MAMA Wastewater Management Authority, Our Reference: WMA/OAB/404C Date: 15 February 2019 Contract WW 404C - Transaction Advisory Services for the BOT Project for ‘New Roche Bois Wastewater Pumping Station and Baie Du Tombeau Wastewater Treatment Plant Minutes of Pre-Bid Meeting and Addendum No. 1 Please refer to the Bidding Document launched on 06 December 2018 and the pre-bid meeting held ‘on 20 December 2018 in connection with the above project. We attach herewith: 1. The minutes of the Pre-Bid Meeting held on 20 December 2018; and 2. Addendum No. 1 Kindly acknowledge receipt of the Addendum No.1. dA J. A. Radhay Acting General Manager ‘Acarespondence shoul beadresed othe Gener ManagerNotes of Pre-bid Meeting Date: Time: Venue: VMMVNA Wastevater Management Authority PRE-BID MEETING CONTRACT WW 404C: ‘Transaction Advisory Services for the BOT Project for New Roche Bois Wastewater Pumping Station and Baie du Tombeau Wastewater Treatment Plant 20 December 2018 10:00 a.m (Local Time) Conference Room, 9 floor, Wastewater Management Authority, The Celicourt, Sir Celicourt Antelme Street, Port-Louis, Mauritius. Wer wre Present: Wastewater Management Authority Mr, Mr, Mr. Ms. Representatives of Bidders Mr Mr, Ms Ramparsad Mumtah Ms Mr Mr, Mr, Mr. Mr, Mr, . 1.A Radhay . H. Kinoo : .T. Dusoruth — - K. Soorjee — ~ Emile RAS . Jean-Bric Sauzier Noushrine Golaup Robert Ferrat . M. Sawmy . Akshay Seeborun Yajdeep Manohur Davin Appanah . L'Eveillé Ag. General Manager (in the chair) Works Manager Engineer/Senior Engineer Secretary - Principle Partner (OSMOTEK) - Partner (BLC Robert & Associates) - Corporate Administrator (Ingerop International Consultants) - Secretary (Office of Me Ravi Yerrigadoo) - Partner (Legis) - Engineer (Lux Consult (Mtius) Ltd) - Engineer (Mega Design Ltd) - Engineer (Mega Design Ltd) - Senior Manager (Deloitte) - Representative (Setec) 1|Page1.0 Purpose of meeting ‘The Chairperson welcomed and thanked all the prospective bidders for their interest in the proposed Contract WW404 C which has been launched through Open International Bidding on 06 December 2018. The Chairperson stated that for the first-time the WMA is embarking on a BOT Project in line with the newly enacted BOT Projects Act 2016. According to this Act the BOT Unit of the Procurement Policy Office plays an important role in the implementation of BOT Projects in the Republic of Mauritius. He stated that the purpose of the meeting was to provide to the prospective bidders any additional information to enable a smooth bidding process. He further requested that any queries of a technical and contractual nature would have to be submitted in writing. 2.0 Need for the Project ‘The Chairperson stated that the Baie du Tombeau wastewater treatment works currently has preliminary treatment only. All wastewater that enters the plant undergoes preliminary treatment and is then discharged into the ocean via a sea outfall. The final treated effluent does not often comply with the standards for ocean discharge and further treatment is therefore required to meet the standards as well as the vision of the organisation. As for the Roche Bois Pumping station, it receives the wastewater from the surrounding areas via gravity flow, wastewater from carrier trucks and leachate from Mare Chicose Landfill site via carrier trucks. The pumping station is in a complete state of disrepair. Given the above situation, WMA decided to implement the construction of a new pumping station at Roche-Bois and a new Wastewater Treatment Plant at Baie du Tombeau on a BOT basis. At this point in time, the Chairperson informed that he will have to leave the meeting since he had to attend the Steering Committee on Natural Disaster and Risk Reduction and handed over to Mr. Kinoo, Works Manager who then chaired the meeting 3.0 Project Overview Mr. Kinoo gave a brief overview of the salient features of the bidding documents which comprises mainly of the following: 3.1 Consultation of Documents at WMA's Registry 1, ‘The “Request for Proposal” for the above Contract. 2. Feasibility Study Report ~ April 2012, prepared by Luxconsult (Mtius) Ltd 3. Final Environmental Impact Assessment Report ~ April 2012, prepared by Luxconsult (Mtius) Ltd4, Final Design Report for Roche Bois Pumping Station - August 2015, prepared by Luxconsult (Mtius) Ltd 5. Final Detailed Design Report - April 2014, prepared by Luxconsult (Mtius) Ltd 3.2 Closing and Opening of Bids Deadline for submission is not later than 13.30 hrs (local time) on 31 January 2019. Technical Proposals will be opened in the presence of Consultant representatives, who choose to attend, at 14:00 hrs (local time) on 31 January 2019. The Bid Validity is 120 days (i.e. up to 31 May 2019). 3.3: Clarifications: Request for clarifications in respect of this procurement exercise should be addressed by email to {[email protected] and [email protected] at least 14 days prior to the deadline for submission of proposals. Replies to queries, if any, would be issued to all bidders by way of addendum. 3.4 Project Objectives The Project consists of the construction of a new Wastewater Pumping Station at Roche Bois and a new Wastewater Treatment Plant at Baie Du Tombeau. The WMA expects to meet, among others, the following objectives by implementation of this project: (help achieve the strategic objectives of the organisation, which are: (ii) abate pollution caused by frequent wastewater overflows of the existing Roche Bois Pumping station, which is in a state of disrepair (iii) abate pollution caused to the ocean by the wastewater sea outfall from the Baie du Tombeau pre- treatment works, which do not presently provide sufficient treatment that satisfies environmental norms. 