LO2741BLGY EastBankBerbice Design RFP

REQUEST FOR PROPOSALS
GOVERNMENT OF GUYANA
MINISTRY OF PUBLIC WORKS WORKS SERVICES GROUP
EAST BANK BERBICE ROAD DESIGN PROJECT
LO2741/BL-GY: Road Network Upgrade and Expansion Program
Works Services Group Ministry of Public Works Fort Street, Kingston, Georgetown, Guyana. Telephone No: (592) 226-0650 ext. 337 Facsimile No: (592) 225-2689 E-mail: procurementwsg@gmail.com
OCTOBER 2013
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Request for Proposal for East Bank Berbice Road Design Project
Table of Contents
SECTION 1 - LETTER OF INVITATION SECTION 2 - INSTRUCTIONS TO CONSULTANTS SECTION 3. TECHNICAL PROPOSAL - STANDARD FORMS
FORM TECH-1 TECHNICAL PROPOSAL SUBMISSION FORM FORM TECH-2 CONSULTANTS ORGANIZATION AND EXPERIENCE FORM TECH-3 COMMENTS AND SUGGESTIONS ON THE TERMS OF REFERENCE AND ON COUNTERPART STAFF AND FACILITIES TO BE PROVIDED BY THE CLIENT FORM TECH-4 DESCRIPTION OF APPROACH, METHODOLOGY AND WORK PLAN FOR PERFORMING THE ASSIGNMENT FORM TECH-5 TEAM COMPOSITION AND TASK ASSIGNMENTS FORM TECH-6 CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF FORM TECH-7 STAFFING SCHEDULE1 FORM TECH-8 WORK SCHEDULE
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SECTION 4. PRICE PROPOSAL - STANDARD FORMS

FORM PR-1 PRICE PROPOSAL SUBMISSION FORM FORM PR-2 SUMMARY OF PRICES FORM PR-5 BREAKDOWN OF REIMBURSABLE EXPENSES APPENDIX
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SECTION 5. STANDARD CONTRACT SECTION 6. ELIGIBLE COUNTRIES
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Request for Proposal for East Bank Berbice Road Design Project
Request for Proposal for East Bank Berbice Road Design Project Section I Letter of Invitation
Section 1 - Letter of Invitation

LO2741-BL/GY: Road Network Upgrade and Expansion Program
October 10, 2013
Dear Sir / Madam, Re: Request for Proposals for East Bank Berbice Road Design Project 1. The Government of Guyana (hereinafter called Borrower) has received financing (hereinafter called funds) from the Inter -American Development Bank (IDB), (hereinafter called Bank) toward the co st of conducting the East Bank Berbice Road Design Project. The Borrower intends to apply these funds to eligible payments under the contract for which this Request for Proposals is issued.
2. The Ministry of Public Works now invites proposals to provide the following consulting services: East Bank Berbice Road Design Project. More details on the services are provided in the Terms of Reference.
3. This Request for Proposal (RFP) has been addressed to the following shortlisted Consultants: 1. SRKNgineering (Guyana) 2. Stanley Consultants Inc. (USA) in association with Design and Construction Services Ltd. (Guyana) 3. Exp Services Inc. (Canada) in association with CEMCO Inc. (Guyana) 4. Vikab Engineering Consultants Limited (Trinidad) 5. E&A Consultants Inc. (Guyana) 6. MMM Group (Canada)
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Request for Proposal for East Bank Berbice Road Design Project Section II Instructions to Consultants
Section 2 - Instructions to Consultants

