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BANK NEGARA MALAYSIA(CENTRAL BANK OF MALAYSIA)

Request for ProposalAppointment of General Contractor/Furniture Dealer

for office refurbishment

Bank Negara MalaysiaNew York Representative Office

IssuerBank Negara MalaysiaJalan Dato’ Onn50480 Kuala Lumpur

ISSUE DATE : 19 October 2017

CLOSING DATE : 25 October 2017

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TABLE OF CONTENT

1.0 Introduction ………………………………………………………………………………………... 4

PART I – REQUEST FOR PROPOSAL REQUIREMENTS

2.0 Evaluation of Proposal ………………………………………………………………………….... 5

3.0 Conditions of Proposal ………………………………………………………………………….... 5

4.0 Submission of Proposal ………………….…………………………………………………….... 6

5.0 Condition of Confidentiality …………………………………………………………………….....7

6.0 Closing Date and Validity Period of Proposal ………………………………………………..... 7

7.0 Award of Appointment ………………………………………………………………………........ 7

8.0 Enquiries ………………………………………………………………………………………....... 7

PART II – PROJECT OVERVIEW AND OBJECTIVES

9.0 Overview and themes …………………………………………………………………….…........ 8

10.0 Objectives of Project …………………………………………………………………………....... 8

11.0 Project Requirements ……………………………………………………………….…….…....... 8

11.1 Business Requirements

11.2 Key Area Requirements

11.3 Statutory Requirements

PART III – SCOPE OF SERVICES

12.0 Roles and Responsibilities of Vendor ………………….………….…………….….….…......... 12

13.0 Value Added Recommendations …………..………………………………………………….....15

PART IV – FORMAT OF PROPOSAL

14.0 Part A: Detailed Proposal ……….…………………………………………………….………..... 16

14.1 Undertaking of Confidentiality (Appendix C)

14.2 Executive Summary of the Proposal

14.3 Project Implementation Strategy and Schedule

14.4 Company Profile Information

14.5 The Project Management Team

14.6 Critical Success Factors

14.7 Proposal and Recommendation

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15.0 Part B: Estimated Project Costs ..……...…………………………………….……………........ 20

15.1 Total Refurbishment Cost

15.2 Payment Schedule

15.3 Payment Structure

15.4 Intellectual Property Rights

16.0 Appendices

Appendix A : Checklist of Submission...….…. …………………………………………..... 22

Appendix B : Litigation Declaration………… …………………………………....……...... 23

Appendix C : Undertaking Confidentiality…………...…………………………...……….... 24

Appendix D : Draft Agreement…………….................................................................... 26

Appendix E : Company’s Information and Experience ……….………………………….. 27

Appendix F : Value Added Recommendations ………………………….….….….……... 29

Appendix G : Photos of the current office at NYRO ………………………………………30

Appendix H : Total Costs of Refurbishment Project ……..…..………………………….. 31

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1.0 INTRODUCTION

1.1 Bank Negara Malaysia (BNM) is soliciting proposals for office refurbishment from

established and experienced US-based General Contractors or Furniture Dealers with (1)

sound financial standing (2) a minimum experience of 5 years in managing at least three

refurbishment projects of comparable scope and minimum size of USD100,000 and (3) a

demonstrable ability to effectively lead-manage an office refurbishment project in New York

City.

1.2 BNM, or the Bank, is planning to refurbish its New York Representative Office located at

Suite 1804, 18th Floor, 900 Third Avenue, New York, NY 10022 (4,492 sq ft) to raise the

standard and improve the working environment in the office. For this purpose, a general

contractor or furniture dealer company will be appointed to manage and execute the

planned refurbishment project.

1.3 The refurbishment is aimed to take place and to be completed by the end of the year of

2017.

1.4 This Request for Proposal (RFP) will enable the Bank to select a General Contractor (GC)

or Furniture Dealer (FD) to lead-manage the overall execution, facilitate timely project

delivery and ensure that works are done to an acceptably high standard. In this regard,

BNM expects the GC/FD to possess and demonstrate a high level of competency in project

planning, preparation and execution.

1.1 This RFP document is organized into the following parts:

Part I : Request for Proposal Requirements

Part II : Project Overview and Objective

Part III : Scope of Services

Part IV : Format of Proposal

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PART I – REQUEST FOR PROPOSAL REQUIREMENTS

2.0 EVALUATION OF PROPOSAL

2.1 The evaluation of the proposal will be based on, but not limited to the following

factors:

i) Compliance with the following:

a) Section 3.0: Conditions of Proposal

b) Section 4.0: Submission of Proposal

c) Section 5.0: Condition of Confidentiality

d) Section 11.0: Project Requirements

ii) Completeness and feasibility of the total proposal;

iii) Estimated cost of the proposed products and services; and

iv) Quality and experience of team assigned for the project.

2.2 BNM does not bind itself to accepting the lowest price proposal or any of the

proposals submitted.

2.3 BNM is not obliged to give any reason for the non-acceptance or rejection of any

proposal.

