Air Transport Connectivity Enhancement Project

ADB Grant no. P44239-BHU

Project: Reshaping of runway, runway BC, access road, car park, apron extension and
perimeter fencing at Yonphula Domestic Airport, Trashigang

Minutes of Meeting

Pre-bid meeting (9/12/2014)

1. Attendees:

Mr. Karma Wangchuk, Project Director, ADB Projects,

Mr. Ugyen Dorji, Executive Engineer, DCA

Mrs. Bhagi Maya, Sr. Accounts Officer, DCA

Mr. Ugyen Tshering, Procurement Officer, MoIC
Mr. Jamyang T Dorji, Civil Engineer, DCA
Mr. Tashi Gyeltshen, Electrical Engineer, DCA
Mr. Shanti Ram Katel, Procurement Specialist, Gyaltshen-LEAPP consultants

Mr. Tara Rai, Engineer, Ms. Rinson Construction Pvt. Ltd

Mr. Tashi Tshering, Ms. Penjor Construction Pvt. Ltd
Mr. Kelzang Jigme, E.W. Construction Pvt. Ltd

2. The Project Director welcomed all the attendees and briefed the meeting on the importance of
the pre-bid meeting. He informed that the pre-bid meeting had to be done as all the bidders who
participated in the first bidding round for the project failed to qualify. The requirement to
conduct such meeting was found necessary by Asian Development Bank (funding agency) as
well because of the outcome of the 1st bidding. Such meeting is a platform for the interested
bidders to clarify their doubts and issues. He informed that the technical as well as financial
officials from the department are present in the meeting so that the doubts and issues can be
clarified. Mr. Wangchuk reminded the bidders of the utmost importance for them to focus on the
quality of their work while quoting their rates.

3. After the welcome note, a presentation was made on the objectives of the meeting, an
overview of the project and an overview of the documentation provided in the BD. The attendees
were reminded that the pre-bid meeting was being held with the following objectives:
 (1) to assist prospective bidders in their understanding of the bidding documents and to
facilitate the completion of the bid documents by bidders for the Yonphula Project in
accordance with the ADB requirements;
(2) to provide the opportunity for prospective bidders to ask questions and to seek
clarifications with respect to the bidding documents, completion of ADB forms required
as part of the process, and the evaluation processes; and,
(3) to provide the opportunity for prospective bidders to ask questions of a technical or
engineering nature particularly in relation to the actual construction of the airport runway
pavements and the Macadam Bituminous Concreting work.

4. Presentation on Background to the Project

4.1 The Yonphula Airport is located in the Trashigang district which is situated some 500KM
road distance east of the capital Thimphu and about 35Km south/south west of Trashigang
Town. The elevation of the airport is approximately 2,750ASL. The original airstrip on the site
of the Yonphula Airport was constructed in the 1960s by the GREF (Dental).

4.2 Yonphula airstrip was rarely used for aircraft operations until the commencement of
domestic operations in 2012 by Drukair and Tashiair.

4.3 In summary the project comprises the following elements of work:

(a) Removal of perimeter fencing and installation if perimeter fencing following the
completion of the main elements of the project as listed below in (b) to (f);

(b) Removal of the hills immediately adjacent to the existing runway and lowering the
runway profile at the SE end of the runway, followed by the utilization of the material
won form this exercise to provide for a small extension to the NW end of the runway;

(c) Considerable earthworks to profile the existing runway and runway strip to comply with
international ICAO standards for airports to accommodate Code 2B aircraft (which
includes the ATR42-500 aircraft currently utilized by Drukair for its domestic operations
in Bhutan);
(d) Construction of a new runway pavement in two layers and the provision of two layers of
Bituminous Macadam/Concrete on the completed pavements;
(e) Construction of a new access road;
(f) Construction of a new carpark;
(g) Extension of the existing apron; and Provision of Office Utilities and transportation for
the clients representative Engineer.

5.0 Following the brief introduction to these elements of the project, one of the bidders asked for
details on the excavation works planned to be carried out as part of the project. Details on the
excavation works were discussed with the participants by reference to a site plan.
5.1 It was advised that the portion of the existing runway at the hill side (SE) of the runway will
be excavated whereas at the NW end of the existing runway there will be shallow filling of the
runway. The intended filling area was shown to the participants using the site plan. There will be
an overall longitudinal 2% grading/profile required for the runway stretch and the filling is to be
carried out in accordance with the specification. On completion of the construction of the sub-
base and the base pavement layers then the runway BC will be added to these pavement layers.
Payment for the excavation, rolling and transportation of earth will be made based on the
quantity of excavated earth. The transportation placement and movement of the materials for this
exercise shall remain within the airport boundary.

