Section 4: Bidding Forms 4-1

SECTION 4 - BIDDING FORMS (BF)

Section 4: Bidding Forms 4-2

Letter of Technical Bid

-Note-
The Bidder must accomplish the Letter of Technical Bid on its letterhead clearly
showing the Bidder’s complete name and address.

Date: ………………………………..
Tender: (TG/VPIU/IFB/023/008)

To: [insert complete name of the Employer]

We, the undersigned, declare that:

(a) We have examined and have no reservations to the Bidding Documents, including
Addenda issued in accordance with Instructions to Bidders (ITB) 8.

(b) We offer to execute in conformity with the Bidding Documents the following
Works:
SUAI SUPPLY BASE (SSB) PHYSICAL SURVEY CAMPAIGN -
TOPOGRAPHICAL, GEOPHYSICAL & METOCEAN SURVEY
(c) Our Bid consisting of the Technical Bid and the Price Bid shall be valid for a period
of 150 days from the date fixed for the bid submission deadline in accordance with
the Bidding Documents, and it shall remain binding upon us and may be accepted at
any time before the expiration of that period.

(d) Our firm, including any subcontractors or suppliers for any part of the Contract, has
nationalities from eligible countries in accordance with ITB 4.2.

(e) We, including any subcontractors or suppliers for any part of the contract, do not
have any conflict of interest in accordance with ITB 4.3.

(f) We are not participating, as a Bidder, either individually or as partner in a Joint

Venture, in more than one Bid in this bidding process in accordance with ITB
4.3(e), other than alternative offers submitted in accordance with ITB 13.

(g) Our firm, Joint Venture partners, associates, parent company, its affiliates or
subsidiaries, including any Subcontractors or Suppliers for any part of the contract,
are not subject to, or not controlled by any entity or individual that is subject to, a
temporary suspension or a debarment imposed by the Employer’s country, any
international organization, and other donor agency.

(h) Our firm, Joint Venture partners, associates, parent company, affiliates or
subsidiaries, including any Subcontractors or Suppliers for any part of the Contract,
are not, or have never been, temporarily suspended, debarred, declared ineligible, or
blacklisted by the Employer’s country, any international organization, and other
donor agency.

If so debarred, declared ineligible, temporarily suspended, or blacklisted, please

state details (as applicable to each Joint Venture partner, associate, parent company,
affiliate, subsidiaries, subcontractors, and/or suppliers):
Section 4: Bidding Forms 4-3

(i)Name of Institution: __________________

(ii)Period of debarment, ineligibility, or blacklisting [start and end date]:
____________
(iii)Reason for the debarment, ineligibility, or blacklisting:
________________________

(i) Our firm’s, Joint Venture partners, associates, parent company’s affiliates or
subsidiaries, including any subcontractors or suppliers key officers and directors
have not been [charged or convicted] of any criminal offense (including felonies
and misdemeanors) or infractions/violations of ordinance which carry the penalty of
imprisonment.

If so charged or convicted, please state details:

(i)Nature of the offense/violation: __________________

(ii)Court and/or area of jurisdiction: __________________
(iii)Resolution [i.e. dismissed; settled; convicted/duration of penalty]:
_______________
(iv)Other relevant details [please specify]:

(j) We understand that it is our obligation to notify Employer should our firm, Joint
Venture partners, associates, parent company, affiliates or subsidiaries, including
any Subcontractors or Suppliers, be temporarily suspended, debarred or become
ineligible to work with Employer or any other MDBs, the Employer’s country,
international organizations, and other donor agencies, or any of our key officers and
directors be charged or convicted of any criminal offense or infractions/violations
of ordinance which carry the penalty of imprisonment.

(k) Our firm, Joint Venture partners, associates, parent company, affiliates or
subsidiaries, including any Subcontractors or Suppliers, are not from a country
which is prohibited to export goods to or receive any payments from the
Employer’s country by an act of compliance with a decision of the United Nations
Security Council taken under Chapter VII of the Charter of the United Nations.

(l) [We are not a government-owned enterprise] / [We are a government-owned

enterprise but meet the requirements of ITB 4.5].1

(m) We have not been suspended nor declared ineligible by the Employer based on
execution of a Bid-Securing Declaration in accordance with ITB 4.6.

(n) We agree to permit Employer or its representative to inspect our accounts and
records and other documents relating to the bid submission and to have them
audited by auditors appointed by Employer.

