request for bids consultancy service for the …
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REQUEST FOR BIDS
“CONSULTANCY SERVICE FOR THE PREPARATION OF THE FINAL DESIGN OF IMMEDIATE
MEASURES FOR FLOOD CONTROL AND A DRAINAGE ACTION PLAN”
JUNE 2020
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TABLE OF CONTENTS
INVITATION TO TENDER ............................................................................................................... 3 1. CONFIDENTIALITY AGREEMENT ...................................................................................... 5 2. INTRODUCTION ................................................................................................................... 5 3. OBJECTIVE OF THE REQUEST FOR BIDS (RFB) ............................................................. 5 4. CURRENT SITUATION ......................................................................................................... 6 5. TERMS OF REFERENCE ..................................................................................................... 7 5.1. COMPONENT I. STRATEGIC DRAINAGE PLAN/DRAINAGE ACTION PLAN .................. 7 A. STRATEGIC CONTEXT ............................................................................................................... 7 B. DEFINITION OF GOALS AND OBJECTIVES ................................................................................... 8 C. DEFINITION OF ACTIONS ........................................................................................................... 9 D. SCHEDULING OF PROJECTS AND ACTIVITIES ............................................................................. 9 E. EXECUTION SCHEME ................................................................................................................ 9 F. IMPACT ANALYSIS OF THE PLAN .............................................................................................. 11 G. SOCIAL, ENVIRONMENTAL, ECONOMIC, INSTITUTIONAL, AND TECHNICAL EVALUATION ............... 11
5.2. COMPONENT II. FINAL DESIGNS OF INFRASTRUCTURE FOR FLOOD CONTROL IN THE
IMMEDIATE TERM AND TERMS OF TENDER. ................................................................. 12 A. TECHNICAL VERIFICATION ...................................................................................................... 13 B. PLANIMETRICS AND TOPOGRAPHICAL STUDIES ........................................................................ 13 C. GEOTECHNICS ....................................................................................................................... 13 D. HYDROLOGY AND HYDRAULICS .............................................................................................. 14 E. STRUCTURES ........................................................................................................................ 15 F. ELECTROMECHANICAL EQUIPMENT. ....................................................................................... 15 G. PUMP STATION. ..................................................................................................................... 16 H. PUMPS .................................................................................................................................. 17 I. MORPHOLOGY AND CONTENT OF THE DESIGN DOCUMENTS ...................................................... 17 J. TIMELINE AND BUDGET ........................................................................................................... 17 K. SOCIAL AND ENVIRONMENTAL STUDIES ................................................................................... 17 L. REPLACEMENT OF AFFECTED SERVICES.................................................................................. 18 M. ECONOMIC EVALUATION ......................................................................................................... 18 N. TERMS OF TENDER................................................................................................................. 18 O. SUPERVISION ........................................................................................................................ 19 5.3. AVAILABLE INFORMATION .............................................................................................. 19 5.4. DELIVERABLES AND EXPECTED PRODUCTS ............................................................... 19 5.5. TERM OF EXECUTION OF WORKS AND DURATION OF THE CONTRACT .................. 20 5.6. APPROVAL OF REPORTS, PENALTIES AND SUPERVISORY FUNCTIONS ................. 20 5.7. TECHNICAL PERSONNEL ................................................................................................ 21 5.8. CAPACITY OF THE CONSULTING FIRM .......................................................................... 24 5.9. PAYMENT MODALITY AND METHOD .............................................................................. 24 6. GUIDELINES FOR THE PRESENTATION OF BIDS.......................................................... 25 7. REQUESTED INFORMATION ............................................................................................ 30 8. FORMS ................................................................................................................................ 32 9. ANNEXES ........................................................................................................................... 47
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INVITATION TO TENDER
Date: June 19th, 2020
Project: CONSULTANCY SERVICE FOR THE PREPARATION OF THE FINAL DESIGN OF IMMEDIATE
MEASURES FOR FLOOD CONTROL AND A DRAINAGE ACTION PLAN
Program: Water Sector Pre-investment Program (CAF-PPSA)
Reference: INTERNATIONAL PUBLIC TENDER CAF N°002/PPSA/TRINIDAD AND TOBAGO
1. The objective of the CAF-PPSA Program is to contribute to improving the quality of the projects
on the CAF agenda for the water sector, via the financing of all required pre-investment actions
and activities so that the initiatives, programs and projects are prioritized by CAF member
countries, [and so that] the planning stage and studies under the quality standards are fully
completed, which will allow the investment and execution phase to be initiated.
2. At the request of the Government of Trinidad and Tobago, the Andean Development Corporation
(CAF) will finance the “Consultancy Services for the Preparation of the Final Design of Immediate
Measures for Flood Control and a Drainage Action Plan”. To date, there is various baseline
information, in particular “Rapid Assessment for the Rehabilitation and Improvement of Drainage
Infrastructure in Trinidad (See Annex 3).” financed by the Andean Development Bank (CAF), and
which will be made available to all interested bidders.
3. The contracting of consultancy services will be entirely financed using the non-refundable
Technical Cooperation funds of the Andean Development Bank, approved as per Resolution P.E.
No. 0813/19 of 25 November 2019, in the framework of the CAF Water Sector Pre-investment
Program (CAF-PPSA) approved via Board of Directors Resolution No. 2271/2018. For this the
contracting process will be carried out in accordance with the Management Policies, the Manual
for the Management of Operations of Technical Cooperation, the CAF Manual of Selection,
Acquisition and Contracting of Goods, Services, Consultancies and Works, and Board of
Directors Resolution No. 2271/2018.
4. The general objective of the consultancy is two-fold. The first objective is the preparation of a
Drainage Action Plan/Strategic Drainage Plan, and the second is developing the definitive or
detailed designs of the immediate measures for flood control, which were indicated in the
document “Rapid Assessment for the Rehabilitation and Improvement of Drainage Infrastructure
in Trinidad. (See Annex 3).”
5. In this context, at the express request of the Government of Trinidad and Tobago, CAF, via the
Directorate of Technical Analysis and Evaluation for Sustainable Development (DAETDS) for the
Vice-Presidency of Sustainable Development (VSD), invites all interested parties to submit
bids to carry out the “CONSULTANCY SERVICE FOR THE PREPARATION OF A FINAL
DESIGN OF IMMEDIATE MEASURES FOR FLOOD CONTROL AND A DRAINAGE ACTION
PLAN.”
6. Together with the CAF technical team, the body that will be the technical counterpart of this
consultancy is the Ministry of Works and Transport (MoWT) via the Drainage Division.
(http://www.mowt.gov.tt/Divisions/Drainage-2/Who-We-Are)
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7. CAF will provide the financial resources for contracting the consultancy via the Water Sector Pre-
investment Program (CAF-PPSA) of the Andean Development Bank, up to the limits established in
the reference budget mentioned in the following paragraph.
8. The contractor will select a firm based on the method of Selection Based on Quality and Cost
and following the procedures described in the Request for Bids. The reference budget for this
contract is USD 450,000 (four hundred and fifty thousand United States dollars). The timeframe
of execution for the contract will be fourteen (14) calendar months, counted from the date of
signing the service contract.
9. The contract to be entered into with the consulting firm selected as a result of this international
public tender will be paid in a lump sum (that is to say, via a single payment for the entirety of the
services).
10. CAF reserves the right to amend or clarify the documents of this Tender at any time it deems
convenient.
11. The deadline for the submission of bids (to send a digital version) is August 18th, 2020 at 11:59
PM, (Port of Spain time). The bid must only be sent electronically to the following email address:
[email protected], following the content and format instructions indicated in this Request for
Bids document. Bids received after this date and time will not be accepted for evaluation.
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1. CONFIDENTIALITY AGREEMENT
The information contained in this Request for Bids must be considered Confidential Information and must be treated as such. The information must be distributed solely among the persons required to know it and the information contained herein must not be used as a promotional or publicity tool. Similarly, CAF will not share the responses to this Request for Bids with persons not participating in the selection process, or with any other consultant.
If the consultant is not in agreement with these conditions, it must immediately return this document.
2. INTRODUCTION
2.1. GENERAL CAF INFORMATION
CAF is a multilateral financial institution that supports sustainable development via credit operations, non-refundable resources, and support in the technical and financial structuring of projects in the public and private sectors of Latin America. With headquarters in Caracas, Venezuela, it has offices
in Buenos Aires, La Paz, Brasilia, Bogotá, Quito, Madrid, México D.F., Panama City, Asunción, Lima,
Montevideo, and Port of Spain. The solidity and stability shown in CAF’s operational results confirm a period of sustained productivity and growth that has allowed the institution to strengthen its role as a relevant actor in multilateral banking. For more information, visit the web page https://www.caf.com.
2.2. ORGANIZATIONAL UNIT RESPONSIBLE FOR THE SERVICE
In the framework of CAF’s internal regulations and as included in the Water Sector Pre-investment Program (CAF-PPSA), the Vice-Presidency of Sustainable Development together with the CAF Country Office – Trinidad and Tobago will be in charge of the process linked to the selection and contracting of the consulting company that will be carrying out the “CONSULTING SERVICE FOR THE PREPARATION OF THE FINAL DESIGN OF IMMEDIATE MEASURES FOR FLOOD CONTROL AND A DRAINAGE ACTION PLAN.” To this end, CAF, in collaboration with the Drainage Division (DD) of the Ministry of Works and Transport (MoWT) has prepared this Request for Bids (inclusive of ToRs), with both institutions’ participation in the evaluation of offers. The Drainage Division (DD) will supervise the consultancy together with CAF, with the possibility of incorporating a third entity/consultant to support CAF in this task. Payments will be made by CAF at the request of the Drainage Division (DD) for the submission of products outlined in the ToRs of the consultancy and to the satisfaction of both entities.
3. OBJECTIVE OF THE REQUEST FOR BIDS (RFB)
The objective of the RFB is to identify a consulting firm to carry out the “CONSULTING SERVICE FOR THE PREPARATION OF THE FINAL DESIGN OF IMMEDIATE MEASURES FOR FLOOD CONTROL AND A DRAINAGE ACTION PLAN”.
The general objective of the consultancy is two-fold:
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The first objective is to prepare a Strategic Drainage Plan-a conceptual and contextual document- that will guide the Government and CAF in the formulation of a joint investment program to execute short and medium term flood control measures.
The second objective is to develop definitive or detailed designs for immediate structural flood management works identified in this Terms of Reference Item 5.2.
4. CURRENT SITUATION Trinidad and Tobago is vulnerable to the impacts of climate change, which is aggravated by high population density and economic pressure on coastal areas. Flooding in both urban and rural areas is a frequent occurrence, leading to substantial losses of access, property, agriculture, human health and the detriment to Trinidad’s quality of life. On 18 and 19 October 2018, Trinidad and Tobago experienced torrential rainfall across the country that resulted in approximately 80 percent of the country being affected by flooding. It is estimated that Trinidad received a full month’s worth of rain during the timespan of only two days. Floods and landslides affected communities and public services and blocked main roads. The most affected areas were Chaguanas Borough, Couva-Tabaquite -Talparo, Mayaro-Rio Claro, Sangre Grande and Tunapuna. Flooding occurred by over-bank river flooding, fluvial flooding, flash flooding and embankment breaches (Caroni, Diego Martin and Maraval). The rainfall also caused landslides in Maraval and Diego Martin. Approximately 150,000 people and 4,333 households were affected, 800 persons evacuated and 300 persons sheltered with no official casualties reported. This event caused the authorities, led by the Ministry of Works and Transport (MoWT), to decide once and for all, to put a Plan in place to improve the drainage system in Trinidad. For this reason, the MoWT engaged CAF Development Bank of Latin America to assess the studies being prepared and support the Ministry in the identification of specific measures to be taken in the immediate, short, medium and long-term. CAF, through a Technical cooperation, provided a Rapid Assessment where are including these measures and recommendations. Structural measures used to recover from floods and improve drainage infrastructure and flood
management are shortlisted presented below, prioritised by area, type (flood defense or water
system) and term (immediate, short, medium or long)
Further details of the recommendations per catchment based on previous studies will be provided to
the consultant after the commencement of the works.