6. One of the bidders asked whether it was essential (mandatory) for all the actual bidders for the
project to attend the pre-bid meeting. It was noted that the non-attendance of any actual bidders
for the project would not considered as grounds for bid rejection.

7. The participants shared their concern on the impact of non-attendance at the pre-bid meeting
as the bidders who failed to attend the pre-bid meeting may not be aware of the technical
requirements of the work while quoting their rate. One of the bidders informed that some
agencies make it compulsory for the intending bidders to attend the pre-bid meeting. It was noted
that as it is not mentioned in the bidding document that the bidders attendance at the pre-bid
meeting is compulsory, then any bidders attendance at the pre-bid meeting would not be
considered as a pre-requisite to participate in the bidding process.

8. After the discussion on the afore-mentioned topic, one of the bidders questioned how there
could be confidence to obtain the quality of compaction specified for such massive earth works.
It was clarified that the quality of the compaction should not be doubted if the work was planned
and executed as outlined in the specifications. The client noted that the specifications are
included in the BoQ. However, the specifications which are not covered by the Specification for
Building and Road Works are provided as particular specifications within the bidding document.

9. The bidders were reminded that the construction of the access road needs to be completed
before the excavation of the runway as there will be no access to the other end of the runway for
dumping of excavated material and to the terminal building after the excavation of the runway.

10.0 With the understanding that further queries will be clarified after the presentation, the
presentation was continued with the overview of the documentation as follows:

10.1 The bidding document consists of the following parts:

PART I Bidding Procedures

Section 1 - Instructions to Bidders (ITB)
Section 2 - Bid Data Sheet (BDS)
Section 3 - Evaluation and Qualification Criteria (EQC)
Section 4 - Bidding Forms (BDF)
Section 5 - Eligible Countries (ELC)
PART II Requirements
Section 6 Employers Requirements (ERQ)
PART III Conditions of Contract and Contract Forms
Section 7 - General Conditions of Contract (GCC)
Section 8 - Particular Conditions of Contract (PCC)
Section 9 - Contract Forms (COF)

10.2 It was explained that Sections 1&2 are provided for the preparation of the bid. The Section
3 is provided to outline the evaluation and qualification criteria, and the nonfulfillment of the
criteria in Section 3 will make the bid non-responsive. Section 4 consists of the bidding forms
that are provided for the bidders to input the information required as per the bidding document
and these forms are required to be completed without alteration. Section 5 is the list of eligible
countries and section 6 comprises the employers requirements. The Sections in the Part III of
the bidding document are usually referred during the implementation of the works, however, to
comply with the requirement and equivalent rate quoting it is also to be referred during bidding.

10.3 One of the bidders questioned on Non-compliance with equipment and personnel
requirements described in Section 6 (Employers Requirements shall not normally be a ground
for bid rejection.

10.3.1 Clarification: Such non compliance will be subject to clarification during the bid
evaluation and rectification prior to contract award. It should be noted that if the bidder is not
able to comply with the employers requests for clarification on the submitted information then
there may possibly be grounds for bid rejection.

10.4 One bidder asked whether the personnel with airport construction experience requirement is
included in the Section 6 personnel requirement.

10.4.1 Clarification: The airport expert is considered as a totally different personnel requirement
which is not included in the Section 3.
The expert is required during the execution of runway/apron pavement works. However it is not
considered as an essential requirement that this person should be employed during the perimeter
fencing, access road and car-park elements of the project.
This matter is covered under section 6 1.2.1, as follows, During mobilization, the bidder shall
mobilize and employ an airport runway construction expert with direct full time experience
either as project manager or works supervisor, for a construction project(s) comprising
construction of runway(s) and apron(s) whilst working with well recognized contracting
company or government organization. The lowest evaluated responsive bidder will be invited to
contract negotiations subject to providing a CV of such a suitably qualified airport runway
construction expert to mobilize as part of the contract. If this lowest evaluated bidder is not
prepared or able to recruit this airport runway expert, then the next lowest responsive bidder
will be invited for contract negotiations subject to the same conditions being met.

