Request for Quotation (RFQ011-2021) Survey, design and tender documents for Rehabilitation of 5 km of Agricultural Roads in Damour Municipality, Mount Lebanon

1. Introduction

The ILO is implementing the Employment Intensive Infrastructure Programme in Lebanon (EIIP Lebanon) as part of its response to the Syrian refugee crisis and the economic downturn in order to create decent jobs for vulnerable Lebanese host community members and Syrian refugees through the construction and rehabilitation of priority infrastructure. EIIP Lebanon is implemented with funding from Germany through KfW Development Bank, and in close collaboration with the Ministry of Labour the Ministry of Social Affairs and participating Municipalities.

The EIIP Lebanon Phase IV includes the construction and rehabilitation of about 5 km of agricultural roads in Damour municipality. The ILO will now hire a consultancy firm to survey, design and prepare tender documents for the works. While the consultant is expected to submit a proposal for this  project.

1.1 Construction/Rehabilitation of agricultural roads of about 5 km in Damour municipality. 

The Project is located in Damour municipality at banana farming areas. The proposed project consists of construction/ rehabilitation and upgrade existing roads of about 5 km of agricultural roads in the banana farming area in Damour municipality. Final selection of roads shall be agreed with the municipality during the design phase. Selected roads must be within public domain. Major scope of work includes but is not limited to, widening of the existing roads where is needed, earth works construction, construction of road sub-base, construction of rigid road surface(stone pave or concrete slab...), construction of gravel road-base course (where road sections do not include in the rigid pavement surface). Addition of construction of concrete side drains, retaining walls and culverts where required, etc. Final road selection and complete construction details shall be prepared by the consultant.

2. Scope of the consultancy

The ILO will hire a design consultancy firm for surveying/condition assessment, design and preparation of technical drawings, preparation of tender document include technical specifications, BoQs and cost estimate.

The consultant shall throughout the assignment coordinate closely with the municipality of Damour and other concerned authorities, to obtain necessary licenses and agree the final scope of work, while keeping the ILO in the loop of all interactions. The consultant is to include the ILO in all correspondences and meetings concerning the assignment. The specific scope of the consultancy consists of the following but are not limited to:

2.1 Phase 1 – Preliminary Studies & Conceptual Design. 

The Consultant shall carry out all necessary preliminary studies and condition assessment/surveys, and collect as required information related to the projects for carrying out the design.

Data collection, Physical condition assessment / Surveys

The consultant at the start of the assignment shall contact the municipality of Damour to access what relevant information for the agricultural roads construction that is already available and what information and document related to the design work, including any utilities within proposed locations. The documentation/information should consist of at least:

• general site condition,
• documentation of architectural features, construction materials and techniques,
• other legal document

Final selection and Conceptual Design

The Consultant shall in consultation with the municipality of Damour confirm the road sections to be included in the final project, making sure that they are all within the public domain. The consultant shall prepare conceptual designs for the agricultural roads, including standard cross sections and criteria for adding structures (for presentation during the course of Phase I to the EIIP team) for discussion. The final selection of roads shall be presented on an overview map, clearly indicating that they are within public domain.  

Preliminary Cost Estimate

The Consultant shall prepare, compile, and present to the EIIP the preliminary cost estimate for the project. The Consultant shall make sure that the total price estimate does not exceed the proposed budget. The allocated budget is USD 370,000

Final Preliminary Report

At the end of this phase I, the Consultant shall prepare and submit a final Preliminary Report describing the findings, conclusions and recommendations. All condition assessments /surveys, studies shall be attached to the data collection report.

2.2 PHASE 2 Detailed Design, Topographic Survey, BoQ/Confidential Cost Estimate and Technical Specifications

a. Topography survey, Detailed Design Drawings for Execution

Based on the collected information and recommendation in the Phase I assignment, the Consultant is required to carry out a topographical survey of the selected roads. Based on result of the detailed measurement and survey, the consultant shall prepare appropriate Detailed Design to be implemented.  The design should be composed of drawings including but not limited to:

• Network/municipal Master Plan;
• Horizontal alignment of the proposed roads with chainages (avoiding cutting of major trees);
• Longitudinal profile including existing terrain profile (centerline and shoulders) and designed road profile; NB vertical alignment should to the extent possible follow existing terrain and minimize the need for cut and fill.
• Detailed construction drawings and road cross section for every 10 m section, drainage structures along the road such as culverts, lined(concrete or stone masonry) side drains and other necessary structures, retaining walls. The EIIP engineer might request to provide rigid pavement (concrete slabs or stone pavement for road surface) where the longitudinal slope greater than 12% etc or any other road sections that are recommended by the EIIP engineer;

The design must be appropriate for the implementation using a Local Resource Based approach, i.e. design and specifications should be appropriate for the use of manual labour and local resources. The selected consultancy firm must therefore participate in an orientation session provided by the ILO at the start of the assignment.

