Fanmilk new warehouses in Tema, Ghana

Tender Site Preparation & Landfill

Instructions to Tenderers

Fan Milk Limited

15 October 2015
Final

A company of Royal HaskoningDHV

George Hintzenweg 85
Postbus 8520
Rotterdam 3009 AM
The Netherlands
+31 10 443 36 66

Telephone
Fax

info@rotterdam.royalhaskoning.com
www.royalhaskoningdhv.com
Amersfoort 56515154

Document title

Fanmilk new warehouses Tema, Ghana

Tender Site Preparation & Landfill
Instructions to Tenderers

Document short title

Status
Date
Project name
Project number
Client

Instructions to Tenderers
Final
15 October 2015
Fanmilk new warehouses Tema, Ghana
BD9251
Fan Milk Limited

Reference

Drafted by

Stijn Vissers

Checked by

Gaylord Dogbe

Date/initials check

Approved by
Date/initials approval

E-mail
Internet
CoC

Contents
1

GENERAL

DOCUMENTS ISSUED

TENDER TIME SCHEDULE

SUBMISSION OF TENDERS

DOCUMENTS TO BE RETURNED

ERRORS IN TENDER

CONTRACT SCOPE

TENDER COST AND TENDER BOND

CONDITIONS OF CONTRACT

10

LINKED BAR CHART, CRITICAL PATH NETWORK, RESOURCE SCHEDULE

11

ALTERNATIVE TENDERS / MATERIALS / DESIGNS / CONSTRUCTION

12

DRAWINGS AND INFORMATION - COMPLIANCE

13

VISIT TO SITE

14

APPENDICES

10

15

LICENSED CONTRACTOR

10

16

BID, BID SUMS AND CURRENCY.

10

17

NO OBLIGATION

10

18

SUBCONTRACTS AND SPECIALIST CONTRACTS

10

19

PROJECT APPROACH

10

20

QUALITY CONTROL

11

21

INSURANCES

11

22

CONTRACTOR SITE OFFICE

11

23

PERMIT TO ENTER THE SITE

12

24

ELECTRICITY, GAS AND WATER SUPPLIES

12
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25

PERMANENT SURVEILLANCE

12

26

ASSISTANCE EMPLOYERS STAFF

12

27

OVERTIME

12

28

SITE FACILITY FOR CONSULTANT AND CLIENT

13

29

TENDER QUESTIONS RELATED TO HSE

13

30

EXCEPTIONS AND CLARIFICATIONS

14

31

TENDER CHECKLIST FOR SUBMISSION

16

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Instructions to Tender 15 October 2015
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GENERAL

1.1. The information contained in this document is for the instruction and guidance of the Tenderers and
forms part of the Tender Documents for the Fanmilk new warehouses Tema, Ghana - project.
Tenderers must comply with all the Instructions to Tenderers.
1.2. The Tenderer / Contractor is strongly encouraged to submit a one and best proposal in response
to this Inquiry. Business may be awarded without further discussion, so bids should be complete in
all respects. The bids from all vendors will be compared with the best overall value. The Client
reserves the right to accept other than the lowest Proposal and to accept or reject any Proposal or
portion of a Proposal, or to reject all Proposals without notice or reasons. If no Proposal is
accepted, the Client has the right to abandon the Work or to have the Work performed in such other
manner as the Client may elect.

2
2.1.

DOCUMENTS ISSUED
The Tender Documents issued consist of:
1. Invitation to Tender
2. Instructions to Tenderers
3. Form of Tender
4. Construction Agreement (FIDIC red book)
5. Appendices, including, but not limited to:
-Appendix to contract conditions
-HSE requirements
-Soil Investigation
6. Drawings
7. Technical Specifications
8. Bill of quantity
9. Declaration of Compliance

TENDER TIME SCHEDULE

RFQ documents to contractors
Submission of bid by contractors
Tender Opening
Clarification meeting
Submission of revised tender
Review by consultant and owner
Final clarification meeting with contractors
Final Negotiation
Contract award (intention)

4
4.1.