5. TERMS OF REFERENCE
The Consultancy is divided into the following 2 components:
• Component I: Develop the Drainage Action Plan/Strategic Drainage Plan for a Flood Control Investment Program in Trinidad.
• Component II: Develop definitive or detailed designs for immediate structural flood management works identified in this Terms of Reference Item 5.2.
5.1. COMPONENT I. STRATEGIC DRAINAGE PLAN/DRAINAGE ACTION PLAN
The Strategic Drainage Plan must be understood as a conceptual and contextual document that
allows the Government and CAF to formalize a financed, joint-action program to implement the
measures for flood control in the short and medium term, which are supported in the study “Rapid
Assessment for the Rehabilitation and Improvement of Drainage Infrastructure in Trinidad” (See
Annex 3) and previous studies undertaken by the Drainage Division.
The Program will describe, among other things, the necessary components and activities for
successful implementation, detailing the most relevant aspects, placing an emphasis on the risks
identified and on the mitigating factors formulated with the goal of justifying the Plan’s viability.
The Strategic Drainage Plan must include at least the content stated below, in a tentative and non-
limitative manner.
It must be a document that is easily understood, and the main body of the document must not exceed
50 pages, not including its annexes, which may be considered relevant for greater clarification of
certain aspects.
A. STRATEGIC CONTEXT The objective of this chapter is to describe the strategic context in which the Strategic Drainage Plan will be developed, in such a way that it proves the shared responsibility and/or consistency of the Plan’s proposed objectives with national, regional and sectoral policies, as well as the initiative’s contribution to the fulfilment of the objectives and continuity of said policies. From a risk analysis perspective, the chapter seeks to briefly analyze the implications (restrictions and opportunities) from a strategic context that may arise from the development of the Strategic Drainage Plan/Master Plan.
i. The sectorial context From the sectoral perspective, the analysis must make reference to the development plans within which the initiative is framed, the most relevant legal and regulatory framework that support the functioning and structure of the Strategic Drainage Plan, the institutional structure (at the national and regional level) and its fundamental competencies, as well as the levels of investment and sources of financing within the sector.
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Within the institutional structure, the entities directly related to the development of the sector, fundamentally in terms of storm water drainage and flood control, must be mentioned, such as monitoring and inspection authorities, regulatory bodies, research entities for supporting knowledge development, etc.
ii. Justification of the Strategic Drainage Plan Based on the analysis of the strategic context described and as a conclusion, the problem to be solved or mitigated as a result of the Plan must be concretely outlined. This includes a description of the current situation, its causes and consequences, as well as the possible opportunities and restrictions that could have an impact on the development of the operation; it must be concluded with a mention of the desired situation. It must be noted that these investments directly and solely benefit public interests.
B. DEFINITION OF GOALS AND OBJECTIVES The objective of this chapter is to give a precise description of the Strategic Drainage Plan, its general and specific objectives, how it will be structured, the expected results, the population benefitted, the principal activities, as well as details of the costs and sources of financing.
i. Objectives Describe the general objective of the investment program for flood control, with an emphasis on the development of infrastructure in the short and medium term, specific objectives, and expected results. The general objective must be as concrete as possible, achievable, realistic, measurable, and where possible, be within a timeframe. For this, it is recommended that [the general objective] be expressed in terms that clarify what, how, and why each component of the operation will be resolved. The consultant must add a local training component for the MoWT’s Drainage Division and consider the participation of local universities.
ii. Description and components Provide a detailed description of the location and impact zone of the Strategic Drainage Plan/ Master Plan supported by maps and appropriate thematic cartography, allowing for the best understanding of it [the Plan], outlining the expected components or measures of the plan, the area of influence, the components around which the initiative is structured, the potential population to benefit, the principal activities considered necessary for the accomplishment of each component, among others These plans (not limited to) are detailed in the “Rapid Assessment Report” General Measures and General Non-Structural Measures inclusive of Action Plans, Flood Maps and Guidance Reports. It is also to be noted that feasibility studies do not exist for some catchment areas. The need to undertake studies and or any analysis of this nature for recommendations shall be captured and a gap analysis or similar may need to be completed. Also, existing Early Warning Systems are to be evaluated and any necessary improvements and measures are to be recommended for inclusion in the Strategic Plan. It is to be noted that the issuing of warnings is not under the remit of the Drainage Division however a partnership exists between the relevant agencies. The data gathered will be crucial to the modernization of the functions of the Drainage Division inclusive of calibrating and validating models.
iii. Cost and financing
The cost of the Plan and each of its expected actions will be detailed using a cost sheet per component, with CAF as the main external source of financing, assigning the absolute values and respective percentages, supported by a tentative investment timeline for components and actions.
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An evaluation must be done as to whether the Investment Program could qualify, for its future
financing, in any of the existing green or climate funds (GCF, GEF, etc.) as well as in the
Government of Trinidad and Tobago’s Public Sector Investment Programme.
C. DEFINITION OF ACTIONS A detailed description must be given of each of the actions incorporated into the Plan, for the short and medium term, including a list of the infrastructure investments in the short and medium term, considering: the dimensions proposed in the study, the estimated costs with as much detail as possible, the construction time, and the exact location indicated on maps to that end.
A descriptive and individualized card must be provided for each of the expected infrastructures or actions, differentiated by catchment area, by action, short-term or medium-term timeframe, and incorporating at least a succinct description of the measure, the objective of the measure, the result and follow-up indicators (pursuant to the stipulations in point E. II “Monitoring and Follow-Up”), the tentative budget, a graphic outline of its location and, where possible if deemed appropriate, a technical outline with a photograph of the location and a timeline of the principal activities for the measure in question.
The consultant must provide the content of the card to the MoWT/CAF for approval as a precursory step to editing the cards.
D. SCHEDULING OF PROJECTS AND ACTIVITIES
A detailed timeline of the Investment Program will be prepared, in which each of the anticipated measures is detailed, differentiated by catchment area and by short- or medium-term execution timeframe. It will incorporate the periods of time needed for administrative processes, which need to be explained, and will include the principal milestones to take into account for the development of the Investment Program.
E. EXECUTION SCHEME
A precise description will be given of the institutional planning/scheme and management planning/scheme outlining how the Strategic Drainage Plan Investment Program will be implemented. This will include an analysis of the most relevant institutions or bodies directly related and linked to the development of the Strategic Drainage Plan Investment Program; the operative strategy; as well as the monitoring and follow-up mechanisms that may be proposed.
i. Execution scheme The operative plan will be described, including the actions/activities and most relevant milestones in each of the components. A description will be given of the institutions implicated in the design and implementation of the Strategic Drainage Plan/Master Plan, fundamentally of the executive unit (Drainage Division), the operative regulation, the mechanisms for the completion and follow-up of the acquisitions (contracting modalities), the mechanisms of auditing, supervision and/or follow-up, the recognition of expenses and investments prior to the first expenditure, the management of the financing, the CAF liaison scheme, the mechanism for responding to complaints, claims and/or liaising with the community. Special reference will be made to the mechanisms for inter-institutional coordination, especially among the different sectors that may come into play based on shared competencies.
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ii. Monitoring and follow-up With the objective of undertaking continuous monitoring and follow-up of the Strategic
Drainage Plan/Master Plan, a matrix of indicators and goals must be developed, in accordance
with the fundamentals of the Logical Framework Approach (LFA), making it possible to detail
the correlation between the goals of the initiative and the results obtained, based on the
periodic measurement of certain indicators.
Indicators in terms of results of the Strategic Drainage Plan/Master Plan (at least one) will be
proposed, as indicated by CAF and its internal regulations, by component or activity, around
which a hypothetical credit operation with CAF (at least one) can be structured, in such a way
that they [the indicators] would make it possible to:
(i) measure the achievement of the expected results, that is to say, measure the achievement of the objectives proposed for the respective component or action (result indicators); and
(ii) measure the physical progress of the completion of goods or services obtained in each component or action (product indicators).
It is expected that the selected indicators, agreed upon with the Executive Body, will measure the progress of the expected results and/or physical progress, within the disbursement period, taking into account that, occasionally, these may not be completed in their entirety during this period.
Components
Value of the indicators
Means of
Verification Base Line
Disbursement period
Goals
Year 1 Year 2 Year n
Result indicators
Indicator R1
Indicator R2
Product indicators
Component 1
Indicator 1a
Indicator 1b
Component 2
Indicator 2a
Indicator 2b
Component n
Indicator na
Indicator nb
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iii. Investment sustainability
A description will be given of the strategies or measures incorporated into the Strategic
Drainage Plan/Master Plan as a product of the evaluation and/or stipulated by the
Executive Body, to guarantee the financial and institutional sustainability of the results
and impacts of the initiative, indicating the sources and amounts involved in the
operation and its maintenance during the operational stage.
F. IMPACT ANALYSIS OF THE PLAN A precise description will be given, from a risk analysis perspective, of the approach stipulated by the client with respect to the Program (its technical approach, the institutional and environmental strategy, etc.), critically analyzing the approach, showing possible risks that might affect its implementation and sustainability as a result, setting out the corresponding measures for management or mitigation.
G. SOCIAL, ENVIRONMENTAL, ECONOMIC, INSTITUTIONAL, AND TECHNICAL
EVALUATION
i. Technical evaluation Develop a technical evaluation of the Strategic Drainage Plan/Master Plan, focused on analyzing the strategy for an accurate physical execution, the status of permits, licenses and other legal requirements, the rationale for costs of works/activities that comprise the plan, the technology to be used, the sustainability of the investments within the timeframe, among other aspects deemed relevant.
ii. Institutional evaluation The institutional evaluation will be presented in accordance with the strengths and weaknesses of the MoWT and the Drainage Division, the execution scheme, the most relevant aspects in relation to the implementation and execution of the operation, among others. A brief summary of the institutional evaluation must be submitted, which must contain, by way of conclusion, the consultant’s critical-constructive analysis.
iii. Economic evaluation The economic evaluation will be done considering the identification and quantification of the socio-economic benefits of the operation (in terms of its expected objectives), the costs for the implementation, operation and maintenance of the Strategic Drainage Plan/Master Plan and the results of the compared flows, in terms of the indicators of the Net Present Economic Value, the Economic Internal Rate of Return, the Cost-Benefit rationale and the sensitivity analyses of said indicators to be considered. The economic evaluation will contain at least the following information: (i) methodology utilized; (ii) scenarios considered; (iii) estimated benefits; (iv) expected costs; (v) results obtained; (vi) sensitivity analysis; and (vii) limitations of the evaluation.
iv. Social and environmental evaluation
The social and environmental evaluation will be done based on the technical and procedural guidelines established by CAF’s Social and Environmental Risk Management Unit (UGRAS) and that, fundamentally, serve to evaluate the fulfilment of CAF’s social and environmental safeguards, as well as, current and applicable legislation in the national, regional and local spheres. The principal and mitigating risks must be considered, as well as the relevant findings of the completed evaluation. The consultant is to comply with all local environmental and social agencies such as the Environmental Management Authority and provide /or update the requirements for each activity and its compliance with regulations and possible impacts as it relates to the specific guidelines or regulations such as Designated Activities.