3.0 CONDITIONS OF PROPOSAL

3.1 The GC/FD participating in this bid shall be deemed to have examined and

understood the contents of this RFP. The GC/FD shall also be deemed to accept and

is bound by all the terms and conditions specified herein.

3.2 Any non-compliance by the GC/FD on any requirements stipulated in this RFP shall

entitle BNM, at its sole discretion, to disqualify the GC/FD.

3.3 The specifications and contractual conditions contained in this RFP define the basic

functional, technical and contractual requirements with regard to this request. Any

amendments to the specifications shall be effected and notified to all prospective

bidders through e-mail correspondences by BNM.

3.4 The GC/FD shall be solely responsible for any omissions and/or errors in their

proposals, without any additional cost charged or to be charged to the project. BNM

shall not entertain any request for the variation of price or submission of additional

quotes for items omitted in the original submission.

3.5 Any price quotations submitted must be in US dollar (USD) and shall include any

applicable service tax and other government taxes.

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4.0 SUBMISSION OF PROPOSAL

4.1 The proposal from the GC/FD shall be treated as confidential. The following specifies

the mandatory components of the proposal and its expected contents.

● Project Requirements

The proposal shall comply with the Project Requirements as specified in

Section 11, Part II of this RFP.

● Scope of services

The proposal shall comply with the Scope of Services as specific in Section 12,

Part III of this RFP.

● Value Added Recommendations

The proposal shall include additional products/deliverables that are neither

outlined in the project requirements nor GC/FD scope of services but the GC/FD

considers relevant and beneficial to the project.

● Format of Proposal

GC/FD shall submit its proposal based on the format specified in Section 14,

Part IV of this RFP.

The proposal shall provide detailed breakdown of furniture choice and scope of

services that the GC/FD will render to BNM. The firm shall also provide an

estimated costs breakdown and proposed schedule of payments for the project

from the planning stage until the completion of the project.

4.2 The proposal stated in 4.1 together with other information (refer to Appendix A for

detailed requirements) shall be submitted in two (2) parts, whereby each shall be

submitted in separate electronic mails (e-mails) and clearly labelled.

Part A - The proposal must be labelled as “Bank Negara Malaysia New York

Representative Office Refurbishment – Part A (Scope of Proposal)”;

and

Part B - The proposal must be labelled as “Bank Negara Malaysia New York

Representative Office Refurbishment – Part B (Proposed Costs)”.

4.3 Part A and Part B must be submitted to BNM in one (1) softcopy (Microsoft Word) and one (1) portable document format (PDF). The submission in PDF should

contain original signatures.

4.4 The completed proposal must be properly addressed and submitted via email to nyrotenderbox@bnm.gov.my between 9:00am to 5:00pm (New York time) on 25th October 2017. Any submission after 5:00pm (New York time) on 25th October 2017 shall NOT be entertained.

4.5 Proposals submitted by facsimile or any other electronic means will NOT be accepted

and considered by BNM.

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4.6 Should the GC/FD decide not to participate in this RFP, the GC/FD is requested to

officially notify BNM of its non-participation and the reasons behind not participating.

The notification should be sent to the address stated in item 4.4.

4.7 The GC/FD shall comply with any request made by BNM for additional information,

for clarification purposes, after the closing date of this proposal. The GC/FD shall

promptly comply with the request, as any no-reply may be prejudicial to its RFP

submission.

5.0 CONDITIONS OF CONFIDENTIALITY

This document is strictly confidential. The GC/FD is required to sign an undertaking of

confidentiality as per Appendix C, to not divulge any information to any third party on this

document unless the party signs a non-disclosure agreement with the GC/FD. The project

specifications and its responses from the GC/FD will also be treated as strictly confidential.

6.0 CLOSING DATE AND VALIDITY PERIOD OF PROPOSAL

6.1 The closing date and time of this RFP is 25th October, 5:00pm (New York time).

6.2 The GC/FD’s offer shall be valid for a period of one (1) year commencing from the

closing date of this RFP.

6.3 Any proposal received after the closing date and time of this RFP shall automatically

be disqualified from further evaluation. Proof of posting and/or submission by other

means shall not be accepted as proof of receipt by BNM.

7.0 AWARD OF APPOINTMENT

7.1 BNM reserves the right to award the appointment in whole or in parts to any GC/FD

unless the GC/FD explicitly stipulates to the contrary in writing.

7.2 BNM reserves the right to not proceed with any part of the appointment.

7.3 The successful GC/FD shall enter into an agreement (refer to Appendix D for the

Draft Agreement) with BNM within a period mutually agreed by the parties after

notification in writing by BNM. The agreement shall include the RFP submission

made by the successful GC/FD. The provision relating to liability is non-negotiable

and must be accepted by the successful GC/FD. No payment will be made to the

GC/FD until the agreement is executed by BNM and the GC/FD.

8.0 ENQUIRIES

8.1 The GC/FD is required to comply with all terms, conditions and requirements of this

RFP and encouraged to seek the necessary clarifications to better understand BNM’s

vision for the New York Representative Office before submitting the proposal.

8.2 Any queries should be written and sent via email to nyrotenderbox@bnm.gov.my

between 19th and 24th October 2017, 5:00pm (New York time).