21 October
5 November
6 November
6 - 10 November
12 November
12 November onward
19 November
20 November
23 November

SUBMISSION OF TENDERS
The time and date for return of tenders is before 5.00pm (west African Time) on 5th of
November 2015.

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4.2.

Tenderers are to deliver, in a sealed envelope, two sets of Hard copies + one CD of the
complete Tender Documents + one digital copy by e-mail. The first set shall be the single
bound original copy as issued at the invitation to tender, all forms properly completed, signed
and stamped. The second set shall be photocopies of all pages as contained in the first set.
The envelope shall be prominently marked as following:
CONFIDENTIAL
Tender site preparation & landfill works for the Fanmilk new warehouses project Tema,
Ghana.
and shall be addressed to :
Royal HaskoningDHV Ghana
Attn.: Joyce Hayfron & Stijn Vissers
46, Labadi Road
Near Osu police station
Labadi
Osu, Accra, Ghana

PO Box CT4177
Accra, Ghana
And e-mail to stijn.vissers@rhdhv.com
4.3

5
5.1.

It is of utmost importance that the submission is complete. See therefor checklist at the end of
this document.

DOCUMENTS TO BE RETURNED
The tender is to consist of:
-

Two sets of hard copies + one CD with softcopy of the tender documents as issued with
the Invitation to Tender. One softcopy also needs to be e-mailed to above address.

The Appendices are to be completed as required, as well as a linked bar chart provided
together with intended scheduling of manpower, major plant and equipment. See also
Checklist at the end of this document.

Included within this document are to be all addenda pages, reissued/corrected pages
and letters of clarifications etc. issued to Tenderers between the original Invitation to
tender and the Tender submission date.

Other documents which Tenderers believe may be relevant to their tender and complete
details of the materials proposed by him with any applicable calculations.

5.2.

Any Tender delivered after the stipulated time, from whatever cause arising, may not be
accepted.

5.3.

Tenders submitted by fax will not be accepted.

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5.4.

All Tender Documents for this Contract are to be in the English Language.

5.5.

The Tender shall be submitted on the Form of Tender and the information called for shall be
inserted in the spaces provided. The full name and address of the Tenderer shall be stated.

5.6.

The Tender shall be duly authenticated by an Executive (Managing) Director of the Tenderer
or a person authorized by an Executive (Managing) Director of the Tenderer, and shall be
witnessed by a Supervisory Director (Commissioner) of the Tenderer.

5.7.

All information submitted by a Tenderer shall be regarded as confidential and shall not be
disclosed to a third party, except with the prior agreement of the Tenderer and the Employer.

5.8.

If the Employer decided to extend the closing time for tenders, he will promptly notify all
persons to whom he has issued documents for the purposes of tendering.

5.9.

The Employer shall give to the most suitable Tenderer notice in writing of his acceptance of
the Tender by identifying all essential details of the Tender accepted. Such notice shall be
handed to the successful Tenderer or posted to him to the address furnished by him with his
Tender, with appropriate postage prepaid. The Date of Acceptance shall be as defined in the
Conditions of Contract.

ERRORS IN TENDER

6.1.

The Tender Sum shall not be corrected for any arithmetical and other errors resulting in a
change to the Tender Sum submitted.

CONTRACT SCOPE

7.1.

The Scope of the Works that shall be executed by the Contractor include, but is not limited to:

7.2

8
8.1.

The site preparation works and landfill works comprising of:

Site preparation works and clearing top soil
Landfill works including compaction etc.
Road networks, gutters etc.
Demolition works
As mentioned in the interview and invitation to bid letter, the scope of this work is only for
phase 1. However the client intends to proceed with the masterplan. Also the tender package
for main civil (ACS), steel structure PEB and MEP works for phase 1 will follow after this site
preparation & landfill tender.

TENDER COST AND TENDER BOND

Not applicable.

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CONDITIONS OF CONTRACT

9.1.

