. Ideally the requirements should include provision for:
a) The space should be capable of being partitioned into 5,000sq ft to10,000 sq. ft
modules with easy accessibility to scale up to 20,000 sq ft or 30,000 sq ft should a client
wish to expand.
b) Each module should have separate facilities for electricity meter, air-conditioning,
bathroom and kitchenette
c) There should be elevator and disability access to the first floor, etc
d) Appropriate fire protection systems should be installed with interconnectivity for each
unit.
8.
The building design should be aesthetically pleasing with emphasis on modern energy
saving conservation features.
2.
Time
It is the intention of the PAJ to have the project completed within an eighteen month
period inclusive of design. Firms are required to submit a detailed work-plan with their
proposal in MS projectelectronically and hard copy
EXPRESSION OF INTEREST
An advertisement for Expression of Interest was placed in both the Gleaner and the Jamaica
Observer 2011 August 17 & 21. See Appendix 1 for content
Eight Expressions of Interest were received August 26, 2011 from the following interested
firms. The information submitted was assessed in accordance with the criteria stated in the
invitation. See Appendix 1 for assessment
1.
2.
3.
4.
5.
6.
7.
8.
INVITATION
The seven of the eight consultants shortlisted were formally invited to submit proposals for
providing consultancy services regarding the design and supervision of the construction of
the Information, Communication and Technology building/development.
The Consultants shortlisted were as follows:
1.
2.
3.
4.
5.
6.
7.
PROCUREMENT PROCESS
The bid process was carried out in accordance with the Local Competitive Procedures as
set out in volume 2 of the Government of Jamaicas Handbook of Public Sector
Procurement. The table below sets out the steps to date in the procurement process:
Date
Gleaner and the Jamaica Observer
2011 August 17 & 21.
2011 November 28
2012 January 25
2012 June 11
ADDENDA TO BID
Three (3) addenda were issued during the bid period both electronically and hard copies. The
addenda issued are as indicated in table 2.
Table 2: Addenda
Item
Date
Addendum 1 2011-12-12
Description
Extension of the bid submission date from December 29, 2011
to January 13, 2012
Addendum 2 2012-01-10
SUMMISSION OF PROPOSALS:
Five submissions were received at the date and time stipulated 2012 January 25 at 2:00pm.
The consultants and their associates that submitted proposals are as follows:
Carl C. Chen & Associates (Clifton Yap Architects- Lead architects withdrew from
team and joined with ADeB Consultants Ltd) is registered chartered architectural firm in
association with Cornerstone Design Ltd and design consultants.
Members of the PAJ Bid Opening Committee are as stated in Table 3 below:
Table 3 Bid/Proposal Opening Committee
Name
Department
Juleen Pryce
Representative
KINGSLAND SCOTT BAUER ASSOCIATES (KSBA
KSBA
Damian Scott
Adrian Campbell
Carl C. Chen
Christopher Whyms-Stone
Christopher Lue
KSBA
CARL C. CHEN & ASSOCITES
CARL C. CHEN & ASSOCITES
CARL C. CHEN & ASSOCITES
Tya DESIGN
EVALUATION
Criteria, sub-criteria, and point system for the evaluation of Full Technical Proposals were as
follows:
Points
(i)
(ii)
[ 10]
[20]
[10]
[10]
[40]
(iii) Key professional staff qualifications and competence for the assignment:
a) Team Leader
b) Architect
c) Civil/Structural Engineer
d) Electrical Engineer
e) Mechanical Engineer
f) Quantity Surveyor
[15]
[10]
[10]
[10]
[10]
Total points for criterion (iii):
[05]
[60]
The number of points to be assigned to each of the above positions or disciplines shall be determined
considering the following three sub-criteria and relevant percentage weights:
1) General qualifications
2) Adequacy for the assignment
3) Experience in region and language
[30%]
[60%]
[10%]
Total weight:
100%
Pursuant to Clause 5.7 of the Instructions to Consultants states that in case of QCBS,. the firm
achieving the highest combined technical and financial score will be invited for negotiations.
See Appendix 6 detailed evaluation of the technical and financial proposals.
The technical evaluation took in consideration based on the criteria above the consultants
specific years of experience as an operating entity, adequacy of the proposed methodology and
work plan with special considerations with respect to the proposed organization and staffing,
work plan if consistent with proposed activities, technical approach and methodology which
should be reflective of the understanding of the projects Terms of Reference. The evaluation
also addressed the proposed project teams general qualification, adequacy of this qualification to
the assignment, years of experience and experience in the region.
