Request for Quotation (RFQ-010-2021) - Survey, Design and Tender Documents for Rehabilitation of agricultural roads in Tamnin el Tahta Municipality, Bekaa & Rehabilitation of sidewalk in Qab Elias Municipality, Bekaa

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 up to 10km of agricultural roads in Tamnin el Tahta municipality and construction and rehabilitation of 3-3.5 km of Sidewalk on markets roads in Qab Elias municipality town, both in Bekaa Governorate. 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 both projects, ILO may consider proposals submitted for one of the projects only if this is in the best interest of ILO.

1.1 Construction/Rehabilitation of agricultural roads up to 10 km in Tamnin el Tahta municipality. 

The Project is located in Tamnin el Tahta municipality [33.87389, 36.00558]. The proposed project consists of construction/ rehabilitation of up to 10km of agricultural roads in Tamnin el Tahta  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, earth works, construction of road sub-base and construction of gravel road-base (which should be completed as the final surface). Addition of concrete road surface in steep sections, construction of concrete side drains, retaining walls and culverts where required, etc. Final road selection and complete construction details shall be prepared by the design consultant.

1.2 Construction/Rehabilitation of up to 3.5 km of sidewalks (both sides of roads) on market roads in the municipality town of Qab Elias. 

The Project located in the market area of Qab Elias municipality town [Starting point 33.7971883, 35.8244319, ending point 33.7899149, 35.8204035]. This proposed project aims to facilitate the circulation of people moving on these streets for shopping. The project consists of construction and rehabilitation of the Sidewalk along the market roads in Qab Elias municipality town. The proposed work includes but is not limited to, removing existing old sidewalk in some areas, constructing new sidewalks, concrete curb, drainage where needed to an appropriate standard, etc. Other works and details to be identified under this consultancy assignment,

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 municipalities 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 1A – Preliminary Studies & Conceptual Design Agricultural Roads in Tamnin el Tahta municipality. 

AGRICULTURAL ROADS

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 Tamnin el Tahta 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 for the Agricultural Roads

The Consultant shall in consultation with the municipality of Tamnin el Tahta 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 for the Agricultural Roads

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 600,000

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 1B – Preliminary Studies & Conceptual Design Side walk in Qab Elias

SIDEWALK 

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 Qab Elias to assess what relevant information for the sidewalk is already available and obtain other information and documentation related to the design work, including any utilities(includes underground 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 or other preliminary design or document related to the proposed project

Conceptual Design for the Sidewalk 

The Consultant shall prepare conceptual designs for the sidewalk (for presentation during the course of Phase I to the EIIP team) for discussion. The concept should be based on the municipality of Qab Elias requirements, and common code and practices. The EIIP team might request several options from the consultant in order to decide which concept to adopt.

Preliminary Cost Estimate for the Sidewalk

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 600,000

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.

3. PHASE 2A Detailed Design, Topographic Survey, BoQ/Confidential Cost Estimate and Technical Specifications – Agricultural Roads in Tamnin el Tahta

AGRICULTURAL ROADS

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, design and concrete slab for road surface where the longitudinal slope greater than 12% etc.;

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 Tamnin el Tahta 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.

4. PHASE 2B Detailed Design, Topographic Survey, BoQ/Confidential Cost Estimate and Technical Specifications – Sidewalk in Qab Elias

SIDEWALK

d. Detailed Design Drawings for Execution

Based on the Conceptual Design approved in Phase I by the EIIP, the Consultant is required to carry out a topographical survey of the selected sidewalk, to prepare appropriate Detailed Design to be implemented. The design should be composed of drawings including but not limited to:

• Network/municipal Master Plan,
• General layout plans of this project,
• Horizontal alignment of the sidewalk includes limit width of the sidewalk, 
• Cross sections and details of the sidewalk,
• Demolition plan and details for existing sidewalk, structures or obstacles.
• Detail layout of Landscaping if any etc.,

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 Qab Elias and relevant authorities if required. 

e. 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. 
• Consultant shall submit all calculation notes as requested by the ILO. 

f. 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.

5. 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 mayors Tamnin el Tahta for the agricultural roads design and Qab Elias for the Sidewalk.

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, expected to be 3^rd week of August 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 document as per the attached schedule:  

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 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”.