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v. Summary of risks and mitigators
Include a table and/or brief description of the most relevant risks and mitigators resulting from the overall evaluation of the Plan.
vi. Land Acquisition Identification Plan
The Consultant shall identify and quantify land that has to be acquired for the implementation of the project. Such land may be required, for the construction of detention basins and/or reservoirs, embankments and realignment work along the channel. An appropriate river reserve must also be considered to facilitate maintenance and future improvement works. River reserves are to be determined using floodplain delineation for an appropriate recurrence interval, to be approved by the Drainage Division.
5.2. COMPONENT II. FINAL DESIGNS OF INFRASTRUCTURE FOR FLOOD CONTROL IN THE IMMEDIATE TERM AND TERMS OF TENDER.
Below are the immediate structural measures identified in previous studies for which Detailed
Designs and Terms of Tender will be completed:
• The Caroni River Basin: o Embankments to protect the critical flooded towns as indicated in the Study o Swamp Inlet Regulator o Dredging of the Estuary o Upgrade of remaining Pump Sites in the Catchment o Detention Dams which have most flood reduction impact with least land acquisition o Improvement Works on the Malick River in the vicinity of Maritime Plaza o Silt Traps in recommended locations
• North Oropouche River Basin (Flood Prone Area according to Study): o Upgrade of Drainage System in the vicinity of Genda Road (18A and B) o Upgrade of channel from Shivan Road to river outlet (5) o Channel Improvement works to Cunapo River (8A and 12) o Improvement works to tributary to Guaico River (8) o Upgrade Bamboo River channel (13A) o Upper Watershed Management / Storm Water Management of Bamboo River (13B) o Replacement of crossings and culverts where channel upgrades were undertaken
• South Oropouche River Basin: o Improvement Works on Coora River and associated access o Embankment Reconstruction Works on New Cut Channel and tributaries o Flexible Flood barrier system where feasible
• Ortoire River Basin: o Flexible Flood barrier system where feasible o Replacement of underperforming structures (culverts and bridges)
Flexible Barrier Systems can be coordinated by the local regional corporation or local councils through a joint venture if necessary as it may become labour intensive. The location and heights are subject to revision not limited to recent rainfall events, climate change and changes to land use.
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The Consultant must complete one (1) Final Design Project that includes details of all the above mentioned measures. The tender documents can be divided into batches as deemed appropriate, with a maximum of 6 [batches] and a minimum of 1 [batch], which can be decided once the detailed designs are available, thus allowing for the identification of the best strategy to achieve the maximum concurrence and interest in the execution of the designed works. The tentative and non-limitative content of the Final Design Project is detailed in Annex 1; however, the most relevant aspects for the consultant to take into account are stated below. It is important to clarify that the aspects listed below are merely indicative and will be overruled by any local technical regulations for application or indications in that regard that the Drainage Division of the MoWT may have. The Consultant is wholly responsible for the application of all current regulations applicable to the entirety of the measures to be designed for this project.
A. TECHNICAL VERIFICATION
The consultant will do an on-site check of the immediate-term infrastructure measures proposed in
the study “Rapid Assessment for the Rehabilitation and Improvement of Drainage Infrastructure in
Trinidad” (See Annex 3), with the possibility of technically complementing the proposed measures,
based on its [the consultant’s] experience.
B. PLANIMETRICS AND TOPOGRAPHICAL STUDIES
It will be necessary to execute topographical works to define solutions and establish survey stations
and for the measurement of the redistribution axes for the measures to be designed, fundamentally
of the drains (channel) that operate in serious situations, the pump station or the proposed dyke.
In any case, the measurement must be of a minimal width of 25 m at either side of the axis of the
drains or around the projected infrastructures, independent of the method of attainment,
photogrammetry or tachymetry. If within those 25 m, any entity of interest, such as a highway,
riverbed, railway, etc., interferes, the width will be widened locally with the goal of completely
incorporating said entity.
C. GEOTECHNICS
Based on its experience, current legislation, and the necessity according to the type of measure, the
consultant will undertake the geotechnical studies it considers necessary.
In this context, the geotechnical study must define the general stability of the zone where the actions
requiring geotechnical support will be located: i) Sediment or sand traps, ii) Dyke, iii) Drainage
channel and iv) Pump station, essentially detailing where possible: the nature of the materials to be
excavated, the method of excavation and use of said materials, the embankments or type of
containment recommended for the trenches and wells, the stability of the excavation base, the
presence of water in the excavations and its influence on stability, the correct provisional or definitive
measures, the holding capacity of the land to support the works to be executed, the manner of
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carrying them out, its slopes, settlements that may arise and the necessary time for them to be
produced, safety factors adopted, measures to be taken to reduce settlements and/or accelerate
them; all with the goal of constructing a solid foundation for the execution and use of the works.
In cases where other installations, builds or services may be affected, the geotechnical study must
analyze the effects and suggest the correct measures.
D. HYDROLOGY AND HYDRAULICS The Consultant will be provided with general data on historic precipitation from the most important stations for design measures. Stations with fewer records or that are further away from the basin and are not considered as representative, will rightly not be included. In a general context, the consultant will determine the maximum annual precipitation in 24 hours for return periods of at least 5, 10, 25, 50, 100 years, at each rainfall station (at least one significant station per action or basin), adjusting the distribution frequencies at least via the Gumbel, Log – Pearson III and SQRT-Etmax methods. Based on the precipitation values obtained for each of the rainfall stations selected, the manner in which precipitation is distributed will be established based on the calculations of each rainfall station in the area. This distribution will be done preferably using the isohyetal method, attaching the corresponding plan. In the case of small basins Thiessen’s polygon method can be applied, attaching the plan stating the percentage of each basin affected by each rainfall station. Based on the above, the consultant will determine those basins affected by the infrastructure to be designed on an appropriate scaled plan, in such a manner that it is possible to obtain the necessary data for calculating the flow rate provided:
• Surface of the basin up to the control point.
• Length of the basin up to the control point.
• Difference in levels between the headwaters and the drainage point.
• Average gradient of the basin (%).
• Threshold runoff (mm). The functional hydraulic system will be studied not only in the design section but in terms of whether it will be sufficiently widened, essentially in the downstream zones for the implication on the population, in such a way that it will be verified whether all possible disruptions that may occur towards or up to the study zone have been taken into account. In particular, the existence of changes to the gradient, section changes, crossing structures, obstacles, the incorporations of tributaries, etc., will be taken into account. The necessary hydraulic checks will be done based on models that simulate the fluid’s behavior, thus considering the transmission of disruptions downstream or upstream, and not only in isolated sections. Therefore, as a minimum, one-dimensional flow and permanent system applications (HEC-RAS, FLO-2D or similar) will be used. The values of the roughness coefficient used will be sufficiently justified, as well as the contour conditions. In the event that the application takes into account the possibility of different types of systems (slow, fast…), the slow system will be used to obtain the greatest depths, and the fast [system] for the greatest velocities, thus erring on the side of caution. In any concrete cases like the flooding of the dyke to be built, the use of one-dimensional flow and permanent system applications alone will not be sufficient, and other applications must be used.
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Training in the use of the selected software(s) shall also be provided so that the client and its partners are able to sufficiently repeat and review recommendations. For the measures that warrant it, the consultant must prove the stability of the basin’s slopes when faced with erosion produced by the water, also adopting timely measures to avoid dragging the riverbed and embankment particles. If necessary, appropriate energy dissipation devices will be designed.
The consultant will share all raw and processed Shapes, Excel, Rasters, models and any other
archives with CAF and the Ministry of Works and Transport, Drainage Division; at the same time
using products resulting from this analysis as modelling materials. This output is to be collated in a
suitable format.
E. STRUCTURES
For the design of the following measures like i) the pump station, ii) the dyke, or iii) minor works, appropriate structural calculations are deemed necessary. These calculations will describe the actions considered, with special reference to the seismic effects and coefficients adopted. The consultant must consider enforceable conditions and materials to guarantee durability (minimal resistance, covering of the frame, water and cement content, galvanization, etc.). The method of calculation used (first- and second-order theories, finite elements, grids, etc.) will be indicated for each of the structural elements: horizontal, vertical and foundation elements, as well as the simplifications done to adapt to the model selected and to simulate its behavior under the different actions considered. A chart will be included with the load hypotheses considered and the weighted combinations, as well as a summary per element showing the critical reinforcement sections (as the case may be) and the most unfavorable combination adopted, as well as the type of strength. When computer programs are used, an explanatory report of the program and the grounds for its use must be attached. The stability of structures in the most unfavorable situations must be duly justified, guaranteeing their safety in the face of slipping, overspills, concrete collapse, admissible deformations and tensions. Actions to resist will be outlined, for what should also be considered relevant hypotheses in reference to the land, the possibility of water saturation, and the parameters that allow for determining structure-backfill friction and forces.
F. ELECTROMECHANICAL EQUIPMENT For the design of the pump station, electromechanical equipment must be by recommended, prestigious brands and with suitable quality criteria. Said equipment must be authorized by the Drainage Division (DD) and must be similar to that which is used by the operator at other stations where possible. In particular, it must be noted that the surfaces of metallic elements must be protected (painted, galvanized…) to ensure their durability in the face of corrosion, taking into account the environment to which they are going to be exposed, using paint or galvanizing systems that ensure their durability when faced with corrosion, differentiating between those that will be submerged or not.
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G. PUMP STATION The pump station will be designed to attain optimal functionality from hydraulic, energy and environmental standpoints. The number and types of pumps to be used, as well as suction mechanisms, will be determined based on the range of flow levels to be pumped and their daily evolution, and the functional protocol, verifying that disruptions to the flow are not caused by the established design, which may affect the expected functioning of the pump equipment, including cavitation. If deemed necessary, the consultant will study the transient system with the use of computer software, determining where appropriate the need to install systems to avoid transient phenomena, such as hydropneumatic tanks or anti-waterhammer devices. For the pump station design, the minimum flow levels will be taken into account, so that the pump system is as continuous as possible, avoiding an excessive retention time that could produce the fermentation of residues, gases, and odors. The volume of the pump deposit should be such that the maximum retention time is 60 minutes, and the pumps with starter systems designed so that there is minimal functional time, whether for starters, frequency adjustors, etc., to optimize the system’s performance. The Drainage Division (DD) should be consulted as to whether there are structural details and details on electromechanical equipment and remote controls, in order to achieve compatibility with the existing equipment and systems. Furthermore, the following design details should be taken into account:
• At the entrance to the cavity at least one pre-filter screen will be installed, followed by a fine grille, to prevent the passing of elements larger that the impeller’s absorption capacity. An entry sand trap will also be fitted, with easy access for cleaning, in a truncated cone shape to facilitate cleaning.
• The suction ducts will be of quality steel or ductile casting, fitted with a base valve and disassembly accessories.
• The pump station will be easily accessible, well lit, well ventilated, and with sufficient space to easily carry out maintenance and repairs.
• The water table level will be taken into account, with construction done above it where possible.
• The foundation and masonry wall must take into account and duly absorb machinery vibrations.
• Below-ground stations must be waterproof, with smooth and washable interior walls and perimeters. The channels for electrical lines or tubing will be covered with grid plates or aluminum cell grilles.