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PART II – PROJECT OVERVIEW AND OBJECTIVES

9.0 PROJECT OVERVIEW AND THEMES

9.1 The purpose of the project is to refurbish the BNM New York Representative Office

located at 900 Third Avenue, New York. The aim is to modernize it to be of at least

similar standard to BNM headquarters in Kuala Lumpur, to optimize the space

utilization and to promote a conducive working environment. The refurbishment

project is envisaged to improve staff performance, productivity and well-being by

providing a comfortable and better working environment from the perspective of

health, technology and efficiency.

9.2 CONCEPTS/THEMES: The design concept of the office will be based on BNM’s

corporate identity and heritage, the investment role of the New York Representative

Office, and New York location. The design concept, hence, should be focused on

getting a good mixture of contemporary furniture within a conservative office setting,

to bridge the gap closer between BNM’s and other financial institution’s offices within

the same vicinity.

10.0 OBJECTIVES OF THE PROJECT

The primary objectives of this project are as follows:

10.1 To raise the standard: Most of the furniture in the office have exceeded their

economic useful life, while fixtures and fittings are showing visible signs of wear--out

(pictures of the current office are attached in Appendix G). The refurbishment aims to

modernize the office to be of at least similar standard to the Bank's headquarters and

other local peers in New York, as well as extending its economic life further. The

newly-refurbished office will also better reflect the Bank’s reputable image and

stature, which will help preserve the Bank’s reputation overseas.

10.2 To improve the working environment: The current workstation layout does not

optimize space utilization due to the bulky desk setup, which compromises

convenience and restricts flexibility. In addition, the setup was built in such a way that

cleanliness and tidiness are difficult to maintain, while wires and cables arrangement

is inefficient. The non-ergonomic nature of the workstation is also detrimental to the

staff’s long-term health. Improvement in these aspects will certainly promote a

healthier and more conducive working environment, which will eventually contribute

towards greater staff productivity.

11.0 PROJECT REQUIREMENTS

The following are essential elements to be considered in proposing a suitable design and the

right furniture for the office.

11.1 Business Requirements

11.1.1 The refurbishment will be focused on upgrading the (but not limited to):

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i) Dealing room;

ii) Chief Representative’s room;

iii) Conference room;

iv) Administrative staff office;

v) Pantry; and

vi) Reception area.

11.2 Key Area Requirements

Overall ConceptTheme Primary: Modern contemporary furniture

within a conservative setting (neutral colour wallpaper and carpet).

Secondary: Sophisticated trading room.

To infuse a more modern touch to the overall office, while maintaining current wallpaper, carpet, lighting and flooring in the office.

To install a modern-style trading desk, readily complemented with the latest technology.

Key Requirements

Area Refurbishment Plan RationaleDealing room 1. To replace the dealer’s desk with an

ergonomic height-adjustable working desk, which can comfortably accommodate up to FOUR dealers:i. The dimension of the desk should

be spacious enough to provide ample working space and to nicely accommodate two sets of computers for each dealer (two monitors, two CPUs and two keyboard).

ii. The choice of colour for the desktop to be in off-white/cream base.

iii. The desk separator can either be glass or laminate.

iv. The desk should be readily equipped with dynamic cabling, where cables and wires can be discreetly concealed.

v. The desk configuration setting should be in line with minimalist design to enable extended legroom and toe clearance.

vi. Each dealer to be supplemented with personal portable drawer beneath the desk.

vii. Each dealer to be supplemented with desktop port for easier access to power and connectivity (USB,

1. The dealer’s desk is outdated and bulky, inefficiently occupying space.

2. The CPU for the computers are currently positioned on the desktop, taking up a significant portion of dealer’s workstation.

3. The cables and wires beneath the desk are not efficiently organized due to the old-fashioned design of the current dealer’s desk.

4. The current file rack looks outdated and is running out of space, justifying the need for a new one.

5. The credenza is old and has broken parts.

6. The carpet in the dealer’s room needs to be replaced due to its non-matching colour and poor condition.

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audio port, etc.).2. To purchase FOUR new dealers’ chairs

which come with sturdy pivoting backrest and fixed/adjustable arms. The chairs can either be upholstered with dark-coloured leather or fabric.

3. To purchase new credenza/table, wide enough to accommodate the IT equipment on top (printing machines, Wi-Fi router, etc.). A credenza/table that comes with many drawers/storage space is preferred so that documents, files, cables, IT accessories, etc. can be well kept in it.

4. To purchase new file rack to store files/documents (dimension will determine the quantity required).

5. To replace the old carpet, so that the new carpet colour will match the rest of the office.

6. To refurnish the door and repair worn-out fixtures and fittings (hinges, door handle, lock, etc.) if necessary.

Chief Representative room

1. To upgrade the workstation to an elegant classical wooden desk setup which comes complete with:i. Solid wooden desk, large enough to

accommodate two sets of computers (two large PC monitors for one set, and one smaller PC monitor for the other set);

ii. A new executive chair with premium black/dark leather upholstery; and

iii. TWO wooden-based office guest chairs.

