Tender No 38 S Haad PT 2014

REQUEST FOR PROPOSALS
Healthcare Facilities Design Review & Inspection
RfP #: 38/CS/HAAD/PT/2014
Bid issue date: August 13, 2014

Deadline for submission of proposals: September 15, 2014
Closing Date: 02:00 am
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RfP no.: 38/CS/HAAD/PT/2014
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Contents of
The Request for Proposal
The complete Request for Proposal shall include the following:
Section A: Instructions to Bidders
Section B : Terms of Reference (Scope of Services/Technical requirements/ Specifications)
Appendices:
Appendix A : Evaluation Technical Factors and Scores
Appendix B: List of Approved Standards
Appendix C: Scope of Services
Appendix D: Fee Structure
Appendix E: Assigned Technical Staff
Annex I- Letter of Submission
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Definitions and Abbreviations:
The terms used herein this RfP and the subsequent contract shall have the
following meanings:
Bidder A legal entity entitled to submit a proposal in response to this

bid
Consultant The awarded company selected by the Health Authority – Abu
Dhabi to perform the scope of services specified herein this
RfP
Contracting Health Authority- Abu Dhabi
Authority/ HAAD
Days/months/years Calendar days/ months/years
Government Government of Abu Dhabi
RfP Request for Proposal
ToR Terms of Reference
HAAD HFG HAAD Health Facility Guidelines- Parts A to E- available at
www.haad.ae/hfg
NHS UK National Health Service
Applicant Individual, company or agency representing the
shareholder(s). healthcare facility owner and/or
representative
Services or Works scope of works described in this RfP in connection with the
evaluation of Healthcare Facilities
ICRA Scope of works described in this RfP in connection with the
evaluation of Healthcare Facilities
ICRA Infection Control Risk Assessment
FRMP Facility Risk Management Plan
MEP Mechanical, Electrical and Plumbing (including Medical Gases
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Section A - Instruction to Bidders
In submitting proposals, bidders must comply with all instructions contained in this RfP
document. Failure to submit a proposal containing all the specified information and documentation
(incl. all completed forms and templates, and a declaration that the entire specified ToR will be
accepted) within the stated submission deadline will lead to rejection of the proposal.
Article 1 - R e v i s e d Tender Process Deadlines
Deadline for requesting clarifications from the HAAD September 04,2014
Last date for issuing clarifications by the HAAD September 07,2014
Clarification Meeting N/A
Deadline for submission of proposals September 15,2014
Public Bid opening of technical proposals to all participated September 16,2014

Bidders in the Tender Time: 10:00 am
Terms for attending the Public Bid opening Session: Venue: Meeting room
The bidder’s representative who wishes to attend the Public Bid – 2nd floor – HAAD
opening should hold authorization letter stating his ID no. building (address
(Passport no.) Signed and stamped by the authorized person in his stated below in Article
Company. 3/Section A)
Article 2 - Packing and Labeling of Proposals

Each submitted proposal must comprise a technical offer and a financial offer, each of which
must be submitted separately. Each technical offer and financial offer must contain one original,
clearly marked "Original", and 2 copies, each marked "Copy".
Article 3 - Submission of Proposals

Proposals must be submitted either by recorded delivery (official postal service) or hand delivery
directly to the HAAD in return for a signed and dated receipt to the following address:
To: Mr. Saif Al Suwaidi

Section Head, Procurement
Procurement Section
Health Authority – Abu Dhabi
Airport Road – behind Al Futtaim Motors Agency
P.O. Box 5674
2nd floor
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Note: Proposals submitted by any other means (i.e, fax or e-mail) will be rejected.
Any deviation from these instructions (e.g., unsealed envelopes or references to price in the technical
offer) is to be considered a breach of the rules, and will lead to rejection of the
proposal.
The outer envelope should carry the following information:
a) The address for submission of proposal indicated above;

b) The reference code of the bid to which the bidder is responding (38/CS/HAAD/PT/2014)
c) The name of the bidder.
The pages of the Technical and Financial offers should be numbered.

Article 4 - Proposal Contents
a. Technical offer
* Note: After the bid opening and in case bidder did not submit the required documents stated
above, the proposal will be administratively rejected without further consideration or clarification
for review.
The Technical offer must include the following documents:

Document Title Check List Y/N
Table of Contents, including page numbers.
Full contact details of the key person in the company in case of any
clarification requirements
*Letter of Submission (uses Annex 1) on Contractor’s letterhead signed and
stamped by the person in charge or the Contractor’s authorized representative
acknowledging the Contractor’s agreement to the terms and conditions of this
RfP and certifying that all information offered in the submitted proposal are
true, accurate, and complete.
*An executive summary, demonstrating the bidder’s understanding of the
project’s requirements, his approach to deliver the RfP requirements
achieving best level of high service and satisfactory performance in line with
HAAD’s requirements stated in Article 4 (specific requirements)/Section B
Copy of External Auditors’ report for last year’s