• The doors will be wide enough for large parts to pass through, with special exits installed in the roofs where necessary. In installations of a certain importance, overhead cranes will be installed.
• The stations will be covered in order to block out odours and other disagreeable impacts.
• If its location will be in an urban area or near to inhabited housing, an adequate deodorization system will be planned if deemed necessary.
• There must be an overflow channel capable, in the event of a breakdown of the installation, of emptying to the port, without any significant environmental or sanitation impact, or to a retention tank. If neither of these is a viable possibility, an electrogenic group will be planned to ensure electricity provision to the pump. It would be preferred that there is a release at least after passing through the pre-filter screen and fine grille.
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H. PUMPS The type of pump must be suited both to the characteristics of the water to be transported, of pluvial origin, as well as the type of installation (deep well, dry channel, submerged, etc.). The design flow and discharge head will be determined by hydraulic calculations. Its adjustment will be of the necessary units for perfect regulation, in the interest of the most economic usage possible that is also suited to the functional system of the installations, based on the study of flows and of a reserve with the same characteristics as prior ones. In the case of rainwater, special care must be taken to obtain guarantees of durability during its lifespan in the selection of the passage of solids in the impeller, coordinated with a system of solids retention suitable to the entrance of the pump well that does not allow the passage of solids of a greater diameter than the impeller. At the same time, the extraction of such solids will be facilitated via manual or mechanical means.
I. MORPHOLOGY AND CONTENT OF THE DESIGN DOCUMENTS
The document morphology and content of the Design Document are outlined in Annex I of this
document.
Notwithstanding the above and as a complement to what is stated in the attachment, the design
should include the following points: (i) development of the design ground plans and profiles of the
immediate-term infrastructure measures that allow for the correct interpretation for construction; (ii)
description of required civil and hydraulic calculations; (iii) budget and calculation sheets (with unit
prices); (iv) preparation of technical specifications.
For the designs that will be carried out, the following must be outlined: (i) description of the calculation
methods used; (ii) the hypotheses and criteria adopted; (iii) the origin of the parameters and
scenarios, as well as the scope and limitations of the results obtained.
The annexes will include detailed calculation descriptions (not only calculation sheets), with a clear
and precise description of theoretical grounds and with an explanation of the procedures, so that the
necessary checks can be carried out. The annexes will include all necessary supporting information.
All plans, maps and graphics prepared by the consultant will be done to the necessary scale and in
accordance with the specifications of the MoWT.
The expected deliverables, with their respective annexes, plans, charts, figures, etc., will also be submitted in digital format, with the files duly organized to be reprinted without any inconvenience.
J. TIMELINE AND BUDGET Develop a physical project timeline considering a realistic construction period since they are immediate-term infrastructures. Detail the technical specifications of the different proposals, calculation and budget sheets for all project components (in US dollars).
K. SOCIAL AND ENVIRONMENTAL STUDIES The consultant will carry out a social and environmental study in accordance with the applicable regulations in force (not limited to the fulfilment of Certificate of Environmental Clearance or EIAs) for
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the project to be designed; identifying the factors of the measure that will be affected by the planned action or actions, for the purpose of incorporating environmental and socio-cultural variables in the different phases of management, planning, definition and execution of the action. The social and environmental study must be conceived so that it is wholly integrated with the project, and with the necessary coherence to analyze the actual scope of the principal action and complementary works, as well as the application of measures to reduce its impact, which must be integrated into the rest of the attachments to the project. A single social and environmental study will be prepared for all of the above-listed actions, as a whole, in which the environmental effects of both the principal action and complementary works will be evaluated. Following the Certificate of Environmental Clearance process flow chart, the Consultant will help the Dranaige Division in submitting an environmental application to be screened and acknowledged by the EMA. The EMA could answer if it is necessary the prepare an Environmental Impact Assessment (EIA). Regardless of the answer, the Consultant will be responsible of preparing any documents needed, mainly in case that a CEC or CEC together with an EIA will be needed. It is to be noted that a majority of the environmental impacts were considered in previous studies and the consultant shall as far as possible endeavor to revise and update where necessary. The consultant must also review the CAF regulations on environmental and social safeguards so that they will also be considered in the social and environmental study. This will be made available to the successful bidder.
L. REPLACEMENT OF AFFECTED SERVICES
All services and easements affected by the execution of works will be included in this concept, as well as, those whose restoration must be carried out and included in the design. Unless express justification to the contrary is approved by the DD, all services, easements, etc., will be studied within this section, planning the corresponding accessory works and elements for their correct replacement.
M. ECONOMIC EVALUATION
A cost-benefit analysis must be done and the social profitability of the works must be measured via
the Benefit-Cost (B/C) coefficient, the Net Present Value (NPV), and the Economic Internal Rate of
Return (EIRR).
N. TERMS OF TENDER The terms of tender will be developed following the formats, rules and indications of the MoWT. They can be developed, as has been noted, considering a maximum of 6 terms, differentiating the 3 zones and the 3 basins where the measures are located, and a minimum of 1 term. This decision will be made by the MoWT together with CAF, in order to guarantee the maximum concurrence of the bids in question.
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O. SUPERVISION
The DD will be responsible for the supervision of works, duly supported by the technical team
appointed by CAF, who will in turn have an external support consultant.
5.3. AVAILABLE INFORMATION
The following information will be available: Rapid Assessment for the Rehabilitation and Improvement of Drainage Infrastructure in Trinidad. (See Annex 3). - Witteveen+Bos International Projects – 2019. As information that has been taken into account and that will be made available to the consultant selected in this bid:
• North Oropouche River Basin Study- IBI Group- 2008.
• Feasibility Studies & Detailed Design for Ortoire River Basin Drainage Study- Lee Young & Partners- 2009.
• Caroni River Basin Study- Royal Haskoning/ Haskoning Caribbean- 2011.
• Caparo River Basin Study {Ravine Sable Sand Pit) - Royal Haskoning OHV/ Haskoning Caribbean – 2012.
• Feasibility Studies and Detailed Design Consultancy Services for South Oropouche, River Basin- Royal Haskoning DHV/ Haskoning Caribbean – 2015 up to Formulation of Alternatives and Analysis Report
5.4. DELIVERABLES AND EXPECTED PRODUCTS
The deliverables and expected products of this consultancy are as follows:
• First Deliverable: Workplan, which must be submitted twenty (20) working days from the date of signing of the contract.
• Second Deliverable: Draft of the Strategic Drainage Plan, in accordance with the content detailed in section 5.1. of these Terms of Reference, which must be submitted 60 working days from the date of signing of the contract.
• Third Deliverable – Product 1: Strategic Drainage Plan in accordance with the content outlined in section 5.1 of these Terms of Reference, which must be submitted 90 working days from the date of signing of the contract. Product 1 must be accompanied by a PPT presentation and must be presented to the MoWT as a necessary step prior to its approval.
• Fourth Deliverable: Draft of the Final Designs for Immediate-Term Flood Control Infrastructure and Terms of Tender, in accordance with the content outlined in section 5.2 of these Terms of Reference, which must be submitted 330 working days from the date of signing of the contract.
• Fifth Deliverable – Product 2: Final Designs of the Immediate-Term Flood Control Infrastructure and Terms of Tender, in accordance with the content outlined in section 5.2. of these Terms of Reference, which must be submitted 360 working days from the date of signing of the contract. Product 2 must be accompanied by a PPT presentation and must be presented to the MoWT as a necessary step prior to its approval.
• Sixth Deliverable: Tender Documents (including the Terms of Reference) of the Detailed Designs, which must be submitted 390 working days from the date of signing of the contract.
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The Sixth Deliverable must be presented to the MoWT as a necessary step prior to its approval.
5.5. TERM OF EXECUTION OF WORKS AND DURATION OF THE CONTRACT
The period for the execution of contracted works is 390 calendar days, counted from the date of signing of the contract.
5.6. APPROVAL OF REPORTS, PENALTIES AND SUPERVISORY FUNCTIONS
− The Supervision led by the MoWT and accompanied by CAF will hold two ordinary meetings per month with the consultant to be informed of the progress of the consultancy, except where the Supervision considers any other additional meeting to be urgently needed for any reason. A document will be prepared that includes all aspects covered in each meeting and the considerations and agreements made, signed by the representative of the consultant and the Supervision.
− The Supervision’s fundamental attributes are: to know and support requests from the consultant, to analyze and approve reports, to make receipts for the works, to quantify the consultant’s progress and approve the respective payment forms.
− The consultant will present its deliverables within the timeframes stipulated in this Request for Bids, with the Supervision responsible for giving approval or presenting relevant observations within a period of 15 working days from the receipt of deliverables 1, 2, 4 and 6, and 21 working days for the deliverables-products 3 and 5.
− The Supervision will carry out the relevant process so that current laws and regulations are applied in relation to the rights and obligations inherent in the consultancy contract.
− CAF will review and make the comments and observations it deems necessary to guarantee the quality of the products generated by the consultant.
− CAF reserves the right to object to the works it considers unsatisfactory from a technical, social, economic and environmental point of view. In this case, the consultant must rectify or ratify its criteria via modifications or justifications that are to CAF’s satisfaction within a period no greater than 21 natural days once the observation has been received. If, by error or omission attributable to the consultant, additional works or rectifications are needed, the consultant will be responsible for these, with the penalty established in the contract. It is the consultant’s responsibility to complete the work in accordance with the Terms of Reference and the Terms of the Contract.
Reports must be presented in three (3) printed copies (in the English language), with its respective copy in magnetic media, in a Microsoft Word document, and the documents attached to the reports such as: Charts, Tables, Graphics, Timelines, etc., will be accepted in Microsoft Excel or Microsoft Project or any other accessible format.
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5.7. TECHNICAL PERSONNEL
For the timely and proper execution of works, the consultant must have the technical staff that will allow it to develop the works outlined in this Request for Bids (RFB).
In a tentative and non-limitative manner, and for the purposes of the evaluation of the offer, the following professionals listed below will be considered, differentiated as International Experts and Local Experts.
An International Expert is understood to be a specialist in a specific field whose experience has been acquired mainly in international actions and projects, which allows for a greater knowledge of international best practices in that respect.
A Local Expert is understood to be a specialist in a specific field whose experience has been acquired mainly in local actions and projects, which allows for a thorough knowledge of local circumstances, of application regulations and administrative management at the local level.
It is considered that the works can be carried out solvently with the following professionals listed below, if based on the bidder’s experience, the teams can be supplemented with professionals other than those listed below.
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INTERNATIONAL EXPERTS
N° KEY STAFF-
INTERNATIONAL EXPERTS
DESCRIPTION
ESTIMATED PARTICIPATION TIME
FOR TECHNICAL STAFF (MONTHS)
PARTICIPATION TIME
1 Director of consultancy services
Civil engineer, with a Master’s in Civil Engineering, specialized in drainage and hydraulic works, with over 20 years of international experience, preferably in the Caribbean, in the Management or Direction of Detailed Design Studies and the Direction of project works for hydraulic works, urban stormwater drainage, drainage systems, and routing and retention works.
6 Full time (*)
2
Expert Engineer in Urban Hydrology (Stormwater drainage)
Expert Engineer in Urban Hydrology – (Hydraulic Civil Engineer, with a Master’s in these disciplines, with over 10 years of experience in hydraulic modelling and analysis for designs of hydraulic works projects, urban stormwater drainage, drainage systems, and routing and retention works.