4.0 Feasibility Study ‘The Chairperson stated that the feasibility study will follow the BOT Guidance Manual of September 2016 issued by the BOT Projects Unit of the Procurement Policy Office (PPO). All information with respect to the BOT Projects Act 2016, the BOT Projects Guidance Manual and Circulars related thereto, are all available on the BOT Projects Unit website: http://bot.govmu.org or from the BOT Projects Unit. ae‘The WMA thus intends to procure the services of a Transaction Advisor with proven experience to assist it through the regulated phases of the BOT project cycle for this Project. At each stage of the project, approvals at the level of the BOT Unit would be sought. The Terms of Reference invite proposals from a Transaction Advisor representing a team of suitably qualified and experienced financial, technical and legal advisors to assist the WMA with the following scope of work: Stage 1: Undertake a comprehensive Feasibility Study to establish and quantify the feasibility of the Project; and Stage 2: Subject to Government decision to proceed, provide advisory services in the procurement of an appropriate service provider to deliver the Project, including its marketing. In line with Section 4: Feasibility Report of the BOT Projects Guidance Manual the feasibility study must include the following key elements: a) define the type, nature, scope and rationale for the BOT project; b) contain specific provisions on sector needs assessment, options analysis, value for money and affordabilit ©) specify the broad terms proposed for the BOT agreement, including the proposed sharing of technical, operational, commercial and financial obligations and responsibilities among the parties 4) describe the legal and institutional framework for implementing the BOT project; ©) demonstrate comparative advantage in terms of strategic and operational benefits for implementation under such an agreement, and f) contain the observations, comments and recommendations of the contracting authority. 5.0 The Transaction Advisor’s Deliverables ‘The Chairperson drew the attention of the prospective bidders on the following deliverables:- 5.1 BOT Feasibility Study Deliverables (i) Feasibility Study Report In the feasibility study report, the transaction advisor shall provide a recommendation to the WMA in terms of the appropriateness of procuring a private party to undertake the Project using the BOT Process. The report should contain suggestions for making the Project viable. i) Presentation of the feasibility study The feasibility study must be compiled in a single report and delivered as both electronic and hard copy documents (I original and 5 copies). All financial models must be presented and explained in a format that is usable by Government with all assumptions and scenario testing. ‘The feasibility study must be presented with a thorough executive summ:accompanied by a Power Point presentation that encapsulates all the key features of the study. The transaction advisor must make presentations upon completion and submission of each section of the feasibility study 5.2. BOT Procurement Deliverables (if applicable) On the basis of the feasibility study report and upon consent of MOFED/WMA the transaction advisor shall prepare and submit to the WMA for approval the following procurement documents and reports: ‘* Request for Proposals (RFP); * Value for Money report; * Contract Agreement Management Plan; ‘* Comprehensive Close out report; #* Case Study. ‘The total sum budgeted for remuneration of professional services under these terms of reference is capped and split on the following basis: © Stage I: BOT Feasibility Study of the Project © Stage II: Procurement of the Project cycle including marketing of the project 6.0 Queries from Bidders ‘The Chairperson invited the floor for any queries and clarification from the bidders. He highlighted that all queries shall be submitted in writing. Further to a request for a site visit from one Bidder, Mr. Kinoo stated that there is no site visit on the agenda. However, the bidders could make an official written request for a site visit which the WMA will consider. 7.0 Closing Note As provided for in the bidding document, a copy of list of attendees was circulated to all present in a view to encourage the formation of appropriate consortium. ‘The Chairperson finally stated that a clear and complete submission of bids is expected from the bidders. ‘The successful bidder would thereafter be required to act in a professional manner all in accordance to the bidding document, given the specific context of a recent legislation and procurement process. ‘The meeting ended at 11.10 am with a note of thanks from Mr. Kinoo. 20 December 2018 Wastewater Management Authority Port Louis Republic of Maurits — Ges GEE 3S, 5Addendum No. 1 Clarification Item No. Query from Bidders Reply 1.0 We note according to the Letter of Invitation that Consultants operating in the construction sector have a statutory obligation to be registered with the Constructions Industry Development Board (CIDB) of Mauritius. Further research on the CIDB website indicated that “There are 6 Fields of Specialisation under which a Consultancy Firm can be registered namely; ‘Architecture’, ‘Civil Engineering’, ‘Mechanical Engineering’, ‘Electrical Engineering’, ‘Project Management in Construction’ and “Quantity Surveying’.” We are a Consulting firm that predominantly provides transaction and financial advisory services to both public and private sector organisations. We do not specialise in the fields above and would like to know if this requirement will still be applicable to our firm ‘The Transaction Advisor is required to register with the CIDB if it provides services which are related to any of the 6 Fields of Specialization, otherwise, it is not required. In case the Transaction Advisor intends to sub-contract a service related to any of the 6 Fields of Specialization, the sub-contracted firm would be required to register with the CIDB. If the Transaction Advisor would enter into a joint venture for the purpose of the current consultancy, and provide a service related to any of the 6 Fields of Specialization, registration must be done under the name of the joint venture. For registration with CIDB, a foreign firm needs to apply for a provisional registration at this stage, and in case of award, it is required to apply for a temporary registration prior to start of the project.