Definitions (a) Bank means the Inter-American Development Bank, Washington, D.C., U.S.A., or any other fund administered by the Bank. Client means the agency with which the selected Consultant signs the Contract for the Services. Consultant means any entity or person, including a Joint Venture, Consortium or Association (JVCA), that may provide or provides the Services to the Client under the Contract. Contract means the Contract signed by the Parties and all the attached documents listed in its Clause 1 that is the General Conditions (GC), the Special Conditions (SC), and the Appendices. Data Sheet means such part of the Instructions to Consultants used to reflect specific country and assignment conditions. Day means calendar day. Government means the government of the Clients country. Instructions to Consultants (Section 2 of the RFP) means the document which provides shortlisted Consultants with all information needed to prepare their Proposals. LOI (Section 1 of the RFP) means the Letter of Invitation being sent by the Client to the shortlisted Consultants. Personnel means professionals and support staff pro vided by the Consultant or by any Sub-Consultant and assigned to perform the Services or any part thereof; Foreign Personnel means such professionals and support staff who at the time of being so provided had their domicile outside the Governments country; Local Personnel means such professionals and support staff who at the time of being so provided had their domicile inside the Governments country. Proposal means the Technical Proposal and the Price Proposal. RFP means the Request For Proposal to be prepared by the Client for the selection of Consultants, based on the SRFP.
(b) (c)
(d)
(e)
(f) (g) (h)
(i) (j)
(k) (l)
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(m)
SRFP means the Standard Request for Propo sals, which must be used by the Client as a guide for the preparation of the RFP. Services means the work to be performed by the Consultant pursuant to the Contract. Sub-Consultant means any person or entity with whom the Consultant subcontracts any part of the Services. Terms of Reference (TOR) means the document included in the RFP as Section 5 which explains the objectives, scope of work, activities, tasks to be performed, respective responsibilities of the Client and the Consultant, and expected results and deliverables of the assignment. The Client named in the Data Sheet will select a consulting firm/organization (the Consultant) from those listed in the Letter of Invitation, in accordance with the method of selection specified in the Data Sheet. The shortlisted Consultants are invited to submit a Technical Proposal and a Price Proposal, or a Technical Proposal only, as specified in the Data Sheet, for consulting services required for the assignment named in the Data Sheet. The Proposal will be the basis for contract negotiations and ultimately for a signed Contract with the selected Consultant. Consultants should familiarize themselves with local conditions and take them into account in preparing their Proposals. To obtain first-hand information on the assignment and local conditions, Consultants are encouraged to visit the Client before submitting a proposal and to attend a preproposal conference if one is specified in the Data Sheet. Attending the pre-proposal conference is optional. Consultants should contact the Clients representative named in the Data Sheet to arrange for their visit or to obtain additional information on the pre-proposal conference. Consultants should ensure that these officials are advised of the visit in adequate time to allow them to make appropriate arrangements. The Client will timely provide at no cost to the Consultants the inputs and facilities specified in the Data Sheet, assist the firm in obtaining licenses and permits needed to carry out the services, and make available relevant project data and reports. Consultants shall bear all costs associated with the preparation and submission of their proposals and contract negotiation. The Client is not bound to accept any proposal, and reserves the
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(n) (o) (p)
1. Introduction
1.1
1.2
1.3
1.4
1.5
right to annul the selection process at any time prior to Contract award, without thereby incurring any liability to the Consultants. Conflict of Interest 1.6 Bank policy requires that Consultants provide professional, objective, and impartial advice and at all times hold the Clients interests paramount, strictly avoid conflicts with other assignments or their own corporate interests and act without any consideration for future work. 1.6.1 Without limitation on the generality of the foregoing, Consultants, and any of their affiliates, shall be considered to have a conflict of interest and shall not be recruited, under any of the circumstances set forth below: Conflicting activities (i) A firm that has been engaged by the Client to provide goods, works or services other than consulting services for a project, and any of its affiliates, shall be disqualified from providing consulting services related to those goods, works or services. Conversely, a firm hired to provide consulting services for the preparation or implementation of a project, and any of its affiliates, shall be disqualified from subsequently providing goods or works or services other than consulting services resulting from or directly related to the firms consulting services for such preparation or implementation. For the purpose of this paragraph, services other than consulting services are defined as those leading to a measurable physical output, for example surveys, exploratory drilling, aerial photography, and satellite imagery. (ii) A Consultant (including its Personnel and SubConsultants) or any of its affiliates shall not be hired for any assignment that, by its nature, may be in conflict with another assignment of the Consultant to be executed for the same or for another Client. For example, a Consultant hired to prepare engineering design for an infrastructure project shall not be engaged to prepare an independent environmental assessment for the same project, and a Consultant assisting a Client in the privatization of public assets shall not purchase, nor advise purchasers of, such assets. Similarly, a Consultant hired to prepare Terms of Reference for an assignment should not be hired
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Conflicting assignments
for the assignment in question. Conflicting relationships (iii) A Consultant (including its Personnel and SubConsultants) that has a business or family relationship with a member of the Clients staff who is directly or indirectly involved in any part of (i) the preparation of the Terms of Reference of the assignment, (ii) the selection process for such assignment, or (iii) supervision of the Contract, may not be awarded a Contract, unless the conflict stemming from this relationship has been resolved in a manner acceptable to the Bank throughout the selection process and the execution of the Contract. 1.6.2 Consultants have an obligation to disclose any situation of actual or potential conflict that impacts their capacity to serve the best interest of their Client, or that may reasonably be perceived as having this effect. Failure to disclose said situations may lead to the disqualification of the Consultant or the termination of its Contract. 1.6.3 No agency or current employees of the Client shall work as Consultants under their own ministries, departments or agencies. Recruiting former government employees of the Client to work for their former ministries, departments or agencies is acceptable provided no conflict of interest exists. When the Consultant nominates any government employee as Personnel in their technical proposal, such Personnel must have written certification from their government or employer confirming that they are on leave without pay from their official position and allowed to work full-time outside of their previous official position. Such certification shall be provided to the Client by the Consultant as part of his technical proposal. Unfair Advantage 1.6.4 If a shortlisted Consultant could derive a competitive advantage from having provided consulting services related to the assignment in question, the Client shall make available to all shortlisted Consultants together with this RFP all information that would in that respect give such Consultant any competitive advantage over competing Consultants. 1.7 The Bank requires that all borrowers (including grant beneficiaries), the executing agencies and contracting agencies, as well as all firms, entities and individuals bidding for or participating in a Bank-financed project, including, inter alia,
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Fraud and Corruption
applicants, bidders, contractors, consulting firms and individual consultants (including their respective officers, employees and agents) adhere to the highest ethical standards, and report to the Bank all suspected acts of fraud or corruption of which it has knowledge or becomes aware, during the Selection Process and throughout the negotiation or execution of a Contract. Fraud and corruption are prohibited. Fraud and corruption include acts of: (a) corrupt practice, (b) fraudulent practice, (c) coercive practice and (d) collusive practice. The definitions of actions set forth below cover the most common types of fraud and corruption, but are not exhaustive. For this reason, the Bank shall also take action in the event of any similar deed or complaint involving alleged acts of fraud and corruption, even when these are not specified in the following list. The Bank shall in all cases proceed in accordance with the established procedure referred to in Clause 1.7 (c): (a) The Bank defines the terms set forth below as follows: (i) A corrupt practice is the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to influence the actions of another party; (ii) A fraudulent practice is any act or omission, including a misrepresentation, which misleads, or attempts to mislead, a party in order to obtain a financial or other benefit or to avoid an obligation; (iii) A coercive practice is impairing or harming, or threatening to impair or harm, directly or indirectly, any party or property of the party to influence the actions of a party; and (iv) A collusive practice is an arrangement between two or more parties designed to achieve an improper purpose, including influencing improperly the actions of another party. (b) If the Bank, in accordance with its administrative procedures, demonstrates that any firm, entity or individual bidding for or participating in a Bankfinanced project including, inter alia, applicants, bidders, contractors, consultants, borrowers (including grant beneficiaries), purchasers, executing agencies and contracting agencies (including their respective officers, employees and agents) engaged in an act of fraud or corruption, the Bank may: (i) decide not to finance any proposal to award a contract or a contract awarded for consultant services
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financed by the Bank; (ii) suspend disbursement of the operation if it is determined at any stage that evidence is sufficient to support a finding that an employee, agent or representative of the Borrower, Executing Agency or Contracting Agency has engaged in an act of fraud or corruption; (iii) cancel and/or accelerate repayment of, the portion of a loan or grant earmarked for a contract, when there is evidence that the representative of the Borrower, or Beneficiary of a grant, has not taken the adequate remedial measures within a time period which the Bank considers reasonable, and in accordance with the due process guarantees of the borrowing countrys legislation; (iv) issue a reprimand in the form of a formal letter of censure of the firm, entity or individuals behaviour; (v) issue a declaration that an individual, entity or firm is ineligible, either permanently or for a stated period of time, to be awarded or participate in contracts under Bank-financed projects except under such conditions as the Bank deems to be appropriate; (vi) refer the matter to appropriate law enforcement authorities; and/or (vii) impose other sanctions that it deems to be appropriate under the circumstances, including the imposition of fines representing reimbursement of the Bank for costs associated with investigations and proceedings. Such other sanctions may be imposed in addition to or in lieu of other sanctions. (c) The Bank has established administrative procedures for cases of allegations of fraud and corruption within the procurement process or the execution of a contract financed by the Bank which are available at the Banks website (www.iadb.org), as updated from time to time. To that effect any complaint shall be submitted to the Banks Office of Institutional Integrity (OII) for the appropriated investigation. Allegations may be presented confidentially or anonymously.
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(d)
Payments are expressly conditional upon the claimants participation in the procurement process conformed to all applicable Bank policies on Fraud and Corruption described in this Clause 1.7. The imposition of any action to be taken by the Bank pursuant to the provisions referred to paragraph (b) of this Clause may be public or private, in accordance with the policies of the Bank.
(e)
1.8
The Bank will have the right to require that, in contracts financed with a Bank loan, a provision be included requiring Consultants to permit the Bank to inspect their accounts and records and any other documents relating to the submission of proposals and contract performance and to have them audited by auditors appointed by the Bank. The Bank will have the right to require that, in contracts financed with a Bank loan, a provision be included requiring Consultants to: (i) maintain all documents and records related to the Bank-financed project for three (3) years after completion of the work contemplated in the relevant contract; and (ii) deliver any document necessary for the investigation of allegations of fraud or corruption and make available to the Bank the employees or agents of the consultant with knowledge of the Bank-financed project to respond to questions from Bank personnel or any properly designated investigator, agent, auditor or consultant relating to the review or audit of the documents. If the Consultants fail to comply with the Banks request, or otherwise obstruct the Banks review of the matter, the Bank, in its sole discretion, may take appropriate action against the Consultant. Consultants shall represent and warrant: (i) that they have read and understood the Banks prohibition against fraud and corruption and agrees to abide by the applicable rules; that they have not engaged in any violation of policies on fraud and corruption described herein; that they have not misrepresented or concealed any material facts during the procurement or contract negotiation processes or performance of the contract; that neither they nor any of their directors, officers or principal shareholders have been declared ineligible to be awarded Bank-financed contracts or have been convicted of a crime involving fraud or corruption;
1.9
(ii) (iii)
(iv)
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(v)
that none of their directors, officers or principal shareholders has been a director, officer or principal shareholder of any other company or entity that has been declared ineligible to be awarded a Bankfinanced contract or has been convicted of a crime involving fraud or corruption; that all commissions, agents fees, facilitating payments or revenue-sharing agreements related to the Bankfinanced contract or consulting agreement have been disclosed; that they acknowledge that the breach of any of these warranties constitutes a basis for the imposition of any or a combination of the measures described in Clause 1.7 (b).
(vi)
(vii)
Eligibility of Consultants and Origin of Goods and Services
1.10
The Consulting Services may be provided by Consultants with the nationality of a Banks member country. Consultants from other countries shall be disqualified from participating in contracts intended to be financed in whole or in part from Bank loans. In the case of goods to be supplied under the Contract for Consulting Services, the goods shall have as their country of origin a member country of the Bank. Section 7 of this document establishes the Banks member countries, as well as the criteria to determine the nationality of the Consultants and the country of origin of goods and services. The Consultants with the nationality of a Banks member country and the goods to be supplied under the Contract for Consulting Services are not eligible if: (i) as a matter of law or official regulation, the Borrowers country prohibits commercial relations with that country; by an act of compliance with a decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations, the Borrowers Country prohibits any imports of goods from that country or any payments to persons or entities in that country the Consultants are declared ineligible by the Bank in accordance with subparagraph (b) (v) of paragraph 1.7 to be awarded a Bank-financed contract during the period of time determined by the Bank.
(ii)
(iii)
Only one Proposal
1.11
Shortlisted Consultants may only submit one proposal. If a Consultant submits or participates in more than one proposal, such proposals shall be disqualified. However, this does not
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limit the participation of the same Sub-Consultant, including individual experts, to more than one proposal. Proposal Validity 1.12 The Data Sheet indicates how long Consultants Proposals must remain valid after the submission date. During this period, Consultants shall maintain the availability of Professional staff nominated in the Proposal. The Client will make its best effort to complete negotiations within this period. Should the need arise; however, the Client may request Consultants to extend the validity period of their proposals. Consultants who agree to such extension shall confirm that they maintain the availability of the Professional staff nominated in the Proposal, or in their confirmation of extension of validity of the Proposal, Consultants could submit new staff in replacement, who would be considered in the final evaluation for contract award. Consultants who do not agree have the right to refuse to extend the validity of their Proposals. In case a shortlisted Consultant intends to associate with Consultants who have not been shortlisted and/or individual expert(s), such other Consultants and/or individual expert(s) shall be subject to the eligibility criteria set forth under para. 1.10. Consultants may request a clarification of any of the RFP documents up to the number of days indicated in the Data Sheet before the proposal submission date. Any request for clarification must be sent in writing, or by standard electronic means to the Clients address indicated in the Data Sheet. The Client will respond in writing, or by standard electronic means and will send written copies of the response (including an explanation of the query but without identifying the source of inquiry) to all Consultants. Should the Client deem it necessary to amend the RFP as a result of a clarification, it shall do so following the procedure under para. 2.2. At any time before the submission of Proposals, the Client may amend the RFP by issuing an addendum in writing or by standard electronic means. The addendum shall be sent to all Consultants and will be binding on them. Consultants shall acknowledge receipt of all amendments. To give Consultants reasonable time in which to take an amendment into account in their Proposals the Client may, if the amendment is substantial, extend the deadline for the submission of Proposals. The Proposal (see para. 1.2), as well as all related correspondence exchanged by the Consultants and the Client, shall be written in the language (s) specified in the Data Sheet.
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1.13 Eligibility of Sub-Consultants
2. Clarification and Amendment of RFP Documents
2.1
2.2
3. Preparation of Proposals
3.1
3.2
In preparing their Proposal, Consultants are expected to examine in detail the documents comprising the RFP. Material deficiencies in providing the information requested may result in rejection of a Proposal. While preparing the Technical Proposal, Consultants must give particular attention to the following: (a) If a shortlisted Consultant considers that it may enhance its expertise for the assignment by associating with other Consultants in a JVCA or sub-consultancy, it may associate with either (a) non-shortlisted Consultant(s), or (b) shortlisted Consultants if so indicated in the Data Sheet. A shortlisted Consultant must first obtain the approval of the Client if it wishes to enter into a JVCA with non-shortlisted or shortlisted Consultant(s). In case of JVCA with non-shortlisted Consultant(s), the shortlisted Consultant shall act as JVCA leader. In case of a JVCA, all partners shall be jointly and severally liable and shall indicate who will act as the leader of the JVCA. The estimated number of Professional staff-months or the budget for executing the assignment shall be shown in the Data Sheet, but not both. However, the Proposal shall be based on the number of Professional staffmonths or budget estimated by the Consultants. For fixed-budget-based assignments, the available budget is given in the Data Sheet, and the Price Proposal shall not exceed this budget, while the estimated number of Professional staff-months shall not be disclosed. (c) Alternative professional staff shall not be proposed, and only one curriculum vitae (CV) may be submitted for each position. Documents to be issued by the Consultants as part of this assignment must be in the language specified in the Reference Paragraph 3.1 of the Data Sheet. It is desirable that the firms Personnel have a working knowledge of the Clients national language.
3.3
(b)
Language
(d)
Technical Proposal Format and Content
3.4
Depending on the nature of the assignment, Consultants are required to submit a Full Technical Proposal (FTP), or a Simplified Technical Proposal (STP). The Data Sheet indicates the format of the Technical Proposal to be submitted. Submission of the wrong type of Technical Proposal will result in the Proposal being deemed non-responsive. The Technical
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Proposal shall provide the information indicated in the following paragraphs from (a) to (g) using the attached Standard Forms (Section 3). Paragraph (c) (ii) indicates the recommended number of pages for the description of the approach, methodology and work plan of the STP. A page is considered to be one printed side of A4 or letter size paper. (a) (i) For the FTP only: a brief description of the Consultants organization and an outline of recent experience of the Consultants and, in the case of JVCA, for each partner, on assignments of a similar nature is required in Form TECH-2 of Section 3. For each assignment, the outline should indicate the names of Sub-Consultants/ Professional staff who participated, duration of the assignment, contract amount, and Consultants involvement. Information should be provided only for those assignments for which the Consultant was legally contracted by the Client as a corporation or as one of the major firms within a JVCA. Assignments completed by individual Professional staff working privately or through other consulting firms cannot be claimed as the experience of the Consultant, or that of the Consultants associates, but can be claimed by the Professional staff themselves in their CVs. Consultants should be prepared to substantiate the claimed experience if so requested by the Client. (ii) For the STP the above information is not required and Form TECH-2 of Section 3 shall not be used. (b) (i) For the FTP only: comments and suggestions on the Terms of Reference including workable suggestions that could improve the quality/ effectiveness of the assignment; and on requirements for counterpart staff and facilities including: administrative support, office space, local transportation, equipment, data, etc. to be provided by the Client (Form TECH-3 of Section 3). (ii) For the STP Form TECH-3 of Section 3 shall not be used; the above comments and suggestions, if any, should be incorporated into the description of the approach and methodology (refer to following sub-para. 3.4 (c) (ii)). (c) (i) For the FTP, and STP: a description of the approach, methodology and work plan for
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performing the assignment covering the following subjects: technical approach and methodology, work plan, and organization and staffing schedule. Guidance on the content of this section of the Technical Proposals is provided under Form TECH-4 of Section 3. The work plan should be consistent with the Work Schedule (Form TECH-8 of Section 3) which will show in the form of a bar chart the timing proposed for each activity. (ii) For the STP only: the description of the approach, methodology and work plan should normally consist of 10 pages, including charts, diagrams, and comments and suggestions, if any, on Terms of Reference and counterpart staff and facilities. (d) The list of the proposed Professional staff team by area of expertise, the position that would be assigned to each staff team member, and their tasks (Form TECH-5 of Section 3). Estimates of the staff input (staff-months of foreign and local professionals) needed to carry out the assignment (Form TECH-7 of Section 3). The staff-months input should be indicated separately for home office and field activities, and for foreign and local Professional staff. CVs of the Professional staff signed by the staff themselves or by the authorized representative of the Professional Staff (Form TECH-6 of Section 3). For the FTP only: a detailed description of the proposed methodology and staffing for training, if the Data Sheet specifies training as a specific component of the assignment.
(e)
(f)
(g)
3.5
The Technical Proposal shall not include any price information. A Technical Proposal containing price information may be declared non responsive. The Price Proposal shall be prepared using the attached Standard Forms (Section 4). It shall list all costs associated with the assignment, including (a) remuneration for staff (foreign and local, in the field and at the Consultants home office), and (b) reimbursable expenses indicated in the Data Sheet. If appropriate, these costs should be broken down by activity and, if appropriate, into foreign and local expenditures. All activities and items described in the Technical Proposal
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Price Proposals
3.6
must be priced separately; activities and items described in the Technical Proposal but not priced, shall be assumed to be included in the prices of other activities or items. Taxes 3.7 The Consultant may be subject to local taxes (such as: value added or sales tax, social charges or income taxes on nonresident Foreign Personnel, duties, fees, levies) on amounts payable by the Client under the Contract. The Client will state in the Data Sheet if the Consultant is subject to payment of any local taxes. Any such taxes amounts shall not be included in the Price Proposal as they will not be evaluated, but they will be discussed at contract negotiations, and applicable amounts will be included in the Contract. Consultants may express the price of their services in a maximum of three freely convertible currencies, singly or in combination. The Client may require Consultants to state the portion of their price representing local cost in the currency of the Clients Country if so indicated in the Data Sheet. Commissions and gratuities, if any, paid or to be paid by Consultants and related to the assignment will be listed in the Price Proposal Form PR-1 of Section 4. The original proposal (Technical Proposal and, if required, Price Proposal; see para. 1.2) shall contain no interlineations or overwriting, except as necessary to correct errors made by the Consultants themselves. The person who signed the proposal must initial such corrections. Submission letters for both Technical and Price Proposals should respectively be in the format of TECH-1 of Section 3, and PR-1 of Section 4. An authorized representative of the Consultants shall initial all pages of the original Technical and Price Proposals. The authorization shall be in the form of a written power of attorney accompanying the Proposal or in any other form demonstrating that the representative has been dully authorized to sign. The signed Technical and Price Proposals shall be marked Original. The Technical Proposal shall be marked Original or Copy as appropriate. The Technical Proposals shall be sent to the addresses referred to in para. 4.5 and in the number of copies indicated in the Data Sheet. All required copies of the Technical Proposal are to be made from the original. If there are discrepancies between the original and the copies of the Technical Proposal, the original governs. The original and all copies of the Technical Proposal shall be placed in a sealed envelope clearly marked Technical
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3.8
3.9
4. Submission, Receipt, and Opening of Proposals
4.1
4.2
4.3
4.4
Proposal Similarly, the original Price Proposal (if r equired under the selection method indicated in the Data Sheet) shall be placed in a sealed envelope clearly marked Price Proposal followed by the Loan/TC number and the name of the assignment, and with a warning Do Not Open With The Technical Proposal. The envelopes containing the Technical and Price Proposals shall be placed into an outer envelope and sealed. This outer envelope shall bear the submission address, reference number and title of the Loan, and be clearly marked Do Not Open, Except In Presence Of The Official Appointed, Before [insert the time and date of the submission deadline indicated in the Data Sheet]. The Client shall not be responsible for misplacement, losing or premature opening if the outer envelope is not sealed and/or marked as stipulated. This circumstance may be case for Proposal rejection. If the Price Proposal is not submitted in a separate sealed envelope duly marked as indicated above, this will constitute grounds for declaring the Proposal non-responsive. 4.5 The Proposals must be sent to the address/addresses indicated in the Data Sheet and received by the Client no later than the time and the date indicated in the Data Sheet, or any extension to this date in accordance with para. 2.2. Any proposal received by the Client after the deadline for submission shall be returned unopened. The Client shall open the Technical Proposals in the presence of the Evaluation Committee immediately after the deadline for their submission. The envelopes with the Price Proposal shall remain sealed and securely stored. From the time the Proposals are opened to the time the Contract is awarded, the Consultants should not contact the Client on any matter related to its Technical and/or Price Proposal. Any effort by Consultants to influence the Client in the examination, evaluation, ranking of Proposals, and recommendation for award of Contract may result in the rejection of the Consultants Proposal. Evaluators of Technical Proposals shall have no access to the Price Proposals until the technical evaluation is concluded and the Bank issues its no objection. Evaluation of Technical Proposals 5.2 The evaluation committee shall evaluate the Technical Proposals on the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria, sub criteria, and point system specified in the Data Sheet. Each responsive Proposal will be given a technical score (St). A Proposal shall be rejected at this stage if it does not respond to important aspects of the RFP, and particularly the Terms of Reference or
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4.6
5. Proposal Evaluation
5.1
if it fails to achieve the minimum technical score indicated in the Data Sheet. Price Proposals for QBS 5.3 Following the ranking of technical Proposals, when selection is based on quality only (QBS), the first ranked Consultant is invited to negotiate its proposal and the Contract in accordance with the instructions given under para. 6 of these Instructions. After the technical evaluation is completed and the Bank has issued its no objection (if applicable), the Client shall inform the Consultants who have submitted proposals the technical scores obtained by their Technical Proposals, and shall notify those Consultants whose Proposals did not meet the minimum qualifying mark or were considered non responsive to the RFP and TOR, that their Price Proposals will be returned unopened after completing the selection process. The Client shall simultaneously notify in writing Consultants that have secured the minimum qualifying mark, the date, time and location for opening the Price Proposals. The opening date should allow Consultants sufficient time to make arrangements for attending the opening. Consultants attendance at the opening of Price Proposals is optional. Price Proposals shall be opened publicly in the presence of the Consultants representatives who choose to attend. The name of the Consultants and the technical scores of the Consultants shall be read aloud. The Price Proposal of the Consultants who met the minimum qualifying mark will then be inspected to confirm that they have remained sealed and unopened. These Price Proposals shall be then opened, and the total prices read aloud and recorded. Copy of the record shall be sent to all Consultants and the Bank. The Evaluation Committee will correct any arithmetical errors. When correcting arithmetical errors, in case of discrepancy between a partial amount and the total amount, or between word and figures the formers will prevail. In addition to the above corrections, as indicated under para. 3.6, activities and items described in the Technical Proposal but not priced, shall be assumed to be included in the prices of other activities or items. In case an activity or line item is quantified in the Price Proposal differently from the Technical Proposal, (i) if the Time-Based form of contract has been included in the RFP, the Evaluation Committee shall correct the quantification indicated in the Price Proposal so as to make it consistent with that indicated in the Technical Proposal, apply the relevant unit price included in the Price Proposal to the corrected quantity and correct the total Proposal cost, (ii) if the Lump-Sum form of contract has been included in the RFP, no corrections are
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Public Opening and Evaluation of Price Proposals (only for QCBS, FBS, and LCS)
5.4
5.5
5.6
applied to the Price Proposal in this respect. Prices shall be converted to a single currency using the selling rates of exchange, source and date indicated in the Data Sheet. 5.7 In case of QCBS, the lowest evaluated Price Proposal (Pm) will be given the maximum price score (Sp) of 100 points. The price scores (Sp) of the other Price Proposals will be computed as indicated in the Data Sheet. Proposals will be ranked according to their combined technical (St) and price (Sp) scores using the weights (T = the weight given to the Technical Proposal; P = the weight given to the Price Proposal; T + P = 1) indicated in the Data Sheet: Scomb = St x T + Sp x P. The firm achieving the highest combined technical and price score will be invited for negotiations. In the case of Fixed-Budget Selection, the Client will select the firm that submitted the highest ranked Technical Proposal within the budget. Proposals that exceed the indicated budget will be rejected. In the case of the Least-Cost Selection, the Client will select the lowest proposal among those that passed the minimum technical score. In both cases the evaluated proposal price according to para. 5.6 shall be considered, and the selected firm is invited for negotiations. Negotiations will be held at the date and address indicated in the Data Sheet. The invited Consultant will, as a pre-requisite for attendance at the negotiations, confirm availability of all Professional staff. Failure in satisfying such requirements may result in the Client proceeding to negotiate with the nextranked Consultant. Representatives conducting negotiations on behalf of the Consultant must have written authority to negotiate and conclude a Contract. Negotiations will include a discussion of the Technical Proposal, the proposed technical approach and methodology, work plan, and organization and staffing, and any suggestions made by the Consultant to improve the Terms of Reference. The Client and the Consultants will finalize the Terms of Reference, staffing schedule, work schedule, logistics, and reporting. These documents will then be incorporated in the Contract as Description of Services. Special attention will be paid to clearly defining the inputs and facilities required from the Client to ensure satisfactory implementation of the assignment. The Client shall prepare minutes of negotiations which will be signed by the Client and the Consultant. If applicable, it is the responsibility of the Consultant, before starting price negotiations, to contact the local tax authorities to determine the local tax amount to be paid by the Consultant under the Contract. The price negotiations will include a
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5.8
6. Negotiations
6.1
Technical negotiations
6.2
Price negotiations
6.3
clarification (if any) of the firms tax liability in the Clients country, and the manner in which it will be reflected in the Contract; and will reflect the agreed technical modifications in the cost of the services. In the cases of QCBS, Fixed-Budget Selection, and the Least-Cost Selection methods, unless there are exceptional reasons, the price negotiations will involve neither the remuneration rates for staff nor other proposed unit rates. For other methods, Consultants will provide the Client with the information on remuneration rates described in the Appendix attached to Section 4 - Price Proposal - Standard Forms of this RFP. Availability of Professional staff/experts 6.4 Having selected the Consultant on the basis of, among other things, an evaluation of proposed Professional staff, the Client expects to negotiate a Contract on the basis of the Professional staff named in the Proposal. Before contract negotiations, the Client will require assurances that the Professional staff will be actually available. The Client will not consider substitutions during contract negotiations unless both parties agree that undue delay in the selection process makes such substitution unavoidable or for reasons such as death or medical incapacity. If this is not the case and if it is established that Professional staff were offered in the proposal without confirming their availability, the Consultant may be disqualified. Any proposed substitute shall have equivalent or better qualifications and experience than the original candidate and be submitted by the Consultant within the period of time specified in the letter of invitation to negotiate. Negotiations will conclude with a review of the draft Contract. To complete negotiations the Client and the Consultant will initial the agreed Contract. If negotiations fail, the Client will invite the Consultant whose Proposal received the second highest score to negotiate a Contract. After completing negotiations the Client shall award the Contract to the selected Consultant, publish in UNDB on line, in the Banks Internet website and, when appropriate, in the Client countrys sole official Internet website, and promptly notify all Consultants who have submitted proposals. After Contract signature, the Client shall return the unopened Price Proposals to the unsuccessful Consultants. The Consultant is expected to commence the assignment on the date and at the location specified in the Data Sheet. Information relating to evaluation of Proposals and recommendations concerning awards shall not be disclosed to the Consultants who submitted the Proposals or to other persons not officially concerned with the process, until the
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Conclusion of the negotiations
6.5
7. Award of Contract
7.1
7.2 8. Confidentiality 8.1
publication of the award of Contract. The undue use by any Consultant of confidential information related to the process may result in the rejection of its Proposal and may be subject to the provisions of the Banks a ntifraud and corruption policy.
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Data Sheet
Paragraph Reference 1.1 Name of the Client: Ministry of Public Works, Co-operative Republic of Guyana
Method of selection: Quality and Cost Based Selection 1.2 Price Proposal to be submitted together with Technical Proposal: Yes_X_ No___ Name of the assignment is: East Bank Berbice Road Design Project 1.3 A pre-proposal conference will be held: Yes___ No_X_ The Clients representative is: Mr Geoffrey Vaughn - Coordinator Works Services Group, Ministry of Public Works Address: Fort Street, Kingston, Georgetown Telephone: 592- 226-0650 Ext. 337 Facsimile: 592-225-2689 E-mail: 1.4 1.6.1 (a) 1.12 2.1 wsg@gol.net.gy and procurementwsg@gmail.com
The Client will provide the following inputs and facilities: Relevant reports, documents, maps and data available; The Client envisages the need for continuity for downstream work: Yes___ No_X_ Proposals must remain valid 90 days after the submission date. Clarifications may be requested not later than 14 days before the submission date. The address for requesting clarifications is: Mr Geoffrey Vaughn Coordinator Works Services Group, Ministry of Public Works, Fort Street, Kingston, Georgetown. Facsimile: 592-225-2689 E-mail: procurementwsg@gmail.com Proposals shall be submitted in the following language: English
3.1
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3.3 (a) 3.3 (b) 3.4 3.4 (g) 3.6
Shortlisted Consultants may associate with other shortlisted Consultants: Yes___ No_X_ The available budget is: US$ 400,000.00 The format of the Technical Proposal to be submitted is: FTP Training is a specific component of this assignment: Yes_X_ No___. Price Proposal should be expressed in US Dollars only Reimbursable expenses in foreign currency. (1) a per diem allowance in respect of Personnel of the Consultant for every day in which the Personnel shall be absent from the home office and, as applicable, outside the Clients country for purposes of the Services; (2) cost of necessary travel, including transportation of the Personnel by the most appropriate means of transport and the most direct practicable route;
(3) cost of such further items required for purposes of the Services not covered in the foregoing. 3.7 3.8 4.3 Amounts payable by the Client to the Consultant under the contract to be subject to local taxation: Yes___ No_X_.( (For Expatriate Consultants) Consultant to state local cost in the Clients country currency: Yes_ _ No_X_ Consultant must submit the original hard copy of the Technical and Price Proposals. Additionally, the Consultant must submit on 3 CDs or DVDs, a single non-editable PDF file of the complete Technical Proposal. The Proposal submission address is: The Chairman, National Procurement and Tender Administration Board, Ministry of Finance, Main & Urquhart Streets, Kingston, Georgetown, Guyana Proposals must be submitted no later than the following date and time: 09:00 hrs. on November 26, 2013. 5.2 Criteria, sub-criteria, and point system for the evaluation of Full Technical Proposals are: Min Max
(i) Specific experience of the Consultants relevant to the assignment: and performance on previous assignments in the Clients country if applicable 18 25
4.5
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Request for Proposal for East Bank Berbice Road Design Project Section II Instructions to Consultants (ii) Understanding of the Terms of Reference and adequacy of the proposed methodology, work plan and staffing in responding to the Terms of Reference: a) Technical approach and methodology 6 9 b) Work Plan 2 3 c) Organization and Staffing 2 3 Total points for criterion (ii) 10 15
(iii) Key professional staff qualifications and competence for the assignment: a) Design Engineer (Team Leader) b) Pavement Expert c) Environmental Expert d) Social Expert e) Transport Economist Total points for criterion (iii): 21 10 3 3 3 40 30 15 5 5 5 60
The number of points to be assigned to each of the above positions or disciplines shall be determined considering the following three sub-criteria and relevant percentage weights: 1) General qualifications 2) Adequacy for the assignment 3) Experience in region and language Total weight: 20%] 60%] 20%] 100%
The minimum technical score required to pass is: 68 Points 5.6 The single currency for price conversions is: USD The source of official selling rates is: Bank of Guyana The date of exchange rates is: 28 days prior to submission of proposals 5.7 The formula for determining the price scores is the following: Pp = 100 x Pm / F, in which Pp is the price score, Pm is the lowest price and F the price of the proposal under consideration. The weights given to the Technical and Price Proposals are: T = 0.7 and P = 0.3 6.1 Expected date and address for contract negotiations: January 6, 2014 at the Office of the Works Services Group, Ministry of Public Works Expected date for commencement of consulting services: January 20, 2014
7.2
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Request for Proposal for East Bank Berbice Road Design Project Section III Technical Proposal Standard Forms
Section 3. Technical Proposal - Standard Forms

[Comments in brackets [ ] provide guidance to the shortlisted Consultants for the preparation of their Technical Proposals; they should not appear on the Technical Proposals to be submitted.] Refer to Reference Paragraph 3.4 of the Data Sheet for format of Technical Proposal to be submitted, and paragraph 3.4 of Section 2 of the RFP for Standard Forms required and number of pages recommended.
TECH-1 TECH-2
Technical Proposal Submission Form Consultants Organization and Experience A Consultants Organization B Consultants Experience Comments or Suggestions on the Terms of Reference and on Counterpart Staff and Facilities to be provided by the Client A On the Terms of Reference B On the Counterpart Staff and Facilities Description of the Approach, Methodology and Work Plan for Performing the Assignment Team Composition and Task Assignments Curriculum Vitae (CV) for Proposed Professional Staff Staffing Schedule Work Schedule
TECH-3
TECH-4
TECH-5 TECH-6 TECH-7 TECH-8
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FORM TECH-1 TECHNICAL PROPOSAL SUBMISSION FORM

[Location, Date] To: [Name and address of Client]
Dear Sirs: We, the undersigned, offer to provide the consulting services for [ Insert title of assignment] in accordance with your Request for Proposal dated [ Insert Date] and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal, and a Price Proposal sealed under a separate envelope1. We, the undersigned, including any subcontractors required to execute the contract, have the nationality of any member country of the Bank. In the case that the Consulting Services Contract includes the supplying of goods and related services, we guarantee that these goods and related services will have as their origin any member country of the Bank. We are submitting our Proposal in association with: [ Insert a list with full name and address of each associated Consultant]2 We hereby declare that all the information and statements made in this Proposal are true and accept that any misinterpretation contained in it may lead to our disqualification. If negotiations are held during the period of validity of the Proposal, i.e., before the date indicated in Paragraph Reference 1.12 of the Data Sheet, we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations. We undertake, if our Proposal is accepted, to initiate the consulting services related to the assignment not later than the date indicated in Paragraph Reference 7.2 of the Data Sheet. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address:
1 [In case Paragraph Reference 1.2 of the Data Sheet requires submitting a Technical Proposal only, replace this sentence with: We are hereby submitting our Proposal, which includes this Technical Proposal only.] 2 [Delete in case no association is foreseen. ] Page | 28
FORM TECH-2 CONSULTANTS ORGANIZATION AND EXPERIENCE
A - Consultants Organization
[Provide here a brief (two pages) description of the background and organization of your firm/entity and each associate for this assignment.]
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B - Consultants Experience
[Using the format below, provide information on each assignment for which your firm, and each associate (JVCA) for this assignment, was legally contracted either individually as a corporate entity or as one of the major companies within an association, for carrying out consulting services similar to the ones requested under this assignment. Use 20 pages.]
Assignment name: Approx. value of the contract (in current US$ or Euro):
Country: Location within country: Name of Client:
Duration of assignment (months):
Total No of staff-months of the assignment:
Address:
Approx. value of the services provided by your firm under the contract (in current US$ or Euro): No of professional staff-months provided by associated Consultants: Name of senior professional staff of your firm involved and functions performed (indicate most significant profiles such as Project Director/Coordinator, Team Leader):
Start date (month/year): Completion date (month/year): Name of associated Consultants, if any:
Narrative description of Project:
Description of actual services provided by your staff within the assignment:
Firms Name:
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FORM TECH-3 COMMENTS AND SUGGESTIONS ON THE TERMS OF REFERENCE AND ON COUNTERPART STAFF AND FACILITIES TO BE PROVIDED BY THE CLIENT
A - On the Terms of Reference