Financial statements
Copy of valid trade license/ Legal registration
Documents/agency registration in UAE.
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Document Title Check List Y/N
Business references the overall services experience of the vendor, including

customer references for services delivery of a similar nature and volume in
the UAE that verify that the bidder has a satisfactory performance record
and demonstrate that the bidder has the capability of meeting the project
requirements. The references should specify the bidder’s relevant
contribution to each listed project. References can only be considered if the
bidder clearly lists a point of contact in the client organization for that project
(name, address, telephone number, etc.).
Soft copy of the Technical proposal ONLY (with No reference to commercial
offer).
*Unconditional bid Bond

Detailed CVs Bidder should provide the name and the
technical experiences and qualifications of the engineers and other staff who
will be involved in providing the Services requested under this RfP – filling
Appendix E.- Assigned Technical Staff
Time schedule of the management's plan for the activities and the proposed
solution.
Other documents that will assist in the evaluation of the proposal.
(*) Note: After the bid opening and in case bidder did not submit the required documents stated
above, the proposal will be administratively rejected immediately without further consideration or
clarification for review.
b. Financial offer
The Financial offer must be presented as an amount in U.A.E currency (AED), inclusive of all
charges, cost and expenses to carry out the herein scope of services and all applicable tariffs and
/or taxes and must be submitted using the attached template (Appendix D – Fee Structure).
All quoted prices shall be fully fixed for the duration of the two years duration, and no fluctuation
shall be permitted for any changes in any of the Consultant’s cost or inclusion’s, currency variations or
any other reasons.
The bidders while filling the tables in Appendix D, should provide a breakdown for the design
review price cost in two groups as an attachment to Appendix D:
 Group 1- Schematic Submission Review fees as per Part A of HAAD HFG

 This submission by applicants will require only Architectural and Medical Planning
design and various mandatory reports. Therefore bidders should provide a single table
as per Appendix D for all the checking required under the deliverables set out in Part A
of HAAD HFG.
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 Group 2- Detailed Submission Review fees as per Part A of HAAD HFG
 This submission by applicants will require Architectural, Medical Planning as well as
MEP design and various mandatory reports. Therefore, bidders should provide separate
tables as set out under Appendix D as per the following:
1. Fill first table related to Architectural and Medical planning, review fees
2. Fill a second table related to Electrical and Electronic systems (including Information
and Communication Technology) review fees
3. Fill a third table related to Mechanical systems review fees
4. Fill a fourth table related to Medical gas systems review fees
5. Fill a fifth table related to Plumbing (Hydraulic) systems review fees
6. Finally fill a table which must include the total price cost for all
of the previous five categories (Tables).
The bidders should also complete the table in Appendix D for the Inspection services as in
follows:
Group 1- 90% inspection (which is mean that the building is 100% ready)
This involves a desktop review of the applicants submissions required under the HAAD HFG for
the 90% inspection, then a physical inspection by the Consultant.
Complete one table for the 90% inspection.
Note: Appropriately label each instance of the Appendix D Fee Structure tables required
above.
Article 5 - RfP Terms and Conditions

Failure to accept the terms and conditions of the RfP at the time of submission of proposal may
result in HAAD rejection of the proposal.
Article 6 - Validity of Proposal

Proposals must remain valid and open for the acceptance of HAAD for 120 days from the RfP closing
date. Proposals specifying a shorter acceptance period will be considered a non- responsive
proposal.
Article 7 - Incomplete and Late Offers:
Incomplete and late proposals will not be accepted. It is the bidder’s responsibility to ensure
that the proposal is submitted complete, on time and in accordance with the RfP terms and
conditions. Late proposals shall be returned back unopened.
Article 8 - Inquiries/Bidders’ clarification

Bidders may submit questions in writing either through fax or e-mail to the following address
and before the deadline for submission of proposals (See article 1 – Section A).
Contact name : Ms. Dina Mohsen Khaled

Procurement Officer
Address : Health Authority – Abu Dhabi
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Fax N° : +9712 4193692
E-mail : dkhaled@haad.ae
Any clarification to be issued by the Contracting Authority will be communicated in writing to all the
bidders before the deadline for submission of proposals. No further clarifications will be given after the
date specified in Article 1 of this section.
Note: Any clarification issued by HAAD will be communicated in writing to all the bidders
& will be published on HAAD website: www.haad.ae .
Any prospective bidders seeking to arrange individual meetings with HAAD or any of its employees
concerning this contract during the bidding period may be excluded from the bidding procedure.
Article 9 - Alteration of Proposals
Bidders may alter their proposals by written notification prior to the deadline for submission of
proposals stated in this RfP. No proposals may be altered after this deadline.
Article 10 - Eligible Bidder

Bidders considered eligible to submit proposals are defined as the entity /organization that is legally
registered to do business in UAE and can provide a valid certificate of legal registration/
trade registration license. and must meet the requirements of this RFP
Article 11 - Costs for preparing proposals