The consultant shall obtain approval for the final designs from the municipality of Damour and relevant authorities if required. 

b. Detailed BOQ / price breakdown, confidential cost estimate 

• The BoQ and cost estimate shall be prepared based on the Labour based approach. The form and divisions of the BOQ shall be agreed upon with the Client.
• All quantities & Calculations shall be submitted along with the BoQ.
• The Consultant shall make sure that, the total price estimate does not exceed the proposed budget. The cost estimate for each work item shall be split into, Labour cost, material cost & equipment cost, overhead cost and profit. Cost Estimate shall remain CONFIDENTIAL and shall be only presented to the ILO predesignated personnel. 

c. Technical specifications 

The consultant shall prepare and submit the technical specifications for all work items listed in the BoQ. The specifications should describe the work method applying to the Local resource based approach. . The consultant shall also prepare preamble of the BOQ if necessary.

2.3 PHASE 3 Provision of inputs in the Pre-bid meeting and Site Visits

The consultant is required to provide the following inputs to bidders and to the selected contractor. 

• The consultant shall participate in pre-bid meetings/sites visit as resource persons during the bidding process. The consultant together with the EIIP engineer(s) to explain the scope of the proposed works, BoQ items, specifications and answering any queries on the design raised during the pre-bid meeting by bidders. (1 day)
• After the execution contracts are awarded to contractor(s), the consultant in coordination with the EIIP engineers and the contractors shall schedule site visit(s) and handover the site to the contractors. The consultant shall explain in full details all the project details and aspects to the contractors and answer any queries raised. (1 day)

3. Expected Outputs of the Consultancy/ Main Deliverables

The Consultant shall submit to the ILO in final form (1 hard and 1 soft copy) for review and comments at the end of Phases 1 and 2. Once the final detailed execution drawings, technical specification, BoQ and cost estimate are approved, the Consultant shall submit one hard copy together with one soft copy (on CD-ROM) of the following document. 

3.1 PHASE 1: preliminary studies: Final Preliminary Report

3.2 PHASE 2: detailed execution drawings, BoQ/cost estimate and technical specifications:

3.2.1    The detailed design in Auto-Cad shall include but is not limit to: 

• General layout plan,
• Cross sections and details as may be necessary for the understanding of the design and its prospects.
• Longitudinal and cross sections (for every 10m) and details of drainage structures (for agricultural roads)
• Land scape drawing if any

3.2.2     Bill of Quantity (BoQ) in English, and confidential cost estimate (unit price for all work items). 

3.2.3    A full set of Technical specifications in English.

3.2.4    Letter of endorsement by the mayor of Damour.

3.2.5    License or approval from other ministry if needed. 

4. Proposed Schedule 

The design consultant is expected to start the work immediately after signing the contact with the ILO  in the Fourth week of September 2021.

The consultant shall provide a time schedule based on available information. This schedule shall be as condensed as possible. 

It is expected that the EIIP team will receive the following document as below schedule: 

Phase 1 - Preliminary Studies/report including revisions - On or before 19/10/2021

Phase 2 - Detailed Design, BoQ/cost estimate and technical specifications including revisions - On or before 08/11/2021

5. Reporting, Coordination and payment modality

The consultant will work under the overall supervision of the EIIP Chief Technical Adviser and shall coordinate closely with the EIIP focal point that will be assigned to support the work.

The consultant shall coordinate closely with EIIP throughout the assignment to agree final scope of works in each location.

6. Payment Schedule

Payments will be made as follows

• 30% upon successful completion and delivery of Phase 1 document as detailed above.
• Final payment upon successful completion and delivery of the entire assignment. 

7. Eligible Bidders 

• Bidders shall be legally registered companies in Lebanon. Government-owned enterprises in the Country may participate only if they are independent and operate under commercial law. 
• Bidders shall not be identified on the Consolidated United Nations Security Council Sanctions List (CUNSCSL), World Bank’s Listing of Ineligible Firms and Individuals, and lists of sanctioned and/or suspended vendors maintained by UN Organizations (“Sanctions Lists”) or on the “KfW List”.