REPUBLIC OF MAURITIUS

ROAD DEVELOPMENT AUTHORITY

Consultancy Services for the Development and Implementation of a
Road Asset Management System (RAMS) for the Road Development
Authority

IFB No.: RDA/IFB/2021/207

Procurement Reference No: E/C/RDA/21/10–2021

Clarification No.1

Query No. 1 from Bidder

Section 2: Instruction to Consultants – Data Sheet

“Cl. 2.4 Hereunder is the list of relevant reports….

2. Mauritius - Implementation of Road Management System
3. Road Data Manager (Mauritius) Version 1.0”

We request you to kindly confirm whether existing database and access to the application will be
provided to the successful bidder as along with the source files in native electronic format.

Reply No. 1 to Bidder

All available reports can be consulted at the Road Development Authority’s office.
These reports will be shared with the selected consultant during implementation of the project.

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Query No. 2 from Bidder
SCC Cl. 39.1 and 39.2

“The Client shall reimburse the Consultant, the Sub-consultants and the Experts any indirect taxes,
duties, fees, levies and other impositions imposed, under the applicable law in the Client’s country, on
the Consultant, the Sub-consultants and the Experts in respect of
(a) Any equipment, materials and supplies brought into client’s country by the consultant …”

We believe it is not feasible to estimate the taxes, import duties, levies for any equipment to be brought
from outside for this project. Therefore, in view of the two clauses, we request a separate provision be
kept by the client as a part of non-competitive portion to be reimbursed by the client as per actuals on
account of above as it will be reimbursed by the client. Kindly confirm.

Reply No. 2 to Bidder

Provision of SCC Cl. 39.1 and 39.2 are maintained.

Query No. 3 from Bidder

Section 3 Technical Proposal: Standard Forms;

“Table B: Curriculum Vitae

Consultants shall prepare their submission as per guidance hereunder in soft copy and upload them in
the template tech – 6 provided in the system for the CV of each Key Expert”

Section 5: Terms of Reference

“4. Key Staff to be provided by the Consultant

The Consultant must submit the curriculum vitae of all technical and
administrative support staff in its bid.”

We request you to kindly consider CVs of only Key Staff to be provided at bidding / proposal stage. The
CVs of Non-key and Administrative Staff can be provided post award prior to commencement of the
project.

Reply No. 3 to Bidder

Relevant provisions, as far as key staff and administrative staff are concerned, are maintained.

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Query No. 4 from Bidder
Section 5: Phase I: Implementation of the RAMS

“1. Review of Available Information and Data

• The Consultant shall review existing systems to establish a …… work on the development of the
future RAMS
• The Consultant shall undertake a comprehensive review ……. to the future setting up and use
of a full-fledged Road Asset Management System (RAMS).”

We understand from ToR, the consultant has to perform GAP analysis of existing system and as based
on GAP analysis the new RAMS application has to be developed and implemented on an open platform
within this project in order to comprehensively meet the business requirement of RDA. Kindly confirm.

Reply No. 4 to Bidder

Kindly refer to the 2nd bullet point of paragraph 2 under Item 1. Review of Available Information and
Data under Phase 1: Implementation of the Road Asset Management System of Section 5: Terms of
Reference.

“The Consultant shall undertake a comprehensive review of the data collection procedures, data
management and usage of data as developed during the previous efforts. The Consultant shall also assess
and review the RDA’s existing road maintenance structure, resources, process, software, and equipment
to identify gaps, weaknesses and strengths as well as any areas of improvement of the processes related
to the future setting up and use of a full-fledged Road Asset Management System (RAMS).”

Query No. 5 from Bidder

Section 5: Phase I: Implementation of the RAMS

“2. Setting up and Implementation of the Road Asset Management System (RAMS)
• Building on the review conducted in …. the upgrading on the existing hardware and software or
procurement of a new system to develop and establish a robust web GIS based Road Asset
Management System (RAMS) ….
• The RAMS shall also focus on adaptation to climate change as well as …. construction of
resilient infrastructure, and sustainable development.”

The hardware, Database/Map Server Software licenses as required to run the RAMS Software and ICT
infrastructure as per GAP analysis will be procured by the client separately. Kindly confirm.

Reply No. 5 to Bidder

Licenses of existing software, as available at the RDA, will be provided.

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Query No. 6 from Bidder
Section 5: Phase I: Implementation of the RAMS

“3. Institutionalisation of RAMS and Training of Staff

The aim of ……. As mentioned, this should take place with full involvement of the RDA’s staff, allowing
them to receive on-the-job training and to practice their skills.

Reports:
4. Workshop/Presentation on Output and Performance based Road Contracts (OPRC) to Stakeholders.”

We understand the assignment involves on-the-job training to RDA staff and workshops for OPRC
contracts. In this regard, we request you to provide the no. of trainings/workshops to be undertaken,
duration and no. participants expected.

Reply No. 6 to Bidder

The consultant has to propose a training programme in their proposal based on their experience in this
field.

Query No. 7 from Bidder

Section 5: Phase I: Implementation of the RAMS

“System Requirements
Database characteristics to be addressed and defined are the following:
Storage Capacity……No of users and level of access….”