[Present and justify here any modifications or improvement to the Terms of Reference you are proposing to improve performance in carrying out the assignment (such as deleting some activity you consider unnecessary, or adding another, or proposing a different phasing of the activities). Such suggestions should be concise and to the point, and incorporated in your Proposal. ]
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B - On Counterpart Staff and Facilities

[Comment here on counterpart staff and facilities to be provided by the Client according to Paragraph Reference 1.4 of the Data Sheet including: administrative support, office space, local transportation, equipment, data, etc.]
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FORM TECH-4 DESCRIPTION OF APPROACH, METHODOLOGY AND WORK PLAN FOR PERFORMING THE ASSIGNMENT
(For small or very simple assignments the Client should omit the following text in Italic) [Technical approach, methodology and work plan are key components of the Technical Proposal. You are suggested to present your Technical Proposal (50 pages, inclusive of charts and diagrams) divided into the following three chapters: a) Technical Approach and Methodology, b) Work Plan, and c) Organization and Staffing. a) Technical Approach and Methodology. In this chapter you should explain your understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. You should highlight the problems being addressed and their importance, and explain the technical approach you would adopt to address them. You should also explain the methodologies you propose to adopt and highlight the compatibility of those methodologies with the proposed approach. b) Work Plan. In this chapter you should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), and delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings, and tables to be delivered as final output, should be included here. The work plan should be consistent with the Work Schedule of Form TECH-8. c) Organization and Staffing. In this chapter you should propose the structure and composition of your team. You should list the main disciplines of the assignment, the key expert responsible, and proposed technical and support staff.]
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FORM TECH-5 TEAM COMPOSITION AND TASK ASSIGNMENTS
Professional Staff Name of Staff Firm Area of Expertise Position Assigned Task Assigned
1.
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FORM TECH-6 CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF
1. Proposed Position [only one candidate shall be nominated for each position]: 2. Name of Firm [Insert name of firm proposing the staff]:
3. Name of Staff [Insert full name]: 4. Date of Birth: Nationality:
5. Education [Indicate college/university and other specialized education of staff member, giving names of institutions, degrees obtained, and dates of obtainment ]:
6. Membership of Professional Associations:
7. Other Training [Indicate significant training since degrees under 5 - Education were obtained]:
8. Countries of Work Experience: [List countries where staff has worked in the last ten years]:
9. Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and writing]:
10. Employment Record [Starting with present position, list in reverse order every employment held by staff
member since graduation, giving for each employment (see format here below): dates of employment, name of employing organization, positions held. ]: From [Year]: ____ To [Year]:
Employer:
Positions held:
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Request for Proposal for East Bank Berbice Road Design Project Section III Technical Proposal Standard Forms 11. Detailed Tasks Assigned
12. Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned
[Among the assignments in which the staff has been involved, indicate the following information for those assignments that best illustrate staff capability to handle the tasks listed under point 11. ]
[List all tasks to be performed under this assignment]
Name of assignment or project: Year: Location: Client: Main project features: Positions held: Activities performed:
13. Certification:
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes me, my qualifications, and my experience. I understand that any wilful misstatement described herein may lead to my disqualification or dismissal, if engaged.
Date:
[Signature of staff member or authorized representative of the staff] Full name of authorized representative: Day/Month/Year
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FORM TECH-7 STAFFING SCHEDULE1

2
N Foreign 1 2 3
Name of Staff
Staff input (in the form of a bar chart) 1

[Home] [Field]
Total staff-month input 10 11 12 n Home Field

3
Total
n Subtotal Local 1 2
[Home] [Field]
n Subtotal Total 1 2 3 For Professional Staff the input should be indicated individually; for Support Staff it should be indicated by category (e.g.: draftsmen, clerical staff, etc.). Months are counted from the start of the assignment. For each staff indicate separately staff input for home and field work. Field work means work carried out at a place other than the Consultant's home office. Full time input Part time input
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FORM TECH-8 WORK SCHEDULE
N 1 2 3 4 5
Activity
Months 1 2 3 4 5 6 7
10
11
12
n 1 2 Indicate all main activities of the assignment, including delivery of reports (e.g.: inception, interim, and final reports), and other benchmarks such as Client approvals. For phased assignments indicate activities, delivery of reports, and benchmarks separately for each phase. Duration of activities shall be indicated in the form of a bar chart.
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Request for Proposal for East Bank Berbice Road Design Project Section IV Price Proposal Standard Forms
Section 4. Price Proposal - Standard Forms

[Comments in brackets [ ] provide guidance to the shortlisted Consultants for the preparation of their Price Proposals; they should not appear on the Price Proposals to be submitted.] Price Proposal Standard Forms shall be used for the preparation of the Price Proposal according to the instructions provided under para. 3.6 of Section 2. Such Forms are to be used whichever is the selection method indicated in the Letter of Invitation. [The Appendix Price Negotiations - Breakdown of Remuneration Rates is to be only used for price negotiations when Quality-Based Selection, Selection Based on Qualifications, or SingleSource Selection method is adopted, according to the indications provided under para. 6.3 of Section 2.]
PR-1 PR-2 PR-3 PR-4 PR-5 Appendix:
Price Proposal Submission Form Summary of Price Breakdown of Price by Activity Breakdown of Remuneration Reimbursable expenses Price Negotiations - Breakdown of Remuneration Rates
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FORM PR-1 PRICE PROPOSAL SUBMISSION FORM
[Location, Date] To: [Name and address of Client]
Dear Sirs: We, the undersigned, offer to provide the consulting services for [Insert title of assignment] in accordance with your Request for Proposal dated [ Insert Date] and our Technical Proposal. Our attached Price Proposal is for the sum of [ Insert amount(s) in words and figures1]. This amount is exclusive of the local taxes, which shall be identified during negotiations and shall be added to the above amount. Our Price Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of the Proposal, i.e. before the date indicated in Paragraph Reference 1.12 of the Data Sheet. Commissions and gratuities paid or to be paid by us to agents relating to this Proposal and Contract execution, if we are awarded the Contract, are listed below2:
Name and Address of Agents Amount and Currency Purpose of Commission or Gratuity
We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address:
1 2 Amounts must coincide with the ones indicated under Total Cost of Price proposal in Form PR-2. If applicable, replace this paragraph with: No commissions or gratuities have been or are to be paid by us to agents relating to this Proposal and Contract execution.
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FORM PR-2 SUMMARY OF PRICES
Prices Item [Indicate Foreign Currency # 1]1 [Indicate Foreign Currency # 2]1 [Indicate Foreign Currency # 3]1 [Indicate Local Currency]
Total Costs of Price Proposal 2

1 2 Indicate between brackets the name of the foreign currency. Maximum of three currencies; use as many columns as needed, and delete the others. Indicate the total prices, net of local taxes, to be paid by the Client in each currency. Such total prices must coincide with the sum of the relevant Subtotals indicated in all Forms PR-3 provided with the Proposal.
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FORM PR-3 BREAKDOWN OF PRICES BY ACTIVITY1
Group of Activities (Phase):2
Description:3
Costs Cost component Remuneration5 Reimbursable Expenses 5 Subtotals

1 Form PR-3 shall be filled at least for the whole assignment. In case some of the activities require different modes of billing and payment (e.g.: the assignment is phased, and each phase has a different payment schedule), the Consultant shall fill a separate Form PR-3 for each group of activities. For each currency, the sum of the relevant Subtotals of all Forms PR-3 provided must coincide with the Total Prices of Price Proposal indicated in Form PR-2. Names of activities (phase) should be the same as, or correspond to the ones indicated in the second column of Form TECH-8. Short description of the activities whose price breakdown is provided in this Form. Indicate between brackets the name of the foreign currency. Use the same columns and currencies of Form PR-2. For each currency, Remuneration and Reimbursable Expenses must respectively coincide with relevant Total Prices indicated in Forms PR-4, and PR-5.
[Indicate Foreign Currency # 1]4
[Indicate Local Currency]
2 3 4 5
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FORM PR-4 BREAKDOWN OF REMUNERATION1
(This Form PR-4 shall only be used when the Lump-Sum Standard Contract has been included in the RFP. Information to be provided in this Form shall only be used to establish payments to the Consultant for possible additional services requested by the Client) Name2
Foreign Staff
[Home] [Field]
Position3
Staff-month Rate4
Local Staff
[Home] [Field]
1 2 3 4
Form PR-4 shall be filled in for the same Professional and Support Staff listed in Form TECH-7. Professional Staff should be indicated individually; Support Staff should be indicated per category (e.g.: draftsmen, clerical staff). Positions of the Professional Staff shall coincide with the ones indicated in Form TECH-5. Indicate separately staff-month rate and currency for home and field work. Page | 43
FORM PR-5 BREAKDOWN OF REIMBURSABLE EXPENSES
(This Form PR-5 shall only be used when the Lump-Sum Standard Contract has been included in the RFP. Information to be provided in this Form shall only be used to establish payments to the Consultant for possible additional services requested by the Client)
Description1
Per diem allowances International flights
3
Unit
Day Trip Trip
Unit Price2
Miscellaneous travel expenses Communication costs between [Insert place] and [Insert place] Drafting, reproduction of reports Equipment, instruments, materials, supplies, etc. Shipment of personal effects Use of computers, software Laboratory tests. Subcontracts Local transportation costs Office rent, clerical assistance Training of the Clients personnel 4 1 2 3 4
Trip
Delete items that are not applicable or add other items according to Paragraph Reference 3.6 of the Data Sheet. Indicate unit price and currency. Indicate route of each flight, and if the trip is one- or two-ways. Only if the training is a major component of the assignment, defined as such in the TOR.
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APPENDIX Price Negotiations - Breakdown of Remuneration Rates

(Not to be used when cost is a factor in the evaluation of Proposals) 1. 1.1 Review of Remuneration Rates The remuneration rates for staff are made up of salary, social costs, overheads, fee that is profit, and any premium or allowance paid for assignments away from headquarters. To assist the firm in preparing price negotiations, a Sample Form giving a breakdown of rates is attached (no price information should be included in the Technical Proposal). Agreed breakdown sheets shall form part of the negotiated contract. The Client is charged with the custody of government funds and is expected to exercise prudence in the expenditure of these funds. The Client is, therefore, concerned with the reasonableness of the firms Price Proposal, and, during negotiations, it expects to be able to review audited financial statements backing up the firms remuneration rates, certified by an independent auditor. The firm shall be prepared to disclose such audited financial statements for the last three years, to substantiate its rates, and accept that its proposed rates and other financial matters are subject to scrutiny. Rate details are discussed below. (i) Salary This is the gross regular cash salary paid to the individual in the firms home office. It shall not contain any premium for work away from headquarters or bonus (except where these are included by law or government regulations). Bonus Bonuses are normally paid out of profits. Because the Client does not wish to make double payments for the same item, staff bonuses shall not normally be included in the rates. Where the Consultants accounting system is such that the percentages of social costs and overheads are based on total revenue, including bonuses, those percentages shall be adjusted downward accordingly. Where national policy requires that 13 months pay be given for 12 months work, the profit element need not be adjusted downward. Any discussions on bonuses shall be supported by audited documentation, which shall be treated as confidential. Social Costs Social costs are the costs to the firm of staffs non-monetary benefits. These items include, inter alia, social security including pension, medical and life insurance costs, and the cost of a staff member being sick or on vacation. In this regard, the cost of leave for public holidays is not an acceptable social cost nor is the cost of leave taken during an assignment if no additional staff replacement has been provided. Additional leave taken at the end of an assignment in accordance with the firms leave policy is acceptable as a social cost. Cost of Leave The principles of calculating the cost of total days leave per annum as a percentage of basic salary shall normally be as follows:
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1.2
(ii)
(iii)
(iv)
Leave cost as percentage of salary 1 =
total days leave x 100 [365 - w - ph - v - s]
It is important to note that leave can be considered a social cost only if the Client is not charged for the leave taken. (v) Overheads Overhead expenses are the firms business costs that are not directly related to the execution of the assignment and shall not be reimbursed as separate items under the contract. Typical items are home office costs (partners time, non-billable time, time of senior staff monitoring the project, rent, support staff, research, staff training, marketing, etc.), the cost of staff not currently employed on revenueearning projects, taxes on business activities and business promotion costs. During negotiations, audited financial statements, certified as correct by an independent auditor and supporting the last three years overheads, shall be available for discussion, together with detailed lists of items making up the overheads and the percentage by which each relates to basic salary. The Client does not accept an add-on margin for social charges, overhead expenses, etc., for staff who are not permanent employees of the firm. In such case, the firm shall be entitled only to administrative costs and fee on the monthly payments charged for subcontracted staff. Fee or Profit The fee or profit shall be based on the sum of the salary, social costs, and overhead. If any bonuses paid on a regular basis are listed, a corresponding reduction in the profit element shall be expected. Fee or profit shall not be allowed on travel or other reimbursable expenses, unless in the latter case an unusually large amount of procurement of equipment is required. The firm shall note that payments shall be made against an agreed estimated payment schedule as described in the draft form of the contract. Away from Headquarters Allowance or Premium Some Consultants pay allowances to staff working away from headquarters. Such allowances are calculated as a percentage of salary and shall not draw overheads or profit. Sometimes, by law, such allowances may draw social costs. In this case, the amount of this social cost shall still be shown under social costs, with the net allowance shown separately. For concerned staff, this allowance, where paid, shall cover home education, etc.; these and similar items shall not be considered as reimbursable costs. Subsistence Allowances Subsistence allowances are not included in the rates, but are paid separately and in Clients country currency. No additional subsistence is payable for dependentsthe subsistence rate shall be the same for married and single team members.
(vi)
(vii)
(viii)
Where w = weekends, ph = public holidays, v = vacation, and s = sick leave. Page | 46
UNDP standard rates for the particular country may be used as reference to determine subsistence allowances.
2. 2.1
Reimbursable expenses The price negotiations shall further focus on such items as out-of-pocket expenses and other reimbursable expenses. These costs may include, but are not restricted to, cost of surveys, equipment, office rent, supplies, international and local travel, computer rental, mobilization and demobilization, insurance, and printing. These costs may be either unit rates or reimbursable on the presentation of invoices, in any currency.
3. 3.1
Bank Guarantee Payments to the firm, including payment of any advance based on cash flow projections covered by a bank guarantee, shall be made according to an agreed estimated schedule ensuring the firm regular payments in Clients country and foreign currency, as long as the services proceed as planned.
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SAMPLE FORM
Consulting Firm: Assignment:
Country: Date: Consultants Representations Regarding Prices and Charges
We hereby confirm that: (a) the basic salaries indicated in the attached table are taken from the firms payroll r ecords and reflect the current salaries of the staff members listed which have not been raised other than within the normal annual salary increase policy as applied to all the firms staff; attached are true copies of the latest salary slips of the staff members listed; the away from headquarters allowances indicated below are those that the Consultants have agreed to pay for this assignment to the staff members listed; the factors listed in the attached table for social charges and overhead are based on the firms average cost experiences for the latest three years as represented by the firms financial statements; and said factors for overhead and social charges do not include any bonuses or other means of profit-sharing.
(b) (c)
(d)
(e)
[Name of Consulting Firm]
Signature of Authorized Representative Name: Title:
Date
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Consultants Representations Regarding Prices and Charges

(Expressed in [insert name of currency])
Personnel 1 Basic Salary per Working Month/Day/Year 2 Social 1 Charges 3 4 5
2
6 Away from Headquarters Allowance
7 Proposed Fixed Rate per Working Month/Day/Hour
8 Proposed Fixed Rate per Working 1 Month/Day/Hour
Name
Position
Overhead1 Subtotal
Fee
Home Office
Field
1. 2.
Expressed as percentage of 1 Expressed as percentage of 4
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Request for Proposal for East Bank Berbice Road Design Project Section V Standard Contract
Section 5. Standard Contract
Contents
I. CONTRACT AGREEMENT...................................................................................... 53 II. GENERAL CONDITIONS OF CONTRACT............................................................. 55 1. 2. 3. 4. 5. 6. 7. 8. GENERAL PROVISIONS .............................................................................................. COMMENCEMENT, COMPLETION, MODIFICATION AND TERMINATION OF CONTRACT OBLIGATIONS OF THE CONSULTANT ......................................................................... CONSULTANTS PERSONNEL .................................................................................... OBLIGATIONS OF THE CLIENT ................................................................................... PAYMENTS TO THE CONSULTANT .............................................................................. GOOD FAITH ............................................................................................................. SETTLEMENT OF DISPUTES ....................................................................................... 55 62 64 66 66 67 67 67
III. SPECIAL CONDITIONS OF CONTRACT ............................................................. 69 IV. APPENDICES ............................................................................................................. 51 APPENDIX A DESCRIPTION OF SERVICES .................................................................... APPENDIX B - REPORTING REQUIREMENTS .................................................................. APPENDIX C - KEY PERSONNEL AND SUB-CONSULTANTS ............................................ APPENDIX D - BREAKDOWN OF CONTRACT PRICE IN FOREIGN CURRENCY ................. APPENDIX E - SERVICES AND FACILITIES PROVIDED BY THE CLIENT ............................ APPENDIX F TERMS OF REFERENCE ........................................................................... 51 51 53 54 55 55
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Preface
1. This standard contract for Consulting Services has been prepared by the Bank for use by its borrowers and their implementing agencies (referred to hereafter as Clients) when they hire a consulting firm (referred to hereinafter as the Consultant) to provide services paid on lump-sum basis. In such cases, the use of this contract is mandatory for contracts financed partly or wholly by the Bank. The Standard Contract includes four parts: the Contract, the General Conditions of Contract, the Special Conditions of Contract, and the Appendices. The Client using this standard contract should not alter the General Conditions. Any adjustment to meet project features should be made only in the Special Conditions. Lump-sum contracts are normally used when definition of the tasks to be performed is clear and unambiguous, when the commercial risk taken by the Consultant are relatively low, and when therefore such Consultant are prepared to perform the assignment for an agreed predetermined lump-sum price. Such price is arrived at on the basis of inputs including rates - provided by the Consultant. The Client agrees to pay the Consultant according to a schedule of payments linked to the delivery of certain outputs, for example reports. A major advantage of the lump-sum contract is the simplicity of its administration, the Client having only to be satisfied with the outputs without monitoring the staff inputs. Studies are usually carried out on a lump-sum basis: for example, surveys, master plans, economic, sector, simple feasibility and engineering studies.
2.
3.
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I. Contract Agreement
LUMP SUM (Text in brackets [ ] is optional; all notes should be deleted in final text) This CONTRACT (hereinafter called the Contract) is made the [day] day of the month of [month], [year], between, on the one hand, [name of client] (hereinafter called the Client) and, on the other hand, [name of Consultant ] (hereinafter called the Consultant). [Note: If the Consultant consist of more than one entity, the above should be partially amended to read as follows: (hereinafter called the Client) and, on the other hand, a joint venture/consortium/association (JVCA) consisting of the following entities, each of which will be jointly and severally liable to the Client for all the Consultants obligations under this Contract, namely, [name of Consultant] and [name of Consultant] (hereinafter called the Consultant).] WHEREAS (a) (b) the Client has requested the Consultant to provide certain consulting services as defined in this Contract (hereinafter called the Services); the Consultant, having represented to the Client that it has the required professional skills, and personnel and technical resources, has agreed to provide the Services on the terms and conditions set forth in this Contract; the Client has received [or has applied for a financing from the Inter-American Development Bank (hereinafter called the Bank) towards the cost of the Services and intends to apply a portion of the proceeds of this financing to eligible payments under this Contract, it being understood (i) that payments by the Bank will be made only at the request of the Client and upon approval by the Bank, (ii) that such payments will be subject, in all respects, to the terms and conditions of the agreement providing for the financing, and (iii) that no party other than the Client shall derive any rights from the Contract providing for the financing or have any claim to the financing proceeds;
(c)
NOW THEREFORE the parties hereto hereby agree as follows: 1. (a) (b) (c) The following documents attached hereto shall be deemed to form an integral part of this Contract: The General Conditions of Contract; The Special Conditions of Contract; The following Appendices: [Note: If any of these Appendices are not used, the words Not Used should be inserted below next to the title of the Appendix] Appendix A: Description of Services Appendix B: Reporting Requirements Appendix C: Key Personnel and Sub-Consultants Appendix D: Breakdown of Contract Price in Foreign Currency Appendix E: Breakdown of Contract Price in Local Currency Not used
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Appendix F: Services and Facilities provided by the Client Appendix G: Form of Advance Payment Guarantee Appendix H: Form of Suppliers Certificate 2. (a) (b)
Not used Not used
The mutual rights and obligations of the Client and the Consultant shall be as set forth in the Contract, in particular: the Consultants shall carry out the Services in accordance with the provisions of the Contract; and the Client shall make payments to the Consultants in accordance with the provisions of the Contract.
IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be signed in their respective names as of the day and year first above written. For and on behalf of [name of Client] [Authorized Representative]
For and on behalf of [name of Consultant] [Authorized Representative] [Note: If the Consultant consists of more than one entity, all these entities should appear as signatories, e.g., in the following manner:] For and on behalf of each of the Members of the Consultant [name of member]
[Authorized Representative]
[name of member] [Authorized Representative]
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II. General Conditions of Contract

