Clarifications Track materials bid

No. Issue/Clarification sought Response (s) Given.
1 You are requesting sleepers with weld on shoulders; however different clips require different shoulder designs. Could you please confirm the clip type in use and whether you would like us to include the clip in our price or not? Clip type is Pandrol PR309A or other equal performance elastic rail clips to suit the sleepers specified thus: hot rolled steel or cold formed steel profiles with “weld-on” shoulders or “weld-on” base-plates to take the anti vandal elastic rail clips; to suit rail section BS 80R; to suit 1000mm track gauge; and manufactured in accordance with British Standard Specification BS 500: 2000, UIC 865 or other equivalent widely used standard. Please include 24,000 clips for the 6,000 sleepers. Bidders are advised to include the price of the Clips
2 The number of fish bolts is very high in comparison to the number of fish plates. Please confirm whether you would like to procure 130,000 fish bolts as per the tender specification or a smaller number in line with the number of fish plates (5,200 would match the number of fish plates). Yes. We confirm the figure stated for the Fish bolts required as 130,000. There has been an increment in the quantities of fish bolts by another 117,000 as per addendum No. 1. Therefore the total number of fish bolts required shall be130,000 and bidders are requested to take note.
3 ITB 18.3 states that samples shall be made available at the time of pre-inspection. Also, part 2 section 6 point 4 indicates that the costs of pre- production inspection/testing and pre-shipment inspections and cost of local transport for two officials from the client shall be met by the provider EXCEPT any perdiem and international travel of the PDE representatives. Please specify what testing/inspection you would like to carry out pre-production and pre-shipment, so we can allow for this in our costing. Samples shall be required at the time of pre-shipment inspection/testing and URC shall among others examine material strength, dimension, weight and compatibility.
Inspection shall be post production that is pre-shipment alone. The inspection and testing regime shall be as stipulated in the relevant specification for each item.
4 Under ITB 11 (h) (i) of the tender document requires reports certified by a recognized accounting/auditing firm/certified copies of annual accounts. We are entitled to exemption from auditing under UK Law, so can only provide you with unaudited financial statements for the requested years. We can have those certified as true copies. Please confirm that this will be acceptable. Bidders will be required to provide evidence of exemption in accordance with the note stipulated in the bidding document under Part 1, Section 3; subsection 3.2 (a) of the evaluation methodology and criteria.
5 Can you send us a copy of all the tender related drawings, particularly the sleeper drawing? No. The drawing could limit innovation for value adding products. The following performance requirements which should be read together with the specification above shall be met; the sleeper section (at the rail seat) moment of inertia shall not be less than 200 cm4. Tensile strength of 400-510 Mpa rail seat slope is 1 in 20 and chemical properties: carbon – 0.15% to 0.22%, manganese – 0,60% to 1.2%, Silicon – 0.15% to 0.49%, Sulphur – 0.030% max, and Phosphorous – 0.035%. Sleepers deviating from this specification BUT of equal performance as shall be demonstrated by the Supplier MAY be accepted.
However, each bidder shall submit drawings of the sleepers to be supplied with his/her bid demonstrating compatibility with the rail and chips.
6 Could you please send us the sleeper drawings, showing the weld on shoulder arrangement for the clip type in use?. Please refer to information provided in 1 and 5 above.
7 Statement of requirements, specification and compliance sheet, please provide drawings for the sleepers, fish plates, bolts and nuts required by URC. The relevant international specifications meeting international standards have been given for each item. There are drawings for some items except sleepers.
8 Fish Bolts and nuts are generally supplied with a washer. Please clarify if washers are to be supplied here? The washers are to be supplied fitting the bolt and nut. The drawing URC/CCE/18/03.
9 On page 54 and page 55, Annex ‘’A’’ of section 3 – specification and compliance sheet for Fish Bolts and Nuts, it is written ‘’Fish Bolts holes 28mm diameter’’ please clarify what you mean by fish bolt holes?. Bolt holes 28mm diameter refers to holes in the rail. Please read- Fish bolts: 38 mm square head and 38 mm across flats for hexagonal nut. The spring washer: 35 mm outer diameter, 23 mm inner diameter and 6mm washer thickness
10 Please provide drawings for BS 80R Rail profile and for the E- clips to be used along with steel sleepers required in the tender BS 80R Rail profile is standard. Drawing URC/URC/CCE/18
11 Specifications (physical and chemical) for steel sleepers, fish plates and bolts/nuts are not attached to the bid document. Kindly provide same to ensure supplies are exactly as per URC requirements. URC requirements are based on the specifications stated in the statement of requirements therein are all details concerning physical and chemical characteristics of the materials.
12 Under Clause ITB 14.6 (a) (i), for supplies, the bidder shall quote prices using the following incoterms: CIP. Please confirm the delivery location also. The delivery location shall be Uganda Railways Corporation Stores at Nalukolongo work shop, Kampala
13 Clause ITB 20.1 – Bid shall be valid until October 08, 2018. 28 days from the bid validity date is 05.11.18. Please clarify. The bid validity date shall remain the date specified under ITB 20.1 ie October 08, 2018 and bidders are reminded to indicate the said date in their submission sheet when submitting their bids. However, this has been amended by Addendum No.1 attached and bidders must take into account the changes indicated in Addendum No.1.
10 Clause ITB 21.3 – the bid security shall be valid until November 16, 2018 (calculated as 28 days beyond the bid validity date above). Please reconfirm the bid security validity date. The bid security shall be valid until the dates specified under ITB 21.3 ie November 16, 2018 and bidders are reminded to take note of the said date while submitting bid securities. However, this has been amended by Addendum No.1 attached and bidders must take into account the changes indicated in Addendum No.1.
14 Please clarify whether URC Engineers will attend Pre-production or pre-shipment testing or both. URC Engineers will attend only the pre-shipment Inspection
15 Please clarify whether independent inspection and testing organisations shall be required to attend pre-production or pre-shipment or both. Pre-production material certificates and documents shall be examined; pre-shipment testing and inspection shall be carried out by the buyer.
16 Please clarify whether charges of independent inspection/testing organization shall be paid by URC or the Provider? Please refer to the last column of table 5 (cost of inspection) part 2, section 6, Page.58 of the bidding document. Guidance has been offered.
17 Is pre-verification of conformity (PVOC) required to be done for goods supplied as per this tender?.  

Yes.

18 Can you change the delivery term to CIF Mombasa or else request for this term as an alternative, or would you be able to give us a firm quote for the inland transport as Uganda railways Corporation that we can base our tender on?. The Incoterm specified under GCC 26 of the special conditions of contract shall prevail until otherwise communicated in writing.
19 Payment Terms. We have noted your payment terms, our request would be to pay the 50% against shipping documents out of an irrevocable, confirmed L/C against the mentioned shipping documents to be opened at the time of placing the order. The payment terms specified under GCC 16.1 of the special conditions of contract shall subsist until otherwise communicated in writing.
20 Bid security will be provided by a foreign bank not having a presence in Uganda. Can you confirm this is acceptable? Bidders are strongly advised to submit bid securities in accordance with ITB 21.2 (a) and (b) in the bidding document.
21 UK threshold for accounts is minimum Pound6.5M ($9.1M). Thus Audit is not required for companies with T/O less than this figure. As such, we shall submit certified accounts only. We require your confirmation this will be acceptable. Guidance has been offered under note 3.2 (a), Section 3 of the Evaluation Methodology and criteria
22 Note refers to Bidders providing letters/documentary proof to that effect. Is there a specific format of wording required to comply with the requirements?. No.

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