Invitation for Pre-Qualification

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Pre-qualification process for shortlisting of companies for the provision of technical services in the field of aviation

 

 

  1. Context

The Região Administrativa Especial Oé-Cusse Ambeno – Zonas Especiais de Economia Social de Mercado (RAEOA-ZEESM) was created in accordance with Law n.º 3/2014, having its mission and legal attributions determined by the Decree-Law n.º 5/2015, dated the 22nd of January.

In such attributions of RAEOA-ZEESM, it has the task of promoting regional investment, the creation, use, manage and maintenance of infra-structures in sectors such as commerce, logistics, transport, tourism and social. Further, it’s the RAEOA-ZEESM mandate to develop the international and regional competitiveness of Oé-Cusse as an international centre of commerce, industrial area and development centre. It’s within this scope that the development of a transportation network that helps to reduce the geographical isolation of the region has become one of the main objectives of the regional government. Currently, the region is served by one flight connection between Díli and the Oé-Cusse region with a Twin Otter 400 aircraft, bearing serial number “906”, currently registered in Canada with registration C-GVTU.

The aircraft operation is guaranteed through a management agreement with a Canadian certified operator, however, it’s the RAEOA-ZEESM regional government intention to directly develop operations through a national carrier currently in creation. RAEOA-ZEESM is therefore interested in procuring a supplier of technical services for the drafting and preparation of the necessary technical manuals pertaining to the certification of its company operation and licensing with its specific aircraft operator certificate.

In accordance with the legal regime applicable in Timor-Leste for the certification of air operators, approved by Decree-Law n.º 5/2006 dated the 1st of March, the issue of an Aircraft Operator Certificate requires, amongst other things, the certification of the following manuals:

  • Operations Manual;
  • Maintenance Manual;
  • Security Manual;
  • Training Manual.

It has equally been identified as a necessity of RAEOA-ZEESM to outsource technical services for the purpose of auditing the current operator of the aircraft and helping bridging the technical certification of the Aircraft for a later transition between the current Air Operator Certificate and respective registration to the new Air Operator Certificate and respective Timorese registration. Naturally, a solid database of possible suppliers is expected to vastly improve the response capacity for the outsourcing of services, in that sense, we invite companies that are able to provide a general ability in technical services.

This includes a general interest in listing possible suppliers with experience in the following areas:

  1. Line Maintenance MRO’s;

With a regional focus and able to provide maintenance services compatible with the Aircraft type rating;

  1. Component MRO’s;

With a regional focus and able to provide maintenance services compatible with the Aircraft type rating;

  1. Aircraft inspection and records audits;

With previous experience in the technical inspection and audits of the Aircraft type or similar aircraft, no regional focus required in this specific case.

  1. Aircraft phase-in/phase-out;

With previous experience with the Aircraft type or similar, no regional focus required in this specific case.

  1. Safety Management.

With previous experience with the Aircraft type or similar, no regional focus required in this specific case.

 

 

  1. Scope

The present pre-qualification process aims in obtaining a list of prospective bidders with the technical ability to provide services, on an outsourcing basis, for all the services above. Interested companies do not necessarily need to be proficient in performing all the required tasks. It is advised to companies, upon delivering their formal application, to describe what actions they are technically competent to perform in the sector of aviation services as they may be contacted in different, albeit related, tenders.

  1. Activities

Notwithstanding future tenders that may be prepared under the current pre-qualified list, it is envisaged that the immediate service needs of the RAEOA-ZEESM will relate to the preparation of the technical manuals above referred. These manuals should be prepared in English and Portuguese, in accordance with Annex 6 of the Chicago Convention and Timorese technical regulation. It’s the interested parties’ responsibility to be acquainted with the Timorese applicable technical rules.

 

  1. Procedure

The present document provides information regarding the pre-qualification stage, the bid terms for each specific contract will be provided in each bid. Companies accepted under this procedure may later apply to a plural number of contracts.