1. General Provisions
1.1 Definitions Unless the context otherwise requires, the following terms whenever used in this Contract have the following meanings: (a) Applicable Law means the laws and any other instruments having the force of law in the Governments country, or in such other country as may be specified in the Special Conditions of Contract (SC), as they may be issued and in force from time to time. Bank means the Inter-American Development Bank, Washington, D.C., U.S.A., or any other fund administered by the Bank. Consultant means any private or public entity, including a Joint Venture, Consortium or Association (JVCA) that will provide the Services to the Client under the Contract. Contract means the Contract signed by the Parties and all the attached documents listed in its Clause 1, that is these General Conditions (GC), the Special Conditions (SC), and the Appendices. Contract Price means the price to be paid for the performance of the Services, in accordance with Clause 6; Effective Date means the date on which this Contract comes into force and effect pursuant to Clause GC 2.1. Foreign Currency means any currency other than the cu rrency of the Clients country. GC means these General Conditions of Contract. Government means the Government of the Clients country. Local Currency means the currency of the Clients country. Member means any of the entities that make up the joint venture/consortium/association (JVCA), and Members means all these entities. Party means the Client or the Consultant, as the case may be, and Parties means both of them.
(b)
(c)
(d)
(e) (f) (g) (h) (i) (j) (k)
(l)
(m) Personnel means persons hired by the Consultant or by any Sub-Consultants and assigned to the performance of the Services or any part thereof. (n) SC means the Special Conditions of Contract by which the GC
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may be amended or supplemented. (o) (p) (q) Services means the work to be performed by the Consultant pursuant to this Contract, as described in Appendix A hereto. Sub-Consultants means any person or entity to whom/which the Consultant subcontracts any part of the Services. In writing means communicated in written form with proof of receipt.
1.2 Law Governing This Contract, its meaning and interpretation, and the relation between the Parties shall be governed by the Applicable Law. Contract 1.3 Language This Contract has been executed in the language specified in the SC, which shall be the binding and controlling language for all matters relating to the meaning or interpretation of this Contract.
1.4 Notices 1.4.1 Any notice, request or consent required or permitted to be given or made pursuant to this Contract shall be in writing. Any such notice, request or consent shall be deemed to have been given or made when delivered in person to an authorized representative of the Party to whom the communication is addressed, or when sent to such Party at the address specified in the SC. A Party may change its address for notice hereunder by giving the other Party notice in writing of such change to the address specified in the SC. The Services shall be performed at such locations as are specified in Appendix A hereto and, where the location of a particular task is not so specified, at such locations, whether in the Governments country or elsewhere, as the Client may approve. In case the Consultant consists of a joint venture/consortium/association (JVCA) of more than one entity, the Members hereby authorize the entity specified in the SC to act on their behalf in exercising all the Consultants rights and obligat ions towards the Client under this Contract, including without limitation the receiving of instructions and payments from the Client. Any action required or permitted to be taken, and any document required or permitted to be executed under this Contract by the Client or the Consultant may be taken or executed by the officials specified in the SC. The Consultant, Sub-Consultants, and their Personnel shall pay such indirect taxes, duties, fees, and other impositions levied under the Applicable Law as specified in the SC, the amount of which is deemed
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1.4.2
1.5 Location
1.6 Authority of Member in Charge
1.7 Authorized Representatives 1.8 Taxes and Duties
to have been included in the Contract Price. 1.9 Fraud and Corruption 1.9.1 Definitions The Bank requires that all borrowers (including grant beneficiaries), the executing agencies and contracting agencies, as well as all firms, entities and individuals bidding for or participating in a Bankfinanced project, including, inter alia, applicants, bidders, contractors, consulting firms and individual consultants (including their respective officers, employees and agents) adhere to the highest ethical standards, and report to the Bank all suspected acts of fraud or corruption of which it has knowledge or becomes aware, during the Selection Process and throughout the negotiation or execution of a Contract. Fraud and corruption are prohibited. Fraud and corruption include acts of: (a) corrupt practice, (b) fraudulent practice, (c) coercive practice and (d) collusive practice. The definitions of actions set forth below cover the most common types of f r a u d a n d c o r r u p t i o n , but are not exhaustive. For this reason, the Bank shall also take action in the event of any similar deed or complaint involving alleged acts of fraud and corruption, even when these are not specified in the following list. The Bank shall in all cases proceed with the established procedure referred to in Clause GC 1.9 (c). (a) The Bank defines the terms set forth below as follows: (i) A corrupt practice is the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to influence the actions of another party; A fraudulent practice is any act or omission, including a misrepresentation, which misleads, or attempts to mislead, a party in order to obtain a financial or other benefit or to avoid an obligation;
(ii)
(iii) A coercive practice is impairing or harming, or threatening to impair or harm, directly or indirectly, any party or property of the party to influence the actions of a party; and (iv) A collusive practice is an arrangement between two or more parties designed to achieve an improper purpose, including influencing improperly the actions of another party.
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1.9.2 Measures to be taken
(b)
If the Bank, in accordance with its administrative procedures, demonstrates that any firm, entity or individual bidding for or participating in a Bank-financed project including, inter alia, applicants, bidders, contractors, consultants, borrowers (including grant Beneficiaries), purchasers, executing agencies and contracting agencies (including their respective officers, employees and agents) engaged in an act of fraud or corruption, the Bank may: (i) decide not to finance any proposal to award a contract or a contract awarded for consultant services financed by the Bank; suspend disbursement of the operation if it determined at any stage that evidence is sufficient support a finding that an employee, agent representative of the Borrower, Executing Agency Contracting Agency has engaged in an act of fraud corruption; is to or or or
(ii)
(iii)
cancel and/or accelerate repayment of, the portion of a loan or grant earmarked for a contract, when there is evidence that the representative of the Borrower, or Beneficiary of a grant, has not taken the adequate remedial measures within a time period which the Bank considers reasonable, and in accordance with the due process guarantees of the Borrowing countrys legislation; issue a reprimand in the form of a formal letter of censure of the firm, entity or individuals behaviour; issue a declaration that an individual, entity or firm is ineligible, either permanently or for a stated period of time, to be awarded or participate in contracts under Bank-financed projects except under such conditions as the Bank deems to be appropriate; refer the matter to appropriate law enforcement authorities; and/or impose other sanctions that it deems to be appropriate under the circumstances, including the imposition of fines representing reimbursement of the Bank for costs associated with investigations and proceedings. Such sanctions may be imposed in addition to or in lieu of other sanctions.
(iv) (v)
(vi) (vii)
(c)
The Bank has established administrative procedures for cases of allegations of fraud and corruption within the procurement
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process or the execution of a contract financed by the Bank which are available at the Banks website ( www.iadb.org), as updated from time to time. To that effect any complaint shall be submitted to the Banks of Institutional Integrity (OII) for the appropriate investigation. Allegations may be presented confidentially or anonymously. (d) Payments are expressly conditional upon the claimants participation in the procurement process conformed with all applicable Bank policies on Fraud and Corruption described in this Clause CG 1.9. The imposition of any action to be taken by the Bank pursuant to the provisions referred to paragraph (b) of this Clause may be public or private, in accordance with the policies of the Bank; The Bank will have the right to require that, in contracts financed with a Bank loan, a provision be included requiring Consultants to permit the Bank to inspect their accounts and records and any other documents relating to the submission of proposals and contract performance and to have them audited by auditors appointed by the Bank. The Bank will have the right to require that, in contracts financed with a Bank loan, a provision be included requiring Consultants to: (i) maintain all documents and records related to the Bank-financed project for three (3) years after completion of the work contemplated in the relevant contract pursuant to Clause GC 3.8; and (ii) deliver any document necessary for the investigation of allegations of fraud or corruption and make available to the Bank the employees or agents of the consultant with knowledge of the Bank-financed project to respond to questions from Bank personnel or any properly designated investigator, agent, auditor or consultant relating to the review or audit of the documents. If the Consultants fail to comply with the Banks request, or otherwise obstruct the Banks review of the matter, the Bank, in its sole discretion, may take appropriate action against the Consultant. Consultants represent and warrant: (i) that they have read and understood the Banks prohibition against fraud and corruption and agrees to abide by the applicable rules; that they have not engaged in any violation of policies on fraud and corruption described herein; that they have not misrepresented or concealed any material facts during the procurement or contract
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(e)
(f)
(g)
(ii) (iii)
negotiation processes or performance of the contract; (iv) that neither they nor any of their directors, officers or principal shareholders have been declared ineligible to be awarded Bank-financed contracts or have been convicted of a crime involving fraud or corruption; that none of their directors, officers or principal shareholders has been a director, officer or principal shareholder of any other company or entity that has been declared ineligible to be awarded a Bankfinanced contract or has been convicted of a crime involving fraud or corruption; that all commissions, agents fees, facilitating payments or revenue-sharing agreements related to the Bankfinanced contract or consulting agreement have been disclosed; that they acknowledge that the breach of any of these warranties constitutes a basis for the imposition of any or a combination of the measures described in Clause GC 1.9.
(v)
(vi)
(vii)
1.10 Eligibility
The Consultant and its Subcontractors shall have the nationality of a Banks member country. A Consultant or Subcontractor shall be deemed to have the nationality of a country if it comply with the following requirements: (a) An individual is considered to be a national of a member country of the Bank if he or she meets either of the following requirements: (i) (ii) is a citizen of a member country; or has established his/her domicile in a member country as a bona fide resident and is legally entitled to work in the country of domicile. A firm is considered to have the nationality of a member country if it meets the two following requirements: (i) (ii) is legally constituted or incorporated under the laws of a member country of the Bank; and more than fifty percent (50%) of the firms capital is owned by individuals or firms from member countries of the Bank.
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(b)
All members of a JVCA and all subcontractors must meet the nationality criteria set forth above. In the case that the Consulting Services Contract includes the supplying of goods and related services, all such goods and related services shall have as their origin any member country of the Bank. Goods have their origin in a member country of the Bank if they have been mined, grown, harvested, or produced in a member country of the Bank. A good has been produced when through manufacture, processing or assembly another commercially recognized article results that differ substantially in its basic characteristics, function or purpose of utility from its parts or components. For a good consisting of several individual components that need to be interconnected (either by the supplier, the purchaser or by a third party) to make the good operative and regardless of the complexity of the interconnection, the Bank considers that such good is eligible for financing if the assembly of the components took place in a member country, regardless of the origin of the components. When the good is a set of several individual goods that are normally packaged and sold commercially as a single unit, the good is considered to originate in the country where the set was packaged and shipped to the purchaser. For purpose of origin, goods labelled made in the European Union shall be eligible without the need to identify the corresponding specific country of the European Union. The origin of materials, parts or components of the goods or the nationality of the firm that produces, assembles, distributes or sells the goods, does not determine the origin of the goods. The Consultant shall submit the form "Suppliers' Certificate" (Appendix H), included as part of the Contract Forms, declaring that the goods and related services have as their origin a member country of the Bank. The submission of this form to the Client shall be a condition for receiving payment. The Client reserves the right to require any additional information from the Consultant to verify that the goods and related services have as their origin a member country of the Bank.
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2. Commencement, Completion, Modification and Termination of Contract

2.1 Effectiveness of Contract This Contract shall come into effect on the date the Contract is signed by both Parties or such other later date as may be stated in the SC. The date the Contract comes into effect is defined as the Effective Date. The Consultant shall begin carrying out the Services not later than the number of days after the Effective Date specified in the SC.
2.2 Commencement of Services 2.3 Expiration of Contract 2.4 Modifications or Variations
Unless terminated earlier pursuant to Clause GC 2.6 hereof, this Contract shall expire at the end of such time period after the Effective Date as specified in the SC. Any modification or variation of the terms and conditions of this Contract, including any modification or variation of the scope of the Services, may only be made by written agreement between the Parties. However, each Party shall give due consideration to any proposals for modification or variation made by the other Party.
2.5 Force Majeure 2.5.1 Definition For the purposes o f this Contract, Force Majeure means an event which is beyond the reasonable control of a Party and which makes a Partys performance of its obligations under the Contract impossible or so impractical as to be considered impossible under the circumstances. The failure of a Party to fulfil any of its obligations under the contract shall not be considered to be a breach of, or default under, this Contract insofar as such inability arises from an event of Force Majeure, provided that the Party affected by such an event (a) has taken all reasonable precautions, due care and reasonable alternative measures in order to carry out the terms and conditions of this Contract, and (b) has informed the other Party as soon as possible about the occurrence of such an event. Any period within which a Party shall, pursuant to this Contract, complete any action or task, shall be extended for a period equal to the time during which such Party was unable to perform such action as a result of Force Majeure. During the period of their inability to perform the Services as a result of an event of Force Majeure, the Consultant shall be entitled to continue to be paid under the terms of this Contract, as well as to be reimbursed for additional costs reasonably and necessarily incurred by them during such period for the purposes of the Services and in
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2.5.2 No Breach of Contract
2.5.3 Extension of Time
2.5.4 Payments
reactivating the Service after the end of such period. 2.6 Termination 2.6.1 By the Client The Client may terminate this Contract in case of the occurrence of any of the events specified in paragraphs (a) through (f) of this Clause GC 2.6.1. In such an occurrence the Client shall give a not less than thirty (30) days written notice of termination to the Consultant, and sixty (60) days in the case of the event referred to in (e). (a) If the Consultant does not remedy a failure in the performance of their obligations under the Contract, within thirty (30) days after being notified or within any further period as the Client may have subsequently approved in writing. If the Consultant becomes insolvent or bankrupt. If the Consultant, in the judgment of the Client has engaged in corrupt or fraudulent practices in competing for or in executing the Contract. If, as the result of Force Majeure, the Consultant are unable to perform a material portion of the Services for a period of not less than sixty (60) days. If the Client, in its sole discretion and for any reason whatsoever, decides to terminate this Contract. If the Consultant fails to comply with any final decision reached as a result of arbitration proceedings pursuant to Clause GC 8 hereof.
(b) (c)
(d)
(e) (f)
2.6.2
By the Consulta -nt
The Consultants may terminate this Contract, by not less than thirty (30) days written notice to the Client, such notice to be given after the occurrence of any of the events specified in paragraphs (a) through (c) of this Clause GC 2.6.2: (a) If the Client fails to pay any money due to the Consultant pursuant to this Contract and not subject to dispute pursuant to Clause GC 7 hereof within forty-five (45) days after receiving written notice from the Consultant that such payment is overdue. If, as the result of Force Majeure, the Consultant is unable to perform a material portion of the Services for a period of not less than sixty (60) days. If the Client fails to comply with any final decision reached as a result of arbitration pursuant to Clause GC 8 hereof.
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(b)
(c)
2.6.3
Payment upon Termination
Upon termination of this Contract pursuant to Clauses GC 2.6.1 or GC 2.6.2, the Client shall make the following payments to the Consultant: (a) (b) payment pursuant to Clause GC 6 for Services satisfactorily performed prior to the effective date of termination; except in the case of termination pursuant to paragraphs (a) through (c), and (f) of Clause GC 2.6.1, reimbursement of any reasonable cost incident to the prompt and orderly termination of the Contract, including the cost of the return travel of the Personnel and their eligible dependents.
3. Obligations of the Consultant

3.1 General 3.1.1 Standard of Performance The Consultant shall perform the Services and carry out their obligations hereunder with all due diligence, efficiency and economy, in accordance with generally accepted professional standards and practices, and shall observe sound management practices, and employ appropriate technology and safe and effective equipment, machinery, materials and methods. The Consultant shall always act, in respect of any matter relating to this Contract or to the Services, as faithful advisers to the Client, and shall at all times support and safeguard the Clients legitimate interests in any dealings with Sub-Consultants or third Parties. The Consultant shall hold the Clients interests paramount, without any consideration for future work, and strictly avoid conflict with other assignments or their own corporate interests. The payment of the Consultant pursuant to Clause GC 6 shall constitute the Consultants only payment in connection with this Co ntract or the Services, and the Consultant shall not accept for their own benefit any trade commission, discount, or similar payment in connection with activities pursuant to this Contract or to the Services or in the discharge of their obligations under the Contract, and the Consultant shall use their best efforts to ensure that the Personnel, any Sub-Consultants, and agents of either of them similarly shall not receive any such additional payment. The Consultant agrees that, during the term of this Contract and after its termination, the Consultant and any entity affiliated with the Consultant, as well as any Sub-Consultants and any entity affiliated with such SubConsultants, shall be disqualified from providing goods, works or services (other than consulting services) resulting from or directly related to the Consultants Services for the preparation or implementation of the project.
3.2 Conflict of Interests 3.2.1 Consultants Not to Benefit from Commissions, Discounts, etc. 3.2.2 Consultant and Affiliates not to be otherwise interested in Project
3.2.3 Prohibition The Consultant shall not engage, and shall cause their Personnel as well as their Sub-Consultants and their Personnel not to engage, either of
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Conflicting Activities
directly or indirectly, in any business or professional activities which would conflict with the activities assigned to them under this Contract.
3.3 Confidentiality Except with the prior written consent of the Client, the Consultant and the Personnel shall not at any time communicate to any person or entity any confidential information acquired in the course of the Services, nor shall the Consultant and the Personnel make public the recommendations formulated in the course of, or as a result of, the Services. 3.4 Insurance to be Taken Out by the Consultant The Consultant (a) shall take out and maintain, and shall cause any SubConsultants to take out and maintain, at their (or the Sub-Consultants, as the case may be) own cost but on terms and conditions approved by the Client, insurance against the risks, and for the coverage, as shall be specified in the SC; and (b) at the Clients r equest, shall provide evidence to the Client showing that such insurance has been taken out and maintained and that the current premiums have been paid. The Consultant shall obtain the Clients prior approval in writing before taking any of the following actions: (a) (b) (c) 3.6 Reporting Obligations (a) entering into a subcontract for the performance of any part of the Services, appointing such members of the Personnel not listed by name in Appendix C, and any other action that may be specified in the SC. The Consultant shall submit to the Client the reports and documents specified in Appendix B hereto, in the form, in the numbers and within the time periods set forth in the said Appendix. Final reports shall be delivered in CD ROM in addition to the hard copies specified in said Appendix. All plans, drawings, specifications, designs, reports, other documents and software submitted by the Consultant under this Contract shall become and remain the property of the Client, and the Consultant shall, not later than upon termination or expiration of this Contract, deliver all such documents to the Client, together with a detailed inventory thereof. The Consultant may retain a copy of such documents and software. Restrictions about the future use of these documents, if any, shall be specified in the SC.
3.5 Consultants Actions Requiring Clients Prior Approval
(b) (a) 3.7 Documents Prepared by the Consultant to be the Property of the Client (b)
The Consultant (i) shall keep accurate and systematic accounts and 3.8 Accounting, Inspection and records in respect of the Services hereunder, in accordance with internationally accepted accounting principles and in such form and Auditing detail as will clearly identify all relevant time changes and costs, and the
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bases thereof, and (ii) shall periodically permit the Client or its designated representative and/or the Bank, and up to three (3) years from the expiration or termination of this Contract, to inspect the same and make copies thereof as well as to have them audited by auditors appointed by the Client or the Bank, if so required by the Client or the Bank as the case may be.
4. Consultants Personnel
4.1 Description of Personnel The Consultant shall employ and provide such qualified and experienced Personnel and Sub-Consultants as are required to carry out the Services. The titles, agreed job descriptions, minimum qualifications, and estimated periods of engagement in the carrying out of the Services of the Consultants Key Personnel are described in Appe ndix C. The Key Personnel and Sub-Consultants listed by title as well as by name in Appendix C are hereby approved by the Client. (a) Except as the Client may otherwise agree, no changes shall be made in the Key Personnel. If, for any reason beyond the reasonable control of the Consultant, such as retirement, death, medical incapacity, among others, it becomes necessary to replace any of the Key Personnel, the Consultant shall provide as a replacement a person of equivalent or better qualifications. If the Client finds that any of the Personnel have (i) committed serious misconduct or have been charged with having committed a criminal action, or (ii) have reasonable cause to be dissatisfied with the performance of any of the Personnel, then the Consultant shall, at the Clients written request specifying the grounds thereof, provide as a replacement a person with qualifications and experience acceptable to the Client. The Consultant shall have no claim for additional costs arising out of or incidental to any removal and/or replacement of Personnel.
4.2 Removal and/or Replacement of Personnel
(b)
(c)
5. Obligations of the Client