The Tenderer's attention is drawn to Terms & Conditions. The Tenderer who accept the
Terms & Conditions without exceptions will be looked upon favorably compared to Tenderer
who have exceptions. The Tenderer is expected and encouraged to accept the Terms &
Conditions without modification or exception. Please therefore explicitly state your acceptance
of the Contract Terms & Conditions referred to in this inquiry, or list each specific exception. In
the event your proposal includes any exceptions to the Contract Terms & Conditions, please
include a separate description of each exception, associated cost adders or savings, and
suggestions for additional contract language, as a part of your proposal. The impact of such
exceptions will be assessed as part of Clients determination of best value.

10 LINKED BAR CHART, CRITICAL PATH NETWORK, RESOURCE SCHEDULE

10.1.

The Tenderer is to provide a linked bar chart to illustrate how he intends to program the
Contract Works to comply with the period for completion stated in the Form of Tender. The
Tenderer's must also clearly indicate:
- Mobilization time
- Time for material approvals and shop drawings
- Intermediate milestones for site preparation and landfill
- Completion date

10.2

The Tenderer should include the following Project Milestones

1
2
3

Start mobilization / construction

Part ready for main civil contractor to start foundations
Project handover all site preparation and landfill works done for phase 1

7-Dec-15
4-Jan-16
27-Jan-16

10.3.

The Tenderer shall provide all necessary information in support of his linked bar chart and to
adjust it as necessary in pre-contract meetings with the Employers Representative to enable
the agreed Construction Program to be finalized which will be the basic criteria upon which
the appointed Contractor will prepare a critical path network program to be issued by him at
such a time as is in accordance with the Conditions of Contract. Allowance is to be made for
all normal increments e.g. weather, holidays, etc.

10.4.

The Tenderer is to provide a manpower schedule, with the different manpower per trade.

10.5.

The Tenderer is to provide an equipment schedule, with the different equipment needed.

11 ALTERNATIVE TENDERS / MATERIALS / DESIGNS / CONSTRUCTION

11.1.

Tenderers are encouraged to make proposals beneficial in time and/or cost to the Employer
concerning materials, design or construction methods.
Special attention is asked for the fact the Employer considers a construction period that is as
short as possible of the utmost importance.
The Tenderers are invited to look for methods to reduce this construction period in the most
creative way possible.

11.2.

Should the Tenderer consider that he can offer any advantages to the Employer by a
modification to the Designs and/or Specifications he may submit such modification in an
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attached document stating the reduction of the amount of his Tender, but the total entered on
the Form of Tender is to represent complete compliance with the original Tender Documents.
11.3.

In this circumstance, the Tenderer shall give full particulars of the alternative design,
specification or equipment offered, clearly stating the benefit to the Employer, and the point of
variation from the Specifications and shall mark the attached document:
"ALTERNATIVE TENDER"

11.4.

Where any alternative material or equipment is offered, the Tenderer shall satisfy himself on
adequate space requirements and that the alternative is equal to or better than the basic
tender material or equipment regarding to type of construction, performance, efficiency,
general appearance and standard or quality of manufacture.

11.5.

The Tenderer, however, has the liberty to add any further details, technical literature,
manuals, etc. that he may deem desirable and in the event of his so doing, must print, type or
otherwise supply such of the foregoing and annex the added matter to the Tender submitted
by him. Such additional detail, technical literature, manuals etc. shall not be construed to form
part of the Tender or be binding upon the Employer unless they are accepted and approved
by the Employer and incorporated in the Contract Documents.

11.6.

All proposed modifications must, if applicable, include fully dimensioned design drawings for
the works and full structural calculations to permit technical analysis thereof.

11.7.

Notwithstanding the above, Tenderers are required, as a minimum, to submit a Tender that
complies for 100% with the documents issued with this Invitation to Tender.
Any tender not complying for 100% or is not marked Alternative Tender may be disqualified.

12 DRAWINGS AND INFORMATION - COMPLIANCE

12.1.

The Tenderer shall satisfy himself that adequate information has been given to enable him to
determine prices for all the components of the Works, and that all cost will be included in the
Offer. A Declaration of Compliance will be in place to be signed by the Tenderer.