2. To install new bigger office cabinet (U-shaped or L-shaped) to store files and documents, as well as personal belongings.

3. To purchase a new sofa set for the office guests (medium size, for two people).

4. To improve the arrangement of furniture to optimise space usage.

5. To refurnish the door and repair worn-out fixtures and fittings (hinges, door handle, lock, etc.), if necessary.

1. The overall setup of the Chief Representative’s workstation is outdated and lacks the appropriate standard, compared to the Bank’s headquarters.

2. More storage space is needed to store important files and documents, and keep the desktop tidy at all times.

Conference room

1. To replace with a new solid metal-framed table, which can accommodate up to EIGHT people at a time. A glass table top is preferred.

2. To complement the table with mesh/fabric/leather-finish reclining conference chairs, with metal armrest.

1. Conference table and chairs are very old and outdated.

2. Credenza inside the conference room is worn-out due to its old age.

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3. To purchase new credenza.4. To refurnish the door and repair worn-out

fixtures and fittings (hinges, door handle, lock, etc.), if necessary.

Administrative staff office

1. To replace the workstation with a more contemporary desk and reclining chair option. The desk should provide more working space for the staff and should come with more drawers/storage space to store documents.

2. To refurnish the door and repair worn-out fixtures and fittings (hinges, door handle, lock, etc.), if necessary.

1. Desk and chairs are outdated.

2. More drawers are needed to store relevant documents and files, and keep the desktop tidy at all times.

Pantry 1. To purchase new bigger dining table and chairs to accommodate up to SIX people at a time.

2. To restore the tiles on the floor, or change the tiles, if necessary.

3. To refurnish the door and repair worn-out fixtures and fittings (hinges, door handle, lock, as well as the kitchen cabinet), if necessary.

1. The current dining table is small and very outdated.

2. Flooring needs to be at least professionally polished to restore its look.

Reception area

1. To replace two sets of reception desk and chair with a more contemporary option.

2. To purchase a new credenza.3. To restore the texture of old wooden

furniture in the reception area, if necessary.

4. To replace the old electrical switches, if necessary.

5. To replace entrance door locks, if necessary.

6. To repair broken/worn-out furniture, fixtures and fittings (hinges, door handle, lock, etc.), if necessary.

1. The overall furniture in the reception area has shown visible signs of aging.

2. Electrical switches are very old. Safety can be improved by replacing the old switches.

3. Entrance door lock may be upgraded for enhanced security.

11.2.1 The above key area requirements are only reflective of the Bank's current

critical space requirements and may subject to future expansion. The GC/FD

is required to lead-manage the team to help identify and select

deliverables/products which satisfy the concept and space requirements,

taking into consideration all statutory requirements, building services,

security and additional operational requirements.

11.2.2 The estimated cost for the project shall include the cost for the deliverables

(furniture, fixtures, finishes etc), installation, removal/disposal, other services

(insurance, statutory approvals etc.), operational equipment, security

requirements and taxes.

11.3 Statutory Requirements

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All licensing and statutory requirements specified by the following authorities must be

complied with:

11.3.1 Security

– Restricted area requirements

– Security areas, security plans and back-ups

11.3.2 Fire and Safety – Fire-fighting and emergency evacuation plan

– Machineries and equipment requirements

11.3.3 Local Authorities – Planning Approval

– Building Submission and Approval

– Approval for Operation

– Occupational, Safety and Health

The above statutory requirements are not exhaustive. The GC/FD is required to

check other requirements and the latest changes to the requirements to ensure the

project complies with all relevant statutory requirements.

PART III – SCOPE OF SERVICES

12.0 ROLES AND RESPONSIBILITIES OF VENDORThe GC/FD is required to provide total project management services for the implementation

and timely completion of the project. The requirements consist of planning, monitoring and

controlling all aspects of the project implementation from inception, completion and migration

as outlined in Sections 12.1, 12.2 and 12.3 below in order to meet the requirements specified

by BNM in term of the specified duration, required quality and allowable cost.

In carrying out its roles and responsibilities as the client’s representative, the GC/FD is

always expected to act in the best interest of BNM. In doing so, the GC/FD is to ensure that it

is always professional and impartial in its recommendations to BNM with regards to the

planning, procurement and installation, despite its interest in potential suppliers and vendors.

The GC/FD is therefore required to declare to BNM its interest in any potential supplier or

vendor of the GC/FD and the project more generally.

12.1 PRE-INSTALLATION PHASE12.1.1 Project Master Plan

Prepare a comprehensive Master Plan to make sure that BNM’s needs for

the project are fully understood and properly communicated, taking into

account BNM’s business and operation requirements with regard to:

i. space functions and requirements;

ii. security and safety requirements;

iii. cost, time and quality targets; and

iv. financial objectives.

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The Master Plan should set out the summary of products (furniture) to be

delivered, services (related works) to be rendered, overall project timeline

and key milestones. Review the Master Plan and recommend a better

alternative to BNM, whenever necessary, with respect to design suitability,

installation feasibility and procurement within the cost and time parameters.

Please ensure that BNM’s needs and requirements are well translated and

interfaced into project related documents.