In other words this means that the requirement to mobilize and employ an airport runway
construction expert etc--- is not a part of Section 3 and therefore would not be used to assess
whether a bidder would be responsive or nonresponsive. However, the lowest evaluated
responsive bidder will be invited to contract negotiations subject to providing a CV of such a
suitably qualified airport runway construction expert to mobilize as part of the contract. If this
lowest evaluated bidder is not prepared or able to recruit this airport runway expert, then the
next lowest responsive bidder will be invited for contract negotiations subject to the same
conditions being met.

DCA will

(1) provide the lowest evaluated responsive bidder 14 days to provide the CV of the expert. Once
DCA assesses the CV (for airport runway construction expert submitted by the bidder) to be
acceptable, DCA could then

(2) send the the Letter of Acceptance to the bidder.

If the lowest evaluated bidder fails to provide an acceptable CV, steps (1) and (2) will be
repeated with next lowest evaluated responsive bidder.

10.5 ITB 40.2 states that Within twenty-eight (28) days of receipt of the Contract Agreement, the
successful Bidder shall sign, date, and return it to the Employer.

10.6 A question on the pending litigation was also asked by one of the bidders

Clarification: Bidders shall submit all information on pending litigation in the required Form
LIT-1: Pending Litigation and Arbitration. This will be evaluated during technical evaluation.
Non-submission of LIT-1 will result in non-responsiveness of the bidder.

10.7 One of the bidders asked what information is required to fulfil under the requirement, The
similar nature of work in section 3 of the bidding document

Clarification: The work should be of same nature with pavement works fulfilling the size of
work in terms of value specified.

10.8 Additional clarification was provided on the documents required for personnel and
equipment.

For personnel the information required is:

1. ID proof
2. Qualification Certificate
3. CV
4. Work experience Certificate

For Equipment:

1. Registration Certificate
2. Insurance Certificate
3. Lease Agreement (if leased)
4. Proper bills with proof entry (for equipment without registration certificate)

10.9 One of the bidders inquired about the information that will be asked by the evaluator on the
missing information stating whether the clarification will be asked on the document submitted or
whether it will be done for information not provided during the submission of bid.

Clarification: If necessary, clarification will be sought to clarify information that is submitted as

part of the bid.

10.10 The following specific requirements of the BD were also discussed during the meeting:

Section 6.1.2 1 First Paragraph

The existing access road (old access road), through the airport must be kept operational for
use by DCA staff and the public until the work commences on the demolition of the hill on the
south western side of the runway. The Contractor has to plan his work in such a way that the
new access road to the terminal shall be accessible for DCA staffs before the existing road level
disturbed by runway lowering otherwise the Contractor will be required to provide a temporary
access road to the terminal building until the new access road is completed.

11.0 It was advised as follows:

For following Sections;

No separate measurement and payment shall be made for the works described in this Clause. All
costs in connection with the work specified herein shall be considered included in the related
items of the work specified in the Bill of Quantities 6.1.2 Specific Requirements

6.3 Site Installation

6.4 Material and its protection

6.5 Tools and Plant

6.6 Health and Safety

6.7 Public Utilities

Relocation, temporary connections, and reconnections of

public/private service lines like water, electricity, telephone, etc.

6.8 Insurance

6.9 Submittals
Contractors Monthly Progress Report and other reports
Samples
 Copies of Orders
Site Trials
As Built Drawings
6.10 Survey and Setting out Works

6.11 Environmental Protection Works

12. Specifications:

The following points from specifications were clarified:

Bitumen Grade:

In the Specification provided the bitumen grade specified is 70/100 which is as per BS-EN-
12591 for 70 penetration grade bitumen.

The designation '60/70' grade of bitumen is an older designation, used by BS 3690; Part 1, which
has been superseded by BS EN 12591.

Therefore, the specification should stand, recognizing that if only '60/70' grade, used by BS
3690;Part 1 is available, then this is a perfectly acceptable alternative to the more modern 70/100
designation used by BS EN 12591.

13. Grading of Pavement materials like CASBC/GSB and CABC/WMM:

The grading of materials as per the specification needs to be met exactly at field to avoid
unwanted settlement of pavement. Grading is a very tedious process and the bidders should give
due consideration during bid submission.

14. After lengthy discussion on the above topics, the meeting closed at 12:45PM with vote of
thanks by the Executive Engineer.