As we understand, the proposed application should have the facility to create unlimited users and have
the facility to associate or disassociate various RAMS Roles as or when required. Kindly confirm.

Reply No. 7 to Bidder

Yes.

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Query No. 8 from Bidder
Section 5: ToR

“Table 2: Data Collection

Traffic: Volume, Loading”

We understand classified traffic volume count and axle-loading to be undertaken to assess the capacity
and loads plying on the Mauritius pavements. From our experience in undertaking similar projects
elsewhere, we feel traffic volume counts for 3 continuous days (24x3 day) at 50 locations and axle-load
count for 1 day at 20 representative locations spread over the network of 1200 km should be undertaken.
Kindly confirm.

Reply No. 8 to Bidder

Refer to provisions at “Section 4. Data Collection and Modelling” of the Terms of Reference.
Consultant shall devise their data collection plan in accordance to provisions made at this Section.

Query No. 9 from Bidder

Section 5: ToR

“Table 2: Data Collection

Bridges: Load Capacity”

From our experience, the collection of load capacity data is a time consuming and difficult task to be
done for all the bridges. It is not feasible within the given time period as a single bridge may take several
days. Therefore, we request you to remove this data, while the remaining data can be collected.

Reply No. 9 to Bidder

This requirement is maintained.

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Query No. 10 from Bidder
Section 5: ToR

“Review of Legislations;
In order to establish… consider legal gap analysis, identify the specific changes and shall propose
draft amendments.
The following acts may be perused:
- Public Procurement Act
- Construction Industry Development Board Act….”

It is understood that the consultant has to undertake this activity to assess the need and propose
amendments to various acts for making RAMS operational. We feel a ‘Legal Expert’ who is graduate in
law and practising law for more than 15 years in the country shall be considered as ‘Key Expert’ with
minimum 2 months input. He/She shall have sound knowledge of drafting laws / legislations and shall
have minimum 5 years of working experience in infrastructure projects. Kindly consider.

Reply No. 10 to Bidder

Reference is made to Item 4. Key Staff to be provided by the Consultant under Phase 2: Preparation of
Bid Documents and work out estimates, Procurement, Assist RDA in implementing Performance Based
Contracts of the Terms of Reference:

“The above estimated number of man-months is the minimum expected by the RDA. The Consultant
should make its own assessment of the resources required, in line with the proposed scope of services
described earlier in this document and submit its price accordingly. If the Consultant believes that more
resources and inputs are required, it should clearly indicate these in its proposal and its price should
include the additional costs related thereto. No additional payment shall be made by the RDA if the scope
of services is unchanged.”

Query No. 11 from Bidder

Section 5: ToR

“Reports, Documents and Time Schedule of the Services”

We understand that the time period of the assignment is 12 months for the phase-1 and 8 months for the
phase-2.

Considering the time required for collection of data, and development of RAMS, the Multi-year plan
preparation will require additional time based on our experience in this type of work. Therefore, we
request you to increase the duration of the phase-1 to 18 months for better compliance to the scope of
work.

Reply No. 11 to Bidder

The time period of 12 months is maintained.

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Query No. 12 from Bidder
Section 5: ToR

“4. Key Staff to be provided by the Consultant

2. Highway Engineer
• Demonstration of competence in the geometric design of highways using CAD software”

In addition to CAD software, we request you to allow MX Road / CIVIL 3D which are internationally
recognised and widely used software for geometric design of highways

Reply No. 12 to Bidder

AutoCAD CIVIL 3D is considered as being a CAD software.

Query No. 13 from Bidder

Section 5: ToR

“4. Key Staff to be provided by the Consultant

4. Transport Economist
• Undergraduate degree in civil engineering or related fields”

The basic qualification of a Transport Economist available internationally is Master’s degree in

Economics with specialization in transportation studies. Therefore, we request you to kindly amend the
qualification accordingly.

Reply No. 13 to Bidder

Related fields are also acceptable, therefore an MSc in Economics with specialization in transportation
studies is acceptable.

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Query No. 14 from Bidder
SCC Cl. 41.2;

“Payment Schedule:
Payments for both Phase 1 and Phase 2….
Ten (10) Percent of the amount shall be paid on the commencement….”

SCC Cl. 41.2.1;

“The following provisions shall apply to the advance payment……

An advance payment 10% shall be made….”

With reference to both the clauses mentioned in the SCC, we request you to please clarify:
(i) Whether advance payment shall be made against submission of any bank guarantee.
(ii) If yes, then kindly specify in what instalments it will be set off against the payment schedule
(iii) In payment schedule, there is mention of a 10 percent of amount to be paid on
commencement date against submission of demand guarantee. If it forms a part of Advance
payment, then the total payment sums upto 90% of the contract amount only.

We request you to please clarify the inconsistencies.

Reply No. 14 to Bidder

Refer to Addendum No. 2.

Query No. 15 from Bidder

Data Sheet 19.1

“Bid Closing: As per Key Activity Schedule

15/11/2021 from 1.31 PM to 2.30 PM”

In view of current pandemic situation, we request you to kindly extend the submission of the proposal
by minimum three (3) weeks after clarifying the pre-bid queries.

Reply No. 15 to Bidder

The bid closing date has been extended by two weeks.

Refer to Addendum No. 1.

17 November 2021

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