Operational excellence for results that matter

Minutes of Clarification Meeting and Site Inspection/Visit

16 January 2018

Project Number & Title: 00096347 – Cap-Haitian Port Rehabilitation and Public-Private Partnership Project

Business Unit: Haiti Operations Centre (HTOC)

Tender Number & Title: RFP-2017-2721(GM) Ground Improvement Works (ret)

PURPOSE

The Site Visit: The site Visit was conducted for the purpose of providing an overview of the requested works on the site
allowing potential bidders the means to ask questions related to the terrain and the execution aspect. As the port will remain
in function throughout the ground works, this could also assist potential suppliers understanding of daily activities and show
the complexity of such environment that is the Cap Haitian Port.

The Clarification Meeting, was to familiarize potential bidders with a general technical overview and pertinent background
information. Additionally, it served to ensure that all the potential Bidders were familiarized with the tender as posted on the
new UNOPS eSourcing platform, including administrative, technical, financial information as well as linked documents (design
and plans) forming part of the tender.

In conformity with “Section I – Instruction to Bidders,” Article 9 of the “Clarification Meeting” and Article 10 “Site Inspection,”
hereafter referred to as the “Meeting.” It is to note that the Clarification Meeting was MANDATORY, however, NOT
MANDATORY for the Site Inspection.

ABOUT THE MINUTES

These minutes are not meant to be exhaustive. The points herein discussed were to provide a general overview and an overall
understanding of the site, the tender and its Particulars as well as the works for be performed as found on the eSourcing
platform. These Minutes contain Answers to Requests for Clarifications as posed by potential Bidders in attendance as on the
Skype Meeting accordingly and in conformity with the tender.

The Clarification Meeting was done face to face with potential bidder having participated in the Site Visit as well as via SKYPE
in order to ensure maximum participation and to facilitate potential bidders. The Meeting was held at 11AM (Haiti local time)
in the Conference room located in the Cap Haitian Port, CAP HAITIAN, HAITI on 16th of January 2018. Queries were entertained
on the requested works on the site.

As per “Section I Instruction to Bidders,” Article 6, it is a Bidders responsibility to inform themselves in preparing their bid.
In this regard, bidders shall ensure that they are informed of all eventual modifications concerning the tender as posted on
the eSourcing platform up to the Bid Submission Deadline. Without limiting Article 6, Bidders shall not rely upon any
information, statement or representation made at the clarification meeting unless that information, statement or
representation is confirmed by UNOPS in writing. The relevant answers to queries posed are found within the body of these
Minutes.

Supplier attendance was mostly in physical presence with only three (3) participating online (via skype) as indicated in the
“Bidder Table” below. It is also to be noted that the internet connection is not optimal and call dropped a few times both on
UNOPS and supplier sides. As such and to facilitate the exchanges, queries were requested to be written on skype by supplier
whenever they were experiencing issues., UNOPS technical expert (Ivan Pantaleon) repeated them and provided the response
to all.

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PARTICIPANTS

UNOPS REPRESENTATIVES: The following UNOPS representatives participated in the Meeting:

Name Title Site Visit Clarification Meeting

Rudolf ROUX Site Engineer YES YES
Ben Giovanni S. MILLIEN Procurement and Contract Officer YES YES
Iván Henríquez PANTALEON Infrastructure and Project Management Advisor NO YES
Oscar Marenco RUIZ Regional Infrastructure Specialist NO YES

BIDDER TABLE: The following bidders participated in the respective meetings as listed:

Name Country Site Visit Clarification Meeting*

1 KELLER FONDATIONS SPÉCIALES (ONLINE) France NO YES
2 SOTECH Haiti YES YES
3 MENARD (ONLINE) France NO YES
4 INGENERIA ESTRELLAS Dominican Republic YES YES
5 AGREGADO CHACUEY Dominican Republic NO YES
6 HORIZON CONSULTANTS, S.A Dominican Republic YES YES
7 TECNOSUELO S.A DE C.V. (ONLINE) Mexico NO YES
8 CONSTRUCTEUR UNIVERSEL Haiti YES YES
9 J. FORTUNA CONSTRUCTORA, SRL Dominican Republic NO YES
United States of
10 YES
DIPLOMAT FREIGHT SERVICES (DFS) America YES
*Per the above table, only suppliers listed as “YES” in the Clarification Meeting column will be able to submit an offer.

