Request For Quotation

Switchgear/LCR Buildings

RFQ No. STN-6002

PART 3
INSTRUCTIONS TO BIDDER
Bidders must observe and comply with the following instructions:
1. RFQ Content
The following documents are included in this RFQ Package:
Part 1 Letter of Request for Quotation
Part 2 Acknowledgement of Intention to Bid
Part 3 Instructions to Bidders
Part 4 Commercial Bid Summary (information to be submitted by Bidders)
Part 5 Sealed Bid Label
Part 6 Drawings, Specifications and Documents referenced in RFQ
Part 7 Purchase Order Terms and Conditions
Part 8 Seller Site Service Terms and Conditions
Part 9 Certifying Agencys Scope of Work for Equipment packages
Part 10 Performance Bond format and List of the Banks acceptable to Buyer
Bidder must verify that this RFQ contains all the above documents and/or instructions.
In the context of these documents, "Bidder" means any independent person or independent
firm submitting a Bid in response to this RFQ including proposed subcontractors, who is in
the business of providing Equipment, Material, Work or Services of the type described in
this RFQ. Where reference is made to Seller this shall mean Bidder and vice versa.
Joint-venture or partnership formed by two or more than two firms is considered as an
individual Bidder who shall respond to this RFQ and be authorized to sign the bid proposals
on behalf of its stakeholders/ investors/ partners.
All capitalized terms used herein shall have the meaning ascribed to them in the
PURCHASE ORDER TERMS and CONDITIONS.
For the purpose of this RFQ all references to Client shall mean Cuu Long Joint Operating
Company (CLJOC) and all references to Buyer shall mean PTSC Mechanical &
Construction Joint Stock Company (PTSC M&C).
2. Bid Submission
Bidder shall submit its proposals to the Buyer at the given address strictly complying with
the below instructions:
-

Envelope 1 - Technical Proposal: One (01) original and three (03) copies of Technical
(Un-priced) Proposal together with one disc (CD Rom) containing one copy of Technical
(Un-priced) Proposal in the format as set forth in Part 4 Commercial Bid Summary
(information to be submitted by Bidders).

Envelope 2 - Commercial Proposal: One (01) original and three (03) copies of
Commercial (Priced) Proposal together with one disc (CD Rom) containing one copy of
Commercial (Priced) Proposal in the format as set forth in Part 4 Commercial Bid
Summary (information to be submitted by Bidders).

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Request For Quotation

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RFQ No. STN-6002

Technical Proposal and Commercial Proposal must be wrapped separately in two

envelopes, which must be sealed securely with the attached Sealed Bid Label firmly as
attached Part 5 Seal Bid Label and delivered to the following address:
PTSC Mechanical & Construction Joint Stock Company
C/o. PT NISCONI
Sampoerna Strategic Square
North Tower, 17th Floor
Jl. Jend. Sudirman Kav. 45-46, Jakarta 12930 Indonesia
Attn: Ms. Nguyen Thi Thanh Huong - Project Procurement Manager
Bid must be submitted to Buyer at the address as indicated above not later than 12:00 Noon
on 13th March 2013 (Indonesia Time Zone) (Bid Due Date).
Submission of a Bid shall confirm that Bidder has satisfied itself, either independently or by
written consultation with Buyer as to the extent and nature of the work which is the subject
of this RFQ and all requirements contained in this RFQ and that Bidder has sufficient
information to permit proper assessment of risks and contingencies and all other
circumstances which could affect its Bid.
Bidder shall bear all responsibility to investigate fully the conditions under which work will
be performed and to become knowledgeable of any other matters that might affect the work
or cost of performance.
3. Extension of Bid period
No extension will be granted to the date for Bid submissions other than for exceptional
circumstances agreed in writing by the Project Procurement Manager. Extension of Bid if
any shall be sent to Bidder as per Article 6 Additional Information Discrepancies and
Omissions set below.
4. Bid Identification
The cover of each Bid Document is required to clearly show the Bid number, the title of the
Work for the Bid, and the name of the Bidder. Bidders are requested to use the enclosed
address labels in Part 5 Sealed Bid Label for submitting their Bids.
5. Withdrawal of the Bid
Bids may only be withdrawn by written or faxed request and may only be modified by a
Bidder upon submitting a written request of such to the Procurement Manager. Any such
request for withdrawal / modification of bid must be received by Procurement Manager at
the address noted in in Article 2 Bid Submission and Paragraph 6 below, two (2) days
before the Bid Due Date and time stated in the Letter of Request for Quotation.