12.1.2 Procurement StrategyAdvise and recommend to BNM the most suitable procurement strategy for

the project in accordance to BNM’s internal procurement policies, including

phasing and sequencing, logistics, security and safety. Consider specific

project conditions such as timeline, costing feasibility, lead time deliveries

and building requirements. The overall procurement strategy and project

execution should strive to cause minimal disruption to BNM’s function and

operation.

12.1.3 Project Cost PlanPrepare a detailed project cost plan based on BNM’s finalized requirements

and specifications, which should not exceed the allocated budget. Not only

the cost plan should be inclusive of the costs of furniture and other materials,

labor charges, disposal costs and taxes, but also a contingency allowance for

any unforeseen complication which may occur during the process. The cost

plan should also reflect potential project cost savings or overruns, together

with its respective rationale.

12.1.4 Contract DocumentationDetermine scope of contracted elements (if any), and prepare terms of

contract for issuance by BNM.

12.1.5 Liaison with AuthoritiesLead and manage liaisons with relevant government authorities, building

management, statutory and utility agencies for relevant project requirements

and approvals.

12.1.6 Schedule ManagementEstablish schedule reporting formats, manage and report to BNM on the

progress of the project against the established Master Plan. Develop detailed

schedules, if necessary, for easy monitoring purposes.

12.1.7 Project Organization Structure

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Prepare project organization structure and recommend the individual roles

and responsibilities of each personnel involved with the project. Please make

sure that all required personnel are appropriately appointed (including

services from necessary third parties) before project delivery to avoid any

disruption and complication during installation phase.

12.1.8 Pre-Installation Duties Ensure that all necessary approvals, notifications and documentations are

being taken care of prior to project delivery and execution.

12.1.9 Risk Management Implement risk management best practices to identify and monitor project

risk. Propose and implement mitigation strategies for the identified risks to

ensure project is completed within budget, time and quality.

12.1 INSTALLATION PHASE 12.2.1 Design Detail

Ensure the design and specifications of furniture delivered are in accordance

to and compliance with the Master Plan.

12.2.2 Monitoring of Installation ProgressClosely monitor the progress and performance of all project execution and

delivery. Review and enforce the installation progress against the Master

Plan, highlight installation issues and advise on potential solutions and

mitigations.

12.2.3 Key PersonnelMonitor and ensure all personnel involved with the project execution are

within the name list of personnel submitted to BNM. If there is any change to

the list, inform to and get approval from BNM prior to execution.

12.2.4 MigrationManage and recommend migration strategy, if necessary, taking into

consideration the timeline and logistics. Ensure minimal disruption to BNM’s

function and operation during the installation phase.

12.2.5 Project ReportingPrepare necessary report to BNM for escalation to the Management which

include the progress photographs, status of design, permits or licenses,

agreements and negotiations with third parties, performances of the team,

schedule report, cost and financial report, problem areas and

recommendations for action.

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12.2.6 Performance MeasurementReport on the progress of the project, with details of works performed and

progress achieved, in relation to physical progress and financial status.

Review compliance and assess performance of all parties involved with the

Project and recommend appropriate actions.

12.2.7 Cost ManagementAct as the BNM’s custodian of the project budget. Monitor and enforce the

project budget throughout the project phases. Provide BNM with information

and justification on the financial status of the project, actual cost against cost

plan, impact of change order and forecast anticipated cost needed to

complete the project.

12.2.8 Quality Management

Prepare the quality control guidelines for compliance. Validate the quality

control procedures prepared and ensure enforcement is carried out.

12.2.9 Site Safety and SecurityEnsure compliance to building’s safety and environmental cleanliness

requirements, and enforce strict adherence. Review GC/FD’s security plan

and ensure compliance to BNM’s internal security requirements.

12.3 COMPLETION PHASE

12.3.1 Warranty and After-Sales Service Provide in writing to BNM any warranty and after-sales service entitled on all

furniture supplied and installed.

12.3.2 Cooling-off PeriodAllow a considerable cooling-off period for BNM in case of unsatisfactory

quality of deliverables and installation works performed.

12.3.3 Disposal and Waste ManagementEnsure that old furniture and material are properly disposed of in compliance

with BNM’s and building’s disposal policy. Ensure that all waste related to

installation and refurbishment works are appropriately managed.

13.0 VALUE ADDED RECOMMENDATIONS (OPTIONAL)

13.1 Value Added Recommendations are the products/deliverables that are not stated in

the client’s requirements and GC/FD scope of services, but GC/FD considers

beneficial to the overall project.

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13.2 The recommendations may include, but not limited to, additional furniture suggestion,

better alternative furniture arrangement, improved space utilization, and anything

which may enhance the overall refurbishment project delivery and result.

13.3 Constructive Value Added Recommendations may be given extra credits in the

proposal assessment and appraisal.