As a consequence the Technical Evaluation results and ranking of the consultants proposals are
as indicated in the Table 5 below:
TABLE 5
CONSULTANT NAME
APEC
ADeB
Tya
CARL CHEN
KINGSLAND
SCOTT
EVALUATOR1
EVALUATOR2
EVALUATOR3
EVALUATOR4
105
91
107
102
99
107
93
104
101
98
98
89
104
102
95
105
92
105
102
99
104
91
105
102
98
RANK
The evaluation matrix at Appendix 6 sets out the evaluation criteria and scoring regime that were
used to conduct the evaluation including the average and individual scores sheet of each
evaluator. The results indicate that all firms have the technical capacity and competence to
provide the services stated in the scope of work and therefore the final outcome will be
contingent on the quality and magnitude of their financial proposals.
As previously indicated the technical scores were sent to the consultants disclosing all results but
only identifying the score of the specific recipient. See Appendix 9 for letter of notification on
evaluation result.
Table 6 below provided the results of the weighted technical scores for all five proposals.
TABLE 6
Technical (Quality) Weighted
Consultant
Tya Design
APEC Consultants
Carl Chen & Associates
Tech Score
105
105 x 60
110
104 x 60
110
102 x 60
110
98 x 60
110
91 x 60
110
104
102
98
91
ADeB Consultants
57.3
56.7
55.4
53.4
49.7
Each firm was sent invitation letter advising them of the score awarded for technical
competence, the date, time and place for opening of the financial proposals. The financial
proposals which were in the possession of the Group Internal Audit for safe keeping were
retrieved and presented to all present at the opening for inspection in order to verify the integrity
of the sealed envelopes prior to opening.
Department
10
Ainsworth Haughton
Raquel Forbes
Kimara Simms
Daniel Evans
Leonard Bailey
Name of Consultants
Tya Design
APEC Consultants
Philmore
APEC Consultants
Carl Chen & Associates
Kingsland Scott Bauer Assocs.
ADeB Consultants
Carl C. Chen
None
None
The following financial proposal were opened and read out from the respective firms/consultants
including the announcement of the PAJs engineers estimate:
$88,526,250.00
1. Tya Design
$46,000,000.00
2. APEC Consultants
$51,350,000.00
US$471,757.00 or J$40,939,072.46
$49,909,016.00
5. ADeB Consultants
US$550,000.00 or J$48,950,000.00
@exchange rate US$1=J$89.00
The PAJs estimate was later revised using the BOJ rate of exchange at the time and date of
opening of the Consultants Technical Proposals. As a result the revised estimate engineering
estimate using an exchange rate of 1 US$ = J$86.78 is J$47,729,000.00.
See Appendix 4 for details regarding the Financial Proposals.
Table 9 below provided the results of the weighted scores for all five financial proposals.
11
TABLE 9
Cost Score Weighting
Financial Offer
Financial Score
Tya Design
APEC Consultants
Carl Chen Associates
Kingsland Scott Bauer
Assocs.
ADeB Consultants
88,526,250.00
46,000,000.00
51,350,000.00
US$471,757.00
or
J$40,939,072.46
49,909,016.00
40,939,072.46x40
88526250
40,939,072.46x40
46000000
40,939,072.46x40
51530000
40,939,072.46x40
40,939,072
40,939,072.46x40
49,909,016
Weighted
Financial
Score
18.50
35.60
31.89
40.00
32.81
Table 8 below provided the results of the weighted combined technical and financial scores for
all five proposals.
TABLE 10
Weighted
Quality Score
57.3
Weighted
Financial Score
Total Score
18.50
75.8
APEC Consultants
56.7
35.60
92.3
55.4
31.89
87.3
53.4
40.00
93.4
ADeB Consultants
49.7
32.81
82.5
CONSULTANT NAME
Tya Design
12
The firm is a registered Jamaican engineering firm whose history began in January 1964 with a
staff compliment of thirty persons. The firm specialized in the area of civil, structural, electrical,
mechanical and other technical activities such as construction supervision, project planning etc.
After careful assessment of the Proposals Submitted by ADeB Consultants they were awarded a
combined weighted score of 82.5 points. The firm was awarded an average score of 91 points out
of maximum of 110 points and was ranked 5 th for their technical proposal out of the five
proposals received.
The Proposal from ADeB Consultants failed to supply specific information as follows:
The organizational chart presented did not indicate a civil/structural engineer for
the project. Notwithstanding an assumption was made based on the Tech 5 Form
presented. (See Appendix 8)
Of the six team members listed by ADeB only three presented information
confirming professional membership/affiliation. The failure to furnished the
required information outlined in the Bid Data Sheet under general qualification
resulted in the firm being awarded 13.8 points out of possible 18 points.
A
further
review
of
the
Tender
Document
did
not
indicate
any
Tya DESIGNS
13
A registered sole proprietor in association with Future Cities International, a registered Canadian
multidisciplinary firm of urban planners, architects and interior designers, N.O Whyte and Associates
with expertise in Civil Engineering, Structural Engineering and Project Management. All cost associated
activities will be overseen by Davidson and Hanna a chartered quantity surveying consulting firm.
