Bid Evaluation Report and Recommendation for Award...

KINGDOM OF CAMBODIA NATION RELIGION KING

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MINISTRY OF INTERIOR

Demand for Good Governance Project (DFGG)

Bid Evaluation Report and

Recommendation for Award of Contract

Name of Project: One Window Service and Ombudsman (OWSO), Demand for Good Governance (DFGG)

IBRD Loan or IDA Credit No.: Grant No. H4410-KH Contract Name: Construction of OWSO/DO Building in Banlung Municipality of

Rattanakiri province

Identification Number: Bid No. OWSO/DFGG/CW 10-14 Date of Submission: 21st December 2010

Construction: OWSO/DO Building in Banlung Municipality

TABLE OF CONTENT

Section 1: Introduction and Identification of Works................................................................. 1

Section 2: The Bidding Process .................................................................................................... 2 2.1 Bidding Documents ............................................................................................................ 2 2.2 Bid Invitation ...................................................................................................................... 2

Section 3: Submission of Bids ...................................................................................................... 3

Section 4: Bid Prices at Opening ................................................................................................. 3

Section 5: Preliminary Examination ........................................................................................... 4 5.1 Verification ......................................................................................................................... 4 5.2 Eligibility ............................................................................................................................ 5 5.3 Bid Security ........................................................................................................................ 5 5.4 Completeness of Bids ......................................................................................................... 5 5.5 Substantial Responsiveness ................................................................................................ 6

Section 6: Bid Evaluation ............................................................................................................. 8

Section 7: Conclusion and Suggestion ......................................................................................... 8 List of Table: Table 1: Identification ..................................................................................................................... 1 Table 2: Bidding Process ................................................................................................................ 2 Table 3: Bid Submission and Opening ........................................................................................... 3 Table 4: Bid Prices (as Read-Out from Bid Form) ......................................................................... 4 Table 5: Preliminary Examination and Evaluation ......................................................................... 7 Appendix: Appendix 1: Statement on Ethical Conduct and Fraud and Corruption ....................................... 10 Appendix 2: Registration Form .................................................................................................... 12 Appendix 3: Submission Form ..................................................................................................... 15 Appendix 4: Minute of Bid Opening ............................................................................................ 17 Appendix 5: Newspaper’s Advertisement .................................................................................... 19 Appendix 6: Minute of PRC Meeting on the Extension ............................................................... 21

Bid Evaluation Report: Bid No. OWSO/DFGG/CW 10-14


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BID EVALUATION REPORT AND RECOMMENDATION For Award of Contract for the Construction of OWSO/DO Building

in Banlung Municipality of Rattanakiri Province Section 1: Introduction and Identification of Works One Window Service and Ombudsman (OWSO) project is a component of Demand for Good Governance (DFGG) project financing by grant of the International Development Association (IDA) represented by World Bank and by the Royal Government of Cambodia’s Contribution Fund. The objective of this project is to strengthen demand for good governance in selected districts and municipalities in all provinces in the country by (a) responding to the needs of citizens and small businesses for certain administrative services to be delivered in an efficient, transparent, and accountable manner; (b) providing an avenue for mediating complaints and concerns of citizens and small businesses regarding the district administration; and (c) promoting awareness and participation of citizens in decisions, policies, and programs of district administration. OWSO intends to apply a portion of the proceeds of this grant to eligible payments under the contracts for constructing of Civil Works on OWSO/DO Building for the first year. The eligibility of bidders for civil works, goods and services offered are subject to the applicable rule of IDA Grant. From the second year, the Royal Government of Cambodia will share the Government counterpart fund in the total amount of USD 1,230,000.00 to utilize the construction of Civil Works and recurrent expenses for OWSOs. The project applies part of the funds to cover eligible payment under the contract for Construction of OWSO/DO Building in Banlung Municipality of Rattanakiri Province with the Contract Number: OWSO/DFGG/CW 10-14. OWSO invited bids for the Construction of OWSO/DO’s Building in Banlung municipality, Rattanakiri province. This report refers to the bidding of the aforementioned works procured through NCB with the following data:

Table 1: Identification

1.1 Name of Borrower Ministry of Interior

1.2 Loan/Credit number Grant No. H4410-KH

1.3 Date of effectiveness 26th June 2009

1.4 Closing date

(a) original

(b) revised

2013

1.5 Name of project Demand for Good Governance (DFGG),

One Window Service and Ombudsman (OWSO)

1.6 Purchaser (or Employer)

(a) name

(b) address

One Window Service and Ombudsman (OWSO) DST/OWSO, Room 15, 1st floor of building of Personnel and Vocational Training Department, Ministry of Interior,

Norodom Blvd, Sangkat Tonle Bassac, Khan Chamkar Morn, Phnom Penh, Cambodia

1.7 Contract number (identification) Bid No. OWSO/DFGG/CW 10-14

1.8 Contract description Construction : OWSO/DO Building in Banlung municipality

1.9 Cost estimate1 USD 50,000.00



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1.10 Method of procurement (check one) National Competitive Bidding (NCB)

1.11 Prior review required2 No

1.12 Domestic preference allowed Yes

1.13 Fixed price contract Yes

1.14 Cofinancing, if any:

(a) agency name

(b) percent financed by agency

Not applicable

Not applicable

Section 2: The Bidding Process

2.1 Bidding Documents The Bidding Documents (BD) used is the National Standard Bidding Documents (SBD) for Procurement of Works under the RGC Manual, September 2005.

2.2 Bid Invitation The Invitation for Bids (Bid No. OWSO/DFGG/CW 10-14) was advertised on 06th November 2010 in Rasmei Kampuchea Newspaper and Cambodia Daily Newspaper (see newspapers attached in Appendix 5). There were three (03) companies, which purchased the bidding documents for Banlung Municipality of Rattanakiri province (see attached in Appendix 2: Registration Form).

Table 2: Bidding Process

2.1 General Procurement Notice

(a) first issue date

(b) latest update

08th Nov 2010

2.2 Pre-qualification, if required

(a) number of firms pre-qualified

(b) date of Bank’s no-objection

Not required

Not applicable

2.3 Specific procurement notice

(a) name of national newspaper

(b) issue date

(c) name of international publication

(d) issue date

(e) number of firms separately notified

Rasmei Kampuchea and Cambodia Daily

06th November 2010

Not applicable

2.4 Standard Bidding Document

(a) title, publication date

(b) date of Bank’s no-objection

(c) date of issue to bidders

RGC Procurement Manual , September 2005

Not applicable

08th November 2010

2.5 Number of firms issued bidding documents Six (03) Firms

2.6 Amendments/Clarifications to documents, if any

(a) list all issue dates

(b) date(s) of Bank’s no-objection

2.7 Date of pre-bid conference, if any

2.8 Date minutes of conference sent to bidders and Bank 22nd December 2010



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Section 3: Submission of Bids

The deadline for the submission of bids was set at 2:30 p.m. on 07th December 2010. The bid opening and bid submission date was changed from 07th December 2010 to 21st December 2010 with the agreement from all bidders presented (the detailed is found in Appendix 6: the minute of PRC meeting on the extension). Among three (03) companies, which purchased the bidding documents, there were only two companies have submitted their bids for Banlung municipality, Rattanakiri province before and on time (see attached in Appendix 3: Submission Form).

The data for the bid submission and opening are summarized as follows:

Table 3: Bid Submission and Opening

3.1 Bid submission deadline

(a) original date, time

(b) extensions, if any*

07th December 2010, 2.30 p.m

21st December 2010, 2.30 p.m

3.2 Bid opening date, time 21st December 2010, 2.30 p.m

3.3 Record of bid opening, date sent to Bank

3.4 Number of bids submitted

(a) of which how many withdrawn by bidders prior to bid submission date

Two (02) bidders

No.

3.5 Number of bids submitted late and returned to bidders unopened

No.