13 VISIT TO SITE
13.1.

The Tenderer is strongly advised to visit and inspect the site. This is entirely at his own risk
and expense. The site visit is to obtain all requisite information regarding the nature of the
site, the local conditions under which the Works have to be performed, means of access and
any other matters affecting the bid.
Such a visit however can only take place after an appointment has been made with The
Employer through The Engineer.

13.2

All costs related to any site visit shall be on the account of the Tenderers.

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14 APPENDICES
14.1

The Tenderer's attention is drawn to the Appendices, most of which contain spaces where the
Tenderer is to insert or append either data or prices. The Appendices are an integral part of
the Tender Documents and the Tenderer shall study the contents thereof and comply with
requirements therein.

15 LICENSED CONTRACTOR
15.1.

The Contractor, in order for his Tender to be valid, shall hold and maintain throughout the
Tender Period all necessary permits from the Authorities licensing the Contractor to execute
the Contract Works covered by this Tender.
The Contractor shall show to the Employer's Representative, on demand, the original of all
such permits, etc. as a condition precedent to the award of this Contract. In the event of such
permits being withdrawn by the Authorities, the Tender may be considered null and void.

16 BID, BID SUMS AND CURRENCY.

16.1.

The Bid should be Lumpsum Fixed Unit Rate, meaning a Lumpsum for all the works
described in the Tender documents, and should be fully inclusive of all cost relating but not
limited to permits, licences, import duties.

16.2

The Unit rates in the Bill of Quantities shall be considered Fixed for any variations to the
contract.

16.3

All rates and prices should be exclusive of VAT. VAT shall be indicated separately at the end
of the summary.

16.4

All prices are to be in Ghanaian Cedi, and whether in Bid Sum or unit rates, all prices shall not
be subject to fluctuations.

17 NO OBLIGATION
17.1.

The Employer will not reimburse the Tenderer for any costs incurred in the preparation of the
Tender, nor is the Employer obliged to accept the lowest or any Tender he may receive.

18 SUBCONTRACTS AND SPECIALIST CONTRACTS

18.1

The Tenderers shall submit a list of all Subcontractors and Specialist contracts proposed,
which will need the clients approval.

19 PROJECT APPROACH
19.1.

The Tenderers shall in their Tenders include a detailed description of their intended project
approach.
Apart from addressing the regular technical matters, this description shall also include the
following items as a minimum:

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19.2.

The security procedures for the access to the site of personnel, vehicles, material etc. of
the Contractor, the subcontractors, the specialist contractors, and the suppliers.
A site lay-out showing all temporary major site installations.

Health Safety and Environment: The Tenderers shall in their Tenders include a detailed
description of their safety track record, their standard and how they intend to maintain this
standard on the project.

20 QUALITY CONTROL
20.1.

The Tenderers shall in their Tenders include a detailed description of their intended quality
control.
Apart from addressing standard items, such as procedures, reporting etc., this description
shall also include the following items as a minimum:
-

The quality control system the Tenderer intends to use concerning the works of the
(nominated) subcontractors and specialist contractors.

This quality control system should allow for the fact that the Tenderer will remain
responsible in full for the completeness and quality of all the subcontractors and
specialist contractors works.

20.2.

The Tenderers shall describe in detail whether and, if yes, how much expatriate personnel will
be involved in the project in general and the quality control in particular.

20.3.

The Tenderers shall make clear in their description that the end-product they will deliver will
be a project with a quality and appearance according to international standard.

20.3.

Irrespective of whether the Consultant or Client shall provide inspectors at the construction
site or not, the Contractor shall be obliged to take full responsibility for Quality supervision of
the works. The contractor should therefore have sufficient supervisors on site.

21 INSURANCES
21.1.
.
22

The Tenderers shall allow for the application in full of clauses as stated in the Terms and
Conditions.

CONTRACTOR SITE OFFICE

22.1.

The Contractor shall provide, erect, maintain and clear away on completion of the Works all
necessary temporary offices and other accommodation including adequate sanitary facilities
for the use of the Contractors and his subcontractors site staff.

22.2.