4 Part time
3 Expert Engineer in Hydraulic Works
Expert Engineer in Hydraulic Civil Works (Hydraulic Civil Engineer, with a Master’s in these disciplines, with over 10 years of experience in hydraulic modelling and analysis for designs of hydraulic works projects, urban stormwater drainage, drainage systems, and routing and retention works.
4 Part time
4 Pump System and Electromechanical Engineer
Electromechanical engineer,
specializing in
electromechanical equipment or
in water pump systems, with
over 10 years of experience,
preferably in the Caribbean, in
Detailed Designs of hydraulic
works projects, urban
stormwater drainage, drainage
systems, and routing and
retention works.
2 Part time
(*) Full time is considered as having the expert’s permanent presence and attention throughout the consultancy period, without necessarily dedicating all his/her time to the consultancy, but rather the suggested time estimated, and being fully available for any meeting or activity in a period no greater than 2 days from the time of notification; he/she must also give express notification if he/she is going to be absent from the project for more than 5 days.
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LOCAL EXPERTS
N° KEY STAFF –
LOCAL EXPERTS DESCRIPTION
ESTIMATED PARTICIPATION TIME
FOR TECHNICAL STAFF (MONTHS)
PARTICIPATION TIME
1
Stormwater and wáter supply Drainage Systems Engineer
Civil Engineer, with a Master’s in Civil Engineering, specialized in sewerage systems and stormwater drainage systems, with over 10 years of experience in Trinidad and Tobago in Detailed Designs of hydraulic works projects, urban stormwater drainage, drainage systems and routing and retention works.
5 Part time
2 Geotechnical-Structural Engineer
Civil Engineer, with a Master’s in Civil Engineering, specialized in hydraulic structures and geotechnics, with over 10 years of experience in Trinidad and Tobago in Detailed Designs of hydraulic works projects, urban stormwater drainage, drainage systems, and routing and retention works.
2 Part time
3 Specialist in Cost Analysis and Economic Valuation
Economist with a Master’s in a related discipline, specialized in economic valuations and costs of hydraulic works, with more than 10 years of experience in Trinidad and Tobago in Detailed Design projects of hydraulic works projects, urban stormwater drainage, drainage systems, and routing and retention works.
2 Part time
4 Social and Environmental Specialist Engineer
Engineer or university graduate with a Master’s in a related discipline, specialized in environmental and social studies, with over 10 years od experience in Trinidad and Tobago in Detailed Designs of hydraulic works projects, urban stormwater drainage, drainage systems, and routing and retention works.
4 Part time
In addition to the staff indicated above, it is recommended that the bidder include in the bid the technical and administrative team necessary to achieve the scope stipulated in the terms of reference. In this vein, based on your specific experience, the existing information and the applicable local regulations, expect to complete:
a) Topographical Surveys b) Geotechnical studies for foundations.
Similarly, the consultant can occasionally be supported by a base or support team comprised of administrative staff, topography assistants, etc.
The technical team must remain available to respond to queries (via email, video conference or teleconference, etc.) that may arise over the course of the consultancy. Furthermore, consideration
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must be given to the fact that coordination meetings are to be held every two weeks between the technical counterpart team and the consultancy, which can be held in person or remotely (video conference). Their [the technical team’s] participation must be assured in the presentations of the expected products in section 5.4., to clarify and/or respond to queries that may arise.
5.8. CAPACITY OF THE CONSULTING FIRM
To be able to evaluate the firm’s capacity to execute the requested consultancy services, firms must be able to demonstrate that they have:
a) Technical Capacity: The company must be able to prove that it has at least the following specific experience:
• (1) Urban drainage and/or flood control projects of a similar nature to the project requested, for a minimum contract value of USD 250,000.
• (2) Director Plans/Master Plans for urban drainage and/or flood control systems, for a minimum total of USD 50,000.
To justify this scope, the documentation accrediting those contracts (contract, project close or client
letter) in the last 5 years will be submitted, with information on the goal, contract amount, quantity of
hours/staff used and the period of execution.
b) Financial and Legal Capacity: Firms must prove that they are legally constituted in their country of origin. They must also present their audited financial statements from the last 2 years, showing a net business figure of at least USD 2 million.
REFERENCE BUDGET
The reference budget is USD 450,000.00 (four hundred and fifty thousand United States dollars)
5.9. PAYMENT MODALITY AND METHOD
PAYMENT MODALITY:
A lump sum contract will be entered into with the consultancy firm, with its sole liability and
using its own work elements.
This contract will constitute the fundamental document to prove and justify the relationship
agreed upon between the parties and for the payment of services, for which the fulfilment
of the deliverables required by CAF, in accordance with the provisions of the following
point, will be sufficient.
PAYMENT METHOD
The payment will be made within 15 days of the approval of the corresponding deliverable,
via bank transfer to the account designated by the successful bidder during the negotiation
stage and in accordance with the following timeline:
− First payment, equivalent to 10%, following the presentation of the First Deliverable by the
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consulting firm and the respective approval of the deliverable by the MoWT and CAF.
− Second payment, equivalent to 25%, following the submission of the Third Deliverable by the consulting firm and the respective approval of the deliverable by the MoWT and CAF.
− Third payment, equivalent to 20%, following the submission of the Fourth Deliverable by the consulting firm and the respective approval of the deliverable by the MoWT and CAF.
− Fourth payment, equivalent to 40%, following the submission of the Fifth Deliverable by the consulting firm and the respective approval of the deliverable by the MoWT and CAF.
− The final payment, equivalent to 5%, following the submission of the Sixth Deliverable by the consulting firm and the respective approval of the deliverable by the MoWT and CAF.
CAF will retain ten percent (10%) of each partial payment of the consultancy contracts to constitute a Guarantee Fund, a sum that will be repaid to the consulting firm once the Final Consultancy Report is approved by the MoWT and CAF.
5.10. TAXES AND DUTIES:
Any taxes, fees, duties or financial commissions that may arise will be assumed by the consulting firm, and as such, will be considered included in the price offered and will not affect the remuneration total for the services.
By virtue of the immunities and privileges granted by the Republic of Trinidad and Tobago, CAF is exempt from VAT payment. As such, any invoice issued to CAF in Trinidad and Tobago should not include this tax.
6. GUIDELINES FOR THE PRESENTATION OF BIDS
6.1. PRESENTATION OF THE BID
DATE AND PLACE
Bids must be presented via email up to 11:59 PM – Trinidad on the date indicated in the call for bids and sent to the email address: [email protected] The bid will be comprised of three (03) parts titled: “Technical Bid”, “Economic Bid”, and “Annexes” – authority and constitutional documents (digital version), which altogether will constitute a single document titled “Bid for the completion of the CONSULTANCY SERVICE FOR THE PREPARATION OF THE FINAL DESIGN OF IMMEDIATE MEASURES FOR FLOOD CONTROL AND A DRAINAGE ACTION PLAN”.
The digital file will be in PDF format and where possible will not exceed 10 MB; in all cases, if the file is larger, the bidder will send the compressed file and/or will send a link (WeTransfer or equivalent) for its respective download.
The Technical Bid must be concise and go directly to the solutions proposed by the consultant, and must not exceed 40 pages in its entirety, including graphics, plans, photographs, and any other documents the bidder believes should be included. It must also be typed in a legible font and font size (no smaller than 10 point) and with suitable line spacing. Failure to comply with these conditions will incur a penalty in the points scored by the offer.
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Each part must have consecutively numbered pages, and the form number used must be clearly indicated where necessary. Where the forms and documents requested in the RFB correspond, the scanned signature and details of the bidder’s legal representative must be included.
CAF will not be liable for any possible delay and/or error in transmission when sending the digital file for the bid as a result of breakdowns that may occur in servers and electronic messaging systems.
CONTENT
It is obligatory that the bid must contain a detailed index so that any information and/or forms and/or documents can be easily found. The covers of the sections and annexes of the bid must be labelled as follows:
(a) Technical Bid:
[Insert the RFB identification indicated in the Information Sheet]
BIDDER: ___________________________________
(b) Economic Bid:
[Insert the RFB identification indicated in the Information Sheet]
BIDDER: ___________________________________
(c) “Annexes” – Authority, Constitutional Documents, and others:
1. Authority and Constitutional Documents
2. If it is a temporary partnership or relationship, the respective legal instrument
[Insert the RFB identification indicated in the Information Sheet]
BIDDER: ___________________________________
All offers must clearly specify the name of the company and of the authorized representative, and state its email address in order to receive notifications.
Responses to the specific requirements for information made in Section 8 of this request for bids must respect the numerical sequencing proposed by CAF, for which reason each response must indicate the reference number to the question or requirement from which it originated.
If any aspect required in this RFB is not applicable, it should be marked “N/A”.
CAF does not agree to and is not obliged to compensate the bidding consulting firms for their bids.
CAF’s decision to reject any bid will be definitive and cannot be appealed, and CAF will in no way be held liable.
CAF will not be responsible for the expenses, costs or fees that arise from or are linked to bids.
CAF reserves the right to not select any bid and to definitively suspend the selection process. Similarly, it reserves the right to award the contract for the provision of the service to any person or company of its choosing, whether or not it has presented a bid based on this document.
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The consulting firm is responsible for all agreements related to the payment, retention or collection of any tax, contribution or any duty that may be required in the country where the charge associated with the contract may arise.
PAYMENT AND ESTIMATE CURRENCY
The payment and estimate currency will be United States dollars.
VALIDITY OF OFFER
The minimum validity period of the offer will be 120 consecutive days counted from the date of closure of the call for bids.
6.2. RECEIPT OF CONSULTATIONS
The receipt of consultations will be done 15 (fifteen) natural days before the deadline for the presentation of bids.
CAF will respond in writing via email to all concerns or requests for additional information that may be required by any participant and considered valid by CAF. Said responses will be published on the CAF web page.
Any matter related to this RFB will be handled via the following email address: [email protected], indicating in the subject line: “CONSULTANCY SERVICE FOR THE PREPARATION OF THE FINAL DESIGN OF IMMEDIATE MEASURES FOR FLOOD CONTROL AND A DRAINAGE ACTION PLAN”
At any time prior to the submission of bids, CAF can amend the RFB, issuing an amendment in writing or via the web page. The amendment will be considered mandatory for all bidders. CAF can extend the period for the submission of bids if the amendment is considerable, in order to grant more reasonable time to the bidders to take it into account in their bids.
It is hereby stipulated that any clarification, amendment or supplementary document that may be issued by the contracting party, be it by official initiative or as a response to clarification requests from bidders, must be taken into account for the submission of the documents requested and the bid. However, only those modifications introduced by CAF, in accordance with the preceding paragraph, will be considered part of the RFB.
6.3. ANALYSIS OF BIDS
EVALUATION CRITERIA FOR TECHNICAL BIDS
The criteria and sub-criteria, and the points system that will be used for the evaluation of bids
(i) The consultancy firm’s capacity to execute the requested services in point 5.8 (max. 10 points). See Annex 2
(ii) Methodology and proposed work and organization plan (max. 20 points)
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a. Technical focus and methodology (10 points).
b. Work plan (5 points).
c. Staff organization and resources (5 points).
(ii) Qualifications of the Technical Team requested in point 5.7. and competence for the work (max. 70 points). See Annex 2.
The team members are:
International Experts:
a. Director of Consultancy Services (20 points). b. Expert Engineer in Stormwater Drainage (10 points). c. Expert Engineer in Hydraulic Works (10 points). d. Pump Systems and Electromechanical Engineer (10 points).