3.6 Bid validity period (days or weeks)

(a) originally specified

(b) extensions, if any

(c) date of Bank’s “no-objection”, if required

90 days

None

None

* Minute of PRC Meeting on the Extension dated on 07th December 2010: In conclusion, today the bidding process is not allowed to open. So, the bidder’s bidding documents are postponed until getting the MEF’s approval letter. The bidding submission date was agreed by all bidders to change the new mandate (see attached in Appendix 6: Minute of PRC’s Meeting for Extension) Section 4: Bid Prices at Opening Bids were opened as schedule in the extension of the bid opening date on 21st December 2010 at 2.30p.m at Meeting Hall of General Department of Local Administration, Ministry of Interior by the Procurement Review Committee comprised of Chairperson, project manager of OWSO, and two representatives of MEF. There were two (02) bidders were presented (see attached in Appendix 4: minute of bid opening). Each bidder’s names, the amount of bid prices, the presence or absence of Bid documents and Bid Securing Declaration were announced and recorded. The Bid Opening Form was prepared at the same time of Bid Opening and was copied and distributed immediately to all participants presented/attended during the Bid Opening. The bid prices as read-out at bid opening are as follows:



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Table 4: Bid Prices (as Read-Out from Bid Form)

Bidder Identification Read-out Bid Price(s) Modifications or Comments Name City/State or

Province Country Currency

(ies) Amount(s)

(a) (b) (c) (d) (e) (f)

Samnang Peanich Construction Co., Ltd.

Kampong Speu

Cambodia USD 49,731.63 No

CADE Group Cambodia Co., Ltd.

Phnom Penh Cambodia USD 63,450.00

Absent of Bid Security

Notes:

1. The “bid price as read” already included the discount Section 5: Preliminary Examination The evaluation of bids was carried out following the steps set forth under Clasue 22, 23, and 24 of the Instruction to Bidders. The bids were assessed for any deviation, omission or reservation to determine substantial responsiveness. Then the detailed examination were undertaken for all bids that are determined to be substantially responsive to the requirements of the bidding documents, in accordance with ITB Clause 25 and 26. This section deal with the preliminary examination of bids consistent with the Evaluation Guide under the World Bank Standard Bid Evaluation Form, April 1996 and October 2004. At the initial stage, preliminary examination of bids was undertaken to determine completeness and substantial responsiveness for the following:

Verification: Contractor’s Bid (Part 1), Statement of Ethnical Conduct and Fraud and Corruption (Part 2) are duly signed, Authority of signing officer (if applicable), in case of Joint Venture copy of JV Agreement or intent to form a Joint Venture;

Eligibility: Determination of eligibility in accordance with ITB Clause 4 Bid Security: Submission of duly signed Bid Security Declaration in accordance with

ITB Sub-Clause 13.1 (b) and 16.4. Completeness of Bids: complete Contractor’s Bid (Part1 and 2), no partial bids and

completeness of the Priced Activities Schedule with complete qualification information documents as indicated in Section VIII. of the bidding documents;

Substantial Responsiveness: Bids that fail Verification, Eligibility, Bid Security, and/or Completeness of Bid Requirements, should not be examined further, and not subjected to further evaluation. Any deviation from the provisions of the Bidding Data Sheet and Conditions of Contract (both GCC and SCC)

5.1 Verification

5.1.1 Samnang Peanich Construction Co., Ltd. The signed Contractor’s Bid (Part1) indicating USD 49,731.63 and Statement of Ethical Conduct and Fraud and Corruption (Part2), both dated December 7, 2010 are signed by the authorized signatory Mr. Sin Savy in his capacity as Director. A Power of Attorney is enclosed. The bid is valid for 90 days after bid opening. Thus, the Contractor’s Bid Form was verified as complete, properly signed and valid as required.



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5.1.2 CADE Group Cambodia Co., Ltd. The Contractor’s Bid (Part1) indicating USD 63,450.00 dated 7th December, 2010 is signed by signatory, Sam Sothearith in capacity of Managing Director. A Power of Attorney is enclosed. The bid is valid for 90 days after bid opening. However, the required Part 2, Statement of Ethical Conduct and Fraud and Corruption (signed by bidder) were missing. This statement is an integral part of the Contractor’s Bid. Thus, with no Part 2, the Contractor’s Bid Form was verified as incomplete.