SITE VISIT

As planned, on 16 January 2018 at about 1010AM (Haiti local time), allowing time for all potential bidders at the security
entrance to reach the conference room, UNOPS and the potential Bidders met on site at the Cap Haitian Port located in the
Cap-Haitian bay. UNOPS Representatives, greeted and proceeded with the Site Visit/Inspection.

In attendance, were above mentioned potential bidders representing both national and international firms. As stated in the
tender, the Site Visit/Inspection was NOT MANDATORY.

The Site Visit/Inspection ensued with Site Engineer (Rudolf Roux) providing general information on the project including in
the scope of work and access to the port. It was stated that after this visit potential bidders would not have access to the site.
At the end of the Site Visit/Inspection, potential bidders were invited to ask questions and/or submit their queries via the
eSourcing platform.

CLARIFICATION MEETING

ADMINISTRATIVE & FINANCIAL COMPONENTS

Immediately after the Site Visit/Inspection, the Clarification Meeting started with the potential Bidders and with the
mentioned UNOPS Representatives (see table above.) The administrative portion stressing the importance of registering
properly on the United Nations Global Market-place UNGM website, using the new eSourcing platform and not waiting to for
the last minute to access the eSourcing platform was covered. As an example, prior to submitting an offer, a supplier who
has more than one UNGM account may be blocked by the system and therefore blocked from submitting until the matter
resolved with UNGM. Of the suppliers in attendance, one had such a case and another had four (4) UNGM accounts. The
below points were addressed:

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 Potential Bidders to review the eSourcing document and attachments to the tender thoroughly;
 Offers must only be submitted through the eSourcing platform;
 Offers received via email or personal delivery will be disqualified;
 Suppliers should not wait on the last days to submit their offers as the system is blind and UNOPS cannot access the
information therein until bid opening;
 Offers are to be received on time and or prior to the bid Submission Deadline;
 The eSourcing platform will not allow/receive a submission past the deadline;
 Evaluation criteria are clearly stated on the eSourcing platform and to be reviewed by potential bidders;
 All necessary document to include Business License/Patente/Certificate of Incorporation, Financial statements and
any and all documents requested as proof for eligibility must be provided with the submission;
 Named Bidder representative to monitor address of UNGM account provided for UNOPS Clarification Request during
evaluation period;
 The Evaluation Methodology: Cumulative Analysis.

EVALUATION

Eligibility & Formal Criteria / Qualification Criteria

On a Pass / Fail basis following the analysis and verification of the information/documents presented. Historical documents
may require clarification, however, it is best to include all required documentation as stipulated with the submission to
avoid delays. This would enable timely awarded of contract to winning bidder.

Technical Evaluation
The technical Evaluation will be based on the pre-established evaluation criteria. If key criteria are not met and/or offer
present material deviation to the requirement, the offer may be found to be “technically non-compliant.”

Financial Evaluation
After passing the technical evaluation with the minimum threshold as indicated in the tender Particulars, the financial will be
based only on the cumulative analysis of the offer. [See tender document: “RFP-2017-2721(GM) Evaluation Methodology and
Pointing Breakdown 28Dec rev1.”]

TECHNICAL COMPONENT

During the Clarification Meeting, the questions were asked. Answers to the queries collected during the Meeting and are
listed in ANNEX-1 QUERIES FOR GROUND IMPROVEMENT attached this document. However, suppliers may still submit
additional queries on eSourcing as may be necessary. Potential bidders asking queries (technical or otherwise) via email or
phone will be directed to the eSourcing platform.