Local Experts:
e. Stormwater Drainage Systems Engineer (5 points) f. Geotechnical-Structural Engineer (5 points) g. Specialist in Cost Analysis and Economic Valuation (2.5 points) h. Social and Environmental Specialist Engineer (5 points) i. Land Acquisition Expert (2.5 points)
Total points for the three criteria (100 points).
The minimum technical points (Tp) required to qualify is 70 total points out of 100.
EVALUATION CRITERIA FOR THE PRICE BIDS
The formula to determine the financial score is as follows:
Pf = 100 x Fm / F, where Pf is the financial score, Fm is the lowest price and F is the price of the bid under consideration.
CONSIDERATION OF THE QUALITY AND PRICE
The considerations assigned to the technical and financial bids are:
T = 0.8, y P = 0.2 Final combined score = 0.8*Pt + 0.2*Pf
CLARIFICATIONS OF THE BID
During any of the stages of the evaluation of bids, CAF can request that the bidder make clarifications with respect to the offer. The bidder cannot alter the offer via the clarification.
This implies that at any time during the evaluation of the bids or at any time during the competitive process, CAF can make a request to bidders that the documents submitted with their digital bid be printed and notarized or submitted in original copies where CAF deems it convenient.
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6.4. SELECTION OF FINAL PROVIDERS
Once the Technical Bids have been evaluated, the Evaluation Committee will open the files containing the Price Bids of those firms that have exceeded the minimum technical score.
The files containing the Price Offers of those firms that have not exceeded the minimum technical score will be returned unopened to the bidders once the selection process is complete.
6.5. NEGOTIATION
The Evaluation Committee will invite the consulting firm with the highest combined score to negotiate.
The representatives negotiating on behalf of the invited consulting firm must have written authorization to negotiate and enter into the contract.
The invited consultant must confirm the availability of all professional staff. If this requirement is not complied with, the Evaluation Committee can proceed to negotiate with the next qualified consulting firm.
The Committee can ask the selected firm to replace or change any persons, provided that this has been raised in the technical evaluation.
Upon agreeing to replace one of the proposed persons, the proposed replacement must have equivalent or better qualifications and experience than the original candidate and must be presented by the consulting firm within a period of 5 consecutive days following the request for replacement.
Negotiations will include an analysis of the technical bid, of the focus and of the methodology of the work plan, staff resources and organization, and of the suggestions formulated by the consulting firm to improve the terms of reference.
The Committee will prepare a negotiation document that will be signed by the representative of the consulting firm and CAF representatives.
If the successful bidder does not submit the documents to CAF and/or refuses to submit them within ten (10) working days of receiving official notification of its successful bid, CAF will have the right to cancel the awarding of the contract, without the successful bidder having the right to make any claim. In the case of cancellation, CAF can invite the bidder who submitted the qualified bid next in line to negotiate, and so on, in succession.
6.6. SELECTION OF THE WINNER
The Evalution Committee will issue a report recommending the contracting of the consulting firm with which it has come to an agreement during the negotiation.
Once the Final Report is issued, CAF will invite the consulting firm selected to sign the contract.
6.7. NOTIFICATION OF THE SELECTION OF THE WINNER
Once the contract is signed with the selected consulting firm, CAF will notify all bidders of the final decision of the process via email.
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6.8. TENDER DECLARED NULL AND VOID
The Evaluation Committee will issue a report recommending the contracting of the consulting firm with which it has come to an agreement in the negotiation.
Once the Final Report is issued, CAF will invite the consulting firm selected to sign the contract.
CAF can reject all of the bids, as well as declare the selection and contracting process null and void at any time following the awarding of the contract, without being held liable by the affected consultant or consultants for this decision and without any obligation to inform them of their motives. The contractor will declare the Request for Bids null and void if there are no bids and in the following cases:
✓ If no offer substantially responds to what it requested in the RFB; or ✓ If no effective competence has been shown among the participants ✓ If in the contractor’s opinion, the bids are not adjusted to general market conditions.
7. REQUESTED INFORMATION
The information requested in this chapter must be included in the bid. Each response must be identified according to the number assigned to the question. If any aspect does not apply to the consulting firm, please state “N/A” in your response.
7.1. TECHNICAL BID (SEE POINT 8.2)
THE PROVIDER’S GENERAL INFORMATION
About the Provider
✓ Include a brief history.
✓ Describe the organizational and management structure.
✓ Explain the services offered and which have been the most representative lines of
business.
✓ Describe any legal process in which the provider has been involved. Include dates,
parties involved, reason for the legal grounds and current status.
✓ The bidder must include a sworn declaration in which it agrees to satisfy the ToRs.
On your Specific experience (See TEC-2)
✓ Mention all major projects similar in purpose to this consultancy, including the
following information:
• Name of the client.
• Date or duration of the relationship.
• Scope of the service provided.
• Telephone number, email and contact information of the point of contact.
On your relationship with CAF
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✓ Describe any current or prior business relationship with CAF and the nature of said relationship, if applicable.
CONSULTING SERVICE’S INFORMATION
Methodology to be utilized (See TEC-3)
✓ Providing as much detail as possible, explain the work methodology to be utilized throughout the consultancy, its phases, the intervening roles, the internal communication scheme within the team, and the type of documentation to be prepared.
Planning (Work plan) (See Tec-7)
Describe the detailed plan of activities in M/S Project format, including (See format):
✓ Activities. ✓ Roles. ✓ Milestones. ✓ Duration. ✓ Estimated allocation (during the time taken for the work) of resources. ✓ Critical path.
Work team (See TEC 4 and 5)
✓ Specify the Work Team that must be put together to undertake the project, including profiles and roles to be filled.
✓ Include the CVs and experience in similar consultancies of the staff assigned to the project, which is detailed in section 5.7. of this RFB. (See format.)
Staff resources and organization (See TEC-6)
✓ Specify the Work Team’s hourly workload, since it will be providing services on-site and its distribution of time.
7.2. PRICE BID
COST STRUCTURE
✓ Indicate the cost structure detailed in accordance with the formats requested in point 8.3.
PAYMENT METHOD AND MODALITY
✓ Indicate your conformity with the payment scheme proposed in section 5.9.
7.3. ANNEXES
LEGAL DOCUMENTATION
Individual consulting firm:
✓ Non-certified copy of the bidder’s current Articles of Incorporation. ✓ Non-certified copy of the current power of attorney granted to the bidder’s legal
representative, identified and authorized to sign the bid.
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✓ In the case of partnerships or joint ventures, non-certified copies of the current legal powers of the representatives of the comprising firms must be submitted, together with a Promissory Note signed by each representative.
✓ Sworn declaration by the bidder’s legal representative with a scanned signature, that the bidder has no legal impediment to entering into contracts with the contractor (CAF).
Joint Venture, Consortium or Other Strategic Alliance (JVCSA):
Each of the companies that form the JVCSA must present the documents indicated above. Additionally, the promise of consortium or agreement of the JVCSA must be submitted, and must at least contain the following:
✓ the companies that comprise the JVCSA; ✓ appointment of a shared legal representative and fixed address for the JVCSA; ✓ appointment of the company that will assume leadership of the JVCSA; ✓ participation of each company comprising the JVCSA in terms of percentage of cost and
execution of the service. The minimum participation of the leading company of the JVCSA must be less than 51% and for each of the other companies, a minimum of 15% participation;
✓ express statement that the legal liability of the members of the JVCSA is shared and indivisible before the contractor for the services it shall provide; and
✓ express statement of formal agreement not to modify the terms of the contract or the JVCSA terms until the service is satisfactorily delivered to the contractor if the contract is awarded.
OTHER
If deemed necessary, the bidder can include annexes containing supplementary information
to support its bid.
8. FORMS
8.1. CONFIDENTIALITY AGREEMENT
In order to ensure the due protection and preservation of the confidential and privileged information made available by the Andean Development Corporation (CAF), a duly authorized representative of the consulting firm agrees to sign this CONFIDENTIALITY AGREEMENT, hereinafter referred to as the “Agreement”, in the following terms: For the purposes of this Agreement, “Confidential Information” refers to any information relating to CAF made directly or indirectly available to the consulting firm by CAF, whether verbally, in writing, graphically, or electronically. In particular, “Confidential Information” will include any information, process, technique, algorithm, software program (including source code), design, drawing, formula, or evidentiary data, or production data related to any research project, works currently underway, creation, engineering, preparation, marketing, services, financing, or personnel matter related to CAF, its current or future products, sales, providers, clients, employees, investors or deals, among others.
1. The term “Confidential Information” will not include information which the consulting firm can reasonably demonstrate: a) is currently or as of the date of the agreement publicly known or available to the public, without any action or omission on the part of the consulting firm; b) is known by the consulting firm at the time of receiving said information; c) as of the date of signing of this Agreement, has been provided to the consulting firm by a third party in a legal manner
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and without any restriction on its disclosure; d) is subject to written permission for disclosure provided by CAF; or e) has been generated independently by the consulting firm without making use of the “Confidential Information”.
2. The consulting firm agrees to maintain the discretion of the “Confidential Information” and, except where express written authorization is given by CAF, not to disclose the “Confidential Information” to a third party. The consulting firm expressly agrees to maintain confidentiality as to the existence of this Agreement and with respect to its conversations and negotiations with CAF.
3. The consulting firm is obligated unconditionally and irrevocably to consider and handle all
information as confidential and as such, not to reveal it to third parties, and to protect it in the same manner that it would protect its own confidential information, and not to use it for its benefit or the benefit of third parties. The consulting firm will not use the “Confidential Information” for any other purpose or in any other manner that could violate any law or regulation. Nothing in this Agreement grants the consulting firm the right to retain, distribute or commercialize the “Confidential Information”. The consulting firm agrees not to attempt to directly or indirectly obtain any reference, note or detail on “Confidential Information” from a third party who may be employed by or may have provided services to or received information from CAF. Without conceding any right or permission, CAF agrees that the preceding restrictions will not be applied to any information that the consulting firm can reasonably prove: (1) is available to the general public without any action or omission on the part of the consulting firm or its partners, agents, consultants or employees; or (2) was in its power or knowledge prior to its delivery by CAF to the consulting firm; or (3) was correctly disclosed to it by a third party without restriction.
4. The “Confidential Information” must not be reproduced or copied in any way that is not for the
legitimate internal use of the consulting firm. 5. All “Confidential Information” (including but not limited to all copies of same) will always remain
the property of CAF and must be returned to CAF after it is no longer needed or at CAF’s request, and, in any case, upon the expiration of this Agreement.
6. This Agreement will remain in force so long as the consulting firm continues receiving
“Confidential Information” and can be terminated by either of the parties at any time by written notification from the other party. The termination will not relieve the consulting firm of its obligations in paragraphs 2 and 3 with respect to “Confidential Information” disclosed prior to the date of termination. The provisions of paragraphs 3 and 4 will remain in force, even after the termination of this Agreement.
7. The consulting firm agrees to indemnify CAF for any loss or damage that may arise as a result
of any violation of this Agreement on the part of the consulting firm.
In witness whereof the consulting firm signs this Confidentiality Agreement, in two (2) copies, each having the same force and effect as the original. In _________ _______________, on the ___________ (___) day of the month of __________ in 202_.
