Questions 6

172392-2007 GU XIII - Energy supply contracting

Under item VI.3 you set out the procedure according to which you intend to assess the tender applications. The procedure is not clear to us. Specifically, we are unclear about the criteria according to which you intend to award the maximum points mentioned. We kindly request you to clarify the matter by giving a more precise description of the intended procedure for assessing tender applications.

Notes on 6.1.:
You state that a maximum 600 points will be awarded for the assessment of references, whereby the scope and comparability of references and the degree to which they are up to date is to be evaluated. Unclear to us is how such criteria are to be individually construed, for example, how the scope of references is to be measured and what is to be deemed decisive in the assessment of comparability. Unclear, too, is whether a reference of greater scope than another will ultimately receive a better assessment than a reference which scores higher on comparability. Also unclear are the criteria according to which you intend to award the maximum points for the assessment of personnel resources and capabilities as well as technical resources and other technical capabilities in accordance with item III.3.2/2. Will a large number of employees in the context of planning and construction score higher than a large number in a management context? Also unclear is which aspects set out in the invitation to tender should be taken into consideration in this respect, since the numbering is inconsistent. The same also applies with regard to the assessment of personal, economic and financial capacities described under III.2.1. and III.2.2. In this respect it is unclear, for instance, how an assessment of the information provided in accordance with III.2.1. is to be made since differences in the qualities of the applicants are inconceivable.

Answer Flughafen Berlin Schoenefeld 6.1
The awarding authority will first of all ascertain whether more than five applicants satisfy the necessary requirements. If this is the case, the awarding authority will select those applicants which best satisfy the qualification requirements. The weighting and evaluation of qualification requirements will be effected according to the principles set out under VI.3 of the invitation to tender.

Item VI.3 of the invitation to tender refers to III.2.3/1 with regard to the assessment of references. III.2.3/1 details those references that the awarding authority deems relevant and therefore as definitive in the assessment and weighting of applications within the context of the selection decision.

The individual details provided under III.2.3/1 show the extent to which references pertaining to energy-generation facilities, buildings and energy supply can be regarded as comparable in respect of nature and scope.

As regards how up to date references should be, it is further stipulated under III.2.3/1 and under III.2.3/1.2 of the invitation to tender that the last seven fiscal years shall apply, ie, the period from 01.01.2000 until the end of 2006.

The references undergo a general review based on the catalogue set out under III.2.3/1. In this respect, an abstract statement cannot be made as to whether references of “greater scope” will necessarily receive a better weighting or score than other references.

The awarding authority will review all tender applications individually according to the criteria described and rate the quality of references according to the scope of evaluation within their power.

The same applies to the assessment and weighting of personnel resources and capabilities and also of technical resources and other technical capabilities in accordance with VI.3 in conjunction with III.2.3/2 of the invitation to tender. In this respect, your comment that an error has been made in the numbering is clearly and regrettably correct. Item III.2.3/2 is subdivided as follows:

2.1 Personnel resources and capabilities with regard to planning and construction:
2.1.1 The average number of employees in the last three full calendar years divided into white and blue-collar workers;
2.1.2 Organigram for the staffing of the construction site, stipulating by name the staff designated for management and supervisory tasks (project manager, site manager);
2.1.3 Details of vocational qualification and references of the personnel designated for management and supervision tasks.
2.2 Personnel resources and capabilities as regards operation management:
2.2.1 Average number of employees in the past three full calendar years divided into white and blue-collar workers;
2.2.2 Organigram for operation management, stipulating by name the staff designated for management and supervision tasks (trade-specific managers)
2.2.3 Details of vocational qualifications and references of the personnel designated for management and supervision tasks.
III.2.3/4 (Information regarding quality and work safety management/certification) should be included under III.2.3/3.

For the rest, an abstract judgement of whether and to what extent capacities in the planning and construction stages and those of operation management can command individual scoring advantages. All details under III.2.3/2 will be taken into consideration within the context of an overall assessment of personnel resources and capabilities and of technical resources and other technical capabilities in accordance with VI.3. of the invitation to tender.
The third criterion in the scoring is, according to VI.3 of the invitation to tender, the evaluation of personal as well as economic and financial capacities in accordance with III.2.1. and III.2.2. As set out under VI.3 in the invitation to tender, especially deficits in information furnished as required under III.2.1 of the invitation to tender may lead to a loss of points in the qualification test; furthermore, the awarding authority will judge especially the economic and financial capacity as per III.2.2 of the invitation to tender on the basis of the individual criteria outlined in the wording of the invitation to tender.
In view of the considerable volume of the project work to be performed, the awarding authority must pay particular attention to ensuring that the applicants requested to submit a bid must be suitable and have the necessary capacities to perform all the project work involved. How such a selection may be decided on the basis of points awarded will be clarified at the appropriate time taking into consideration the relevant legal principles governing contract awards.

(27.08.2007)

Which of the details, declarations and proofs set out under item III.2.2 must also be submitted in respect of third parties (concerning minimum turnover)?

Answer Flughafen Berlin Schoenefeld 6.2
Insofar as the bidder/bidding consortium wishes to cite the turnover of third parties/subcontractors in order to satisfy the minimum turnover requirement given under III.2.2/1.2 of the invitation to tender, evidence in accordance with items 1.1 and 1.3 must also be submitted for the third party/subcontractor. Furthermore, a declaration of the third party/subcontractor must be presented to the effect that such third party/subcontractor is willing to perform the work in question for the BBI project.

Not required are proofs detailed under items 1.1 and 1.3 nor a declaration from the third party/subcontractor if the bidder/bidding consortium does not wish to cite third party/subcontractor turnover in order to satisfy the minimum turnover requirement under III.2.2/1/2.
It should, however, be borne in mind that declarations from third parties/subcontractors may also be required for other reasons connected with the awarding of contracts, in particular in accordance with III.2.1. and III.2.3.

(27.08.2007)

Can it be assumed that the information required regarding capabilities and capacities as set out in items III.2.3.)a.) - d.) no. 1.2.3.a - c refer to a single complex of installations or is it possible to furnish the necessary proofs with the addition of work performed on various individual installations?

Answer Flughafen Berlin Schoenefeld 6.3
The proofs must not necessarily refer to a single complex of installations but may in principle be furnished from different projects. Within the context of the overall review of the references provided as required under III.2.3.)a.) - d.) and no. 1.2.3.a – c, the assessment will also take into account whether and to what extent the bidder has experience with complex projects involving several interrelated installations/work projects to be performed.

(27.08.2007)

Do you publish all bidders’ questions promptly on the Internet on the following page: http://www.berlin-airport.de/DE/BBI/Vergaben/172392/index.html ?

Answer Flughafen Berlin Schoenefeld 6.4
We post all the questions we receive from bidders promptly on the Internet on page: http://www.berlin-airport.de/DE/BBI/Vergaben/172392/index.html

(27.08.2007)

Among those we would like to mention as contacts on the customer side in the reference lists are employees of our company, since we pass on some project work in house. Are such details sufficient to meet the requirements of the invitation to tender?

Answer Flughafen Berlin Schoenefeld 6.5
The awarding authority has no reservations about in-house employees being mentioned in reference lists. We would, however, point out that an in-house “distribution” of project work from the awarding authority cannot necessarily be regarded as an external reference. The important thing is that the bidder/bidding consortium can furnish evidence that it is capable of executing the project work described in the invitation to tender.

(27.08.2007)