Under no circumstances will HAAD be liable for any costs incurred in connection to the
preparation and submission of proposals even if the Contracting Authority decide to reject
all the proposals or cancel the bid.
Article 12 - Clarification
During the evaluation process, HAAD may request the following:
a. Additional information from bidders if it is necessary for further clarifications in regards to

the submitted proposal.
b. Request for official clarification meeting with Bidder or any of the Consultant’s personnel
assigned to do job and his information is stated in Appendix F;
c. Pay a visit to the Consultant’s Office to assess his capability and capacity.
All inquiries and clarification has to be conducted through the Procurement Section in HAAD.
Article 13 - Evaluation of proposals
Evaluation process aims to select the responsible bidder whose proposal is technically superior at
reasonable price.
The weight of the technical factors = 70 %
The weight of the price = 30 %
Only proposals with average scores of at least 70 points in the test set out at Appendix A
qualify for the financial evaluation.
Bidders that meet HAAD requirements in term of competencies, experiences, staff credentials,
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availability of expertise in Abu Dhabi/UAE, reasonable and competitive fees for services are those to be
selected and considered as “Preferred Provider(s) of Consultancy Services” to act on behalf of
HAAD in reviewing/evaluating design proposals and inspecting the buildings of various healthcare
facilities.
Article 14 - Bid Bond

The bidder must submit a bid bond of amount equal to AED 25,000.00 (Twenty Five Thousand
Dirham) in the technical offer. The bond shall be unconditional, valid for 120 days starting from the
closing date of proposal submission and addressed to the Health Authority – Abu Dhabi. Priority for
issuing the Bid bonds in UAE should be from Abu-Dhabi Banks. The bid bond will be returned back to
bidders after the evaluation and awarding processes are completed.
Article 15 - Evaluation of Technical offers

The quality of each technical offer will be evaluated in accordance with the evaluation factors
specified in Appendix A of this bidding document. The award criteria will be examined in accordance
with the requirements indicated herein this RfP and its Appendices.
Article 16 - Evaluation of financial offers

Upon completion of the technical evaluation, the financial offers of those bidders who passed the
technical evaluation average will be opened. Those bidders who filled Appendix
E as per the requirements herein this RfP will be considered for evaluation.
Article 17 - Amendments
During the proposal submission period, if the contracting Authority decides to modify/
change any requirement/s of the RfP, [the modification/s shall be released through the assurance
of an amendment to the RfP or a new RfP] Any amendment will be issued in writing and will be sent
to all bidders.
Article 18 - Confidentiality
The entire evaluation procedure is confidential and all proposals are for official use only and may be
communicated neither to the bidders nor to any party other than the Contracting Authority.
Article 19 - Ownership of Proposals
The Contracting Authority retains ownership of all proposals received under this bidding procedure.
Consequently, bidders have no right to have their proposals returned to them.
Article 21 - Bid Cancellation

HAAD has the right at any stage in the bidding process to cancel the whole bid without the need to
give a justified reason to any of the bidders. Bidders will be notified in writing of the cancellation by
the Contracting Authority.
Article 22 - Award & Contract
The successful bidder will be notified in writing of the Award. The award is not a binding contract. The
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Contracting Authority shall have the right to withdraw an award at any time prior to its signing of a
definitive contract. The successful bidder must send its authorized representatives to sign the contract
within one week of notification of the Award. The contract to be signed shall be in the HAAD’s
standard form of terms and conditions.
Article 23 - Performance Bond

The Vendor will be required to secure a performance bond in an amount equal to 10 % of the
Agreement ceiling value within 10 days from signing the contract and to be in effect for the duration
of the performance period. The performance bond may be used to satisfy lack
of delivery and/or loss incurred in the event of the Vendor’s failure to deliver or perform according to
the requirements of this RfP and the purchase order. The performance bond may be liquidated by
HAAD in cases including without limitation lack of performance, breach of contract, fraud or where
penalties imposed exceeds 10% of the contract price.
Article 24 - Bidder’s Responsibilities

It is bidder’s responsibility to examine all of the RfP’s terms and conditions and to request
for clarification from the Contracting Authority (only to the contacts mentioned in the RfP
in writing) for unclear and vague statements, if any. It shall be bidder’s responsibility if his
proposal is eliminated due to submission of unclear, improper and loose proposals.
Article 25 - Governing Law and Language

This Tender is subject to and shall be construed according to the applicable laws and regulations of
the United Arab Emirates, the Emirate of Abu Dhabi and HAAD polices.
The Tender and all notices pursuant to the provisions thereof shall be in English.
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Section B – Terms of References
Article 1. Introduction
The Health Authority - Abu Dhabi (HAAD) is a local governmental entity established by Law
(01/2007); the main function of HAAD is to regulate the Healthcare Sector
within the Emirate of Abu Dhabi, both Public and Private, through Policies, Laws,
Regulations, Inspections and Audits. The corporate office of HAAD is located in the capital of
UAE, Abu Dhabi.
HAAD is responsible for licensing, quality control and in regulating all of the health care
facilities and health professionals in the Emirate of Abu Dhabi, with the vision in developing
health communities, and to monitor healthcare facilities so that it delivers high quality
healthcare services in accordance with the best international practices and quality standards
to its population. HAAD does not itself provide healthcare services or health insurance.
For more information on HAAD please visit: www.haad.ae .
Article 2. Purposes & Expected Results
a. Purpose of the RfP