Further, the email addresses “htocbidqueries@unops.org" previously used in the HTOC tenders is no longer to be used to
send queries for all tenders. It is to note that the email address “BenGiovanniM@unops.org” was used on the eSourcing
platform, however, it was only for potential Bidders to name their representative for the Site Visit as well as the Clarification
Meeting.
CONCLUSION

The Meeting with potential bidders who had been provided the information concerning the particular tender ended with
confirmation of having understood the overall context of the project as presented. Potential bidders having queries after the
Meeting must to log into the eSourcing platform by the Deadline for Clarification indicated under the General tab found on
eSourcing to submit them as everything linked to the tender will be done on said platform. Responses to queries received
will be answered by UNOPS in a timely manner.

These Minutes provide a summary of the discussion between UNOPS potential Bidders at the dates and around the times
mentioned.

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ANNEX 1 – QUERIES FOR GROUND IMPROVEMENT WORKS

1) Question: MORTAR: Could the concrete (mortar) be prepared on site?

Answer: Contractor will have to decide best way to supply materials and logistics, as methodology being
proposed is entirely at their discretion. Should contractor decide to prepare on site, they are free to do so as
long as it meets the UNOPS environment, health and safety codes.

2) Question: MORTAR: Do you have any special requirements related with the equipment used to measure
the mortar pressure?

Answer: There is not specific requirements. Nevertheless, the bidders need to show and prove in their
methodology, that the system proposed works and will allow to control the execution variables (in this case
pressure), in line with the SOW requirements.

3) Question: EQUIPMENT: Is forbidden to use a vibro-hammer to insert the pipe (considering the soil profile)?

Answer: There is are no limitation on the use of vibro-hammer. Nevertheless, the bidder should detail the
procedure in the methodology, that should also be accompanied with evidence based case that support the
decision to use this alternative drilling method under similar soil conditions.

4) Question: EQUIPMENT: D&S calls for a minimum of a 4 inch diameter drilling and injection pipe, for
contractors with equipment of let’s say a 3.5 inch diameter, is that grounds for proposal rejection?

Answer: As this is a Request for Proposal, contractors should list in their methodology how they will come to
meet the required specifications by the method or equipment that are available to them to perform the
task. In case that any bidder wish to reduce the drilling and grouting diameter should provide a detailed
evidence based case in which it has been used.

5) Question: TOPOGRAPHY: Who will provide the topography service (to set the injection points)?

Answer: The Contractor (bidder) will be responsible.

6) Question: TOPOGRAPHY: Can Site (Topography) and Administration plans (architectural and structural) be
shared with contractor?

Answer: Please find the requested document attached.

7) Question: TOPOGRAPHY: What information is required to be provided? There should be a Topographer on

site but it didn't specify?

Answer: The contractor (bidder) will be responsible for the setting out of the different grouting points and
implement the topographical control during the execution of the shallowest layers, as stated in the SOW.

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8) Question: TESTING: D&S mentions SPT testing, who will perform these test?

Answer: Testing will be done by contractor with the supervision of UNOPS

9) Question: PRICING: Is the field test price to be included in the cubic meter grouting price?

Answer: Yes, it has to be included.

10) Question: PRICING: There are 2 BOQ. The first one (4a) is for the treatment of POB and GAB, the second one
(4b) is for the treatment of POB only. When will the decision to treat 4a or 4b be chosen?

Answer: Subject to coordination with concerned parties, UNOPS will make the decision prior to awarding of
contract. As such, it is of utmost importance that each BOQ is treated separately (as a standalone document.)
Winning bidder will have to honor the submitted price per their offer as detailed in their BOQs (4A and 4b) for
either ONE or BOTH buildings. The decision to award one or both will be communicated then.

11) Question: TREATMENT: The treatment target is set between N=31 and N=50: Does it mean we shall achieve
31 as a minimum? Or are there different minimum target values depending on layers or other conditions?