5.2 Eligibility

5.2.1 Samnang Peanich Construction Co., Ltd. The company is found to be eligible having submitted their certificate of registration with the Ministry of Commerce and tax registration certificate with the Ministry of Economy and Finance. The bidder is not under the declaration of eligibility as specified in ITB Sub-Clause 4.4. 5.2.2 CADE Group Cambodia Co., Ltd. The company is found to be eligible having submitted their certificate of registration with the Ministry of Commerce and tax registration certificate with the Ministry of Economy and Finance. The bidder is not under the declaration of eligibility as specified in ITB Sub-Clause 4.4.

5.3 Bid Security 5.3.1 Samnang Peanich Construction Co., Ltd. The company submitted signed Bid Securing Declaration dated 07 December 2010, and stamped by company official seal. The bid securing declaration is conforming in wordings and valid for thirty (30) days after the bid validity period (90 days from bid opening date). This is a compliant bid security.

5.3.2 CADE Group Cambodia Co., Ltd. The required signing in Bid Securing Declaration is missing from the submitted bid. The bid shall be rejected.

5.4 Completeness of Bids 5.4.1 Samnang Peanich Construction Co., Ltd. The bid of Samnang Peanich consists of Contractor’s Bid, the qualification information on Proposed Program (work method and schedule) and the Access to financial resources to bidder requirements, cash in bank account hand as required in ITB Sub-Clause 6.1 are missing from the submitted bid. As the required qualification information is incomplete, the bid is non-compliant as to completeness. 5.4.2 CADE Group Cambodia Co., Ltd. The bid of CADE Group consists of incomplete Contractor’s Bid (missing Part 2, Statement of Ethical Conduct and Fraud and Corruption) and the qualification information on the Access to financial resources to bidder requirements, cash in bank account hand as required in ITB Sub-Clause 6.1 are missing from the submitted bid. As the required qualification information and the Contractor’s Bid are incomplete, the bid is non-compliant as to completeness.



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5.5 Substantial Responsiveness 5.5.1 Samnang Peanich Construction Co., Ltd. The bid is fail in the Completeness of Bids. The bid is not subject to inspect on Substantial Responsiveness. 5.5.2 CADE Group Cambodia Co., Ltd. The bid is fail in the Verification, Bid Security, and Completeness of Bids. The bid is not subject to inspect on Substantial Responsiveness.

Bid Evaluation Report: Bid No. OWSO/DFGG/CW 10-14 7


Table 5: Preliminary Examination and Evaluation Construction: OWSO/DO Building in Banlung Municipality, Rattanakiri province

Preliminary Examination of Bids Bid Evaluation

Bidder Verification Eligibility Bid Security Completeness of Bid

Substantial Technical and Commercial

Responsiveness

Acceptance for Detailed Evaluation

(a) (b) (c) (d) (e) (f) (g)

Samnang Peanich Construction Co., Ltd. Yes Compliant Compliant Non-compliant Non-compliant Not accepted CADE Group Cambodia Co., Ltd. No Compliant Non-compliant Non-compliant Non-compliant Not accepted

* Samnang Peanich Construction Co., Ltd. is fail in the Completeness of Bids. The bid is not subject to inspect on Substantial Technical and

Commercial Responsiveness and not accepted for detailed evaluation. * CADE Group Cambodia Co., Ltd. is fail in the Verification, Bid Security, and Completeness of Bids. The bid is not subject to inspect on

Substantial Technical and Commercial Responsiveness and not accepted for detailed evaluation.



Appendix: Appendix 1: Statement on Ethical Conduct and Fraud and Corruption



Appendix 2: Registration Form



Appendix 3: Submission Form



Appendix 4: Minute of Bid Opening



Appendix 5: Newspaper’s Advertisement



Appendix 6: Minute of PRC Meeting on the Extension

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