HAAD wishes to select up to two qualified and capable Consultants in the specialist H ea lth
F a ci li ty D es ig n filed to sign Service Agreement based on the agreed price list for the
provided services, for a period of one year which can be extended for another year with same
terms and conditions.
b. Results to be achieved
HAAD should have a signed contract/s with capable Consultant/s able to deliver high
quality services on a timely manner with fixed prices to cover all the requirements specified
herein this RfP.
Therefore HAAD would like to highlight the following expectations as a result of executing the
Contract with the awarded Consultant/s.
1- Streamline the licensing process of healthcare facilities;

2- Reach a new level of patient care and clinical efficiency;
3- Eliminate variations by implementing the new HAAD HFG related to healthcare facility design,
construction and commissioning;
4- Improve the quality of healthcare projects enhancing the role and contribution of potential
healthcare institutions in providing quality health care services;
5- Reduce the cycle time between projects initiation and commissioning of healthcare facilities;
6- Govern the healthcare sector based on scientific approaches and methods.
Article 3. General Requirements
HAAD is soliciting consulting firms to act on behalf of HAAD in the following areas:
Review/ evaluation of healthcare facility design proposals (new and existing premises) and
specifications, which form part of the Licensing Application, against HAAD’s new Guidelines adopted
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by HAAD (HAAD HFG). The review/evaluation of design proposals is meant to ensure that the
applications comply with the requirements of HAAD HFG as set out under Part A of HAAD HFG
(www.haad.ae/hfg) Steps 2 to 5.
Licensing application Steps 2 & 3 relate to Schematic and Detailed Design submissions.
Based on the results of the consultants review/ evaluation of the design submissions, HAAD may grant
the licensing applicants Approval in Principle (AIP).
Licensing application Steps 4 & 5 relate to site inspections at 90%.(which is mean that the building is
100% ready)
Based on the results of the inspections and compliance with the previous AIP, HAAD may grant the
applicants License to operate the Healthcare Facility.
Article 4. Specific Requirements

The selected Consultant shall provide the scope of services in an efficient and timely manner by
assigning qualified and experienced professionals and coordinating closely with HAAD.
To assist the Consultant understands his role, a flowchart reflecting the HAAD licensing process of
healthcare facilities is available in Part A of HAAD HFG.
3.1 Scope of Services

The Consultant shall be responsible to perform the following as minimum:
3.1.1. Provide the scope of services requested by HAAD that are divided into two main
parts, as described in Appendix C.
3.1.2. Call for the best expertise to review/evaluate design proposals of either new facilities or
re-development of existing ones, and to inspect new or existing buildings intended for
different purposes in the private healthcare sector such as:
a. Hospital
b. Day Care Surgery Centre
3.1.3. Submit a complete and comprehensible proposal [procedure(s), checklist(s), etc.)] For the
review/evaluation of design proposals and buildings inspections to ensure that they will
be carried out in a manner that meets the HAAD standards as indicated in the HAAD
HFG.
3.1.4. Ensure that the submitted drawings, documents, complies with HAAD guidelines submittals
requirements for Licensing.
3.2 Competencies and Staffing
3.2.1. Secure a technical team composed of: architect(s), electrical & electronics engineer(s),
mechanical engineer(s), Hydraulic engineer(s), healthcare planner(s) for the provision of
services stated in this RfP.
3.2.2. Assign a technical team whose members:
i. Are suitably qualified and possess relevant competencies and experience in
planning, designing, building and inspecting healthcare facilities; Each member of
the staff should have at least 10 years of experience in hospital engineering and
design according to his specialty.
ii. Possess in depth knowledge and extensive experience with the international
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standards in their area of expertise (listed in Appendix A) that shall serve to
review/evaluate the design proposals and inspect various type of healthcare
facilities against these standards;
3.2.3. Indicate the number and names of assigned staff members for the execution of the
herein proposal in Appendix E and in case of any change, the Consultant shall
inform HAAD for approval.
3.2.4. Submit the CVs of each staff member to be involved in each phase (facility design
proposals review and building(s) inspection).
3.2.5. Indicate the location of each staff member (based in Abu Dhabi or elsewhere).
3.2.6. Ensure that any changes in assigned staff (replacement, addition or reduction) in
connection with the herein proposal meets the expectations and approval of HAAD.
3.3 Documentation, Coordination and Communication
3.3.1. As part of the submittal the Consultant shall prepare a series of Control and Check lists that
afford comprehensive coverage and record of the reviews/evaluations and inspections
that are to be carried out. These checklists may be adapted from those already present
in the HAAD HFG. These Control and Check lists shall assist the Consultant in determining
the compliance of design proposals with HAAD Guidelines and the condition of the
building(s) with regard to compliance and final certification, and shall form the basis of all
future inspections too. It is required that Consultant to compile and present a detailed
set of documentation that will serve as an important element in the evaluation and
ultimate selection of the successful Consultant
3.3.2. Carry out all duties related to herein scope of services in full coordination with the
contact person assigned by HAAD.
3.3.3. Coordinate all meetings with the Applicant through HAAD representatives.
3.3.4. Minute the meetings to be held with the Applicant;
3.3.5. Record on the “Project Tracking Sheet” all relevant information (measurements,
comments, recommendations) related to design proposals review and/or buildings
inspections;
3.3.6. Maintain appropriate filing system that secures the confidentiality and easy retrieval of
different documents and information (including electronic files/data/.
3.3.7. Protect any information (documents/ reports/ correspondences) pertaining to HAAD or the
Applicant.
3.3.8. Communicate the findings as a result of the review/ evaluation of design proposals
and/or the inspection of healthcare facilities to HAAD by submitting official technical
reports in both hard and soft copies..
3.3.9. Assign a team leader to interface, communicate and determine requirements with full
coordination with the HAAD and the Applicant.
3.4 Consultancy Services Quality and Turnaround time