The consulting firm _________________________________________________
[NAME OF THE REPRESENTATIVE OF THE LEGAL ENTITY]
[ROLE OF THE REPRESENTATIVE OF THE LEGAL ENTITY]
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8.2. FORMS FOR THE SUBMISSION OF THE TECHNICAL BID
TEC-1 FORM LETTER OF TECHNICAL BID
[Place, date]
A: [Contractor’s name and address]
Sir/Madam:
We, the undersigned, offer to provide consulting services for [title of consulting services] in accordance with your Request for Bids (RFB) and our bid. We hereby present our offer, which is comprised of this technical bid and a price bid, which is submitted on separate stamped paper. We are presenting our bid in association with: [Insert a list with the full name and address of each associated consulting firm]1 We declare that all the information and affirmations made in this offer are true and that any misinterpretation therein can lead to our disqualification.
We declare that we will maintain our offer for the period and under the conditions stipulated in section 6.1. of the RFB. If negotiations are carried out during the validity perod of the offer, we agree to negotiate based on the proposed staff. This offer is of an obligatory nature for us and is subject to modifications that may arise from the contract negotiations.
We understand that you are not obligated to accept any of the bids you receive. We do not have any sanction from the Finance Bank or any other International Financial Institution (IFI). We agree that within the selection process (and in the case that we are the successful bidders, in the execution) within the contract, we will observe the laws on fraud and corruption, including bribery, as applicable in the client’s country.
Sincerely,
Authorized signature [complete and initialled]:________________________________ Signatory’s name and position: _______________________________________ Name of the firm: ________________________________________________ Address: ________________________________________________________
1 [Delete if there is no partnership.]
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TEC-2 FORM CONSULTANT’S EXPERIENCE
[In the following format, provide information on each of the jobs and each one associated with this
job that were legally contracted, as individuals or a legal entity, or as one of the principal firms in a
partnership, to provide similar consulting services to those requested in this project. Use a maximum
of 20 pages.]
Name of the job:
Approximate value of the job (in United States
dollars)
Country:
Location within the country:
Duration of the job (months):
Name of the Contractor: Total number of months to complete the job:
Address:
Approximate value of the services rendered by
your firm under the contract (in United States
dollars)
Date of commencement of the service
(month/year):
Date of completion of the service (month/year):
Number of months of professional staff provided
by associated consultants:
Name of associated consultants:
Number of officials at a high level from your
involved company and duties performed
(indicate the most significant profiles such as
Director/Project Coordinator, Team Leader):
Narrative description of the job:
Description of the services effectively provided by the firm’s staff for the project:
Name of the firm: ____________________________________________________________
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TEC-3 FORM: DESCRIPTION OF THE FOCUS, METHODOLOGY AND ACTIVITIES
PLAN FOR THE EXECUTION OF THE JOB
The technical focus, methodology and work plan are key components of the technical bid. It is
suggested that you submit your technical bid (use maximum 50 pages including graphics and
diagrams) divided into the following three parts:
a) Technical focus and methodology b) Work plan, and c) Staff resources and organization
a) Technical focus and methodology. In this chapter, you must explain your understanding of the
objectives of the work, focus of the services, and methodology to carry out the activities and obtain
the desired product, and the level of detail of said product. You must highlight the problems that are
being dealt with and their significance, and explain the technical focus that you will adopt to deal with
them. You must explain the methodology that you propose to adopt and emphasize the concurrence
of this methodology with the proposed focus.
b) Work Plan. In this chapter you must propose the principal activities of the work, its content and
duration, phases and how they relate, stages (including the contractor’s provisional approvals), and
the submission dates of reports. The proposed work plan must be consistent with the technical focus
and the methodology, demonstrating an understanding of the ToRs and the ability to translate them
into a feasible work plan. Here a list of final documents should be included, including reports,
drawings and tables that should be presented as the final product. The work plan must be consistent
with the Work Program in the TEC-7 Form.
c) Staff Resources and Organization. In this chapter, you must propose the structure and composition
of your team. You must detail the principal disciplines of the work, the key expert responsible, and
the appointed technical and support staff. The TEC-5 Form must be presented – CURRICULUM OF
PROPOSED PROFESSIONAL STAFF – for the technical staff.
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TEC-4 FORM COMPOSITION OF THE TEAM AND ASSIGNMENT OF RESPONSIBILITIES
Name of staff Area of Specialization Proposed role Assigned activity
Proposed hours
HQ Field1
1 Field means the work completed in the contractor’s country and not in the consulting firm’s HQ offices.
CERTIFIED TRANSLATION
38
TEC-5 FORM CURRICULUM OF PROPOSED STAFF
1. Proposed role [only one candidate should be nominated for each position]:
_____________________________________________________________________________
2. Name of the firm: [insert the name of the firm proposing the candidate]:
_____________________________________________________________________________
3. Name of individual: [insert full name]:
_____________________________________________________________________________
4. Date of birth: ____________________ Nationality: ________________________
5. Education: [Indicate the names of universities and other specialized studies done by the individual, giving the names of the institutions, grades obtained and the dates on which they were obtained.] ______________________________________________________________________
6. Professional associations the candidate belongs to: _______________________________
_____________________________________________________________________________
7. Other specialties [Indicate other significant studies from the grades indicated under point 5 – Where education was obatined.]:
_____________________________________________________________________________
8. Countries in which the candidate has work experience: [List the countries where the individual has worked within the last ten years]: _____________________________________________________________________________
9. Languages [For each language, indicate the level of competence: good, regular, poor in speaking, reading and writing]:
________________________________________________________________________________________________________________________________________________________
10. Employment History [Starting with the current position, list in inverse order each role that the candidate has held since graduating, indicating the following for each position (see the following form): dates of employment, name of the organization, positions held]:
From [Year]: ____________ Until [Year] ____________
Company: ____________________________
Positions held: ______________________________
CERTIFIED TRANSLATION
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11. Details of the assigned activities [List all of the tasks that will be performed in this
job]___________________________________________________________________
12. Jobs completed that best demonstrate the candidate’s capacity to execute the assigned
tasks [From all of the jobs that the individual has completed, complete the following information for
those that best demonstrate the candidate’s capacity to execute the tasks listed in point 11].
Name of the task or project: __________________
Year: ________________________________________
Location: _______________________________________
Contractor: __________________________________
Main chacteristics of the job: ____________
Activities performed: ______________________
13. Certification:
I, the undersigned, certify that, to the best of my knowledge and understanding, this form accurately
describes my person, my qualifications, and my experience. I understand that any intentionally false
statement included herein could lead to my disqualification or dismissal, if I am already contracted.
________________________________________________ Date: _________________
[Signature of the individual or the individual’s authorized reprsentative] Day / Month / Year
Full name of the authorized representative: __________________________
CERTIFIED TRANSLATION
41
TEC-6 FORM CALENDAR OF STAFF ACTIVITIES
N° Name of
the Employee1
Staff contribution (in a bar chart) ² Total contribution
months - staff
1 2 3 4 5 6 HQ Field³ Total
Foreign
1 [HQ]
[Field]
2
n
Subtotal
Local
1 [HQ]
[Field]
2
n
Subtotal
Total
1 For professional staff the contribution must be indicated individually; for support staff, it should be indicated by category (for example, draughtsman, office employee, etc.)
2 Months are counted from the commencement of the work. For each employee, indicate the contribution separately at HQ and in the field. 3 Field work means work done in a location that is not the consultant’s HQ office.
Full time Part time
CERTIFIED TRANSLATION
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TEC-7 FORM WORK PLAN
N° Activity¹ Months²
1 2 3 4 5 6
1
2
3
4
5
n
1 Indicate all of the main work activities, including the submission of reports (for example, initial, provisional, final reports), and other stages such as approvals by the contractor. For tasks in various phases, indicate the activities, submission of reports and stages for each phase separately. This form should include at least the opening of activities stipulated in point 6.1.
2 The duration of the activities must be indicated in the bar chart.
CERTIFIED TRANSLATION
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8.3. FORMS FOR THE SUBMISSION OF THE PRICE BID
FIN –1 FORM PRICE BID LETTER [Location, date]
A: [Contractor’s name and address]
Sir/Madam:
We, the undersigned, offer to provide consulting services for [title of work] in accordance with your Request for Bids (RFB) and our technical bid. The Price Bid attached is for the sum of [total in writing and figures1]. This figure includes all required taxes and costs for the execution of the contract2. Our financial bid will be obligatory for all of us, subject to any modifications that may arise from negotiations of the contract, up to the expiration of the bid’s validity period. We understand that you are not obligated to accept any of the bids you receive.
Sincerely,
Authorized signature: [full name and initials]: __________________________ Signatory’s name and position: _________________________________________ Name of the firm: _________________________________________________ Address: _________________________________________________________
1 The figures must coincide with those indicated under the FIN-2 Form 2 By virtue of the immunities and privileges granted by Trinidad and Tobago, CAF is exempt from the payment of VAT.
CERTIFIED TRANSLATION
44
FIN-2 FORM SUMMARY OF COSTS
Item United States dollars
USD
Total cost of the Price Bid 1
1 Indicate the total cost (excluding VAT- by virtue of the immunities and privileges granted by Trinidad and Tobago, CAF will be exempt from the payment of
VAT) payable by the contractor in United States dollars. Said costs must coincide with the sum of the relevant sub-totals indicated in all of the FIN-3 forms provided with the bid.
CERTIFIED TRANSLATION
45
FIN-3 FORM COST BREAKDOWN BY ACTIVITY1
Group of Activities:2
Description:3
Percentage applicable to the cost of services abroad: 6
Cost Component Currency:4 UNITED STATES DOLLARS
Remuneration5
Other expenses 5
Sub-totals
1 The FIN-3 Form must be completed for the complete work. The consultant must complete a separate FIN-3 Form for each group of activities. The sum of the relevant sub-totals of all FIN-3 forms submitted must coincide with the total cost of the financial bid indicated in the FIN-2 form. 2 The name of the activities must be the same as or match those indicated in the second column of the TEC-7 Form and must at least include the opening of activities established in point 6.1. 3 Brief description of the activities whose cost breakdown is provided in this form. 4Indicate the name of the foreign currency in square brackets. Use the same columns and currencies as in the FIN-2 Form. 5The remuneration costs and other expenses must coincide respectively with the total relevant costs indicated in the FIN-4 Forms. 6 The consultant must indicate the cost percentage per activity that corresponds with the services rendered abroad.
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FIN-4 FORM BREAKDOWN OF REMUNERATIONS1
[The information that must be presented in this form will be utilized solely to establish payments to
the consultant for possible additional services requested by the contractor]
Name2 Position3 Month-employee rate4
Foreign staff
[HQ]
[Field]
Local staff
[HQ]
[Field]
1 The FIN-3 form must be completed for the same professional and support staff listed in the TEC-4 form. 2 Professional staff must be indicated individually; support staff will be indicated by category (for example:
draughtsman, office staff). 3 Professional staff positions must coincide with those indicated in the TEC-4 Form. 4 Indicate the rate by month-employee and the currency for the work at HQ and in the field separately.
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9. ANNEXES
ANNEX I
SPECIFICATIONS FOR THE SUBMISSION OF DETAILED DESIGNS
A. Content of the Component II Report
The tentative content that will be contained the Detailed Design Project is as follows:
Descriptive report
The report will wholly justify the projected solution and will describe its use and functional elements,
singular works, aesthetic and environmental surroundings and land setting.
The note will follow, in general, the index proposed below (not limited to):
• Executive Summary
• Background.
• Data Collection
• Premises
• Purpose of the Project
• Design Criteria
• Justification of the solution adopted
• Description of the projected works
• Affected services
• Environmental study
• Execution period of works
• Land availability
• Quality control
• Budget
• Documents comprising the project
Annexes to the Report.