  1. Applicant’s Responsibility

Applicant shall take full responsibility to demonstrate their professional, technical and financial capacity and provide all documents required in this Terms of Reference. Applicant shall assure all documents and covenants provided are maintained during the performance of any contract signed with RAEOA-ZEESM. It is the applicant’s responsibility to inform RAEOA-ZEESM about any material changes in its organization, structure and operations that may influence the performance of the contract.

  1. Application

6.1 Application Letter

The formal application must be in the form of company letter containing a statement that such letter is a formal application under the present Terms of Reference for Pre-qualification. The letter must contain the full and official name of the applicant company and its primary operating location. Additionally, the letter shall detain contact information of the key management personnel, namely, the General Manager and focal point for future correspondence and coordination regarding the perspective management agreement.

6.2 Language Requirement

Only documentation presented in English or an official language of Timor-Leste will be accepted under the present Terms of Reference.

  1. Requirements

Interest companies should deliver the following documents:

  • Introduction letter with the express mentioning of the contact point to be used and their position within the structure;
  • Copy of their commercial registry documents translated to one of the official languages of Timor-Leste;
  • Curriculum vitae for all personnel deemed relevant; The selected team shall have the ability to prepare documents in both English and Portuguese.
  • Documental proof of the inexistence of debts to the Timorese government in case of companies which are residents in Timor-Leste;

All documents need to be delivered within the pre-qualification deadline set in the following paragraph. RAEOA-ZEESM reserves the right to request the update of the provided documents at any moment until contract signature as well as, for those companies not resident in Timor-Leste, the right to request the delivery of the original or certified copy from the issuing country properly certified in a Timorese Embassy.

  1. Evaluation Criteria

Companies will be evaluated based on the technical expertise, past experience and current certification of personnel indicated.

  1. Deadline and information request

Interested applicants are requested to download the Prequalification documents form the website and submit the completed Application to the RAEOA-ZEESM Procurement Department at its office located in Oe-cusse, Timor Leste, or by official email sent to the following email address: procurement.sar@gmail.com on or before 15th of May, 2018, 23:59 local time (UTC+9).

Prequalification documents may be modified or withdrawn by manes of a modification to the documents already submitted or by a notice of withdraw, respectively. Modifications or notices of withdrawal shall be address in the same way as the prequalification documents and must reach the destination by the date and time specified in this paragraph. The outer and inner envelopes shall be marked “MODIFICATION “or “WITHDRAWAL”, as appropriate.

The above-mentioned RAEOA-ZEESM contact procurement.sar@gmail.com can also be used for any further information or clarification until the provided deadline. Similarly, to assist in the examination, evaluation and comparison of prequalification documents, RAEOA-ZEESM may, at its discretion, ask any firms for clarifications. All requests for clarification shall be issued and responded to in writing, and no change in the substance of the documents shall be sought, offered or permitted.

 

  1. Pre-qualified companies and invitations to bid

 

RAEOA-ZEESM shall inform all interested companies of their shortlisting within the following 15 days to the end of the submission period but such deadline may be extended if the number of interested companies is higher than expected. Should RAEOA-ZEESM undertake the bidding process subject of this invitation, all applicants prequalified by RAEOA-ZEESM for the provision of certain service category shall be invited for the respective tenders.

 

RAEOA-ZEESM reserves the right to accept or reject proposals discretionarily, as well as to cancel the prequalification exercise of its results at any time prior to the issuance of the invitation to bid, without thereby incurring any liability to the affected firm of firms or any obligation to inform them of the grounds for such action

 

All expenses are to be borne by the interested companies, and cannot be included in the financial proposals for the specific tenders to which they apply. RAOEA-ZEESM reserves the right to change any of the requirements under this process, either through its own initiative or as a result of any clarification request presented by any interested party.

 

 

 

 

 

 

Díli, 27th of March, 2017

 

 

 

_________________________

Arsénio Paixão Bano

Interim-President of the Authority of

Região Administrativa Especial de Oé-Cusse Ambeno and

Zonas Especiais de Economia Social de Mercado