5.1 Assistance and The Client shall use its best efforts to ensure that the Government shall provide the Consultant such assistance and exemptions as specified in Exemptions the SC. 5.2 Change in the Applicable Law Related to Taxes and Duties If, after the date of this Contract, there is any change in the Applicable Law with respect to taxes and duties which increases or decreases the cost incurred by the Consultant in performing the Services, then the remuneration and reimbursable expenses otherwise payable to the Consultant under this Contract shall be increased or decreased accordingly by agreement between the Parties, and corresponding adjustments shall be made to the amounts referred to in Clauses GC 6.2
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(a) or (b), as the case may be. 5.3 Services and Facilities The Client shall make available free of charge to the Consultant the Services and Facilities listed under Appendix F.
6. Payments to the Consultant

6.1 Lump-Sum Payment The total payment due to the Consultant shall not exceed the Contract Price which is an all inclusive fixed lump-sum covering all costs required to carry out the Services described in Appendix A. Except as provided in Clause 5.2, the Contract Price may only be increased above the amounts stated in Clause 6.2 if the Parties have agreed to additional payments in accordance with Clause 2.4. The price payable in foreign currency/currencies is set forth in the SC. The price payable in local currency is set forth in the SC.
6.2 Contract Price (a) (b) 6.3 Payment for Additional Services 6.4 Terms and Conditions of Payment
For the purpose of determining the remuneration due for additional services as may be agreed under Clause 2.4, a breakdown of the lumpsum price is provided in Appendices D and E. Payments will be made to the account of the Consultant and according to the payment schedule stated in the SC. Unless otherwise stated in the SC, the first payment shall be made against the provision by the Consultant of an advance payment guarantee for the same amount, and shall be valid for the period stated in the SC. Such guarantee shall be in the form set forth in Appendix G hereto, or in such other form, as the Client shall have approved in writing. Any other payment shall be made after the conditions listed in the SC for such payment have been met, and the Consultant has submitted an invoice to the Client specifying the amount due. If the Client has delayed payments beyond fifteen (15) days after the due date stated in the Clause SC 6.4, interest shall be paid to the Consultant for each day of delay at the rate stated in the SC.
6.5 Interest on Delayed Payments
7. Good Faith
7.1 Good Faith The Parties undertake to act in good faith with respect to each others rights under this Contract and to adopt all reasonable measures to ensure the realization of the objectives of this Contract.
8. Settlement of Disputes
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8.1 Amicable Settlement
The Parties agree that the avoidance or early resolution of disputes is crucial for a smooth execution of the Contract and the success of the assignment. The Parties shall use their best efforts to settle amicably all disputes arising out of or in connection with this Contract or its interpretation. Any dispute between the Parties as to matters arising pursuant to this Contract that cannot be settled amicably within thirty (30) days after receipt by one Party of the other Partys request for such amicable settlement may be submitted by either Party for settlement in accordance with the provisions specified in the SC.
8.2 Dispute Resolution
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III. Special Conditions of Contract

(Clauses in brackets { } are optional; all notes should be deleted in final text) Number of GC Clause 1.1(a) 1.3 1.4 Amendments of, and Supplements to, Clauses in the General Conditions of Contract The words in the Governments country are amended to read in Guyana The language is English. The addresses are: Client: Attention: Ministry of Public Works Wights Lane, Kingston, Georgetown, Guyana. Mr Geoffrey Vaughn - Coordinator Works Services Group, Ministry of Public Works
Telephone #: 592-226-060 Ext. 337 Facsimile: E-mail: 592-225-2689 procurementwsg@gmail.com
Consultant:
Attention: Facsimile: E-mail: 1.6 {The Member in Charge is [insert name of member]} Note: If the Consultant consists of a joint venture/consortium/association (JVCA) of more than one entity, the name of the entity whose address is specified in Clause SC 1.6 should be inserted here. If the Consultant consists only of one entity, this Clause SC 1.8 should be deleted from the SC. 1.7 The Authorized Representatives are: For the Client : Mr Geoffrey Vaughn Coordinator
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Works Services Group, Ministry of Public Works For the Consultant: 1.8 The Client warrants that the Consultant, the Sub-Consultants and the Personnel shall be exempt from (or that the Client shall pay on behalf of the Consultant, the Sub-Consultants and the Personnel, or shall reimburse the Consultant, the Sub-Consultants and the Personnel for) any indirect taxes, duties, fees, levies and other impositions imposed, under the Applicable Law, on the Consultant, the Sub-Consultants and the Personnel in respect of: (a) any payments whatsoever made to the Consultant, Sub-Consultants and the Personnel (other than nationals or permanent residents of the Governments country), in connection with the carrying out of the Services; any equipment, materials and supplies brought into the Governments country by the Consultant or Sub-Consultants for the purpose of carrying out the Services and which, after having been brought into such territories, will be subsequently withdrawn there from by them; any equipment imported for the purpose of carrying out the Services and paid for out of funds provided by the Client and which is treated as property of the Client; any property brought into the Governments country by the Consultant, any Sub-Consultants or the Personnel (other than nationals or permanent residents of the Governments country), or the eligible dependents of such Personnel for their personal use and which will subsequently be withdrawn there from by them upon their respective departure from the Governments country, provided that: (i) the Consultant, Sub-Consultants and Personnel, and their eligible dependents, shall follow the usual customs procedures of the Governments country in importing pro perty into the Governments country; and
(b)
(c)
(d)
(ii) if the Consultant, Sub-Consultants or Personnel, or their eligible dependents, do not withdraw but dispose of any property in the Governments country upon which customs duties and taxes have been exempted, the Consultant, Sub-Consultants or Personnel, as the case may be, (i) shall bear such customs duties and taxes in conformity with the regulations of the Governments country, or (ii) shall reimburse them to the Client if they were paid by the Client at the time the property in question was brought into the Governments country.
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2.1 2.2
The Effective Date is the date that the contract is signed by both parties. The date for the commencement of Services is no later than seven days after the effective date. The time period shall be sixteen (16) weeks from the date of commencement of Services. Clause 3.4 of the General Conditions is amended to read as follows: The Consultant (a) shall take out and maintain, and shall cause any SubConsultants to take out and maintain, at their (or the Sub-Consultants, as the case may be) own cost, insurance against the risks, and for the coverage, as shall be specified in the SC; and (b) at the Clients request, shall provide evidence to the Client showing that such insurance has been taken out and maintained and that the current premiums have been paid. The risks and the coverage shall be as follows:
(a) Third Party motor vehicle liability insurance in respect of motor vehicles operated in the Governments country by the Consultant or its Personnel or any Sub-Consultants or their Personnel, with a minimum coverage of [US$ 5,000.00]; (b) Third Party liability insurance, with a minimum coverage of [US$ 20,000.00]; (c) Professional liability insurance, with a minimum coverage of [US$ 320,000.00]; (d) Employers liability and workers compensation insurance in respect of the Personnel of the Consultant and of any Sub-Consultants, in accordance with the relevant provisions of the Applicable Law, as well as, with respect to such Personnel, any such life, health, accident, travel or other insurance as may be appropriate; and
2.3
3.4
(e) Insurance against loss or damage to (i) equipment purchased in whole or in

part with funds provided under this Contract, (ii) the Consultants property used in the performance of the Services, and (iii) any documents prepared by the Consultant in the performance of the services.
3.4 (b)
Limitations of the Consultants Liability towards the Client (a) Except in the case of gross negligence or wilful misconduct on the part of the Consultants or on the part of any person or firm acting on behalf of the Consultants in carrying out the services, the Consultants , with respect to damage caused by the Consultants to the Clients property, shall not be liable to the Client:
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(i) For any indirect or consequential loss or damage; and (ii) For any direct loss or damage that exceeds by three times the total value of the Contract. (b) This limitation of liability shall not affect the Consultants liability, if any, for damage to Third Parties caused by the Consultants or any person or firm acting on behalf of the Consultants in carrying out Services. 3.7 (b) The Consultant shall not use these documents and software for purposes unrelated to this Contract without the prior written approval of the Client. The Employer shall: a) provide the Consultants, Sub-Consultants and Personnel with work permits and such other documents as shall be necessary to enable the Consultants, Subconsultants or Personnel to perform the Services; b) arrange for the Personnel and, if appropriate, their eligible dependents to be provided promptly with all necessary entry and exit visas, residence permits, exchange permits and any other documents required for their stay in Guyana; c) facilitate prompt clearance through customs of any property required for the Services and of the personal effects of the Personnel and their eligible dependents; issue to officials, agents and representatives of the GOG all such instructions as may be necessary or appropriate for the prompt and effective implementation of the Services; d) exempt the Consultants and the Personnel and any Sub-consultants employed by the Consultants for the Services from any requirement to register or obtain any permit to practice or to establish themselves either individually or as a corporate entity according to the Law of Guyana; and e) grant the Consultants, any Sub-consultant and the Personnel; of either of them a waiver of duties and taxes on monies earned (only for expatriate personnel), vehicles, equipment and other items brought into or purchased in the country for the execution of the Services. 6.2 6.2 (a) 6.4 Contract Price The contract price is: [insert amount] The accounts are: for foreign currency or currencies: [insert account(s)]
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5.1
Payments shall be made according to the following schedule: a) 25% upon submission of the Preliminary Assessment Report b) 25% upon: approval of the Social Engagement Plan; approval of the Social & Environmental Impact Assessment Report; supply and approval of the design hardware and software; and approval of the Project Selection Report c) 25% upon submission of the Draft Design Report d) 25% upon approval of the Final Design Report by GOG and IDB 6.5 8.2 The interest rate is: 3.8% Disputes shall be settled by arbitration in accordance with the following provisions: 1. Selection of Arbitrators. Each dispute submitted by a Party to arbitration shall be heard by a sole arbitrator or an arbitration panel composed of three arbitrators, in accordance with the following provisions: (a) Where the Parties agree that the dispute concerns a technical matter, they may agree to appoint a sole arbitrator or, failing agreement on the identity of such sole arbitrator within thirty (30) days after receipt by the other Party of the proposal of a name for such an appointment by the Party who initiated the proceedings, either Party may apply to, the Federation Internationale des Ingenieurs-Conseil (FIDIC) of Lausanne, Switzerland for a list of not fewer than five nominees and, on receipt of such list, the Parties shall alternately strike names therefrom, and the last remaining nominee on the list shall be the sole arbitrator for the matter in dispute. If the last remaining nominee has not been determined in this manner within sixty (60) days of the date of the list, the Federation Internationale des Ingenieurs-Conseil (FIDIC) of Lausanne, Switzerland shall appoint, upon the request of either Party and from such list or otherwise, a sole arbitrator for the matter in dispute. Where the Parties do not agree that the dispute concerns a technical matter, the Client and the Consultant shall each appoint one arbitrator, and these two arbitrators shall jointly appoint a third arbitrator, who shall chair the arbitration panel. If the arbitrators named by the Parties do not succeed in appointing a third arbitrator within thirty (30) days after the latter of the two arbitrators named by the Parties has been appointed, the third arbitrator shall, at the request of either Party, be appointed by Secretary General of the International Centre for Settlement of Investment Disputes, Washington, D.C.
(b)
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(c) If, in a dispute subject to Clause SC 8.2 1.(b), one Party fails to appoint its arbitrator within thirty (30) days after the other Party has appointed its arbitrator, the Party which has named an arbitrator may apply to the Secretary General of the International Centre for Settlement of Investment Disputes, Washington, D.C. to appoint a sole arbitrator for the matter in dispute, and the arbitrator appointed pursuant to such application shall be the sole arbitrator for that dispute. 2. Rules of Procedure. Except as stated herein, arbitration proceedings shall be conducted in accordance with the rules of procedure for arbitration of the United Nations Commission on International Trade Law (UNCITRAL) as in force on the date of this Contract. Substitute Arbitrators. If for any reason an arbitrator is unable to perform his function, a substitute shall be appointed in the same manner as the original arbitrator. Nationality and Qualifications of Arbitrators. The sole arbitrator or the third arbitrator appointed pursuant to paragraphs (a) through (c) of Clause SC 8.2 1 hereof shall be an internationally recognized legal or technical expert with extensive experience in relation to the matter in dispute and shall not be a national of the Consultants home country [ Note: If the Consultant consists of more than one entity, add: or of the home country of any of their Members or Parties] or of the Governments country. For the purposes of this Clause, home country means any of: (a) the country of incorporation of the Consultant [ Note: If the Consultant consists of more than one entity, add: or of any of their Members or Parties]; or the country in which the Consultants [or any of their Members or Parties] principal place of business is located; or the country of nationality of a majority of the Consultants [or of any Members or Parties] shareholders; or the country of nationality of the Sub-Consultants concerned, where the dispute involve a subcontract.
3.
4.
(b) (c) (d)
5.
Miscellaneous. In any arbitration proceeding hereunder: (a) (b) (c) proceedings shall, unless otherwise agreed by the Parties, be held in Trinidad and Tobago; the English language shall be the official language for all purposes; and the decision of the sole arbitrator or of a majority of the arbitrators (or of the third arbitrator if there is no such majority) shall be final
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and binding and shall be enforceable in any court of competent jurisdiction, and the Parties hereby waive any objections to or claims of immunity in respect of such enforcement.
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Request for Proposal for East Bank Berbice Road Design Project Section VI Appendices
VI. Appendices
Appendix A Description of Services
* See Terms of Reference
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Appendix B - Reporting Requirements
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Appendix C - Key Personnel and Sub-Consultants
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Appendix D - Breakdown of Contract Price in Foreign Currency