PART IV - FORMAT OF PROPOSALThe following specifies the mandatory format of the proposal for requirements stated in Part II and

shall be submitted in the following order:

14.0 Part A: DETAILED PROPOSAL

14.1 Undertaking of Confidentiality - Refer to Appendix C

14.2 Executive Summary of the Proposal

14.3 Project Implementation Strategy and Schedule

14.3.1 Provide clear description of project implementation strategy and workflow

plan based on the scope of services and GC/FD’s previous experience in

undertaking project of similar complexity, which shall include, but not limited

to the following:

- The approach in meeting deadlines.

- Collaboration with the BNM project team to obtain opinion and make

decision.

14.3.2 Provide a proposed project timeline schedule.

14.4 Company Profile Information

The GC/FD is required to submit the following:

14.4.1 Company profile with information on its main business activities and

ownership.

14.4.2 Information on past and current projects with greater emphasis given on

projects of similar nature and individual refurbishment project with total cost

of more than USD100,000, and the delivery approach undertaken for the

projects implementation.

14.4.3 Audited financial reports for the past 3 years.

14.4.4 Relevant certificate of registration.

14.4.5 Cash flow projection of the company until 31 December 2017.

14.4.6 Information, if any, with description of pending or past legal proceedings, or

legal proceedings known to be contemplated, that (a) relate to business

activities and (b) to which the company or any affiliates, former affiliates or

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any of their principals or former principals is a party or to which any of their

property is the subject. Include in such description the name of the court or

agency in which the proceedings are pending, the date instituted, and the

principal parties thereto, a description of the factual basis alleged to underlie

the proceeding and the relief sought. Likewise, describe any judgment, order

or determination of any court or governmental authority to which the

company or any affiliate or any of their principals or former principals is

subject – refer to Appendix B.

14.5 The Project Implementation Team

14.5.1 Provide the proposed organizational structure for the project and list of the

project team member including their experience, qualification and authority of

the project personnel.

14.5.2 Propose the optimum number of personnel and name the designated key

personnel, including the third party hired, who will manage the project.

14.5.3 Provide detailed information for each individual personnel whom will

participate in the project with relevant particulars including proof of

employment, current job designation, work permit/license (if any), working

experience and their roles and responsibilities in this project.

14.5.4 GC/FD is required to provide number and references of completed projects

of similar nature undertaken by the assigned project team leader. The

information shall include the nature of the project, project cost, project

duration (start date, planned and actual completion date) and his/her roles in

the projects.

14.5.5 All GC/FD’s proposed designated personnel may be subject to security

vetting and clearance by BNM. The proposed key personnel of GC/FD may

be subject to both security and financial vetting to guard against potential

leak and disclosure of sensitive information.

14.5.6 Please provide a list of completed projects in the past 5 years with respective

completion dates. Highlight the experience and expertise that can distinguish

GC/FD from other companies in undertaking the project.

14.5.7 Provide detailed information of at least three (3) customers (for references)

whom would readily accept calls from BNM for validation purpose, if deemed

necessary, to gauge the GC/FD's capability and support.

14.5.8 Describe your company’s policy and contingency plan to ensure that the

project will not be affected by a sudden change in key personnel, should

anyone resign or be transferred during the period of the project.

14.5.9 GC/FD shall obtain BNM’s prior approval on any changes to its personnel

assigned to the project. GC/FD must ensure that the replacement have the

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equivalent or better knowledge and experience compared to the

predecessor, failing which, BNM reserves the right to reject the replacement

and request for another replacement.

14.5.10 Provide a closing summary review of your commitment and any tangible or

intangible features which your firm will offer to this project.

14.5.11 The detailed information required on project implementation team’s capability

and company’s experience may be summarized in the format as shown in

Appendix E. Please ensure that all necessary information, as required

above, are fully disclosed.

14.6 Critical Success Factors

14.6.1 Specify the critical success factors for the project based on GC/FD’s

expertise, previous project experience and the nature of the project.

14.6.2 Identify the possible risk that would affect the success of the project.

14.6.3 Propose risk management methodology to identify new risks, propose risk

mitigation measures and monitor the implementation of the mitigation

measures to ensure success of the project.

14.7 Proposal and Recommendation

14.7.1 Please provide your proposal, preferably with sample of deliverables images/sketches/plan/layout, based on the requirements stated in Section 11.0 and 12.0, separate from the proposal for Section 15.0 – Estimated Project Cost.

14.7.2 Value Added Recommendations.

- Refer to Appendix F.

15.0 Part B: ESTIMATED PROJECT COSTS

15.1. Total Refurbishment Cost

15.1.1 The estimated total refurbishment cost shall be a pre-determined amount (in

USD) for the entire project including but not limited to all deliverables,

installation charges, disposal costs, other related services and taxes.

15.1.2 GC/FD must provide a clear and detailed breakdown of the TOTAL cost

incurred for EACH deliverable in ALL key areas (refer to Appendix H for

sample of estimated total refurbishment costs).

15.1.3 The total refurbishment cost shall include the costs of products and services

from third parties hired or partnered for the project.

15.1.4 The calculation of costs shall be all inclusive on project basis, and shall not be time based.

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15.1.5 All installation and refurbishment works are assumed to be carried out on

regular working hours on weekdays, hence labor costs quoted shall reflect

that assumption. BNM fully understands that there may be surcharge

imposed on top of the estimated total costs in the event of deviation from this

default arrangement.