These will include all environmental, land, geotechnical, geological, hydraulic, hydrological,
topographical data, and other calculations and studies that may be utilized in their preparation, which
could tentatively be the following:
• Annex nº 1. Cartography and Topography
• Annex nº 2. Hydraulic and Hydrologycal Design
• Annex nº 3. Mechanical calculations of channels
• Annex nº 4. Structural calculations
• Annex nº 5. Electrotechnical calculations
• Annex nº 6. Instrumentation and control
• Annex nº 7. Urbanization, secondary and supplementary works
• Annex nº 8. Affected services and replacements
• Annex nº 9. Environmental study
• Annex nº 10. Site layout
• Annex nº 11. Works plan
• Annex nº 12. Justification of prices
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• Annex nº 13. Budgets
• Annex nº 14. Quality control
• Annex nº 15. Health and Safety and Risk Assessment
Plans
Plans must be signed by the Author of the Project, and as the case may be, by the responsible
Specialist.
In plans for engineering structures, the resistant characteristics of materials will be included, as well
as a schematic table stating the entire parts breakdown, with the corresponding partial and total
measurement of the framework.
The following table of contents is given by way of example (not limited to):
• Location map and index
• Current location
• General floor plan and distribution of drafts
• Site layout
• Topographical survey maps
• Plan for location of immediate-term flood control infrastructure.
• General plan, profile and floor plan for the pump station
• Detailed construction plans of the pump station and its parts
• General plan, profile and floor plan of the sediment traps.
• Detailed construction plans of the sediment traps and their parts
• General plan, profile and floor plan of the parks and design specifications
• Detailed construction plans of the parks and design specifications
• General plan, profile and floor plan of canals and design specifications
• Detailed construction plans for canals and design specifications
• Gravity-flow lines
• Piezometric lines in pumps
• Floor plan and longitudinal profile of the channels
• Necessary construction details and standard sections (structural frameworks, scaffolding, etc.)
• Cross-sections.
• Geometric definition.
• Structures
• Electromechanical equipment
• Installations
• Urbanization
• Complementary works
• Access
• Replacement of services
It should be possible to deduce the measurements of the different work units from their annotation in
the plans, without having to take any measurements on said plans.
The structural works plans will show the parts one by one and the annotation of each type of
reinforcement (active and passive), as well as a schematic table showing all of the parts with the
corresponding total and partial measurement of reinforcements, where necessary.
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Budgets
For the preparation of the budget, a study of the works will be done, allowing for the establishment
of the most appropriate work teams for the project’s execution, while also guaranteeing proper
execution of the works.
The chapters of this document will be as follows:
• Measurements
• Price unit analysis
• General budget and budget per component
• Maintenance and operations costs
• Social and environmental costs
• General Budget
Technical Descriptions
✓ Construction technical specifications per item of work activity and social, environmental and technical information by activity, the latter being derived from the results of the project’s social and environmental evaluation.
✓ Maintenance and operational manual ✓ Environmental impact study for the project ✓ Land Acquisition Plan
B. Submission method
Once the observations are included in the Draft of the Final Report, the consultant will submit the
Final Report in two (2) printed copies and one (1) digital copy (pen drive). The technical report will be
done in MS Word format up to the 2013 version. The forms must be prepared in MS Excel up to the
2013 version. Plans must be prepared in CAD and kept in DWG format up to the 2010 version. They
must be georeferenced with DATUM WGS84 Zone 20N and the UTM COORDINATE SYSTEM. The
CAD plans will be done in the model format in 1:1 scale. All plans must also be submitted in a printable
version (PDF).
The scale to be used for the plans must be such that it allows for the visualization of all texts and
details necessary for the plan to be understood.
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ANNEX II
PARAMETERS FOR THE EVALUATION OF OFFERS
1. Capacity of the consulting firm to execute the services (Maximum 10 points)
EXPERIENCE IN URBAN DRAINAGE AND FLOODING
Number of Contracts Amount per Contract Awarded
≥1* ≥ 250,000 USD 1 point for each contract
presented, up to a maximum of 3 points
*Companies that do not meet this requirement will be automatically disqualified
EXPERIENCE IN SIMILAR SERVICES
Design of: Water level Awarded
Pump stations ≥ 1 m3/seg 1 point for each contract up to a maximum of 3 points
Construction of dykes, drainage channels, among
others
Dyke Awarded
≥ 4 m height
1 point for each concept up to a maximum of 2. Drainage
≥ 5 Km
Local experience Awarded
0.5 points awarded for each prior contract in Trinidad and Tobago
2 points maximum
For the experience to be valid, contracts must be completed and have an approved final report.
Experience in similar services to those of the consultancy must have been executed in the last five (5) years, completed individually or in partnership with other firms, but with a minimum participation of 25% of the total amount in the contract.
In the case of Joint Ventures or Consortia, the score will be obtained in accordance with the resulting quantity from the direct sum of similar works completed by each participant, except where the experience referred to is the same contract, in which case it will only be counted once.
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2. Qualifications of the Technical Team and competence for the work (max. 70 points).
The staff at the consulting company must consist of a team of highly qualified experts (university-
graduate professionals), plus technicians and support staff as needed. The following staff is required
as a minimum:
KEY STAFF – INTERNATIONAL EXPERTS
Director of consultancy services
Expert Engineer in Urban Hydrology (Stormwater drainage)
Expert Engineer in Hydraulic Works
Pump Systems and Electromechanical Engineer
KEY STAFF – LOCAL EXPERTS
Stormwater Drainage Systems Engineer
Structural-Geotechnical Engineer
Specialist in Cost Analysis and Economic Valuation
Social and Environmental Specialist Engineer
Evaluated Staff:
a. Director of consulting services b. Expert Engineer in Urban Hydrology (Stormwater drainage) c. Expert Engineer in Hydraulic Works d. Pump System and Electromechanical Engineer e. Stormwater Drainage Systems Engineer f. Structural-Geotechnical Engineer g. Specialist in Cost Analysis and Economic Valuation h. Social and Environmental Specialist Engineer
The assignment of points for the evaluated staff will be done as follows:
1. Director of consulting services (20 points). Personal characteristics (4 points): Civil engineer with a Master’s in Civil Engineering, specialist in drainage and hydraulic works, with more than 20 years of international experience, preferably in the Caribbean, in Management or Direction of Detailed Design Studies and Direction of Works for hydraulic works projects, urban stormwater drainage, drainage systems, and routing and retention works.
General Experience (4 points): A minimum of 20 years of experience in design works,
civil works construction and/or inspection, for which one (1) point will be awarded. For
each additional year over the required minimum, one (1) point will be assigned up to a
maximum of three (3) points.
Specific Experience (12 points): Management of Detailed Designs of hydraulic works
projects, urban stormwater drainage, drainage systems, and routing and retention
works, and multidisciplinary teams. Three (3) points will be awarded for each specific
job with similar characteristics to those of the subject of the bid, up to a maximum of
twelve (12) points.
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2. Expert Engineer in Urban Hydrology (Stormwater drainage) (10 points)
Personal characteristics (2 points): Expert Engineer in Urban Rainfall (Hydraulic Civil
Engineer) with a Master’s in these disciplines with over 10 years of experience in
Detailed Designs of hydraulic works projects, urban stormwater drainage, drainage
systems and routing and retention works.
General Experience (2 points): A minimum of 10 years of experience will be required in
design works, civil works construction and/or inspection, for which 0.5 points will be
awarded. For each additional year above the minimum required, 0.5 points will be
awarded up to a maximum of 10.5 (one point five) points.
Specific Experience (6 points): Experience in detailed designs of urban stormwater
drainage projects, rainfall capture, and the design of drainage and collection systems
for rainfall and guttering, and drainage modelling. 2 points will be awarded for every
specific job, up to a maximum of six (6) points.
3. Expert Engineer in Hydraulic Works (10 points)
Personal characteristics (2 points): Expert Engineer in Stormwater drainage (Hydraulic
Civil Engineer) with a Master’s in these disciplines, with over 10 years of experience
preferably in the Caribbean, in Detailed Designs of hydraulic works projects, urban
stormwater drainage, drainage systems and routing and retention works.
General Experience (2 points): A minimum of 10 years of experience will be required in
design works, civil works construction and/or inspection, for which 0.5 points will be
awarded. For each additional year above the required minimum, 0.5 points will be
awarded up to a maximum of 1.5 (one point five) points.
Specific Experience (6 points): Experience in Detailed Designs of hydraulic regulation
works: dams and dykes; sand traps; ducts, culverting, passage works and hydraulic
modelling. 2 points will be awarded for every specific work, up to a maximum of six (6)
points.
4. Pump Systems and Electromechanical Engineer (10 points).
General Experience (2 points): Electromechanical Engineer, with a Master’s in pump
systems or a similar discipline, with over 10 years of experience preferably in the
Caribbean, in Detailed Designs of hydraulic works projects, urban stormwater drainage,
drainage systems, and routing and retention works.
General Experience (2 points): A minimum of 10 years of experience is required in
design works, civil works construction and/or inspection, for which 0.5 points will be
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awarded. For each additional year above the minimum required, 0.5 points will be
awarded up to a maximum of 1.5 (one point five) points.
Specific Experience (6 points): Expereince in Detailed Designs of projects for pump
systems for the drainage of rainfall, pumps, electromechanical equipment and energy
efficiency. 2 points will be awarded for each specific job, up to a maximum of 6 (six)
points.
5. Local expert – Stormwater Drainage Systems Engineer (5 points)
General Experience (2 points): Civil Engineer, with a Master’s in Civil Engineering,
specialist in drainage systems and rainwater drainage systems, with more than 10 years
of experience in Trinidad and Tobago in Detailed Designs of hydraulic works projects,
urban stormwater drainage, drainage systems, and routing and retention works.
Specific Experience (3 points): Experience in detailed designs of stormwater drainage
systems projects. 1 point will be awarded for each specific job, up to a maximum of 3
(three) points.
6. Local expert – Structural-Geotechnical Engineer (5 points)
General Experience (2 points): Civil Engineer, with a Master’s in Civil Engineering,
specialised in hydraulic structures and in geotechnics, with over 10 years od experience
in Trinidad and Tobago in Detailed Designs of hydraulic works projects, urban
stormwater drainage, drainage systems, and routing and retention works.
Specific Experience (3 points): Experience in detailed designs of projects for hydraulic
structures and foundations. 1 point will be awarded for each specific job, up to a
maximum of 3 (three) points.
7. Local expert – Specialist in Cost Analysis and economic valuation (5 points)
General Experience (2 points): Economist with a Master’s in a related discipline,
specialised in economic valuations and costs of hydraulic works, with over 10 years of
experience in Trinidad and Tobago in Detailed Designs of hydraulic works projects,
urban stormwater drainage, drainage systems, and routing and retention works.
Specific Experience (3 points): Experience in detailed designs of economic financial
evaluation of programs, plans or projects. 1 point will be awarded for each specific job,
up to a maximum of 3 (three) points.
8. Local expert – Social and Environmental Specialist Engineer (5 points)
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General Experience (2 points): Engineer or university graduate with a Master’s in a
related discipline in social and environmental studies, with over 10 years of experience
in Trinidad and Tobago in Detailed Designs of hydraulic works projects, urban
stormwater drainage, drainage systems, and routing and retention works.
Specific Experience (3 points): Specialist experience in social and environmental
studies. 1 point will be awarded for each specific job, up to a maximum of 3 (three)
points.
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ANNEX III
RAPID ASSESSMENT FOR THE REHABILITATION AND IMPROVEMENT OF DRAINAGE INFRASTRUCTURE IN TRINIDAD