Note: List here the elements of cost used to arrive at the breakdown of the lump-sum price - foreign currency portion: 1. 2. Monthly rates for Personnel (Key Personnel and other Personnel). Reimbursable expenses.
This appendix will exclusively be used for determining remuneration for additional services.
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Appendix E - Services and Facilities Provided by the Client * See Terms of Reference
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Appendix F Terms of Reference
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Terms of Reference East Bank Berbice Road Design Project
Appendix F Terms of Reference
1.
INTRODUCTION The Government of Guyana through the Ministry of Public Works (MPW) wishes to commission a consultancy under Loan Operation LO2741/BL-GY Road Network Upgrade and Expansion Program. The consultancy will encompass the execution of traffic, road safety, pavement, structural, drainage, economic, environmental and social studies, and preparation of final designs and bidding documents for the project road, inclusive of bridges, culverts and any other supporting infrastructure. This Terms of Reference (TOR) addresses the requirements for all components of the consultancy. The project road under this consultancy is the East Bank Berbice Road. The road is defined as commencing at the junctions of Main and Vryheid Streets, New Amsterdam, Berbice, then continuing along Main Street and then on to the East Bank Berbice Road some fortytwo kilometres up to the village of Mara. However, given the rural nature of this roadway and the need for the eventual construction project to be economically feasible, it likely but not necessarily true, that the project to be designed will be for a length of roadway some eight kilometres up to the village of Everton. Notwithstanding the above, the Consultant will be expected to maximize the length of roadway that may be rehabilitated within the economic feasibility of a potential project, and prepare final designs for such.
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2.
BRIEF DESCRIPTION OF THE PROJECT ROAD East Bank Berbice Public Road The East Bank Berbice Roadway, commencing at Main and Vryheid Streets, New Amsterdam and ending at Mara/Schepmoed, has suffered tremendous deterioration presenting a major challenge to movement of people and goods. The daily traffic is estimated at approximately 1,000 vehicles along the road corridor. The population between Stanleytown and Light Town, a distance of 204.5 km, is approximately 8,000 persons. Many residents own farm lands perpendicular to the road, which have generally been used for the farming of rice and cash crops, and in cattle rearing. Many farms may have been retired seemingly due to the state of the road. The Glasgow Housing Scheme, located 19km from Stanleytown, has approximately 1,000 house lots, half of which have homes under occupancy or are in construction. It has been reported that drivers and providers of public transportation are apprehensive in using this road due to potential damage to their vehicles. The Guyana Sugar Corporation utilizes the road to transport their workers to Providence and other cane producing areas. Fuel supplies for all of the Guyana Oil Companys retailers along East Berbice are offloaded and stored at Heathburn while Cement for the area is produced at a plant at Everton; both facilities are in the project area.
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3.
OBJECTIVES The overall objective of this consultancy is for the Consultant to produce an engineering design and corresponding bidding documents for road works on the East Bank Berbice Road. The works must provide a solution to the current difficulty of using the roadway safely and comfortably due to its deteriorated state. The design and bidding documents must satisfy all legal, statutory, technical, economic, social and environmental requirements stated in: these TOR and RFP; the terms and conditions of the loan contract under which funding for this Consultancy and the subsequent Works are being provided, inclusive of the Environmental and Social Management Framework (ESMF) and the Environmental and Social Management Report (ESMR) of said loan; the laws and regulations of Guyana; and the policies and procedures of the IDB. The eventual road works must be sustainable within the context of the threat to the stability of road in some sections by the nearby Berbice River. The eventual road works must be complimented by a weight control programme and facility to be developed and designed by the Consultant to protect against the usage of the road way by overloaded trucks. In order to satisfy this overall objective, the Consultant is required to satisfy the following primary objectives. The Consultant is further required to budget fully for all costs associated with satisfying the requirements of these primary objectives. 1) To carry out a preliminary assessment of the project road which must assess the problems/challenges/deficiencies associated with its current usage. The assessment must be conducted within the context of the technical, economic, legal, social and environmental characteristics of the road and its corridor, and be adequately detailed to allow for a thorough diagnostic of such problems/challenges/deficiencies. 2) To develop and execute a Social Engagement Plan (SEP), which comprises systems, tools, actions, schedules and milestones for continuous engagement with stakeholders from the commencement of this study up to the end of the first year of operation of the eventual works. The consultation aspect of the SEP is required to satisfy the specifications of the Guidelines for Consultations contained in this TOR. The Consultant is required to develop, coordinate, finance and implement this SEP in full. 3) To conduct an Environmental and Social Impact Assessment (ESIA) for the project road and its corridor, and ensure its compliance with the regulations of the Environmental Protection Agency (Guyana). The Consultant is further required to execute and finance all activities on behalf of the Client to receive the relevant permits from the EPA for the eventual project. 4) To determine alternative solutions that would be appropriate for remedying the problems/challenges/deficiencies identified in the preliminary assessment. The Consultant is expected to develop such solutions after having considered: stakeholder needs, expectations and concerns; appropriate standards and guidelines for roadway function and performance; best practices for road design, construction, operation and
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maintenance; sound engineering principles of safety, efficiency, sustainability etc.; financial cost and duration for implementing solutions; economic benefits versus costs of implementing solutions; and applicability to the local construction sector and/or the opportunities presented to the local construction sector when implementing solutions. 5) To determine and pronounce clearly on the most feasible investment programme for the works by comparing the alternatives determined above and carrying out any other analyses that may be required. The alternatives must be compared by examining factors inclusive of, but not limited to: effectiveness in addressing the overall and other objectives of this consultancy; anticipated costs and realizable benefits to stakeholders; investment and maintenance expenditures over the life of the project (including for social and environmental measures, and for relocation of utilities); and the nature and severity of disruptions to stakeholders. As part of this objective, the Consultant is required to perform economic feasibility analyses inclusive of economic internal rate of return (EIRR) determinations for the alternative options using HDM-4 software. The Consultant is required to coordinate, fund and implement a Stakeholder Workshop that shall seek consensus on the agreed investment programme. 6) To conduct cadastral and engineering surveys of the road corridor, establish project control monuments, and superimpose these data on current geo-referenced satellite imagery (to be procured by the Consultant and supplied to the Client, wherein the images must be no older than the commencement date of this consultancy) and presented in AutoCAD Civil 3D format. 7) To collect and analyse all data required to achieve the overall and primary objectives of this consultancy. The Consultant is required to budget completely for these activities within its tender price. At minimum, the Consultant will be required to collect data and perform relevant analyses of the types as follows: Traffic traffic counts in at least four locations; traffic forecasts; origindestination surveys; and axle loading testing of heavy vehicles Functional / structural - detailed evaluations of the physical characteristics, condition, and reasons for any failure etc. of existing road pavement, bridges, culverts and other structures / facilities within the road corridor by means of visual inspection, and destructive and/or non-destructive testing Geotechnical obtain parameters for underlying soil in order to design a stable foundation for the pavement, bridges, culverts, revetments, and river protection works etc. through relevant testing of samples to be obtained from boreholes (testing and borehole drilling to be conducted and funded by the Consultant) Hydraulic and hydrological obtain parameters for providing adequate drainage of the roadway and interdependent communities; Specifically, the Consultant is to collect and analyse all data, whether functional, structural, geotechnical, hydraulic, hydrological, or otherwise required for the complete design for the reconstruction of the existing bridges at Friendship and Soesdyke.
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8) To prepare the final detailed designs and bidding documents, inclusive of but not limited to: a description of the recommended works (with their scope, methods, results, calculations etc.); and final detailed drawings, specifications and Bills of Quantities for tendering. The final designs must be detailed and complete for the following, at a minimum: Geometric design showing alignment and elevations for the roadways and all other features inclusive of those for road safety, property access to the roadway, drainage, etc. Pavement design, and embankment design as required, for sections of the roadways to be repaired, rehabilitated, reconstructed or constructed from new Structural design for bridges, culverts, revetments, river defence works etc. to be repaired, rehabilitated, reconstructed or constructed from new Hydraulic and structural design for drainage structures Design and costing for relocation of utilities which must be approved by each utility company Environmental & Social Management Plan required for the construction and postconstruction stages Complete design for the reconstruction of the existing bridges at Friendship and Soesdyke The Consultant is not required to design the river protection works but must provide parameters for such works (alignment, elevations etc.) that fit into the overall road design. 9) To design, and develop corresponding bidding documents, for the establishment of a weight control facility along the project road. The Consultant is required to develop operational procedures for the facility and include for the requirements and specifications of these operations (e.g. offloading equipment and storage of goods for overweight trucks) in the design and bidding documents.
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4.
ACTIVITIES TO BE COMPLETED / METHODOLOGY The following are meant to represent, for some categories of this Consultancy, the minimum types and levels of activities that the Client requires to be carried out by the Consultant. Notwithstanding this, the Consultant is not limited to the activities stated in this section and is required to use its knowledge and experience to determine, fund and execute all other activities required to satisfy the overall and primary objectives of this Consultancy. 4.1 PRELIMINARY ASSESSMENT The preliminary assessment must contain, but is not limited to, the following activities: Walkthrough condition surveys and visual assessments of the road corridor from which the Consultant must make preliminary determinations and provide details on: the geometric features of the road carriageway; the makeup and stratification of the road pavement; the condition of the road pavement and the extent of any pavement damage; the types and characteristics of road structures; the integrity of the said road structures; the nature and effectiveness of the roadway drainage; any threat posed to the stability of the road embankment; and any threat of inundation posed to the road corridor from nearby waterways. Walkthrough road user assessments that identifies and locates the roads direct and indirect users, inclusive of but not limited to: housing; industrial, commercial and/or agricultural activities; schools; hospitals / health centres; and community facilities etc. Mapping clearly on new up-to-date satellite imagery: the geographical position and dimensions of the project road; the location of road structures; and significant locations of the roads user activities. The type of roadway and condition of its surface in terms of type, extension and severity of its principal failure defects such as pot holes, shoulder drop off, roughness, visible cracks, permanent deformations, safety elements, pavement condition index (PCI) and / or pavement serviceability index (PSI). Priority should be given to evaluate roadway defects related to (1) road safety, (2) drainage, and (3) road performance. The conditions of the existing surface and deep drainage elements such as bridges, culverts, ditches, and sluices located within the ROW. Observations should be made on their functionality and deficiencies. The conditions of the existing natural terrain in terms of geological, soil, materials, and topographic, characteristics. The conditions and operation of the utility infrastructure, such as electric pole, water lines, sewer systems, telephone cables, located into the ROW and the current situation of land use, communities and vegetation along the road.
The Consultant will measure the road surface roughness using adequate equipment and will calibrate this new data with topographical survey using level and rod. The road sections
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will be divided into uniform segments with similar surface conditions, similar roughness, PSI or PCI values, and road characteristics. The Consultant will carry out a pavement deflection survey and calculate the subgrade modulus and pavement modulus. The Benkelman Beam, FWD, or any other acceptable non-destructive test (NDT) device that measures the entire deflection basin will be used in order to calculate the present subgrade and pavement elastic modulus. In addition the consultant will measure the surface deformation with a 3-meter ruler. This survey (BB and 3-meter ruler) will be done: every 40 meters when the damage to the pavement is not significant, and every 20 meters when the damage is significant. In estimating the correction factors to apply to the deflection values, account must be taken of the rainfall, the efficiency of the drainage, the type of subgrade soil and the temperature of the asphalt course (when it is solid and equal to or greater than 5 cm in thickness). The results must be presented in a table showing the exact location, deflection basin and its calculated elastic modulus for each abscissa. This information and interpretation data will form part of the bidding documents. The Benkelman Beam measurements and the calculated subgrade and pavement elastic modulus are to be used to separate the roadways into uniform segments of the same deflection characteristics and similar life expectancy with and without the pavement strengthening. The Benkelman Beam results will be calibrated with sufficient test pits reaching down to the subgrade. The number of test pits and probes will depend upon the lengths of the homogenous segments and must be sufficient in number to enable the Consultant to: identify variations in the courses (plasticity, gradation, classification, etc.); measure their thickness and the CBR-Density-Moisture relationship; take samples of each course (including the sub grade); determine the position of the water table; determine road surface deformation with a 3-m ruler along and perpendicular to the centreline as established by the specifications for this purpose; and calculate the mean value, standard deviation of deflection measurements and elastic modulus of the pavement and the subgrade for each uniform segment.
4.2 SOCIAL ENGAGEMENT PLAN The Consultant will engage groups likely to be affected by the project on its environmental and social aspects. This is to assist local stakeholders and affected people: understand the nature of the potential changes; make their voices heard; and participate in key decisions that affect them. It is critical that they be properly engaged throughout the consultation process, and in the identification and implementation of mitigation and compensation strategies.
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In addition to the formal requirements of local regulations, the SEP must include: identifying and reaching out to stakeholders in an inclusive manner with particular attention to eliminating any obstacles to the participation of vulnerable groups; providing early and iterative opportunities for consultation and dialogue; making relevant information on the project and its potential impacts accessible ahead of time in language and format and through media that are socio-culturally appropriate; organizing and facilitating events in ways that discourage any form of manipulation and establish clear and appropriate expectations; establishing mechanisms for on-going communication, for providing feedback to stakeholders, and for documenting the topics discussed and any agreements reached; and adopting decision-making and conflict resolution mechanisms commensurate with the issues identified. Consultations going forward need to be inclusive, reaching out to residents, businesses, schools, hospitals and other social/community entities located along the road. Other local people, entities and groups, particularly those likely to be affected by the road including, for example, residents within the area of influence, road users such as truckers and taxi/mini bus operators/passengers, and business owners, etc. should also be consulted. The Consultant will maintain a record of the public consultation and the records should indicate: means utilized for consultation, such as public meetings, surveys, interviews, community workshops, etc. used to seek the views of affected stakeholders; the date and location of the consultation activities, a list of the attendees and participants in each activity and their affiliation and contact address; and, summary minutes clearly identifying stakeholder concerns and any proposals or agreements.
4.3 GUIDELINES FOR CONSULTATIONS The consultation process to be carried out must achieve the following objectives: facilitating the incorporation in the Project of the measures required for its technical, environmental, and socio-cultural viability, taking into account the views of affected persons; reaching agreements with stakeholders to the extent possible, or at least achieving an adequate degree of acceptance on the part of affected groups and documenting the negotiations, agreements and decisions; improving the level of responsiveness of the Project to the priorities, needs and demands of its beneficiaries and affected persons; promoting local ownership of the Project and facilitating cooperation during construction and operation; providing for transparency in the management of the Project and the impacts and opportunities it brings to the affected stakeholders; gathering local intelligence that can facilitate and improve Project design and implementation; Page | 8
contributing to identifying all negative environmental and social impacts and equitable and feasible alternatives to address them; early identification of potential conflicts and strategies to avoid or overcome them; and improving local capacity.
The process shall be designed and carried out with due account to the principles of sound consultation and stakeholder engagement including: start consultation early; consult widely in the appropriate context of the sphere of influence of the Project; listen to what stakeholders have to say and document all points of view; be informative with respect to the options being considered for the Project and what is known about potential impacts; provide reasonable time for absorption of information, convening of stakeholders and provision of feedback; report on issues identified in a balanced and objective manner; ask for feedback; conduct consultation in mutual good faith; and keep consultation a two-way and iterative process.
Task 1: Scoping and Stakeholder identification and analysis

Project stakeholders are both those directly and indirectly affected, and focus must be placed on any disadvantaged groups or subgroups whose needs are less likely to be effectively considered under routine planning scenarios. Include any relevant organizations with a focus on local, civic, non-governmental and grassroots activities. Key considerations in identifying stakeholders include: Who will be affected by the negative environmental and social impacts of the project, both on-site and off-site? Who will benefit from the project other than the project sponsor and investors? Who will be responsible for implementing measures designed to avoid, mitigate, or compensate for the projects negative impacts? Whose cooperation, expertise, or influence would help the Project be successful? Who are the most vulnerable, least visible, and voiceless for whom special consultation efforts may have to be made? Who supports or opposes the changes that the Project will bring? Whose opposition could be detrimental to the success of the Project? What is the institutional framework available to implement communication with stakeholders and management of their concerns? Once the universe of stakeholders has been identified, analyze their relationship to the Project and relationships among the groups as relevant, to establish the relative priority of engaging with each group. Provide a mapping of the stakeholders that takes into account the following factors as they relate to the Project:
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Impacts, risks and opportunities generated; Stakeholders characteristics, asset s, capabilities and vulnerabilities; and Stakeholders interests and influence.
Determine how stakeholders are organized and who represents them so that methods of consultation can be selected to reach the appropriate parties. This analysis should also identify criteria that the Project Team can utilize to evaluate the credibility of speakers through all phases of stakeholder engagement in the Project and to maintain the appropriate balance of participation among the various groups of stakeholders.
Task 2: Initial Consultation Plan

Develop, in consultation with the Project Team, and communicate to stakeholders the Initial Consultation Plan to include: a summary of the proposed Project, sufficient for the stakeholders to make informed decisions on whether, or the degree to which, they may be affected; timeframes for consultation that allow for stakeholders to absorb Project information, ask for clarifications and provide feedback, taking into account holidays, work schedules and local scheduling preferences with a view to maximizing participation; and the manner of consultation (seminars, presentations, interviews, open-houses, workshops, structured or unstructured surveys, workshops, etc.) that is designed to elicit the interest and participation of the different types of stakeholders, taking into account: inclusiveness that allows for the participation of individuals as well as their functional and organic organizations; attention to verifying the legitimacy of any one acting in a representative capacity and to avoiding conflicts with existing representation systems; particular attention to providing for inclusion or special arrangements for typically marginalized groups (these might include women, youth, the elderly, the disabled and ethnic minorities depending on the situation); notifying stakeholders of consultation events ahead of time, emphasizing reaching those expected to be affected; coordination with the Project Team so that stakeholder inputs can be taken into account as part of the EA and project designing processes, and at later stages management, operations and maintenance processes; opportunities for stakeholders to participate in more than one event so that they can internalize information and consult with their own counterparts before providing final feedback; access to all relevant project information; technical facilitation to support stakeholders in understanding the Project and the scope of the issues; Page | 10
dissemination of information on the Project and the consultation plan that takes into account accessibility by the stakeholders and is designed to reach all sub groups effectively; the scope of the inputs expected and of the ways in which stakeholder concerns will be taken into account; logistical support and resources needed to implement the plan; conflict management strategies if opposing interests are identified, including making available expert advice and third party neutrals; and institutional options.
The plan design should take into account any local consultation requirements that are applicable to the Project according to regulations in force in Guyana and also taking advantage of existing local consultation venues such as community association meetings, periodic public meetings, etc.
Task 3: Implement the Initial Consultation Plan

Carry out the initial consultation according to the plan, employing a variety of methodologies as needed to ensure proper coverage of the various stakeholder groups. Given the nature and location of the project, particular attention should be given to concerns that include but are not limited to: changes in connectivity or accessibility of neighborhoods, public services and community resources; traffic and pedestrian safety and access; exposure to noise, dust, risk of accidents and other nuisances or hazards; RoW acquisition and other land use changes that could cause physical displacement of homes, commercial establishments, or economic or community activities and uses (such as street vending, recreational uses, use as public meeting places, transportation hubs, etc.); potential impacts on informal land users as a result of land acquisition for the RoW or ancillary Project facilities, formalization or gentrification; changes in economic activities and livelihoods resulting from changes in traffic patterns and accessibility; potential for in or out-migration as a result of job opportunities and/or changes in access; impacts of borrow pits, staging areas, dump sites and waste disposal during construction; increased risk of accidents or exposure to hazards from heavy traffic and hazardous loads; access and traffic flow to residential areas and to service facilities such as schools, hospitals, churches, super-markets, gas stations, etc.; community needs and opportunities related to the Project;
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issues related to labour, job opportunities for local population and Project labour force training, recruiting, housing and code of conduct; affectation of infrastructure, crops or activities as a result of the construction or operation of the improved road and its ancillary works, and changed patterns of use (including impacts of changes in drainage, vibration, noise, dust or light from construction or traffic, proximity of foot or vehicle traffic, availability of parking and loading areas, accessibility of public transport and availability of public transport routes and facilities; affectation of water bodies, trees or other natural resources or amenities; any other issues, concerns, needs, demands or perceptions related to the environmental and social assessment issues described in the scope of the assessment; and positive and negative perceptions and expectations regarding the Project.
The methodology for carrying out the consultation needs to clearly communicate the roles of the participants, the rules of engagement and the scope of the results that can be expected. It is important to allow space for brain-storming to identify issues, concerns and expectations/demands and then proceed to analyze the causal relationships with respect to the Project and to identify potential solutions and alternatives.
Task 4: Compile and analyze the results and provide them to the technical team
Once all groups of stakeholders have been consulted, prepare a report that classifies their inputs and analyzes their relevance to the Project in terms of at least: environmental impacts and risks; social impacts and risks; community support for the Project; community objections or opposition to the Project; opportunities to improve the fit between the Project and the stakeholders needs and demands; key points that require feedback to the stakeholders; stakeholder issues that might pose a risk to the success of the Project; institutional options and gaps with respect to managing stakeholders participation in the various phases of the Project; and identification of groups or individual units that will require specific mitigation measures (resettlement, compensation, relocation assistance, income loss replacement due to temporary loss of access, livelihood restoration due to permanent loss of income source, special arrangements to address site specific impacts).
Task 5: Prepare and deliver presentation(s) to the stakeholders providing feedback on their inputs
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Work with the project team to analyze the inputs and information gathered during the initial consultation and to determine how to provide feedback to the stakeholders. This would include: explaining any misconceptions about the Project to allay unjustified concerns; proposing feasible project design change or improvement options that can address specific concerns; explaining any Project limitations and any issues that are beyond the scope of influence of the Project or inevitable impacts that are not feasible to avoid or fully mitigate; proposing mitigation, compensation, assistance or site specific tailored measures that would be available to address potential environmental, social and economic risks or impacts and the process by which the Project will work with the affected stakeholders to assess the impacts and implement the measures; describing the process the Project will implement for continued engagement with stakeholders whose concerns require implementation of management measures, and, to engage with additional stakeholders if new issues arise; describing the communication plan to keep stakeholders informed in later stages of Project development as needed with respect to construction and mitigation/compensation activities; proposing mechanisms for continued interaction (such as stakeholders committees , hot lines, a Stakeholder Engagement plan for the Project, etc.); informing stakeholder of how they can follow up on the Project if they wish to do so and how they can obtain and provide information with respect to the performance of the Project; if the analysis determines that certain stakeholders may not have the technical or legal knowledge to fully understand the ways in which they will be affected and the options available, offering options for technical or legal counselling; and if the analysis identifies potential conflicts, describing the process the Project will implement to receive and respond to stakeholder complaints (a Grievance Management Mechanism). This feedback should be provided in a brief written report and disseminated through a series of targeted presentations to key stakeholder groups.
Task 6: Document the results of the consultation process