(o) If our Bid is accepted, we commit to mobilizing key equipment and personnel in
accordance with the requirements set forth in Section 6 (Employer’s Requirements)
and our technical proposal, or as otherwise agreed with the Employer.

1
Use one of the two options as appropriate.
Section 4: Bidding Forms 4-4

(p) We understand that any misrepresentation that knowingly or recklessly misleads, or

attempts to mislead may lead to the automatic rejection of the Bid or cancellation of
the contract, if awarded; and may result in remedial actions, in accordance with
Employer’s Anticorruption Policy and Integrity Principles and Guidelines.

Name .....................................................................................................................................
In the capacity of ...................................................................................................................
Signed ...................................................................................................................................
................................................................................................................................................
Duly authorized to sign the Bid for and on behalf of ...........................................................
Date
……………………………………………………………………………………………
…
Section 4: Bidding Forms 4-5

Letter of Price Bid

-Note-
The Bidder must accomplish the Letter of Price Bid on its letterhead clearly showing
the Bidder’s complete name and address.

Date:
Tender No.: TG/VPIU/IFB/023/008

To: [insert complete name of the Employer]

We, the undersigned, declare that:

(a) We have examined and have no reservations to the Bidding Documents, including
Addenda issued in accordance with Instructions to Bidders (ITB) 8.

(b) We offer to execute in conformity with the Bidding Documents and the Technical Bid
submitted for the following Works.
SUAI SUPPLY BASE (SSB) PHYSICAL SURVEY CAMPAIGN -
TOPOGRAPHICAL, GEOPHYSICAL & METOCEAN SURVEY
(c) The total price of our Bid, excluding any discounts offered in item (d) below is:

[amount of foreign currency in words], [amount in figures], and [amount of local currency in words],
[amount in figures]
The total bid price from the Summary of Bill of Quantities should be entered by the bidder inside
this box. Absence of the total bid price in the Letter of Price Bid may result in the rejection of the
bid.

(d) The discounts offered and the methodology for their application are: [insert discounts
and methodology for their application if any]

(e) Our Bid shall be valid for a period of 150 days from the date fixed for the bid
submission deadline in accordance with the Bidding Documents, and it shall remain
binding upon us and may be accepted at any time before the expiration of that period.

(f) If our Bid is accepted, we commit to obtain a performance security in accordance

with the Bidding Documents.

(g) We have paid, or will pay the following commissions, gratuities, or fees with respect
to the bidding process or execution of the Contract.2

Name of Recipient Address Reason Amount

...................................... ..................................... ............................. ....................
...................................... ..................................... ............................. ...................

(h) We understand that this bid, together with your written acceptance thereof included in
your notification of award, shall constitute a binding contract between us, until a
formal contract is prepared and executed.

(i) We understand that you are not bound to accept the highest ranked bid after combined
evaluation or any other bid that you may receive.
2
If none has been paid or is to be paid, indicate “None”.
Section 4: Bidding Forms 4-6

(j) We agree to permit Employer or its representative to inspect our accounts and records
and other documents relating to the bid submission and to have them audited by
auditors appointed by Employer.

Name .....................................................................................................................................
In the capacity of ...................................................................................................................
Signed ...................................................................................................................................
................................................................................................................................................
Duly authorized to sign the Bid for and on behalf of ...........................................................
Date .......................................................................................................................................
Section 4: Bidding Forms 4-7

Form ELI - 1: Bidder’s Information Sheet

Bidder’s Information

Bidder’s legal name

In case of a Joint
Venture, legal name
of each partner

Bidder’s country of
constitution

Bidder’s year of
constitution

Bidder’s legal
address in country
of constitution

Bidder’s authorized
representative
(name, address,
telephone number(s),
fax number(s), e-mail
address)

Attached are copies of the following documents:

 1. In case of a single entity, articles of incorporation or constitution of the legal entity
named above, in accordance with ITB 4.1 and ITB 4.2.
 2. Authorization to represent the firm or Joint Venture named above, in accordance with
ITB 20.2.
 3. In case of a Joint Venture, a letter of intent to form a Joint Venture or Joint Venture
agreement, in accordance with ITB 4.1 and ITB 4.2.
Section 4: Bidding Forms 4-8

Form ELI - 2: Joint Venture Information Sheet

Each member of the Joint Venture and Specialist Subcontractor must fill out this form sepa-
rately.
Joint Venture Partner

Bidder’s legal name

Joint Venture
Partner’s

Joint Venture
Partner’s country of
constitution

Joint Venture
Partner’s year of
constitution

Joint Venture
Partner’s legal
address in country
of constitution
Joint Venture
Partner’s
authorized
representative
information
(name, address,
telephone number(s),
fax number(s), e-mail
address)

Attached are copies of the following documents.