3.4.1. Carry out all assigned review/ evaluation of design proposals and/or facilities inspection in an
efficient and timely manner within the turnaround time specified in table 2.1.
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Table 2.1 – Turnaround Time [UAE Working Days]
The turnaround time for the Design Reviews and Inspections will be in accordance with the following
table:
Facility type Design Reviews

Inspections
Schematic Design Review Detailed Design Review
Re- Re- 1st Additional
1st 1st
submission(s submission(s Inspectio Inspection(s
Submission Submission
) ) n )
Hospital
10 5 15 7 7 5
Day Procedure
Centre 5 5 10 5 7 5
Note: The turnaround is the time scale that commences on the date the Consultant receives an official
request of HAAD with all relevant documents submitted by the operators’ consultant / contractor till
the date the Consultant submits officially a final report about his findings/ comments/
recommendations/ decision.
Article 5. General Conditions

4.1. Consultants meeting HAAD requirements in term of competencies, experiences, staff credentials,
availability of expertise in Abu Dhabi, affordable fees for services ; will be selected and
considered as “Preferred Provider(s) of Consultancy Services”
to act on behalf of HAAD in reviewing/evaluating design proposals and inspecting the buildings
of various healthcare facilities.
4.2. The Consultant shall submit the fees for the provision of the herein specified consultancy
services by filling the tables given in Appendix E. All fees shall be inclusive of all charges,
cost and expenses to carry out the scope of services.
4.3. The payments will be effected upon the actual provision of consultancy services as per the
quoted fees AED/SQM.
4.4. The Consultant shall produce a Project Control System that shall be customized to HAAD needs
and requirements to monitor efficiently the movement of documentation, status of engineering
submittals, approvals and schedules. Therefore, the Consultant shall utilize the latest available
software to produce the works and monitor the progress of the assigned projects to be
specified to HAAD.
4.5. HAAD maintains the right to assign the Consultant to execute the following:
4.5.1. Review/ evaluation of design proposals to more than one consultant;
4.5.2. Building(s) inspection task to any Consultant selected
4.5.3. Projects in particular areas to any successful Consultant, if determined fit and advantageous.
4.6. As the volume of work may vary depending on the healthcare sector submittals, HA- AD cannot
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guarantee steady and continuous work flow. The Consultant shall understand that the volume of
works required may sometimes be high, thus he should be ready at all times to carry out the
required works to high standards.
4.7. Upon signing the Agreement with the Consultant, the Consultant shall immediately be ready to
receive at any time a notice to proceed with any potential healthcare facility project(s).
4.8. HAAD expressly reserves the right to:
4.12.1. Accept other than the lowest fee proposal and shall not be bound to give any reasons
for non-acceptance of any proposal it may receive;
4.12.2. Have and retain all copies of proposals or information submitted to support a
proposal;
4.12.3. Require the selected consulting firm(s) to participate in negotiations on the terms
and conditions of a contract and to submit revisions, Consider the proposal, once
evaluated, as a public record except for the material that the Consultant specifically
requests in writing to be considered as a “trade Secret/ Confidential”;
In case the Consultant fails to meet the specified turnaround times , then HAAD may cease
calling for his services and/or impose a penalty (maximum of 10% of fees) at its discretion.
The penalty will be calculated as follows, for each week (or part of a week) delay started after
the agreed upon date for delivering the assigned services:
1% for the first week or part of it- 2% for the second week or part of it- 3% of the third
and fourth week or part of them- 4% of the fifth and sixth week or part of it.
In case the required items & deliverables are not submitted or performed by the Consultant by
the expected delivery dates stated in Schedule 3, (the Project Time Schedule), this delay in
delivery will be investigated and the Consultant will be penalized. The penalty for late delivery is
set at each week delay starting after the agreed upon date for delivering the services: 1% for the
first week or part of it- 2% for the second week or part of it- 3% for the third and fourth week or
part of them- 4% for the fifth and sixth week or part of it. The maximum penalty should not
exceed 10% of the Contract price.
The Contracting Authority shall have the right to deduct penalties from the Consultant’s
invoices. Notwithstanding the foregoing, and provided that the Consultant provides the
Contracting Authority with prior notice and a good faith reason for the delay, the Contracting
Authority may provide the Consultant with an extension of time to cure its delayed delivery of
required items and deliverables without the imposition of any penalties for that part of the
delayed deliverable (s) unless that extension of time will result in an extension to the Contract
duration beyond 8 weeks pursuant to Article 4 in which case no extension will be granted and
the penalty provision as provided for under this Article 17 will apply.
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Appendix A – Technical Evaluation Factors and Scores
Maximum score / sub

