REQUEST FOR EXPRESSIONS OF INTEREST

SAINT LUCIA
DISASTER VULNERABILITY REDUCTION PROJECT
Loan #5493-LC

Assignment Title: Final Design and Supervision for Construction of Community Centers (Piaye & Roblot)

Reference No. : SLU-DVRP-CS-QCBS-FDSCCC-PR--01-15

Saint Lucia has received financing from the World Bank towards the Disaster Vulnerability Reduction Project (DVRP) and intends to apply part of the proceeds for consulting services for Final Design and Supervision for Construction of Community Centers (Piaye & Roblot).    

The consulting services (“the Services”) include carrying out the necessary consultations, field investigations and desk reviews to prepare detailed designs with all related disciplines, including but not limited to Civil, Electrical, Mechanical, HVAC, Plumbing, Fire protection, Public safety, auxiliary potable water and electricity supply, and to provide supervisory service to  ensure that the reconstructed community centers can mitigate against prospective hazards such as storms, earthquakes, hurricanes and floods.  To this end, the consulting firm shall ensure that the options presented are based on climate resilient design principles applicable for the region and of the site of the proposed reconstruction of Piaye and Roblot Community Centers.  

The consultancy shall include two phases: Phase 1- Pre-Construction services and Phase 2- Construction and Post-Construction services. Accordingly, the Consulting Firm shall be responsible for services as follows:

Phase 1: Pre-Construction Services

i.    Undertake an analysis and evaluation of the conditions of proposed site for construction, such analysis should include the necessary Environmental Impact Assessments, Social Safeguards (land acquisitions if any), prevailing and prospective vulnerabilities including natural and man-made risks (storms, flooding and hurricanes) and potential measures for mitigation;  

ii.    Carry out all field investigations, engineering surveys, geotechnical investigation with a minimum of two (2) boreholes including the following tests(Atterberg Limits, Standard Penetration Test (SPT), Gradation Analysis), and consultations required to arrive at the scheme design, detailed design, construction drawings, technical specifications and preparation of bidding documents. 

iii.    Hold stakeholders  consultations to determine and agree upon the proposed construction design;

iv.    Particular consideration should be given in the detailed design to provision for disabled persons access to facility (e.g. ramps for disabled children), Covered walkways, Provision of sanitary facilities, Provision for water storage / water tanks, Provision for site drainage, solar heating and location and details for specific tank position and quality of design.

v.    Propose appropriate form, orientation, scale, massing, spatial configuration, selection of materials, fenestration and other factors that may impact the energy efficiency, use and maintenance of the new building;

vi.    Prepare and submit design documents to adequately define the scope and cost of each component of the project within the respective group;

vii.    Provide all engineering services required for preparing architectural, structural, mechanical and electrical designs.  

viii.    Preparation of detailed and final designs including all technical information that is: production of architectural, civil, electrical, mechanical, HVAC, and Plumbing engineering working drawings, schedules and specifications , in accordance to mitigate against seismic, hurricane, flood and fire conditions so that the newly constructed community centres can function as an emergency shelter;

ix.    Preparation of a Maintenance Manual for the new structures with the associated cost.

x.    Obtaining the necessary statutory approvals for the proposed works.

xi.    Preparation of the Bidding Document.    

Pre Supervision Services
a)     Provide assistance with the tendering and selection process.

b)    Attend and participate in the pre-bid meeting and ensure the timely  response to clarifications sought by Bidders for the preparation of the necessary addenda as may be required;

c)    Assist the Client with the evaluation of bids and prepare the technical analysis report to supplement the Bid Evaluation Report. 

Manpower Scheduling and Costs - Pre-Construction Services

It is estimated that preparation of detailed designs (Bill of Quantities and Drawings) and technical information required for bidding document and the bidding process will take a total of six (6) months.  The bidding process will be over a period of three (3) months.