 1. Articles of incorporation or constitution of the legal entity named above, in accordance
with ITB 4.1 and ITB 4.2.
 2. Authorization to represent the firm named above, in accordance with ITB 20.2.
 Section 4: Bidding Forms 4-9

Form FIN-1: Historical Financial Performance

Each Bidder must fill out this form.
In case of a Joint Venture, each Joint Venture Partner must fill out this form separately and
provide the Joint Venture Partner’s name:
Joint Venture Partner: ___________________
Financial Data for Previous Three (3) Years [$ Equivalent]
Year 1: Year 2: Year 3:

Information from Balance Sheet

Total Assets (TA)

Total Liabilities (TL)

Net Worth = TA – TL

Current Assets (CA)

Current Liabilities (CL)

Working Capital = CA -
CL

To be obtained for most recent year and

Most Recent carried forward to FIN-2 Line 1; in case
Working Capital of Joint Ventures, to the corresponding
Joint Venture Partner’s FIN-2.
Information from Income Statement

Total Revenues

Profits Before Taxes

Profits After Taxes

 Attached are copies of financial statements (balance sheets including all related notes and
income statements) for the last three (3) years, as indicated above, complying with the
following conditions:
 Unless otherwise required by Section 3 of the Bidding Document, all such documents
reflect the financial situation of the legal entity or entities comprising the Bidder and
not the Bidder’s parent companies, subsidiaries, or affiliates.
 Historical financial statements must be audited by a certified accountant.
 Historical financial statements must be complete, including all notes to the financial
statements.
 Historical financial statements must correspond to accounting periods already
completed and audited (no statements for partial periods shall be requested or
accepted).
Section 4: Bidding Forms 4-10

Form FIN-2: Availability of Financial Resources

Bidders must demonstrate sufficient financial resources, usually comprising of Working

Capital supplemented by credit line statements or overdraft facilities and others to meet the
Bidder’s financial requirements for

(a) its current contract commitments, and

(b) the subject contract.

In case of a Joint Venture, each Joint Venture Partner must fill out this form separately and
provide the Joint Venture Partner’s name:

Joint Venture Partner: ___________________

Financial Resources
No. Source of financing Amount (US$ equivalent)
1 Working Capital (to be taken from FIN - 1)
2 Credit Linea
3 Other Financial Resources
Total Available Financial Resources

a
To be substantiated by a letter from the bank issuing the line of credit.
 Section 4: Bidding Forms 4-11

Form EXP – 1: Contracts of Similar Size and Nature

Fill out one (1) form per contract. Each contract shall be supported by documents such as Signed
Contract Agreement, Taking-Over Certificate, Contract Completion Certificate or Performance
Certificate.

The exchange rate to be used to calculate the value of the contract for conversion to a specific
currency shall be the selling rate of the Borrower’s Central bank on the date of the contract.

Contract of Similar Size and Nature

Contract No . . . . . . of
Contract Identification
.....

Award Date Completion Date

Total Contract $
Amount

If partner in a Joint
Venture or
Subcontractor, specify Percent of Total Amount
participation of total
contract amount

Employer’s name
Address
Telephone number
Fax number
E-mail

Description of the Similarity in Accordance with

Criterion of Section 3 (Evaluation and Qualification Criteria)
Section 4: Bidding Forms 4-12

TECHNICAL PROPOSAL
TP-1 (BIDDER’S DETAILS)

The Bidder shall provide the Bidder’s complete Details in accordance with PART 8.1
– BIDDER’s Details of Section

TP-2 (BIDDER’S CAPABILITY & EXPERIENCE)

The Bidder shall provide the Bidder’s Capability & Experience in accordance with
PART 8.2 – Capability & Experience of Section 5

TP- 3 (SURVEY EXECUTION PLAN)