Once the stakeholders feedback session(s) are completed, prepare a summary report of the process including: the mapping of the stakeholders and their interests and concerns; the ways in which the Project engaged with the stakeholders and proposes to continue that engagement; the ways in which the Project was improved to address stakeholder issues; the environmental and social measures or plans proposed to address risks and impacts; any agreements reached with stakeholders and how they will be followed up; any remaining concerns of stakeholders that cannot be resolved by the Project;
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a draft stakeholder engagement plan for the development, construction and operation phase of the Project, including community Project or mitigation plan supervision if appropriate in view of the nature of the impacts and concerns identified. This plan should include: (i) designation of responsibilities as part of the Project administration structure, roles of local agencies or organizations and coordination with parties responsible for the implementation of the Project and mitigation measures; (ii) a proposed schedule, and (iii) an estimated budget; and summaries of each consultation event or activity (including name of the activity, date, place, list of participants with contact information and institutional affiliation, agenda, summary of the discussions, conclusions, recommendations and any follow up items name of the summary preparer if other than the consultant) .
4.4 ENGINEERING & CADASTRAL SURVEYS The engineering and cadastral surveys must contain, but is not limited to, the following activities:
Cadastral Surveys:
Define and delineate the boundaries of the Public Road Reserve, known as the Rightof-Way (RoW). Define and delineate the cadastral/legal boundaries of ALL the properties adjacent to, and impinging on, the RoW or other state/government reserve, together with all easements from and to the RoW. Provide a commentary with respect to how the various properties relate to the RoW whether they have access and if so under what condition or conditions, are there parallel means of access to these properties. Define the drainage (drains, trenches, canals and riverain access etc.) These Cadastral Surveys shall be plotted to a scale of RF 1:600; shall be executed to Second Order accuracy; and tied to the existing First, Second and Third Order Geodetic Controls.
Engineering Surveys:
These surveys shall consist of the Topographic Surveys along the Centre Line of the RoW or roadway and Cross Sections at appropriate locations. Design data shall be collected for all structures, including but not limited to: fences (and where there are no fences the faade of buildings and structures abutting unto the RoW), bridges, culverts, drains, trenches, canals, dams, buried cables, water lines, sewerage, and all other utility services. Engineering Surveys shall be plotted to a scale of RF 1: 600 and shall be executed to Second Order accuracy. All Engineering Surveys must be tied to the controls established by the Cadastral Survey and must be plotted on the same sheets or plans. Topographic surveys shall be executed with a WILD (or similar type) NA2 or NA3 Automatic Level.
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The results of the Engineering Survey when plotted on the Digital Cadastral Survey must be in agreement/coincidence with same. During these surveys Bench Marks (BMs) are established to indicate the elevation of the various topographic features and to control/provide the elevation of the various structures to be constructed be it a culvert, the asphaltic concrete, the inverts of the gutters, drains and trenches.
All the Cadastral and Engineering Surveys must be tied to the First Order Controls originally established by the Lands & Mines Department (IAGS/HIRAN, DOS/DLS, and Cartographic Section DLM) and ought to be in agreement/coincidence with the Stock Sheets and the records kept at the various agencies that deal with the Cadastrae of Guyana. Both the Cadastral Survey and the Engineering Survey when integrated shall use the latest Geo-referenced Satellite Imagery or rectified recent aerial photography (2013) as a base and/or background. All Angular and Lineal Measurements shall be done with a 3 Total Station and orientation shall be either by Solar Observation (morning and afternoon) or deduced from the recovered original paals.
Monumentation Map:
A Monumentation map highlighting the Project controls and reference markers with official recognition of the accuracy and authenticity by Guyana Lands & Surveys Commission shall be produced by this consultancy. Additionally, these markers shall be represented in WGS 84 Coordinate system.
Approval by SLS
All survey work produced and submitted as part of the study must be approved and signed off by a Sworn Land Surveyor in accordance with the Land Surveyors Act of Guyana, such Sworn Land Surveyor must have on record at least ten years field practice executing Original Surveys as a Government Surveyor either with the Lands and Mines Department or the Lands and Survey Department and or their succeeding entities. These surveys shall be executed by a Sworn Land Surveyor (or under his/her supervision) with at least ten year field practice of executing Original Surveys. The Sworn Land Surveyor shall provide a written report encompassing: the research executed; whether there exists any anomalies, errors or mistakes in the original Cadastral Surveys; and method(s) to be employed to rectify any such anomalies, errors or mistakes.
4.5 PROJECT ALTERNATIVES The alternative analysis should take into account physical and environmental restrictions, public consultations, road safety specifications to allow for bus stops, pedestrian crossings, access to schools and places of worship, etc. This should be done with the aid of Page | 15
topography information and detailed studies and sampling should be done on the selected alternative. The selection is not a separate phase and should involve the stakeholder analysis. The works should include: (i) Assessment of current conditions (traffic volumes, environmental, road condition, social, etc.) along the existing road, (ii) Definition of alternative alignments, (iii) Conceptual works designs for each alternative (iv) Identification of segments within each alternative alignment, and (v) Assessment of the technical, social, environmental and economic viability of the different segments, (vi) Definition of the best alignment, and the optimum length of the road to be widened.
4.6 CONCEPTUAL AND PRELIMINARY DESIGN The consultant will prepare conceptual works designs for all alternatives. These designs should adhere to AASHTO geometric standards and incorporate solutions for both motorised and none motorised traffic and pedestrians. The consultant will prepare preliminary engineering designs for the road, bridges and culverts, drainage and road safety elements required for the best alignment and the optimum length of the road to be widened. The preliminary designs will take into consideration the following parameters; geometric design; traffic and safety designs; pavement design; drainage design; geotechnical design; bridge and structures design; environmental and social works design; public and private accesses; and any other necessary designs.
The preliminary road design should adhere to AASHTO standards with regards to structural, geometric and safety design. The design must incorporate solutions for both motorised and none motorised traffic and pedestrians while addressing issues such as parking, bus stops and loading and off loading zones for commercial vehicles. Typical design drawings must be presented for each design options and a schedule should be presented showing the locations of each type of geometric section. For structure and safety elements, typical designs and locations of these fixtures should be indicated on drawings.
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4.7 ECONOMIC ANALYSIS The Consultant will assess the verify types of vehicles using the roads and prepare an assessment of their characteristics appropriate for the economic analysis. Current operating and price data will be collected for each vehicle type and will be input into the analyses. The cost inputs for the works would include investment, social and environmental mitigation and road maintenance cost. These costs would be those estimated for alternatives. The Consultant will conduct an economic feasibility evaluation of the project alternatives. The evaluation will be conducted in terms of economic costs which will be derived from the financial prices considered. Road user costs with and without the project should be estimated with the use of HDM-4. The respective costs and benefits of proceeding with these alternatives will be compared with a continuation of the existing situation. The most viable alternative would also be analysed in parts to allow for phasing of the works; where each part should meet the minimum economic requirements. The computation for each alternative will be subjected to a sensitivity analysis with singular and combined variables. In cases where the analysis the project in its entirety does not meet the minimum economic requirements then the feasible part or section of the project should be identified and analysed.
4.8 GEOTECHNICAL STUDIES The main purpose of these studies is to obtain parameters for the underlying soil in order to design a stable type of foundation for bridges/culverts, retaining structures and a firm roadway. This applies to cases of replacement, repair, reinforcement, enlargement, widening and new construction. The Consultant would be expected to provide a detailed Geotechnical Report conforming but not limited to the objectives and activities of these Geotechnical Studies. For these studies, the Consultant shall carry out the activities below.
Bridges & Culverts, Retaining Structures

The examination of the subsoil shall be done at the site of each support by direct borings, taking samples for laboratory or on-site tests and making borehole logs that will depict exactly the nature and classification of the soil profile. Each bore hole will be drilled to a depth of at least 20 m, preferably along the centre lines of the supports with the actual depth of boring dependent upon the type of foundation proposed and the nature of the soil for proper bearing. The number and sites of the holes will be determined so as to give adequate information regarding the technical characteristics and the mechanical properties of the soil. If bedrock or solid rock mass is discovered at shallow depth, holes will be drilled 2 m to 4 m below the foundation level to make sure that the rock is solid. If the boreholes reveal the presence of bedrock or solid rock mass, the consultant will analyze, in addition to the recovery modulus, the other static and dynamic characteristics needed to determine the rock's load-bearing and other design parameters.
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The analyses, results and scour profile must be taken into account in the choice of type and depth of foundation.
Roadway
Shallow augur holes should be drilled to 2 m depth at 30 m intervals and the soil strata logged. Changes in soil morphology should be determined from the log. The sub-grade CBR value should be determined on the four-day soaked samples of remoulded material and undisturbed samples for every area section of morphology change. The test results should be analyzed and the appropriate CBR value determined.
Geotechnical Report
In presenting a recommendation, based upon a thorough review of the existing data and evaluation of alternatives (and supporting geotechnical studies), the Consultant will: Justify the foundation to be used, referencing all elevations to the project's system of coordinates from the Surveys; Show the stratigraphic profiles of the bridge sites; Fully document the design criteria by stating all assumptions and theories adopted with relevant bibliographies of all documents, tables, charts, etc., used in the analyses appended; Present the design (as well as plans and calculations) of complementary works required for the foundations to ensure the stability of the structure. Identify locations on the plans and drawings of the organic soils, turf, expansive soils or those subject to liquefaction, and make specific recommendations for their treatment. Describe the processes, sequences and techniques to be included with the plans for construction of the works; Type and depth of foundations, depths of scour, load capacity, deformations, dimensions, and the number and placement of the foundation elements. Conduct studies needed to determine the type, elevation and present condition of existing structures; their performance and that of the foundation soil when subjected to the new stresses, and design of any reinforcement or underpinning that may be needed.
4.9 HYDROLOGY AND HYDRAULIC STUDIES The Consultant shall produce on a topographic chart or other suitable medium, the limits of the drainage basin down to the proposed and existing bridges/culverts and show the sites of hydro-meteorological and hydrological stations existing in the project area. For these studies, the Consultant shall carry out the activities below. Analyze the stability and evolving dynamics of any water bodies on the basis of cartographic and field information in order to choose the site of optimum stability of streams and banks. Analyze (graphically and theoretically) rainfall and its variation over time both locally and in the region in order to quantify the mean precipitation and intensity over the area using information obtained at hydro-meteorological stations.
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Estimate peak flows and generate design flows, for accepted periods of recurrence, in water bodies related to the project after consultations with various agencies and stakeholders involved in land development within the project area.
Hydraulic studies will determine important parameters such as the type of hydraulic operation, stability of the water bodies and banks, etc. Based on these results the Consultant will determine the best location, alignment, dimensions, and the bridge/culvert protection and control works needed for stability and proper operation of the system.
4.10
ENVIRONMENTAL AND SOCIAL STUDIES
Social and Environmental Impact Evaluation

The area of study will be determined to include all areas in which the projects may generate social and environmental impacts. The area generally adjacent to the road infrastructure, quarries, campsites and other areas where the general impacts in the stages of execution of the works and use of the road are most direct and intensive, constitutes the area of direct influence. The remaining areas where the effects are indirect and of a lower intensity, constitute the areas of indirect influence. These areas of direct and indirect influence must be delineated on a map at an appropriate scale, which shall show: population centres; protected areas; principal services; and other representative physical, biotic, socioeconomic and cultural features. The study must present an environmental baseline with information on the physical, biological, social, cultural and economic environments. Information on land use, water use, water quality, geology, soils, climate, air quality, vegetation, fauna, protected areas, important ecosystems, population, traffic accidents, directly affected people, means of transportation (motorized, non-motorized) and any other relevant information should be included for the area of influence (AOI) of the project. The AOI is defined as a band 2 km to either side of the centre line of the current road for its entire length. Baseline information should also be compiled for quarries and potential dump sites. Legal aspects related to the project including relevant environmental legislation, licensing requirements and procedures, land use permits and any other relevant norms should be included. All documentation required for licensing should accompany the study (supervision). The evaluation of social and environmental impacts should focus on the area of direct environmental influence (ADEI), defined as a band 2 km east and 2 km west of the current centre line of the road throughout the length of the road, which shall include: the existing areas of human concentration;
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the right of way; the areas required for encampments, quarries, dumps, fills, asphalt plants, etc. (and an area of influence around each) and the transportation routes between any quarries and dumps.
Whenever the road passes close to ecologically fragile and/or protected areas, such as archaeological areas and human settlements, the ADEI shall be widened to permit evaluation of the impacts of the works and use of the highway in those areas. Impacts should also be considered in the indirect AOI such as dumps and quarries.
Social and Environmental Evaluation

Complete description of the project activities from project conception through design, construction and operation in order to identify interactions with the different elements of the environment. Identification and evaluation of direct and indirect impacts during execution of the works and when the road comes into use taking into account compliance with local regulations and the provisions of OP-703 (particularly Directives B.9, B.10 and B.11). Characterization of the physical and biological aspects of the ecosystems in the area of environmental influence traversed by the road, especially in regard to the potential for soil erosion, instability of the ground, and risks to the associated flora and fauna (changes in drainage patterns, runoff to nearby water bodies). Identification and mapping of the natural areas and fragile or protected ecosystems located in the vicinity of the road. Identification of the waterways crossed by the road and the environmental problems resulting from narrowing of their widths, erosion, blockage of streambeds, etc. Identification of runoff and infiltration issues. Evaluation of the principal water uses and potential related impacts on water quantity and quality. Analyzing cargo composition, road hazards, exposure vulnerabilities and emergency response resources, and recommending measures for protection against accidents involving vehicles carrying hazardous materials. Characterization of the use and occupancy of the soil and land tenure situation in the direct and indirect AOI, and evaluation of the potential impact from probable increased occupancy of the area.
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Identification of the archaeological, historical and tourist sites in proximity to the road and evaluation of the positive and negative impacts of improved access to these areas. If the road and its approach roads traverse or affect areas of archaeological or historical interest, the Consultant shall contact environmental, historical preservation and other pertinent authorities and ascertain the legal status of the areas and the specifications and requirements of the institute for appropriate treatment of the cases. If expropriation and/or compensation of households, businesses or other land users become necessary, the consultant will identify the socioeconomic characterization of the population directly affected, and prepare resettlement plans in accordance with the IDBs guidelines for involuntary resettlements (OP-710) (also see Resettlement, Compensation and Location Impact Mitigation below). Identification of the settlements traversed by the road and approach roads and determination of the functional use of space, connectivity and socioeconomic relations of the population, in order to determine the infrastructures needed for pedestrians, nonmotorized transportation, bus stops, special measures in the vicinity of schools, hospitals, and recreational areas, etc. Also required is the presentation of a map to an appropriate scale showing the socio-environmental aspects of the projects direct and indirect areas of influence. Characterization of the labour force required for the project and identification of issues and mitigation options related to labour and occupational health and safety practices; local hiring and influx management. Results of consultations held with stakeholders. The environmental specialist will participate with the engineering team in the preparation of, among other things: A map of the road and approach roads on an appropriate scale of the area of direct and indirect environmental influence (ADEI and AIEI), showing the locations of the existing human settlements, the rights-of-way, the areas required for encampments, quarries, dumps, asphalt plants, crushers, machine yards, unstable areas, creeks, rivers and aquifers crossed by the highway, or any such areas in the proximity of the highway or any of its ancillary facilities, areas susceptible to landslides, etc., and extending the areas of influence to include natural areas and ecologically fragile and/or protected areas, and archaeological, touristic, historical and other settled areas, on which impacts will be exerted during execution of the highway works and use of the identified roadways. Identification of places where people congregate, such as markets, schools, health centres, municipal government buildings, main squares, fairgrounds, transportation hubs, etc., located within a band of up to 200 m on either side of the roads midlines. Measures for the protection of pedestrian and non-motorized traffic: recommendations for widths of sidewalks, traffic signals, crossing facilities, and other elements of road safety.
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The road and approach roads designs shall be consistent with the traffic and speed standards proposed for the road and approach roads. In particular, it shall provide for control of the speed limits in critical areas where there is a high concentration of pedestrian traffic and non-motorized traffic. Recommendations of the environmental characterization of the areas proposed for implementation of the supporting infrastructure for the works (asphalt plants, encampments, quarries, disposal areas, borrow pits and fills, fuel storage, and service roads, among others). This characterization shall cover, among others, the aspects of relief, plant cover, surface and ground drainage, the direction of the prevailing winds, accessibility, and proximity to natural, historical or archaeological areas and to population settlements. On the basis of the resulting characterizations, definition of the recommended areas with a view to minimizing potential environmental and social impacts, performance of the preliminary studies for the plan for establishment, operation and recovery of the selected areas including the required mitigation measures and estimation of the corresponding costs for inclusion in the project budget. Also, design of the specific measures for the control of degradation in and environmental recovery of each of the selected areas, and framing of the rules of behaviour for the workers for environmental and social safeguards and interactions with settlements in the vicinity of the encampments and worksites. Transportation routes between these sites and work front should be analyzed with the same criteria and included in proposed management plans. The Consultant shall recommend locations for dumps and storage of materials so that they will not become environmental or social problems by, for example, causing impacts on nearby populations or along transfer routes, the damming and pollution of rivers and creeks, instability of natural slopes, effects on flora and fauna, etc. The aspects of potentially usable sites to be considered must include the possibility of conflicts with their owners, neighbours or with environmental or municipal authorities. Finally, the recommended dump and storage sites must be such as can be reconstituted and replanted for integration into the landscape on completion of the works.
Evaluation of Environmental Liabilities

The environmental liabilities usually generated by roads are the impacts on third parties from existence or operation of the road. These environmental liabilities have to be corrected when these liabilities represent hazards to the road infrastructure and its users, neighbouring settlements and facilities, or the environment (e.g. nearby natural areas, water bodies, wild life, etc. Examples of impacts classed as environmental liabilities are: Landslides and slumps, cave-ins, and slope instability Erosion, silting, streambed obstruction, flooding resulting from changes in drainage and permeability Uncontrolled off-site dumping Water pollution Ecological and landscape damage in natural areas Areas degraded by quarrying and extraction of other materials for the works, the opening of service roads, encampments, etc. Page | 22
Accesses to and from local roads and streets of human settlements blocked by the highway Damage to sources of water of human settlements and/or of irrigation canals along the highway Interference with pedestrian or non-motorized traffic that creates safety hazards Hazards or nuisances related to residential or commercial uses of the land adjacent to the ROW. Occupation of the right-of-way.
The environmental liability of the four roads under study for construction will be confined to impacts that put at risk the route, its users, and the areas, ecosystems and communities near the right-of-ways, accesses and ancillary facilities. To identify the environmental (including any social aspects) liabilities the Consultant will have to carry out the following activities: Devise a methodology for the evaluation of environmental liabilities. Design and submit for approval by the MPW the characterization sheet that will be used to enter the environmental liabilities. Classify the environmental liabilities into categories. Compile all information needed to fill out pre-established characterization sheets. Fill out the characterization sheets for each individual situation (environmental liability) detected, which shall contain, at a minimum: its location, approximate dimensions obtained by quick, reliable procedures; its identification under the preestablished general classification; and its description, including its probable causes. Mount in an annex, photographs of the most important and unusual features of the environmental liabilities. Enter on the baseline map as an additional layer, the environmental liabilities detected for the road and approach roads and ancillary facilities and transfer routes, showing the distance location in kilometres. The map shall contain, at a minimum, the urban areas near the main highway and the watercourses and secondary, important natural or historical features roads that cross or connect to the roads under evaluation. Submit the characterization sheet to the MPW for final approval. Classify the environmental liabilities as critical and non-critical in accordance with the definitions proposed by the consultant and accepted by the MPW and the IDB. For the critical liabilities include, in addition to the information referred to in the above enumeration, a characterization of the works, services and/or corrective measures recommended, including schematic sketches of the solutions proposed, a determination of the quantities, costs and budget and the critical environmental liabilities to be eliminated or mitigated in the works.
Environmental and Social Management Plan

An environmental and social management plan shall be drawn up (in accordance with IDB Safeguards Op-703-Directive B.5), which shall include the below.
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An impact mitigation plan with a detailed description of each mitigation measure proposed, the impact to which it relates, the conditions under which it will be required (in the design, before or during construction, permanently, for contingencies, etc.), and the design requirements and procedures for its execution. Each program must have a budget for its implementation. A program for environmental follow-up or monitoring. Definition of the institutional responsibilities for implementation of each mitigation measure, including (i) implementation; (ii) operation, (iii) maintenance, (iv) control and supervision during construction and operation of the works, and (iv) environmental monitoring and reporting. A program for resettlement and/or social compensation / expropriations (if necessary) in accordance with OP-710, including Social Baseline Information, community participation, compensation and rehabilitation package, legal institutional framework, environment, timelines, monitoring and evaluation and coordination. An investment program, a timetable and estimated budget for all investments and recurrent costs in implementation of the environmental management plan. A communications and grievance management program. A timetable of the activities, which must be synchronized with the activities for construction of the main components of the project and/or its operation phase. The expected components of the management plan include, among others: i. for soil erosion control, slope stabilization, drainage management, and restoration of natural vegetation in temporary use areas; ii. environmental measures for the protection of surface and ground water courses and the preservation of their quality and quantity and of aquatic fauna; iii. control of atmospheric emissions (dust and gasses) and noise which affect the workers, neighbouring inhabitants, crops or the general environment; iv. measures to manage and restore the areas impaired by the installation and operation of all ancillary facilities and transfer routes including asphalt plants, quarries, crushers, etc., to their natural condition; v. measures for the management of domestic and industrial solid wastes and for control of sewage discharges during construction; vi. special measures to attenuate the barrier effect of the works and to avoid disturbing the native flora and fauna; vii. appropriate quarrying procedures to avoid excessive degradation of the areas to be worked and, afterwards, levelling, earth-filling, replanting and other needed measures to restore the quarried areas to their natural condition; viii. appropriate procedures for using the areas slated as dumps for refuse and spoil from levelling and other wastes, with due regard for the site selection and design of the dumps, how materials are to be placed in them, and appropriate cover to ensure their stability.
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ix. measures to offset impacts that cannot be mitigated, such as compensation to owners of land, structures, businesses, crops and other installations to be affected by the widening of the road; x. measures for resettlement of the populations to be displaced by the road (if required); xi. measures to protect nearby natural areas and wild life from direct impacts of construction or impacts due to increased access and land use change impacts (if required); xii. measures to protect local population from the influx of large numbers of workers and to deal with potential problems such as alcohol and substance abuse, HIVAIDS prevention, etc. xiii. identification of the costs and benefits of the mitigation and the environmental management plans in order to include them in the economic-environmental evaluation; xiv. measures to ensure compliance with local laws and the fundamental rights at work with respect to the contracting of labour for the project, and to implement assurance systems for worker health and safety; xv. measures to manage spills of fuels and oils, and their disposal during construction; xvi. measures to manage traffic, noise and accidents during construction. xvii. measures to control impacts during operation including speed reduction elements, signals, barriers, and contingency plans in case of accidents and incidents involving hazardous materials, etc.
Environmental and Social Studies and Plans

An environmental and social management plan shall be drawn up, which shall include: i. A corrective / prescribed program, a detailed description of each mitigation measure proposed, the impact to which it relates, the conditions under which it will be required (in the design, before or during construction, permanently, for contingencies, etc.), and its design requirements and procedures for its execution. Each program must have a budget for its implementation. ii. A program for environmental follow-up or monitoring. Definition of the institutional responsibilities for implementation of each mitigation measures, including (i) operation, (ii) maintenance, (iii) control and supervision during construction and operation of the works, and (iv) environmental monitoring. iii. A program for social compensation / expropriations (where necessary). iv. A resettlement program (where necessary). v. An investment program, a timetable and estimated budget for all investments and recurrent costs in implementation of the environmental management plan. vi. A timetable of the activities, which must be synchronized with the activities for construction of the main components of the project.
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Final Report on the Social and Environmental Impact Study

The report to be presented must be analytical and concise, and emphasize the significant social and environmental impacts and risks, the measures and actions recommended to avoid, mitigate, mange, control and compensate them, the costs and responsibilities involved, the monitoring, supervision and reporting arrangements. The budget will be broken down by activity and will identify sources of funding. The schedule for the application of the ESMP will be developed in relation to the overall Program implementation timetable.
Resettlement, Compensation and Location Impact Mitigation