Evaluation Factors
total
Consultant’s Capabilities (40%) sub total score will be divided to the 40

following sub criteria on equal basis
 Size of the firm and its international business performance

 Core Competencies related to scope of works
 Consultant’s background and relevant experience with healthcare
facility planning, designing and construction (value, size, type of
projects)
 Consultant’s reputation including references inputs and/or
feedbacks
o Professional Integrity of technical team members
o Ability to deliver the scope of works required in a timely
manner
 Strong understanding of the scope of works requirements
 Overall capacity of the Consultant in term of resources,
competencies, skills, knowledge and experience to provide the
scope of services to the extent it meets HA-AD’s needs and
expectations
 Localities of office/s and particularly in Abu Dhabi/UAE
 Local Capacity in term of resources, staffing and systems
 Visit to Consultant’s office in Abu Dhabi/ UAE to assess its technical
and operational capabilities and systems to deliver viable solutions.
 Knowledge of local laws, rules and regulations
 Liability of man practices.
Assigned Technical Team (40%) sub total score will be divided to the 40
following sub criteria on equal basis
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 CV’s and Residency visa of assigned technical staff members
demonstrating their skills and qualifications
 Size of technical teams assigned for design review and facility
inspection
 Aware of HAAD HFG standards and knowledge of international
standards and years of experience of teams’ members in employing
those standards in the planning and designing of healthcare
facilities
 Ratio of technical team secured from in-house staff members
versus those through joint venture(s) with strategic partners
 Number of assigned technical staff members based in Abu Dhabi/
UAE
 Number of health care project done inside UAE.
 Company should be one of the HAAD pre-qualified consultant.
System /Methodology / Practices (20%) %) sub total score will be divided 20
to the following sub criteria on equal basis
 Quality management system in place

 Documentation and filing system
 Consultant’s Management system including IT applications, series
of comprehensive control sheet checklists employed to carry out
his responsibilities (review and inspect different type of healthcare
projects)
Overall total score 100
Only proposals with average scores of at least 70 points qualify for the financial evaluation
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Appendix B
List of Approved Standards
The Consultant must abide by the following standards as minimum requirements to review healthcare
facilities design proposals and perform final inspections of healthcare facilities.
Applicable standards are stated under Part A of HAAD HFG section 2.8.
Part A of HAAD HFG can be obtained from www.haad.ae/hfg

Alternatively it can be downloaded directly from:
http://www.healthdesign.com.au/haad.hfg/Full_Index/haad_a_combined.pdf
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Appendix C Scope of Services
The scope of services requested by HAAD is composed of two main parts:
(1) Review / evaluation of healthcare facilities design proposals, and

(2) Inspection of new healthcare facilities.
The tasks associated with each part are listed hereafter as indicative.
Part 1 – Review/ Evaluation of Healthcare Facility Design Proposals
Under the HAAD HFG, applicants are required to submit their healthcare facility proposals in two
stages. Each stage has specific deliverables which are included under Part A of HAAD HFG which
can be obtained from www.haad.ae/hfg
or downloaded directly from:
http://www.healthdesign.com.au/haad.hfg/Full_Index/haad_a_combined.pdf
The two submission stages which need to be reviewed by the Consultants under this RfP are:
B.1.1 – Stage 1 (Schematic Submission)
B.1.2 – Stage 2 (Detailed submission)
Consultants are required to evaluate the applications under all the mandatory provisions of these
Stages and the requirements stated under this RfP.
Based on the Consultant’s evaluation and reporting, HAAD may grant the applicants an Approval in
Principle (AIP).
Part 2 – Facility Inspection

Healthcare facility may consist of new or existing building(s) that shall be thoroughly
inspected according to specific procedures that include but not limited to the following:
B.2.2 – New Building(s) and Existing Building(s)

Inspections at 90% are required under the HAAD HFG. Applicants for HAAD licensing must
call for such inspections and provide certain material specified in Part A of HAAD HFG.
The Consultant must receive and examine the required material, then organise for one or
more physical site inspections to verify compliance with earlier AIP granted by HAAD.
On some occasions, an initial inspection will reveal a lack of information, incomplete or non-
conforming work. Under such circumstances, additional inspections may be required.
__________________________________________________________________________________
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The physical inspection of building(s) shall include the following elements but not limited to:
B.2.3.1 Architectural / Medical Planning

o Mandatory requirements of HAAD HFG
o Compliance with previous HAAD AIP for the project
B.2.3.2 Mechanical Systems