The Bidder shall provide the Bidder’s Survey Execution Plan in accordance with
PART 8.3 – Survey Execution Plan of Section 5

TP-4 (PROJECT SCHEDULE AND MANPOWER)

The Bidder shall provide the Bidder’s Project Schedule and Manpower in accordance
with PART 8.4 – Survey Schedule of Section 5

TP-5 (PROJECT ORGANIZATION AND KEY PERSONNEL)

The Bidder shall provide the Bidder’s Project Organization and Key Personnel in
accordance with PART 8.5 – Survey Organization & Key Personnel of Section 5

TP-6 (QUALITY ASSURANCE)

The Bidder shall provide the Bidder’s Quality policy objectives and commitments to
quality in accordance with PART 8.6 – Quality Assurance of Section 5

TP-7 (LOCAL DEVELOPMENT STATEMENT)

Bidder must submit a Local Development Statement clearly stating the Contractor’s
commitment to create local jobs opportunity (i.e. skilled and unskilled personnel
including admin staff, clerk, drivers, security, cleaners, as well as other staff involved
in the execution of the project and included in the contractor’s payroll), identify the
estimated number of local personnel to be employed, maximize the use of local
materials, and present a detailed plan for capacity building of local personnel in
accordance with PART 8.7 – Local Development of Section 5
Section 4: Bidding Forms 4-13

Bill of Quantities

Objectives

The objectives of the Bill of Quantities are:

(a) to provide sufficient information on the quantities of Works to be performed to

enable bids to be prepared efficiently and accurately; and
(b) when a Contract has been entered into, to provide a priced Bill of Quantities for
use in the periodic valuation of Works executed.

In order to attain these objectives, Works should be itemized in the Bill of Quantities in
sufficient detail to distinguish between the different classes of Works, or between Works of
the same nature carried out in different locations or in other circumstances which may give
rise to different considerations of cost. Consistent with these requirements, the layout and
contents of the Bill of Quantities should be as simple and brief as possible. The BOQ is
provided in the Schedule of Rates form provided in Appendix A3 of Employer’s
Requirements - Scope of Work.
Section 4: Bidding Forms 4-14

SSB Survey Schedule of Rates

Table A1: Lump Sum Pricing Summary

Work Unit Survey Scope Lum Sum

Price (USD)
SRV-01 General 0.00
SRV-02 Onshore Topographical Survey 0.00
SRV-03 Onshore Geophysical Survey 0.00
SRV-04 Marine (offshore) Geophysical Survey 0.00
SRV-05 Metocean Survey 0.00

Amount in Words:

United State Dollars _______________________________________________ in words

Date: _________________________________________________________________

Bidder’s Signature: _______________________________________________________

Name: ________________________________________________________________

Position: _______________________________________________________________
Section 4: Bidding Forms 4-15

SSB Survey Schedule of Rates

Table A2: Project Base Scope Lump Sum

Work Survey Scope Item Unit USD Quantity Price

Unit (USD
)
LS - 1 -
1. Preparation
SRV-01 General ( incl. Personnel
and Equipment
mobilisation and
demobilisation,
operational cost in
survey site)
Sub total 0.00
SRV-02 Onshore 1.0 Field Work
Topographical/ 1.1 Topographical Ha - 414 -
Drone Survey Survey
(311015-00244- 2.0 Documentstion
CI-SOW- & Reporting
00001) 2.1 RTK - RPL LS - 1 -
2.2 Chart LS - 1 -
2.3 Digital Terrain LS - 1 -
Model
2.4 Topographical LS - 1 -
Survey Report
Sub total 0.00
Section 4: Bidding Forms 4-16

SSB Survey Schedule of Rates

Table A2: Project Base Scope Lump Sum

Work Survey Scope Item Unit USD Quantity Price

Unit (USD
)
SRV-03 Onshore 1.0 Field Work
Geophysical 1.1 MAWS Line - - -
Survey (Multichannel km
(311015- Analysis of
00244-OGP- Surface Waves)
SOW-00001) 1.2 SR (Seismic Line - 1 -
Refrection) km
2.0 Documentation and Reporting
2.1 Geophysical LS - 1 -
Factual Survey
Report and
Drawing
2.2 Geophysical LS - 1 -
Interpretative
Survey Report
and Drawing
Sub total 0.00
Section 4: Bidding Forms 4-17