Phase 2 - Construction and Post-Construction services

Under the direct supervision of the Resident Engineer the Consultant will undertake the supervision and certification of works: 

a)    Carry out technical inspections and supervision of the various activities included in the construction contract in a manner that ensures that the contractor remains obligated to the timely and qualitative implementation of the works.

b)    Prepare quality assurance plan in consultation with the contractor, consistent with the conditions of the contract. The Plan should be reviewed and approved by   the technical unit within MIPS&T.

c)    Certify all completed physical works, ensuring quality and standards are maintained before acceptance by the GOSL MIPS&T.

d)    Represent the interest of the Government vis-à-vis the contract in any manner related to the construction contracts and the proper execution thereof.

e)    Organization of necessary consultations with appropriate agencies and authorities on all matters.  

f)    Prepare in accordance with the works implementation program a comprehensive public relations program to keep schools, residents, road users and other key stakeholders informed prior to and during construction, of the types and duration of disruptions and impacts that may be caused during construction.  This should also include but not be limited to advance notice and information on closure of roads, traffic diversions and measures being implemented to minimize the nuisance effects of dust and noise in the specific areas.

g)    Prepare, implement and supervise the environmental management plan / requirements.  

h)    Ensure that the contractor mobilizes and supplies to the contract all personnel, equipment and machinery that has been committed in the Contract and that all such items remain on site until the appropriate approval for release is granted 

i)    Check the adequacy of the Contractor’s equipment to ensure proper execution of the works contracts.

j)    Review and approve any workshop drawings required from the works contractor.

k)    Approve all sources of materials including technical inspections and the results of laboratory testing of all construction materials prior to approval.

l)    Examine any technical proposals by the contractor and furnish the employer with the necessary technical advice and recommendation in respect of materials as compared with the specifications and bill of quantities.

m)    Maintain a complete set of field records, diary and minutes of site meetings. Attend site meetings as and when required, review contractor’s work schedule, monthly progress report and results of laboratory testing, in accordance with the agreed quality assurance plan.   

n)    Verify periodic and final payment statements submitted by the contractor and certify the quality and quantity of completed work activities for payment after checking their consistency with the technical specifications, terms of contract and agreed quality assurance plan.

o)    Examine and make recommendations to MIPS&T on all claims from the Contractors for extension of time, compensation, work or expenses or other similar matters.

p)    Review and prepare any necessary variation orders after securing the employer’s approval and prepare all relevant amendments to the drawings to suit any modifications to the existing approved works.

q)    Review the breakdown of unit rates and justification submitted by the contractor for the unit price of those work activities that are not included in the original contract (including variation orders) and recommend for the approval of the employer.

r)    Preparation of progress reports and consultation with the employer on the progress of the works

s)    Certify practical completion and issue completion certification to the contractors and prepare as built drawings for MIPS&T approval.

t)    Participate on the management committee responsible for oversight of the works..

u)    Prepare and submit a final report on the progress of works, the Contractors’ performance, and quality of works. The report should highlight problems or potential problems that may arise in connection with the works contracts and make recommendations for possible solutions.

v)    Provide timely assistance and direction to the Contractors on all matters related to the interpretation of the Contract Documents, ground survey controls, quality control, laboratory testing of construction material, work performance and other matters related to contract compliance and progress of the project.

w)    Organize the supervision of the works by engaging necessary site personnel (Engineer, Superintendent of works, Clerk of Works) to ensure effective execution.

x)    Inspect the safety aspects of the construction and temporary works to ensure that adequate measures have been taken to protect life and property.

y)    Before the issuance of the Taking Over certificate, the Consultant shall carry out the necessary inspection, specify and supervise any remedial works to be carried out and recommend upon completion the inspection with representatives of MOST, PCU and MIPS&T and assist in issuing the certificate of substantial completion. Prepare the necessary agreement for site-inspection during the defect liability period, as required

z)    Perform all other tasks not specifically mentioned above but which are necessary and essential to successfully supervise and control all construction activities in accordance with the terms of the works contract.