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RFQ No. STN-6002

6. Additional Information Discrepancies or Omissions

All future correspondence (including clarification questions) must be emailed to:
Ms. Hoang Thi Ngoc Loan ([email protected])
And copy: Ms. Nguyen Thi Thanh Huong PTSC M&C Project Procurement Manager
Email: [email protected]
Mr. Pham Manh Lan CLJOC Project Procurement Manager
Email: [email protected]
As noted in the Letter of Request for Quotation to Bid. All emails must have the RFQ
number and Package description in the subject line.
Bidders are to note that all Bidder inquiries are to reach the Procurement Manager no later
than three (3) days prior to the Bid Due Date to allow sufficient time for the Buyer to
respond.
Buyers practice in handling Bidder Inquiries shall be to distribute both the inquiry and
Buyers reply as follows:
Inquiry responses that relate in a general way to the RFQ package will be distributed
to all Bidders. In such a case the identity of the Bidder initiating the inquiry will not
be disclosed by the Buyer.
Inquiry responses that specifically relate to any items of supply that are proprietary to
a single Bidder shall be treated as confidential and given only to the Bidder initiating
the inquiry.
Should it be considered necessary, Buyer reserves the right to propose modifications to the
RFQ by issuing Bid Circular Advice three (03) working days prior to the Bid Due Date to
all invited Bidders.
Notwithstanding, Information contained in this RFQ shall be the basis for the Bid and shall
not be changed, except by Bid Circular Advice issued by Buyer.
7. Type of Contract
The PURCHASE ORDER shall be awarded to successful Bidder on a lump sum basis. Any
work required which is not identified or priced per the above shall be mutually agreed and
the pricing negotiated on a lump sum basis.
8. Exceptions
If the Bidder is at variance with any requirement of the RFQ package, including any
specifications and drawings referenced therein, Bidder is to clearly identify such
exception(s) in Form T4 and Form T5 of the attached Part 4 Commercial Bid Summary
(information to be submitted by Bidders) together with a thorough explanation of the
exception(s) and Bidders proposed alternate provision.
Agreement to the terms and conditions of the enclosed Purchase Order is an important part
of the Bid evaluation. Bidders are cautioned that any exceptions taken to the commercial
terms of this RFQ package including the Purchase Order Terms and Conditions may result in
rejection of their proposal. Any such exception taken is to identify the specific item for
which exception is taken, the reason for the exception and an alternate acceptable to Bidder.
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RFQ No. STN-6002

Failure to identify exceptions to said terms and conditions shall be deemed to constitute an
acceptance by Bidder of the terms and conditions as stated.
9. Alternative Bids
Any proposal which does not conform to any requirement of or which contains provisions
not required by the RFQ documents may be rejected. Bidders may submit an alternate
proposal but only on condition that it accompanies a conforming proposal. In such a case;
The alternate proposal shall clearly indicate where it is at variance with the
conforming proposal and Buyer shall have no responsibility to discover any other
qualification other than those listed in the alternate proposal; and
Bidders are to note that the submission of an alternate proposal that will offer
monetary and/or schedule benefit is actively encouraged by Buyer.
10. Bid Validity
Bids must remain valid for a period of ninety (90) days from Bid Due Date as stated in
Article 2.
11. Advance Payments
Buyer will not make any advance payments. Buyer will not be responsible for any cost or
expenses incurred by any Bidder in preparation of its Bid or preparation of any clarification
and response during Bid evaluation, whether or not that Bidder or any Bidder is successful
or in case of cancellation of the Bid.
12. Currency of the Bid
Each Bidder will provide a Bid in U.S. Dollars, except in case Bidders are Vietnamregistered companies who are not allowed to provide quotation in foreign currency as per
foreign currency control regulations of the Vietnam Government in Ordinance No.
28/2005/PL-UBTVQH11 dated December 13th, 2005. In such event, Bidders shall provide a
Bid in Vietnam Dong.
13. Partnerships
Bids by Joint Venture or Partnerships must provide the full names and registered addresses
of all partners and be signed by an authorized officer.
14. Signing of the Bid
Each Bid shall provide the registered address of the Bidder and be signed by an authorized
signatory.