O Obtain test results provided by the owner of the facility or its consultant team for all
critical Mechanical engineering systems, covering the items listed below. Ensure that
the testing has been done by a HAAD pre-qualified consultant and clearly refers to
the Standards required by HAAD and nominated in Part A of HAAD HFG.
o HVAC – Heating, Ventilation and Air Conditioning (HVAC) including special patient
treatment area systems (HEPA filter systems, pressure differentials etc.):
1. Inspect all plant (Fan Coil Units, Air Handling Units, Package Units, Split
Units, Extract Fans)
2. Establish supply, return and exhaust ventilation rates and outside air
quantities. Confirm / ratify against original commissioning reports if
available.
3. Check all thermostat and controls and ensure working correctly.
4. Check cleanliness of all specialist clinical areas including cleanliness of ducts and
diffusers / grilles. The checking of air flow shall be carried out together with
bacterial samples taken and condition of HEPA Filters established.
5. Duct work systems, grilles diffusers and dampers – To be inspected for insulation
quality, internal cleanliness, dampers functioning correctly. Check fire dampers
o Piped water services (including domestic and heating, water filtration /
softeners / reverse osmosis plant) to be checked to ensure:
1. System compliance with the standards required by HAAD
2. The condition/ proper installation of hot and cold water pipe systems, tanks,
pumps pressurizing systems, dosing vessels
3. All necessary tests are carried out i.e. R.O plant and stills water samples are taken
and analyzed for legionella.
4. Purified and/or filtered water (RO, distilled, softened) and isolated water
supplies – water purity to be tested and all filter media to be checked and
replaced if needed.
B.2.3.3 Electrical, Communications and IT Systems
critical electrical systems, LV, HV and grounding systems. Ensure that the testing has
been done by a HAAD pre-qualified consultant and clearly refers to the Standards
required by HAAD and nominated in Part A of HAAD HFG.
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o Switchboards and enclosures, circuit discrimination, emergency sub-mains fire rating,
internal and external, protection devices.
o Lighting system including Surgical and Examination lights
o Emergency power supplies including emergency power generation plant.
o UPS power accessories, RCD protection
o Ensure that Emergency evacuation lighting system have been tested in accordance
with the standards required by HAAD
o Medical treatment areas isolated and RCD protected power supplies.
o PABX telephone, computing and data systems including structured cabling.
o Call systems including evacuation warning, public address, nurses and staff
assistance call systems.
o Fire detection systems – to be checked and tested in accordance with Civil
Defense and latest international standards.
o Lift transportation and escalator systems.
o Pneumatic tube systems.
o Building management, staff attendance and security systems.
o MATV / SMATV / Cable TV installations
o Master/ slave clock systems
B.2.3.4 Hydraulic Systems

critical Hydraulic systems, covering pressure and flow test and other provisions of
the standards required by HAAD. Ensure that the testing has been done by a HAAD
pre-qualified consultant and clearly refers to the Standards required by HAAD and
nominated in Part A of HAAD HFG.
o Fire hose reels – Check cabinet condition, tubing, nozzle flow, sensors and fire pump
o Fire sprinkler and hydrant installations including booster systems sensors and standby
diesel pumps – Check and test all in accordance with the latest international standards
including NFPA 99 and HTM 81standards.
o Mains cold water irrigation systems including sprinkler heads, pumps.
o Soil and waste drainage systems including holding/ chemical dilution tanks, grease and
plaster traps – to be checked to ensure their compliance with latest Municipality Town
Drainage Department (TDD).
o Wash hand basins, sinks, disposal / disinfection units, WC bath and shower fixtures
o Storm water and rain water systems.
o Backflow prevention of hot and cold water supplies.
B.2.3.5 M e d i c a l Gas System

o Medical Gas systems including alarm and management systems .
__________________________________________________________________________________
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Medical Gas systems. Ensure that the testing has been done by a HAAD pre-qualified
consultant and clearly refers to the Standards required by HAAD and nominated in
Part A of HAAD HFG.
B.2.3.6 Medical Equipment

Ensure and verify that Medical Equipment has been tested and certified by a HAAD Prequalified
Biomedical Engineer engaged by the owner of the facility. Obtain and verify the inspection and
test results by the above Biomedical Engineer.
The certification obtained from the applicant’s Biomedical Engineer should include:
o Diagnostic Equipment - medical diagnostic imaging systems (MRI, CT, X-ray)

including diagnostic therapeutic radiation equipment like Gamma camera,
PET/CT, medical laboratory equipment, endoscope systems, EEG, ECG,EMG,ENG
etc.
o Therapeutically Equipment – pacemaker, ventilator, anesthesia machine, surgical laser,
dialysis machine, physiotherapy equipment, infant incubator, electrosurgical unit,
infusion pump, heart lung machine pump, Intra aortic balloon pump etc.
o Monitoring Equipment – cardiac monitor, fetal monitor, telemetry, and vital signs
patient monitoring equipment etc..
o Assistance Equipment – blood warmer, surgical light and table, examination light,
autoclave, ultrasonic cleaner, washer decontamination, dryer, trolley, patient’s bed,
dental chair, etc.
o Rescue and Emergency Equipment- defibrillator, crash carts, high speed infusion
pumps, etc.
o Single use device- ECG, EEG, EMG, ENG, electrodes.
o Aids for disabled persons- electrical and manual wheel chair, etc. o
In Vitro therapy and diagnostic devices.
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Appendix D- Fee Structure
The table on the following page should be copied several times and completed as required under Article 4b Financial Offer.
a- Design Reviews (insert the table title here eg Schematic Submission, Detailed Submission for Mechanical, etc)
5,001- 12,001- 15,001-