Services during the Defects Liability Period:

During this period the Consulting Firm shall undertake the following:

a)    Inspection of works periodically prior to the expiry of the Contractors one year defects liability, preparation of a final deficiency list if required; supervision of remedial works and recommendations to the Client, as to the date of the Final inspection of the whole Works.
b)    Carrying out Substantial Completion Inspection of Works together with the representatives of the MOST, MIPS&T, Contractor and PCU
c)    Preparation and Issuance of the Defects Liability Certificate
d)    Review of the Maintenance Manual in accordance with the final scope of the works.
e)    Preparation of the Final Payment Certificate (Final Account)

Manpower Scheduling and Costs: Construction and Post-Construction Services

A period of Twelve (12) calendar months will be required for the construction of the two (2) Community Centers.  Key personnel for the services shall be Team Leader (Resident Engineer), two (2) Superintendent of Works, and two (2) Clerk of Works.  

Apart from the key personnel (Resident Engineer, Superintendent of Works and Clerk of Works) the Consulting Firm shall have the necessary supporting staff (administrative and technical) and shall ensure that the relevant specialist listed below are on site to provide, as required, the necessary supervision and approvals to the Contractor during the construction period for the successful completion of this phase of the assignment. As part of the Supervision of works the Resident Engineer shall also function as the Environmental Supervisor with responsibilities for overseeing the implementation of the Environmental plan. All the Key personnel are to be on site throughout the construction period.  

The Department of Planning and National Development now invites eligible consulting firms (“Consultants”) to indicate their interest in providing the Services. Interested Consultants should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services; (brochures, description of similar assignments, experience in similar conditions, availability of appropriate skills among staff, please note that the individual experts’ bio data is required.)

The shortlisting criteria are: 
The minimum required qualifications and experience of the consulting firm are:
At least ten (10) years of experience in design and supervision of civil works contracts. 

Similar Experience: 
At least one (1) successfully completed contract during the past five years for detailed design and supervision of construction of civil engineering structures such as a  two (2) story reinforced concrete public buildings and other complex concrete type structures with a value of the works of at least US$1.0 Million

Interested Consulting Firms should have the following key staff with the requisite minimum qualifications and professional experiences listed below for undertaking the assignment.

Phase 1– Pre-Construction Services:

WORK TEAM MINIMUM REQUIREMENTS

   Phase 2- Construction and Post-Construction services:

WORK TEAM MINIMUM REQUIREMENTS

 The attention of interested Consultants is drawn to paragraph 1.9 of the World Bank’s Guidelines: Selection and Employment of Consultants under IBRD Loans and IDA Credits & Grants by World Bank Borrowers (“Consultant Guidelines”), setting forth the World Bank’s policy on conflict of interest. 

Consultants may associate to enhance their qualifications.  The associations should clearly indicate the form of the association (Joint-venture or sub-consultancy; member in charge; other member/s and or sub-consultants). Joint ventures should submit letters of intent indicating their intent to form a joint venture if awarded the contract and shall provide the above mentioned information for each member of the joint venture.

A Consultant will be selected in accordance with the Least Cost Selection (LCS) method set out in the World Bank’s   Guidelines: Selection and Employment of Consultants under IBRD Loans and IDA Credits & Grants by World Bank Borrowers (“Consultant Guidelines”).  

Further information can be obtained at the address below during office hours 8:00 a.m-4:00 p.m. (0800 to 1600 hours).

Expressions of interest must be delivered in a written form to the address below (in person, or by mail, or by fax, or by e-mail) by October 2, 2015. 

Project Coordination Unit
Ministry of Finance, Economic Affairs, Planning and Social Security 
Attn: Project Coordinator
5th Level, Conway Business Centre
Waterfront, Castries
Saint Lucia
Tel: 758-468-2413
Fax: 758-453-0417
E-mail: slupcu@gosl.gov.lc 
Website: www.finance.gov.lc