14
Information gleaned from the proposal indicated that Carl C. Chen and Associates is a registered
architectural firm practicing in Jamaica since 1965 with a wide range of experience working in
Jamaica and oversea.
Carl Chen & Associates was awarded a weighted combined score of 87.3% and as result was ranked 3 rd
among the list of consultants which submitted proposals. Also this firm was awarded an average score
of 102 points out of maximum of 110 points following detail assessment/ evaluation of the
information furnished in their proposal. The proposal demonstrated that the firm has clear and
comprehensive understanding of the terms of reference and that the team members have
significant experiences in the design and supervision of project of this magnitude and
complexity. The offer submitted by this firm was the second highest and exceed the PAJs
engineering estimate by 7.6 %. For further detail on the technical evaluation see Appendix 6.
Notwithstanding the ranking of this firm proposal they failed to submit other cost breakdown as
required in the RFP that would be extremely critical for negotiation and formed the basis on
which additional services could be requested by the PAJ. There the proposal submitted by Carl
Chen & Associates will not be considered for negotiation.
15
the design and management of project of similar nature and magnitude. After detailed assessment
of Technical Approach and methodology the firm/proposal got a score of 16.8 point out of a
maximum score of 20 points. APEC Consultants was awarded a weighted combined score of
92.3% and as result was ranked 2nd among the list of consultants which submitted proposals. The
proposed offer from APEC was 3.6% below the PAJ internal engineering estimate.
For further detail on the technical evaluation see Appendix 6
KINGSLAND SCOTT BAUER ASSCOIATES (KSBA)
KSBA a USA registered architectural firm whose submission indicates that they provide full
architectural design services that includes space planning, interior design and project
management services. The firm was founded in 1984 and has indicated that they have worked
for a variety of clients including major corporations, manufacturers, state and federal
government, non-profit organization and educational institutions.
The firm proposes to carry out the project in association with Synergy Design Systems, LLI
Engineering Inc. a USA based company providing design services in the areas of electrical,
mechanical, piping and structural engineering services, Westech Limited headed by Desmond
Flowers, a registered engineering firm has completed over 145 projects in Jamaica and the
Caribbean and Richard Pouchet Associates is a 22 years old company of chartered quantity
surveyors completed the team
Kingsland Scott Bauer Associates was awarded a weighted combined score of 93.4% and as a result is
ranked 1st among the list of consultants which submitted proposals. This result is due substantially to firm
financial proposal/offer as the they were awarded an average score 98 points out of maximum of 110
points following detail assessment/ evaluation of the information furnished in their technical
proposal. The proposal provided information which demonstrated that the firm has a more than
satisfactory understanding of the scope of works to be undertaken including significant
experiences in the design and supervision of projects of similar nature and magnitude. This firm
submitted the lowest offer and was 14.2 % below PAJs engineering estimate.
16
Out of an abundance of caution the legal opinion was sought on a point of eligibility
notwithstanding this consultant being ranked 1st as result of combined scores for financial and
technical evaluations. After due consideration the consultant was disqualified pursuant to Section
15(1) of the Architects Registration Act which states that subject to section 16, with effect from
such date as the Minister may by order specify, no person unless he is a registered architect shall,
in Jamaica carry on the practice of architecture
The consultant was written to by letter dated 2012 July 2 in this regard to provide evidence or
proof of registration in accordance with the Act and that response to the request be furnished by
2012 July 4 to which we have not received a reply as at 2012 July 24. Also prior to making this
request the list/registrar which comprised the names of architects currently registered under the
Act was obtained and was perused. No evidence of registration of the architects and principal
partners in the firm KINGSLAND SCOTT BAUER ASSOCIATES was seen on the list
For further detail on the technical and financial evaluation see Appendix 6
CONCLUSION
In the assessment of the evaluators it was determined that all submissions received demonstrated
that each consulting entity has the requisite experiences and competence to undertake the works
outlined in terms of reference from a technical prospective. Therefore, the recommendation of an
award will be contingent on the successful conclusion of a negotiation with the first ranked
Consultant pursuant to Clause 6 of Instructions to Consultants in the Request for Proposal.
In accordance to Clause 5.7 and the QCBS the firm achieving the highest combined technical
and financial score will be invited for negotiation.
17
RECOMMENDATION
Based on the foregoing, it is recommended that the Port Authority of Jamaica invite Kingsland
Scott Bauer Associates for negotiation to provide consultancy services in keeping with the
terms of reference as outlined in the Request for Proposal including any other arrived positions
resulting from those talks for the bid amount of US$471,757.00 or its
J$40,939,072.46.
18
equivalent of