15.1.6 The GC/FD is required to include ALL other related costs including but not

limited to site preparation, documentation, and transportation with regard to

the successful achievement of the required deliverables.

15.1.7 The proposed cost shall include ALL communication costs such as postage,

couriers, facsimile, telephone charges, and other utilities charges.

15.1.8 The project costs shall include ALL necessary visits (including site visits) for

project attendance such as presentations, showroom visits, meetings with

the stakeholders, meetings with BNM, when required.

15.1.9 State, if any, items which are not included in the project costs and provide

the costs for these items.

15.1.10 Cost for optional items/services (labeled as “if necessary” in Section 11.0 -

Project Requirement) must be itemized individually and summed into total

cost for optional items, separate from the total refurbishment cost.

15.1.11 Any cost associated to Value Added Recommendations must be excluded from the total refurbishment cost, and stated in the Value Added

Recommendations section (refer to Appendix F).

15.1.12 All prices MUST be quoted in USD including government taxes.

15.2 Payment Schedule

15.2.1 Propose a preferred payment schedule, which may be subject to the

completion progress of the project in the following format:

Phase Completion Progress % Costs Cumulative % Costs

Pre-Installation Phase

Deposit 10% 10%

Pre-installation work 10% 20%

Installation Phase

Progress 1 30% 50%

Progress 2 30% 80%

Completion Phase Final payment 20% 100%

15.2.2 The proposed payment schedule will be taken into consideration in the

evaluation of the RFP submission.

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15.2.3 The final payment shall only be payable by BNM after the completion of the

project, provided that all deliverables are delivered satisfactorily according to

pre-agreed requirements and specifications.

15.2.4 BNM only affects payment via check or electronic means. Hence, the

successful GC/FD is required to provide the details of its bank account to

BNM for incorporation into the draft agreement to be executed with BNM.

15.2.5 No payment shall be payable to the successful GC/FD until the agreement is

executed by the parties. All payments for satisfactorily completed

deliverables will be made within thirty (30) days of receipt of invoice.

15.3 Payment Structure

15.3.1 The payment structure adopted for the proposal should preferably be in

accordance with Section 15.2. Any deviation from Section 15.2 will affect the

evaluation of the RFP submission.

15.4 Intellectual Property Rights

The intellectual property rights of the services under the project developed or

established by the successful GC/FD under the Agreement shall vest with BNM. The

GC/FD shall defend at its own costs and indemnify BNM against any claim by third

parties for infringement of any intellectual property rights.

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*** the remainder of the page is intentionally left blank***

APPENDICES

Appendix A : Checklist for Submission

Appendix B : Litigation Declaration

Appendix C : Undertaking of Confidentiality

Appendix D : Draft Agreement

Appendix E : Company’s Information and Experience

Appendix F : Value Added Recommendations

Appendix G : Pictures of the Current Office

Appendix H : Total Costs of Refurbishment Project

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APPENDIX A

CHECKLIST OF SUBMISSION FOR BANK NEGARA MALAYSIA

Items Reference Yes No Remarks

Proposal Requirement

Part A – Detailed Proposal

a) Undertaking of confidentiality (Appendix C)

b) Executive Summary of the Proposal

c) Project Implementation Approach and Schedule

d) Company Profile Information- all items specified in Section 14.4- completed Appendix E (or equivalent format)

e) The Project Implementation Team (as specified in

section 14.5)

- completed Appendix E (or equivalent format)- closing summary of commitment

f) Critical Success Factors

g) Proposal and Deliverables

- Proposal- Value Added Recommendations

Part B – Estimated Project Costs

h) Total Refurbishment Cost (Appendix H)

i) Payment Schedule

Signature : ………………………………………………………………………………………..Name : ………………………………………………………………………………………..Designation : ………………………………………………………………………………………..Company Stamp : ………………………………………………………………………………………..Date : ………………………………………………………………………………………..

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APPENDIX B

LITIGATION DECLARATION

No. Item Yes No

1. Any indictments, convictions, censures, fines or ongoing investigations by any government entity or agency against the Company or its parent companies and/or subsidiaries (in any part of the world) and any other business or businesses owned in whole or in part by, or held in common with, the Company (such entities referred to hereinafter as "Affiliates") or any of their Principals or any of their former Principals.

If YES, please specify:………………………………………………………………………………………………….....................................................................................................…………………………………………………………………………………………………………………………………………………………………………………..…………………………………………………………………………………………………………………………………………………………………………………..

2. Any pending or past legal proceedings, or legal proceedings known to be contemplated, that(i) relate to business activities; and(ii) to which the Company or any Affiliates, former Affiliates or any of their

Principals or former Principals is a party to or to which any of their property is the subject of.

If YES, please describe briefly.Include in such description the name of the court or agency in which the proceedings are pending, the date instituted, and the principal parties thereto, a description of the factual basis alleged to underlie the proceeding and the relief sought. Likewise, describe any judgment, order or determination of any court or governmental authority to which the Company or any Affiliate or any of their Principals or former Principals is subject of.