Answer: The soil improvement acceptance criteria is clearly specified on the SOW, in terms of liquefaction
mitigation, soil bearing capacity and vertical modulus of subgrade reaction.

12) Question: SITE CLEARANCE: Once contractor has mobilized to what extent will site clearance be required?

Answer: General site clearance will be required by contractor to remove existing fencing and debris from
work area as required.

13) Question: SITE CLEARANCE: Is there demolition that lies beneath what is currently visible on site?

Answer: Topography survey of site will be provided, but to our knowledge the work area should not have
any electrical, plumbing, or items below it. However, please be aware that contractor will be responsible for
removing any items that they may come across in order to complete their work.

14) Question: SITE CLEARANCE: Will vehicles and containers be part of contractor’s requirement to remove?

Answer: Prior to mobilization, Port Authority and Port Operator will remove all vehicles and containers from
the working area.

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15) Question: STAGING AREA: Aside from the area designated for the administration buildings, which is quite
small for execution and a staging area, will there be another possible space for a staging area?

Answer: Should the future admin parking area not be sufficient for maneuvering and staging area, the space
located WEST of the future admin buildings to the perimeter wall of the boulevard can be made available as
an additional staging area. Please see sketch below:

16) Question: ELEVATION: Once ground improvement has been completed, is there a subgrade elevation that
is defined in order for the next contract (Admin building superstore) to start? (Fill elevation, or area leveled)

Answer: The works to be developed for construction of the Administrative Complex are perfectly defined in
the project for buildings. A mat foundation has been proposed and a pre-stressed joist slab built on an air
chamber has been planned for the ground floor.

17) Question: MATERIALS: Are the incorporated materials (clear water, cement, sand and filler) locally
available? Or should they be imported?

Answer: Contractor is required to do his/her own due diligence for local availability and prices for whichever
method they see fit for supply. Based on nearby projects, the incorporated materials (clear water, cement,
sand and filler) can be found on local market and/or sourced locally.
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18) Question: DRILLING: For the total of points is 436 points for one building however if just for one building
(POB) how many injection points are in that one?

Answer: There are 286 injection points for the POB (one building.) This information is found on Page 16 in the
document name “17_02_001_SOIL IMPROVEMENT_POB” under the header "10. Measurements" - 286 drills
for one building.

19) Question: DEADLINE: What is the estimated date for the beginning of the works?

Answer: Expected Award date for this tender is 12 February 2018. This information is found on eSourcing.
Bidders are encouraged to review the details contained therein. However, it is to note this date may change
subject to constraints outside UNOPS control.

20) Question: DEADLINE: In which document can we find the deadlines to send the documentation?

Answer: This information is found on eSourcing. Bidders are encouraged to review the details contained
therein. It is imperative that suppliers not wait the last minute to access the site specially if accessing for the
first time.

21) Question: DEADLINE: What is the deadline for Clarification Requests for contractors?

Answer: The deadline is currently set for Friday 19th January 2018 at 2:00 p.m. (Haiti local time.) Bidders are
encouraged to review the details contained therein. However, please take notice that the time on eSourcing
is expressed in Universal Time Coordinated which is different than local time. Conversion is a must to ensure
meeting deadlines.

22) Question: PORT: Who can give us information about ship capacities and unload capacities in Cap Haitian
Port?

Answer: Contractor’s due diligence to find out this information. Please visit Port Authority website for
information: www.apn.gouv.ht

23) Question: IMPORT: Is it possible to proceed with ATA for equipment’s' import? With no customs duties for
the contractor?

Answer: Contractor will be able to import on United Nations franchise for equipment and materials; no
custom duties to contractor. Contractor will have to submit information to UNOPS once contract awarded
for procurement to get formalities to clear customs.

24) Question: IMPORT: Is ATA possible directly in Cap Haitian Port Facilities?

Answer: Equipment can be directly received in Cap Haitian Port, unloaded directly and custom cleared.

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