Facility Total Area [SQM] ≤ 1,500 1501-2,500 2,501-5,000 30,001-50,000 ≥ 50,000
12,000 15,000 30,000
Hospital
1st Submission
Subsequent Submission(s)
Day Procedure Centre

1st Submission
Subsequent Submission(s)
____________________________________________________________________________________
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b- Inspections (insert the table title eg)
5,001- 12,001- 15,001-
Facility Total Area [SQM] ≤ 1,500 1501-2,500 2,501-5,000 30,001-50,000 ≥ 50,000
12,000 15,000 30,000
Hospital
1st Inspection
Subsequent Inspection(s)
Day Procedure Centre

1st Inspection
Subsequent Inspection(s)
____________________________________________________________________________________
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Appendix E
Assigned Staff by the Consultant
Staffing Level
Design Review Facilities Inspection
Number Name Number Name
Healthcare Planner
Architect
Electrical Engineer
Mechanical Engineer
Civil Engineer
Biomedical Engineer
____________________________________________________________________________________
25 / 26
Annex III- Letter of Submission
To : Health Authority- Abu Dhabi
Subject: Letter of Submission for
Tender no.----------------------------------------------------------
Tender title: --------------------------------------------------------------
Dear Sirs,
We, [insert Company Name] , hereby acknowledge that we studied the subject RFP and we are in
agreement with the terms and conditions of it and certifying that all information offered in the submitted
proposal are true, accurate, and complete.
In case of any clarification, please contact Mr.--------------------------- assigned to respond to any received
inquiry related to the submitted proposals in responses to this RfP. The contact is as follows:
Designation:_________________
E-mail:______________________
Tel: ________________________
Mobile:______________________
Authorized Signatory
Name:_______________________
Designation:__________________
Signatures:___________________
Date:________________________
Company stamp
____________________________________________________________________________________
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Tender No 38 S Haad PT 2014

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Tender No 38 S Haad PT 2014

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REQUEST FOR PROPOSALS

Healthcare Facilities Design Review & Inspection

Bid issue date: August 13, 2014

Closing Date: 02:00 am

The complete Request for Proposal shall include the following:

Section A: Instructions to Bidders

Section B : Terms of Reference (Scope of Services/Technical requirements/ Specifications)

Annex I- Letter of Submission

Bidder A legal entity entitled to submit a proposal in response to this

Article 1 - R e v i s e d Tender Process Deadlines

Deadline for requesting clarifications from the HAAD September 04,2014

Last date for issuing clarifications by the HAAD September 07,2014

Clarification Meeting N/A

Deadline for submission of proposals September 15,2014

Public Bid opening of technical proposals to all participated September 16,2014

Article 2 - Packing and Labeling of Proposals

Article 3 - Submission of Proposals

To: Mr. Saif Al Suwaidi

The outer envelope should carry the following information:

a) The address for submission of proposal indicated above;

The pages of the Technical and Financial offers should be numbered.

The Technical offer must include the following documents:

Table of Contents, including page numbers.

Copy of External Auditors’ report for last year’s

Business references the overall services experience of the vendor, including

*Unconditional bid Bond

 Group 1- Schematic Submission Review fees as per Part A of HAAD HFG

Article 5 - RfP Terms and Conditions

Article 6 - Validity of Proposal

Article 8 - Inquiries/Bidders’ clarification

Contact name : Ms. Dina Mohsen Khaled

Article 10 - Eligible Bidder

Article 11 - Costs for preparing proposals

a. Additional information from bidders if it is necessary for further clarifications in regards to

Article 14 - Bid Bond

Article 15 - Evaluation of Technical offers

Article 16 - Evaluation of financial offers

Article 19 - Ownership of Proposals

Article 21 - Bid Cancellation

Article 23 - Performance Bond

Article 24 - Bidder’s Responsibilities

Article 25 - Governing Law and Language

Article 2. Purposes & Expected Results

a. Purpose of the RfP

1- Streamline the licensing process of healthcare facilities;

Article 3. General Requirements

Article 4. Specific Requirements

3.1 Scope of Services

3.4 Consultancy Services Quality and Turnaround time

Facility type Design Reviews

Article 5. General Conditions

Maximum score / sub

Consultant’s Capabilities (40%) sub total score will be divided to the 40

 Size of the firm and its international business performance

 Quality management system in place

Overall total score 100

Part A of HAAD HFG can be obtained from www.haad.ae/hfg

The scope of services requested by HAAD is composed of two main parts:

(1) Review / evaluation of healthcare facilities design proposals, and

Part 1 – Review/ Evaluation of Healthcare Facility Design Proposals

B.1.1 – Stage 1 (Schematic Submission)

B.1.2 – Stage 2 (Detailed submission)

Part 2 – Facility Inspection