When requested by Buyer, satisfactory evidence must be provided of the authority of

the person signing on behalf of the Bidder.
The name and designation(s) of each person signing must also be typed or printed
below the signature.

15. Alterations or Erasures

Any alterations or erasures in the details submitted by the Bidder shall be explained and
initialed by the Bidders authorized signatory.
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RFQ No. STN-6002

Any errors or omissions in the Bid documents will be permitted to be withdrawn or modified
only with the written consent of Buyer. This consent may be withheld.
16. Language of the Bid
The Bid and any annotations or accompanying material must be in written English language.
17. Bid Rejection
Buyer reserves the right to accept or reject any Bid received after Bid Due Date stated in the
Request for Quotation. Buyer is not required to accept the lowest or any Bid. Buyer shall not
be or be deemed to be bound until a formal Purchase Order has been agreed and duly
executed by all parties.
18. Confidentiality
All documents and information in relation to this RFQ furnished to Bidder is confidential.
Bidder agrees to accept receipt of its RFQ on condition that such documents and information
shall not be disclosed to any third Party or used for any purpose other than preparation of
this Bid. Bid submitted in response to this RFQ and opened by Buyer shall become the
property of Buyer/ Client. Buyer/ Client shall be free to copy, modify, disclose and
distribute such Bids as Buyer/ Client deems appropriate, notwithstanding copyright or other
proprietary notices to the contrary which may be placed thereon. Opened Bids will not be
returned to Bidder.
19. Current Workload
Bidder to identify ability to perform this work by providing a schedule of Bidders current
workload for the next two (2) years; clearly identifying the current total annual production
capacity and the committed work in man-hours.
20. Execution Plan
Bidder to provide a proposed execution plan for the workscope of this RFQ showing planned
dates and durations for approval of manufacturing & QC procedures, final inspection &
testing, delivery ex works and shipping.
Bidder to identify on the execution plan the timing for Buyer to firm up on the data sheets
and other documents. Buyer shall be entitled to make minor modifications in this RFQ and
in any executed PO (always within the fabrication limitations of the manufacturing /
fabrication facility) without impacting the delivery dates.
21. Detailed Pricing Breakdown
Bidder to provide a detailed pricing breakdown/table that supports the summary prices stated
in the Commercial Bid Summary and Bid Form in Part 4 Commercial Bid Summary
(information to be submitted by Bidders). The pricing breakdown/table shall show the net
quantities with the calculated gross quantities. All unit rates, net quantities and gross
quantities shall be correctly extended to show sub totals and totals for weights and prices.
22. Financial Stability
Buyer may require, prior to award of the Purchase Order, satisfactory evidence of the
successful Bidders (and any principal subcontractors) credit worthiness, financial
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RFQ No. STN-6002

soundness, and capacity to perform the Contract. In this connection, relevant information
may include a certified copy of the last recent 3 year of financial annual report, latest
accounts, details of comparable agreements that were completed successfully, a bankers
reference, details of any existing third-party loans or guarantees, and similar information.
23. Conditions and Regulations
Bidder is responsible to become familiar with and understand the Scope of the Work to be
performed including but not limited to:
Government regulations
Applicable tax laws
PURCHASE ORDER TERMS and CONDITIONS
Qualification of personnel
Licenses
Permits
24. Other Bidders
As stated in Article 18 Confidentiality in this RFQ, Bidder must not give this RFQ to any
other company without prior consent of Buyer in writing. Buyer will reject Bids received
from all uninvited companies.
25. Insurance
After award, the successful Bidder shall provide insurance as specified in the PURCHASE
ORDER TERMS and CONDITIONS and shall submit certified evidence of this to Buyer as
requested.
26. Performance Bond
Bidder may be required to provide a performance bond of 10% of the full value of the
PURCHASE ORDER and required valid until 30 days after expiry of stipulated period of
warranty. This bond shall be issued on a reputable international bank as indicated in Part 10
- Performance Bond format and List of Banks Acceptable to Buyer.
27. Payment Terms
Buyer will make payment as follows:

Eighty percent (80%) upon receipt of goods at port of discharge. Payable net
forty five (45) days after receipt of undisputed invoice and supporting documents.