……………………………………………………………………………………….……………………………………………………………………………………….……………………………………………………………………………………….……………………………………………………………………………………….……………………………………………………………………………………….……………………………………………………………………………………….

Director/Managing Director Company’s Secretary

Signature : ________________ Signature : __________________

Name : ________________ Name : __________________

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APPENDIX C

UNDERTAKING OF CONFIDENTIALITY (on the GC/FD’s official letterhead)

Date: ………………………………………….

Chief Representative,Bank Negara MalaysiaNew York Representative OfficeSuite 1804, 18th Floor900 Third AvenueNew YorkNY 10022United States of America

Refurbishment Project at Bank Negara Malaysia New York Representative Office

Undertaking of Confidentiality

Within the context of the Refurbishment Project at Bank Negara Malaysia New York

Representative Office, ________________________ (Company Name) HEREBY

UNDERTAKES not to give, divulge or reveal any information, data, drawings, specification

or documentation whatsoever relating to the business and affairs of Bank Negara Malaysia

to any third parties AND HEREBY COVENANTS to take all necessary action to ensure that

this undertaking shall be binding upon all its employees, agents and persons acting on its

behalf pursuant to the said Project.

Signed : ________________ Signed : __________________

Name : ________________ Name : __________________

Designation : ________________ Designation : __________________

FOR AND ON BEHALF OF

________________________________

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The following/attached is a list of employees, agents or persons who will be involved in the

project and authorized to act on behalf of ____________________________(Company

Name) and who shall abide by the above:

Name Photo ID No.1 Designation Signature

...............................................

.

........................... ........................... .........................

...............................................

.

........................... ........................... .........................

...............................................

.

........................... ........................... .........................

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.

........................... ........................... .........................

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.

........................... ........................... .........................

...............................................

.

........................... ........................... .........................

...............................................

.

........................... ........................... .........................

...............................................

.

........................... ........................... .........................

...............................................

.

........................... ........................... .........................

...............................................

.

........................... ........................... .........................

1 Please include the photocopy of ID as proof.

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...............................................

.

........................... ........................... .........................

APPENDIX D

DRAFT AGREEMENT

The draft Services Agreement will include appendices for the Payment Schedule, Organizational

Structure and the RFP Submission.

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APPENDIX E

COMPANY’S INFORMATION AND EXPERIENCE (Item 1 to 6)

I. Details of the companyNameAddressYear of establishmentNo. of years managing commercial projectsKey strength

II. Details of personnel involved in the projectName and designation of the personnel2

No. of years working with the company and in the industryQualification (education, professional membership, etc.)Work license/permit number (if any)Email and phone number of key project leader

III. Strategy to achieve cost saving, high-quality deliverables, excellent workmanship, risk mitigation and timely delivery of the project. Supporting evidence from previous experiences is highly appreciated. i. Cost saving e.g. leverage on the

Company's comprehensive database/contact on cost structure for commercial fit out.

ii. High-quality deliverables and workmanshipiii. Risk mitigationiv. Timeliness of deliveryOther relevant strategies to meet project objectives

2 Please list all the personnel in charge for managing the refurbishment project on behalf of the Bank. The Bank has the right to terminate the appointment of the company if the personnel is not the same person specified in the RFP.

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(if any).

IV. Scope of work/deliverables – please specify and elaborate how each task will be undertaken.i. Pre-installation phaseii. Installation phaseiii. Completion phasePlease provide other relevant tasks/deliverables apart from the above for the purpose of this project (if any).

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V. Track record of managing commercial fit outNumber of office refurbishment projects managed in the past 5 yearsNumber of similar/equivalent projects managed (trading room related)A minimum of three examples of the most successful projects managed in the past 5 years. Please elaborate the project scale, cost saving, complexities, value added etc.

VI. Clientele and referencesList of top clientsThree references, providing the following details for each:i. Name of the companyii. Name of the contact personiii. Contact details (including phone number)

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APPENDIX F

VALUE ADDED RECOMMENDATIONS (if relevant)

Recommendations (with associated cost, if any): ………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

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Rationale:

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Concerns:

………………………………………………………………………………………………………………………

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- provide separate attachments where necessary –

APPENDIX G

State of BNM New York Representative Office at 900 Third Avenue, New York

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APPENDIX H

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ESTIMATED TOTAL COSTS FOR REFURBISHMENT PROJECT AT BANK NEGARA MALAYSIA NEW YORK REPRESENTATIVE OFFICE

Name of Company: ……………………………………………………………………………………………

Area Scope of Work & Deliverable Unit Cost Quantity AmountTrading room Trading desk

(Specification, etc.) Taxes

Dealer’s chairs (Specifications, etc.) Taxes

Carpet

…………….

Labour charges (installation, fixing etc.)

Chief Representative room

Executive desk (Specification, warranty, etc.) Taxes

…………….

…………….

Labour charges (installation, fixing etc.)

Conference room …………….

Administrative staff office …………….

Pantry……………..

Reception area……………...

Grand Total Amount

Signature : ………………………………………………………………………………………..Name : ………………………………………………………………………………………..Designation : ………………………………………………………………………………………..

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