The Contractor shall provide, keep clean and maintain throughout the construction period
suitable and sufficient latrines for the use of his workpeople. The Contractor shall ensure his
workpeople do not foul the Site but make proper use of the latrines.

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22.3.

23

The Contractor to have good location of site office which means wont disturb any Employer
activities and processes, easy to coordinate among each party. The cost is to be included in
Bill of Quantities.

PERMIT TO ENTER THE SITE

23.1.

The Contractor shall follow all the regulation and procedure mandated by the Employer where
the site is located.

23.3.

The Contractor shall be responsible for all the cost which required by the Employer such as
deposit fee of maintenance of existing facility and any other cost (such as security cost) which
he requires to secure the work.

24

24.1.

25

ELECTRICITY, GAS AND WATER SUPPLIES

The Contractor shall follow all the regulation and procedure mandated by the Estate
Management in obtaining the electricity, gas and water supplies.

PERMANENT SURVEILLANCE

25.1.

The Contractor shall allow in his Tender for surveillance of the construction site, including all
temporary facilities.

25.2

All details of this surveillance (schedule, personnel etc.) shall be approved by the Employers
Security Staff prior to commencement.

26
26.1.

27

ASSISTANCE EMPLOYERS STAFF

The Contractor shall allow in his Tender for the fact that it will never be permitted to accept
any help from the employees of the Employer for any work or task.

OVERTIME

27.1.

The Contractor must get permit from Construction Manager to work overtime. In general
overtime is considered all hours outside Monday to Saturday 08.00 17.00 and on public
holidays.

27.2

The Consultant or Client may withhold approval of overtime if the Contractor cannot or does
not provide satisfactory confirmation that adequate supervision, equipment or other provisions
will be made available during overtime. Also the Consultant or Client may refuse permission
of overtime when to the opinion of the Consultant or Client the safety of the workers and/or
quality of the work may be jeopardized.

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28

SITE FACILITY FOR CONSULTANT AND CLIENT

28.1.

The Contractor shall allow in his Tender all site facilities for Consultant / Client such as: office
with workspaces for approx. 4 people, 1 meeting room, archive room, restroom, including
furniture and other facilities. However, until further notice, Contractor to come with proposal

28.2.

The Contractor shall provide and maintain temporary site accommodation / facilities for the
Consultant / Client.

28.3.

The accommodation shall be designed by the Contractor on the basis of above requirements
and shall be structurally sound, weather tight, secure and finished to a standard
commensurate with its use. The accommodation shall be air conditioned with a split or
packaged system, shall be fully furnished and shall incorporate clean and fully equipped. The
Contractor shall provide power and water connections to the temporary site accommodation
and shall allow for the cost of all such connections including the payment for power and water
consumed, telephone, internet and other utilities.
The contractor may also choose for a container like office, or propose an alternative, meeting
the criteria as described above.

28.4

The Contractor shall allow for the provision of attendance, regular daily cleaning, regular daily
collection of refuse and disposal thereof, a potable hot and cold water dispenser with regular
supply of water and paper cups, and all other matters and things necessary for the efficient
operation of the temporary site accommodation.

28.5

The Contractor shall be responsible for the maintenance of the temporary site
accommodation and shall expeditiously carry out any and all repairs resulting from normal
wear and tear which are required by the Consultant / Client. Should the Contractor fails to
carry out such repairs within a reasonable period of time, the Construction Manager shall be
entitled himself to arrange for the execution of such work of repair and deduct any amount
paid from any monies due to the Contractor or recover the same as a debt from the
Contractor.
The Employer will retain this temporary site accommodation on completion of the Works, and
it shall become the Employer's property in its entirety.

28.6.

The Contractor shall provide desks, chairs, scanner, printer, water dispenser, coffee machine,
and other standard office furniture which needed by Consultant and Client site staff.

28.7.

The Contractor shall provide archive equipment e.g. Paper, Binder, Stapler, Book Shelves,
etc to Consultant and Clients staff on site.