Twenty percent (20%) upon receipt of final approved documentation. Payable net
forty five (45) days after receipt of undisputed invoice and supporting documents.

28. Partial Order

Buyer reserves the right to order all or any part of the package to Bidder without prejudice to
other terms and conditions.
29. Subcontractors and Vendors
Bidder to advise Buyer the names of all proposed suppliers of material, manufacturers for all
major materials/components and rolling subcontractors in the Quotation for Buyer review
and approval, which after obtaining such approval, may not be changed without prior written
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RFQ No. STN-6002

approval from Buyer. All manufacturing and rolling facilities may be subject by audit by
Buyer. For all proposed Subcontractor/Mill supply route an original letter of exclusive
support from the mill(s) guaranteeing availability of material/manufacturing capability must
be provided. All suppliers must be ISO 9000 accredited.
30. Inspection and Expediting
A) After execution of Purchase Order, the successful Bidder shall insure that the Client
and/or Buyer and/or Buyers appointed third party inspector has full access to all
manufacturing/fabrication facilities to verify schedule progress and to inspect, test, and/or
witness the test of the goods wherever they may be located without extra charge. Such
inspection shall not relieve Bidder of any obligation and/or liability under this Purchase
Order
If requested, Bidder shall make available to Client and/or Buyer representatives suitable
office space and telecommunication services within the manufacturing / fabrication facilities.
B) In accordance with Vietnamese regulations, if the third party certification is required
under Part 9 - Certifying Agencys Scope of Work for Equipment packages of this RFQ,
Bidder shall obtain certification for its supply. The selected inspection company by the
Bidder shall be approved by the certifying/governing body and shall be certified by one of
the following recognized societies:
NKK
ABS
Lloyds Register
Germanischer Lloyd
Bureau Veritas
Det Norsk Veritas
Bidder is expected to arrange contacts and inspection as deemed necessary in order to obtain
the final certification.
Category for this package is Category A. Bidder is required to ensure the requirement of
designated category of Certification as detailed in Part 9 - Certifying Agencys Scope of
Work for Equipment packages of this RFQ.
C) Bidder is expected to specify the Lead times in number of weeks from the date of receipt
of finalized Purchase Order and based on calendar week basis, inclusive of time allowance
for drawing submission and approval, test & inspection (if any) and any Holiday schedule
during Time of Manufacture.
31. Bid Evaluation and Clarification
During the evaluation period of the submitted Bids, the Buyer has the right to contact
Bidders for clarifications and deviations. In the event that a clarification/deviation results in
a change in the Bid price, Buyer reserves the right to contact each Bidder to obtain the same
clarification.
32. Purchase Order Award
The successful Bidder will be required to enter into a formal agreement with Buyer, in
accordance with the agreed to PURCHASE ORDER TERMS and CONDITIONS.
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RFQ No. STN-6002

33. Compliance with Regulations for Export

Bidder shall strictly comply with all US laws and regulations developed by the Department
of Commerce, department of State, and other regulating bodies of the U.S. Government
when goods are exported from U.S and other applicable laws and regulations of the country
where the goods are exported.
The final destination of the Goods is Su Tu Nau Field Development Project, Offshore
Vietnam. Bidder shall guarantee the Goods under this Purchase Order not to conflict with the
treaties/regulations restricting strategic export to the controlled countries in effect in Western
Countries and other rules/regulations of the countries where Bidder and its subcontractors
exist.
34. Special Instruction to Bidder for Switchgear/LCR Buildings
Bidder shall be required to submit the bid document not only as referred in this RFQ but also
as referred in the technical documents, referred, like Document No. 2006-4469-3W-0001
Rev. C Page 12 and/or else. Those required documents shall be submitted by both Envelop 1
and Envelop 2 herein referred in clause 2 of this RFQ and properly make document unpriced for Envelop 1 submission (Envelop 2 shall be priced).
Vendor is also required to submit the proposal with the price for optional scope, referred in
Part 4 - Commercial Bid Summary (information to be submitted by Bidders) of this RFQ and
Document No. 2006-4469-3W-0001 Rev. C Page 40.

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