SSB Survey Schedule of Rates

Table A2: Project Base Scope Lump Sum

Work Survey Item Unit USD Quantity Price

Unit Scope (USD
)
Marine 1.0 Field Work-
SRV-04 (offshore) 1.1 Bathymetriy Line - - -
Geophysical (MBES) km
Survey 1.2 SSS (Side Scan Line - - -
(311015- Sonar) km
00244-MGP- 1.3 SBP Line - - -
SOW-00001) (CHRP/Pinger) km
1.4 SBP Line - - -
(Boomer/Sparker) km
1.5 SVP (CMSR) Line - - -
km
1.6 SVP (MASW) Line - - -
km
1.7 Magnetometer Line - - -
km
1.8 MERT (optional) Line - - -
km
1.9 Grab samples Unit
1.10 Gravity cores Unit
2.0 Laboratory Testing
2.1 Soil sample Unit
analysis (per grab
sample)
2.2 Soil Sample Unit
analysis (per
gravity core)
3.0 Documentation and Reporting
3.1 Geophysical LS - 1 -
Factual Survey
Report and
Drawing
3.2Geophysical LS - 1 -
Interpretative
Survey Report and
Drawing
Sub total 0.00
Section 4: Bidding Forms 4-18

SSB Survey Schedule of Rates

Table A2: Project Base Scope Lump Sum

Work Survey Item Unit USD Quantity Price

Unit Scope (USD)
SRV-05 Metocean 1.0 Field Work
Survey 1.1 First deployment LS - 1 -
(311015- 1.2 Mid-term recovery and LS - 1 -
00244- redeployment
CS- 1.3 Final recovery LS - 1 -
SOW- 1.4 Equipment Demobilisation LS - 1 -
00001) 2.0 Metocean Data Processing
Study
2.1 Modeling and Model LS - 1 -
Validation
2.2 Metocean Criteria at Project LS - 1 -
Location
2.3 Meteorological Criteria at LS - 1 -
Project Locations
2.4 Metocean Survey Report LS - 1 -
Sub total 0.00
Section 4: Bidding Forms 4-19

SSB Survey Schedule of Rates

Table A3: Unit Rates for Additional Work

Survey Survey Activity Unit Unit Rate

(USD)
Onshore Topographical Additional survey area Hectare -
(topographic)
Additional survey area Hectare -
(Underground utility)
Weather Standby Rate Day -
Additional Chart Per Chart -
Additional Reports Per -
Report
Onshore Geophysical Additional MAWS Line km -
Survey Additional SR Line km -
Weather Standby Rate Day -
Additional Reports Per -
Report
Offshore Geophysical Additional Bathymetry (MBES) Line km -
Survey Additional SSS Line km -
Additional SBP (CHRP/Pinger) Line km -
Additional SBP (Boomer/Sparker) Line km -
Additional SVP (CMSR) Line km -
Additonal SVP (MASW) Line km -
Additional Magnetometer Line km -
Additional MERT Line km -
Weather Standby Rate Day -
Additional Reports Per -
Report
Metocean Survey Additional Service Visit Per Visit -
Section 4: Bidding Forms 4-20

Table A4: Payment Terms

Milestone Payment Payment Condition

(%)
Kick of Meeting and Issue of Survey Plan 10% Upon Approval by TIMOR
GAP
Mobilization Resources to Project Site 10% Upon Acceptance by TIMOR
GAP Site Representative
Completion of Topographical Survey 10% Upon Acceptance by TIMOR
(Field Work) GAP Site Representative
Completion of Onshore Geophysical 15% Upon Acceptance by TIMOR
Survey (Field Work) GAP Site Representative
Completion of Marine (Offshore) 20% Upon Acceptance by TIMOR
Geophysical Survey (Field Work) GAP Site Representative
Final Documentation and Reporting 10% Upon Approval by TIMOR
(Topographic and Geophysical Surveys) GAP
Completion of Metocean Survey (Field 15% Upon Acceptance by TIMOR
Survey) GAP Site Representative
Final Documentation (Metocean Survey) 5% Upon Approval by TIMOR
GAP
Completion Certificate 5% Upon Issuance by TIMOR GAP
Note:

1. The bidder shall propose % payment for milestone.

2. Term of payment shall be net 30 days from received from invoice.
3. Completion certificate of Topographical, Geophysical and Metocean survey include
quality insurance.