29 TENDER QUESTIONS RELATED TO HSE

29.1

Included in the tender document are the General HSE requirements. It is assumed that the
Contractor will fully comply with these documents and with any and all legal requirements. In
case there are contradicting requirements the most safe will prevail. The contractor shall
account for sufficient resources to execute the works according to the HSE requirements.

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29.2

The Contractor must include in his project organization a professional Safety Officer (CV and
credentials to be included in the bid). The Safety Officer must be able to speak and report in
English.

29.3

HSE will be part of the tender evaluation. In order to evaluate this, the following questions need
to be submitted as part of the tender document.
Contractor to provide its corporate HSE management system including:
1. Contractors HSE policy,
2. Any accreditations Contractor may have relating to HSE,
3. Overview of the project HSE management structure, such as corporate and staff HSE
management including tasks and responsibilities
4. Resume of safety staffing proposed for the project including experience,
5. Applicable certifications and registrations for key staffing including but not limited to crane
operators, riggers, welders, electricians, safety staff etcetera.
6. Corporate HSE statistics and performance, for the years 2014, 2013, 2012, including but not
limited to
a. Total number of MANHOURS worked
b. Number of incidents resulting in FIRST AID
c. Number of incidents resulting in MEDICAL/HOSPITAL TREATMENT
d. Number of incidents resulting in a worker not being able to work for at least 1 day
after the incident (LOST TIME INJURY or LTI cases)
e. Total number of days lost due to incident
f. Total Number of fatalities
7. Applicable protocols or procedures as far as they differ from the procedures and HSE
requirements as given in this document;
8. Overview of the HSE risks on the project scope of work and what your preventive and
mitigating measures are to reduce these risk; including but not limited to:
a. excavations
b. working at height
c. temporary electrical installations
d. lifting and hoisting
e. housekeeping
f. fire prevention
g. maintenance and inspection of tools and equipment

30 EXCEPTIONS AND CLARIFICATIONS

30.1

The Contractor may provide a separate letter in the Proposal, describing an alternative(s) and
indicating the resulting change in the proposed Price. Any exceptions to specifications,
individual data sheets, drawings, terms and conditions or any other documents forming part of
this Inquiry must be clearly defined and set forth by the Contractor.

30.2

Please list your technical exceptions or clarifications to any of the Inquiry documents.
deviations must be expressly noted.

All

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30.3

The Contractors who accept the Terms & Conditions without exceptions will be looked upon
favourably compared to Contractors who have exceptions. The Contractor is expected and
encouraged to accept the Terms & Conditions without modification or exception. Please
therefore explicitly state your acceptance of the Contract Terms & Conditions referred to in this
inquiry, or list each specific exception. In the event your proposal includes any exceptions to the
Contract Terms & Conditions, please include a separate description of each exception,
associated cost adders or savings, and suggestions for additional contract language, as a part
of your proposal. The impact of such exceptions will be assessed as part of Clients
determination of best value.

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31 TENDER CHECKLIST FOR SUBMISSION

31.1

Among the items that may be considered in evaluating the Contractors Proposal are: schedule,
quality of proposal and execution plan, price, specifications, HSE, value engineering proposals
and previous experience/ performance with Fanmilk.

31.2

To evaluate the Bids, completeness of all requested technical and performance data included in
the Inquiry, as well as any commercial aspects, are critical and will influence the overall
evaluation.
The Tenderer should therefore submit at least the following Documents:
1. Form of Tender
2. Declaration of Compliance
3. Exceptions and clarifications
4. Performance Bond
5. Bill of quantity
6. Insurances
7. Subcontractors and suppliers
8. Materials and Brands
9. Plant and equipment list and schedule
10. Tools and appliances
11. Construction Schedule / Linked Bar Chart
12. Personnel organization chart / Cvs of key people/ manpower schedule
13. Site Layout and temporary facilities
14. Utility connections and installation
15. Alternative Tenders / Materials / Designs / Construction Methods
16. Project Approach
17. Quality Assurance Procedures, Inspection and testing
18. HSE approach: procedures and protocols, certifications, project risk assessment and
mitigation, jobsite cleanliness.
Most of above documents are further described in the Appendices-document.

- END OF DOCUMENT -

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