Identify and document, in a case inventory, the physical and social units affected by the four road projects that will require specific mitigation and compensation measures beyond the general management measures included in the ESMP, traffic management plan and other general provisions to minimize the impacts of the project on its surrounding areas and on the communities as whole. Classify these cases into those requiring Resettlement, Compensation, or Location Impact Mitigation. Identify possible options to address the identified needs that would be sufficient to restore the livelihoods of those affected and acceptable in the local context. Tasks: 1. Prepare a Work Program 2. Through site visits, interviews, observation and other investigations as needed, identify physical and social units affect by the four road projects that: a. Will need to be relocated due to incompatibility with the Project footprint b. Will need to be compensated due to permanent or temporary loss of: i. land surface, site access or use rights, or other form of impingement on current uses that are residential or represent an important component of the users livelihood. ii. revenues due to business interruption, closing or impingement whether temporary or permanent, full or partial c. Will require accommodations and/or financial support as a result of changes in site and local conditions that make their current mode of occupation not viable or significantly impaired 3. Hold preliminary discussions with the affected people and the WSG to identify a menu of options for each of the above categories that would be feasible to consider in the context of Project design and mitigation plans and could be the basis of negotiations and design of solutions to be included in final mitigation plans. 4. Evaluate the risk of any of these groups increasing in number and identify strategies to prevent such increases.
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5. Draft a preliminary Resettlement, Compensation and Location Impact Mitigation Plan (with an accompanying supporting report), in accordance with local regulations, IDB Policies including OP-710 and international good practices, to serve as the basis for: A preliminary budget provision for the Project to cover these aspects Project design and planning considerations Case inventory and plan implementation base line Focus of any needed influx control measures Starting point for negotiations of definitive solutions between the WSG and the affected persons.
4.11
ROAD SAFETY AUDIT
The Consultant is expected to commission road safety audits of all draft final designs, which must answer at a minimum, all of the following questions: What are the vehicles speeds occurring on the roadways? Are the stopping sight distances above the minimum values required for the vehicle speeds found in practice? Are the radii of horizontal curves, with super elevations where present, above the minimum required for the vehicle speeds found in practice? Are the vertical curves adequate for the vehicle speeds found in practice? Do the combined geometric design elements produce a consistent and safe alignment? Are the combined gradients on the cross sections and longitudinal sections sufficient to avoid standing water? Does the alignment allow regular overtaking opportunities? Do the centreline and edge line markings give adequate guidance / control for drivers to position their vehicles and overtake safely? Has adequate provisions been made for buses, and parked, stopped or broken down vehicles, so that they do not pose a danger to other road users? Are pedestrians and non-motorized traffic discouraged from using the roadways, or are special provisions made for this traffic? Have specific provisions been made for pedestrians walking both along and across the roadways (footways, refuges, crossings, etc.)? Have specific safety provisions been made for non-motorised traffic? Are crossing facilities with adequate advance signing provided at well sited locations on the roadways close to where users (including animals) frequently cross? Does the road lighting enable safe driving at night? Are road edge obstructions such as embankments, advertising, vegetation, structures and business operations setback to provide sufficient forward visibility? Are crash barriers on the outside of bends provided where large drops (over 3 meters) in level occurs? Is there a means of controlling and authorising the provision of private access points onto the roadways, particularly within fifty metres of intersections?
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Is the presence of intersections clearly evident at a distance to approaching vehicles from all directions? Are warning and information signs placed sufficiently in advance of the intersection for a driver to take appropriate and safe action? Do the intersections carry the design traffic load with an acceptable level of reserve capacity? Is the route through the intersection as simple and clear to all road users as possible? Are the different turning movements sufficiently segregated for capacity and simplicity of action by the driver? Are lane widths and swept paths adequate for all vehicle movements and all vehicle types? Where roads cross, does the design clearly identify rights of way and priorities?
4.12
FINAL DESIGNS
The Consultant will propose the content and layout of the Final Design Report. The consultant MUST ensure that this report satisfies ALL of the objectives of this assignment. The absence of details or specific tasks in this section (Activities to be completed / Methodology) does not preclude the Consultant from undertaking all tasks that are relevant to satisfy the Objectives based on engineering best practices. The final design report is expected to include, but is not limited to, the following: A detailed walk-through of the design process. References to all standards used, including justification of selected criteria, factors, coefficients etc. Design analyses, including calculations. The Consultant must make sure that the documents and design elements include all data needed to obviate any design work by the supervisory body and avoid any claims by the Contractor.
Approach to Geometric Design

The consultant is expected to select appropriate design standards that fulfil three interrelated objectives. Firstly, they must provide safety and comfort for drivers by the provision of adequate sight distances, coefficients of friction and road space for vehicle manoeuvres. Secondly, they must provide the framework that allows for an economic design. Thirdly, they must ensure a consistency of alignment. The selection of design standards is related to road function, volume of traffic and terrain, with additional procedures for the recognition and appropriate treatment of potential hazards. Cross-sectional considerations should be related to traffic flows of all types, and vary with the requirements of vehicular traffic and the needs of pedestrians and nonmotorized traffic. It is necessary to consider cost effective ways of segregating nonmotorized traffic at the earliest stage in the design process.
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Design speed/s should be selected, which links road function, traffic flow and terrain with the design parameters of sight distance and curvature to ensure that a driver is presented with a reasonably consistent speed environment. The consultant is expe cted to engineer safety by linking geometric elements to a design or operating speed, so that the resulting geometry has a consistency which reduces the likelihood of a driver being presented with an unexpected situation or choice. It must be recognized that the most economic design does not always involve the use of minimum standards. Levels of traffic may be such that the additional construction costs associated with a wider, straighter and/or shorter road may be offset by savings in vehicle operating costs, accidents and travel times.
Design considerations cross section

Road widths should be minimized so as to reduce the costs of construction and maintenance whilst being sufficient to carry the traffic loading efficiently and safely. It is essential that the lane widths (including at intersections and turning lanes) be of a width that allows vehicles to pass safely without the need to move laterally in their lanes. Shoulders are recommended wherever feasible for stopping and/or parking for vehicles, and for pedestrians where sidewalks cannot be provided. Lay-bys for minibuses should be distinct from shoulders; in so much as they should be adequately sized and spaced to cater for the needs of public transportation along the roadways without interfering with the flow of through traffic. On low radius curves, the carriageway should be widened to allow for the swept paths of larger vehicles. As far as possible, an adequate lateral clearance should be made between the edge of the shoulders and roadside objects. Cross falls should be sufficient to provide adequate surface drainage whilst not being so great as to make steering difficult. The consultant is expected to provide descriptions, quantities, specifications etc. for all necessary carriageway markings.
Design considerations horizontal alignment

Curves should encourage vehicles travelling at the design speed to steer into bends. Minimum radii values should be based on sideway friction factors and super elevation. The consultant must ensure that other horizontal alignment requirements related to adverse cross falls, super elevations, transition curves etc. are satisfied.
Design considerations vertical alignment

The consultant must ensure that vertical alignment requirements related to vertical curvature (governed by sight distance and comfort criteria) and gradient (governed by vehicle performance and level of service) etc. are satisfied.
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Sources of materials
Sources of materials that could be used for the road works need to be identified, and analysed for suitability for this specific project. Develop a table giving the names of the sources, their locations, production / supply capacities and laboratory test results etc. Depending on the projected traffic and road classification, tests will be done for wear on the Los Angeles machine; the CBR-density-moisture relations at three energy levels; specific weights; absorption; Marshall test including loss of strength (immersion compression); adhesiveness between aggregates and asphalt cement; sand equivalent; sieve analysis; and laboratory tests related to design of Portland cement concrete mixtures, granulometry and Atterberg limits, etc.; so as to determine the useful technical characteristics of the materials obtainable from each local source.
Design of pavement mixes

The Consultant is to carry out a detailed laboratory testing of the possible mixes for the different pavement layers; resurfacing with asphalt concrete, sub-base and base courses with or without stabilization, selected fill, etc. The results will be presented, with tables and charts provided to illustrate the conclusions reached.
Structures (bridges & culverts)

The purpose of these studies is to detail the structures for the repair, reinforcement and enlargement or the construction of new bridges/culverts in accordance with the structural solutions recommended by the Consultant and approved by MPW, based on economic and safety criteria and other available information. The Consultant shall carry out all research and studies necessary to completely and precisely define the structural project for all structures. Possible repairs, rehabilitation or replacement of: o Bridges, culverts, sluices, side ditches, sewer outfall works and concrete structures; (for bridge rehabilitation or replacement) o Footings, wing walls, and bridge railings; o Widening or repair of crowns; o Construction of retaining walls, or protection of local side slopes (slope stability) o Preparation of ground and laying of plant cover on slopes, sidewalks, curbs, guard rails, and any other identified element. The plans accompanying the structural design shall show the placement, in ground plan and elevation, of the structures, the longitudinal and transverse sections required, the dimensions and reinforcements, notes on standards, quality of materials and construction procedures, as well as general and specific details, such as to provide a complete picture of the structural project. For the alternative of repair, reinforcement and enlargement, the Consultant shall make a detailed survey and inspection of the existing structure to determine the service safety factor and the current load capacity of each element of the bridge. Based on this survey and the results of tests, the Consultant shall evaluate the capacity of the structure related to the new design criteria, and the design of the repair, reinforcement and enlargement works. The superstructure shall be enlarged to conform to the existing structural system; where applicable, the overhead clearance shall be defined during Page | 30
project initiation stages. The enlargement of the substructure shall conform to the recommendations of the foundation studies. The analysis and design shall be carried out in accordance with the provisions of the latest edition (14th edition, 1989) of the "Standard Specifications for Highway Bridges" adopted by the American Association of State Highway and Transportation Officials (AASHTO) supplemented by such other standards as may be approved by MPW. Except where specified the loading used shall be HS-25 (AASHTO). The structural studies for both a new bridge and for repair, reinforcement and enlargement shall be presented in conformity with applicable international standards with all the necessary specifications and quality control and quality assurance procedures. The Consultant will also prepare a traffic management plan for the construction period in, which defines the right time and manner in which to develop the works in order to minimize traffic congestions and claims. The final structural design shall include: o Calculations and computer programs used must be provided together with a thorough description of the results obtained and their interpretation; o Construction plans; o A table of quantities of materials and work to be executed; o Recommendations and specifications for construction; o Any additional information needed so that the project may be used to build the works with the requisite stability, strength, functionality and durability; and o A traffic management plan.
Utilities within the Right-of-way

The Consultant will include a detailed study of required relocation or replacement of utility infrastructure, e.g. electric poles, water lines, telephone wires. Special consideration is required for the coordination of this rehabilitation works with any water supply works. The Consultant will cater for the installation of underground crossings for utilities (water and telephone conduits) if necessary. The Consultant will determine the size and intervals between crossings from the consultations with the relevant agencies. The Consultant will also designate a corridor running alongside the public road for relocation and the future installation of utilities.
Signs, signals and other road safety elements

The consultant will prepare detailed design drawings and construction specifications for the types and locations of the different road safety elements required, including but not limited to: sidewalks, traffic signs, traffic signals, road markings, road lighting, guardrails, etc. Based on accident reported of vehicles and pedestrians and road engineering characteristics assessment the Consultant will identify critical spots that require road improvement. Other items to be covered in the final design include the following: o Street lighting o Construction for sidewalks and bicycle lanes o Pedestrian, school, animal, cyclist crossings Page | 31
o o o o o o o o o
o o o o o o o
Footbridges Bus stops Parking lanes Signalling Roadside Barrier Median Barriers Crash Cushions Roadside Appurtenances Alignment Cross-Section / Travelled Way / Shoulder / Clear Zone / Drains Right-of-way / Utility Considerations Horizontal Curves Vertical Curves Combination of Horizontal and Vertical Curves Structures Approach Roadway Width Bridge / Culvert / Pipe / Width Relative Bridge Width Utilities: Water, Electricity, Telephone, etc. Installation and Maintenance with the Right-of-way; Minimum Regulations for work of utilities in the right of way: Location (corridors along the highway), Installation, Adjustments: Along, Across, Under, and On Signing Marking Reflectorized Spikes Rumble Strips Speed humps Intersections (Unsignalised) Channelized Roundabouts Signalisation
Quantities of work, construction specifications, unit price analysis, budget, pay equations, value engineering and work schedule for a unit-price rehabilitation project
Technical Specifications o The existing MPW Technical Specifications shall be reviewed based on modern standards having international applicability, amended by Special Provisions to suit conditions in Guyana and the Projects requirements. The Technical Specifications shall include lists and descriptions of work items to be executed. Any gaps in the specifications are to be identified and rectified. o Technical specifications will be provided when the works to be executed are not covered by the general specifications and standards, or when the special features of the project require their modification. In addition to ensure adequate unit price contracts, these specifications will include detailed special provisions for value
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engineering, cost equations for such road elements as the asphalt thickness, degree of compaction and surface roughness. Also the haulage of materials for the works will be paid for as an integrated part of the road material compacted on site and not as a separate item. o Quality control standards must state the parameters to be complied with in the aggregate gradation, CBR-density-moisture relationship, plasticity, crushing or abrasion of aggregates, percentage of air voids, range of the proportions of cement and bitumen within the asphalt or concrete mixtures, asphalt concrete complete and detailed Marshal test results including immersion compression in water at 60 degrees Celsius for at least 24 hours according to AASHTO or ASTM standards, surface friction factor etc. Also specific procedures must be presented for each project in keeping with local conditions. In the case of gravel materials, the screening and crushing procedures are to be determined together with the range of mixture formulas to be used during execution of the works. o The final documents must include quality control procedures, contractor quality assurance procedures and specific instructions for carrying them out, and acceptance and rejection criteria and fines, as part of the cost equations, for the different components of the works. Unit price analysis o For each payment component, an analysis of the related unit prices in $US and in local currency, must be done in terms of relevant reference costs, rational productivity of materials; labour; and equipment included in each unit cost, with the objective of total cost estimating within 10% of the actual prices ultimately paid. o For the study of unit prices, information on the local basic costs will be obtained taking into account the factors of production and specific conditions. The unit prices of each component will be determined in relation to the specifications, standards and plans of the project. Unit Price contract Budget in $US o The consultant will estimate the budget using the unit prices for each component and their respective quantities of work. The objective is to estimate a budget within 10% of the actual cost of the executed works. Construction timetable using Microsoft Project o A timetable will be constructed to ensure that the works will be completed within a time that is technically and economically appropriate in order to minimize impediments to traffic and local communities. Accordingly, the Consultant should offer recommendations regarding the number of concurrently active work sites and the requisite pace of construction.
Plans for execution and statements of bidding conditions

Plans will be drawn up and published for each of the works called for under the project based on the field and office work.
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The complementary plans (execution details, summary table, charts showing the locations of the project, reduced blueprints, etc.) needed to bid on the works and build them will also be included. The construction plans will be on a scale of H 1:600 and V 1:40 and the widths of the basic work on a scale of 1:100, and in where necessary on other scales depending on the width of the way at an appropriate scale. The requisite soils, materials, drainage and any other technical information will be shown on the plans and cross-sections of the project on a suitable scale, showing their technical characteristics. Plans and detailed specifications, on a scale suitable to the nature of the work, will be drawn up for the local repair of concrete structures, retaining walls, gabions, etc.
Final design drawings shall include the following:

Location plan and vicinity map; Road plan and profile drawings at scales of 1:600 horizontal and 1:40 vertical; Roadside drainage plans and profiles, and drawings for subsurface drainage and pollution control measures; Road cross-sections at 20 m intervals (or more frequently when necessary); Typical road sections and details; Drawings for major culverts, including plans, elevations and typical cross-sections, including indication of upstream and downstream invert levels and other details, at appropriate scales; Bridge drawings, including general arrangement drawing (plan), elevation and typical cross-section through the bridge deck, all dimensioned accordingly. These drawings shall also show the extent of the works to be done at the bridge. Detailed drawings of the works at appropriate scales shall also be provided; Drawings for retaining walls, river training, and slope stabilization measures; Standard culvert, site specific detail and other drainage drawings; Standard and site specific drawings for junctions and property entrances; Standard and site specific drawings for bus bays and bus shelters; Standard and site specific drawings for pavement markings, signs, safety barriers and other road features; Schedules; ROW plans, if any; Utility relocation plans; Environmental and social works; Other miscellaneous drawings.
Bidding Documents
The bidding documents should be prepared in accordance with the Inter-American Development Bank current procurement policies, and bid documents shall be based on the Inter-American Development Bank Standard Bidding Documents for large works. Conditions of Contract shall be based on the FIDIC Conditions of Contract, amended by Special Conditions. Bid Documents shall include the following: Page | 34
o o o o o o o o o o o o o o
Instructions to Bidders; Form of Bid; Form of Bid Bond; Form of Agreement; Form of Performance Bond; Form of Payment Bond; Bill of Quantities; Day Work Schedule; General Conditions of Contract (FIDIC); Special Conditions of Contract; Technical and Environmental Specifications (General); Special Technical and Environmental Specifications; ESPM and SEP Drawings.
Economic evaluation
Once the final designs are completed the Consultant must update the technical and economic parameters used in the Feasibility Study, and run the HDM-4 model. Economic indicators, such as net present value, internal rate of return, etc., calculated in the feasibility study shall be recalculated. The Consultant will assess the verify types of vehicles using the roads and prepare an assessment of their characteristics appropriate for the economic analysis. Current operating and price data will be collected for each vehicle type and will be input into the analyses. The cost inputs for the works would include investment, social and environmental mitigation and road maintenance cost. These costs would be those estimated during this detail design consultancy. The Consultant will conduct an economic feasibility evaluation of the project as designed. The evaluation will be conducted in terms of economic costs which will be derived from the financial prices considered in the activities above. Road user costs should be estimated with the use of HDM-4.
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5.
OUTPUTS / DELIVERABLES
The progress and findings of the assignment will be presented in the following reports:
1) Preliminary Assessment Report. This report shall detail the preliminary assessment required of Primary Objective # 1, where specifications of such an assessment are provided in Section 4.1 of the Activities to be Completed / Methodology. 2) Social Engagement Plan. This document shall satisfy the requirement of Primary Objective # 2, where specifications of such a plan are provided in Section 4.2 of the Activities to be Completed / Methodology. 3) Environmental & Social Impact Assessment Report. This report shall satisfy the requirement of Primary Objective # 3, where specifications of such an assessment are provided in Section 4.6 of the Activities to be Completed / Methodology. 4) Design Hardware and Software. The Consultant is required to purchase and supply to the Client; two number workstations and two number licensed, stand-alone versions of Autodesk Infrastructure Design Suite 2013 (Premium). The workstations are to meet the specifications listed below. 5) Project Selection Report. This report shall satisfy the requirement of Primary Objectives # 4 and # 5, where the Consultant shall pronounce clearly on the most feasible investment programme after having, amongst other requirements, conducted economic feasibility analyses of the proposed alternatives. 6) Draft Design Report (including Environmental and Social Management Plan) 7) Weight Control Facility Report Operations Plan, Design & Bidding Documents 8) Final Design Report. This will incorporate any relevant changes to the comments of the client on the Draft Design Report. All reports shall be presented in two printed copy (including all appendices, drawings, tables and graphs) and in electronic form (editable and non-editable formats). The Consultant shall supply five printed copies of the Final Design Report (including all appendices, drawings, tables and graphs). Workstation Specifications: Form Factor - Mini Tower; Processor (minimum requirements) 2.5GHz Six Core Intel Xeon 10M cache; Operating System - Windows 7 Professional 64-bit; Memory 16GB 1600 MHz DDR3 ECC Unbuffered RAM; Hard Drive - 1TB 7200rpm SATA NCQ and 256 GB solid state drive; Optical Storage - DVD +/- RW; Graphics 2GB NVIDIA Quadro or ATI FirePro; Monitor 25 LCD or LED; Input Device - USB Standard Keyboard and Optical Mouse; and UPS - 1000W.
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6.
CONSULTANCY SPECIFICATIONS
6.1 Type of Consultancy The consultancy will require the services of an international consulting firm with extensive experience in road and transportation engineering, and carrying out road feasibility studies and designs. It is essential that the consulting firm demonstrate experience working on such studies in developing countries, particularly in the Caribbean and Latin American region. 6.2 Financing The cost of the consultancy will include the consultants remuneration as well as the costs of all incidentals associated with the conduct of the consultancy. The incidentals include, but are not limited to: surveys, field tests, trips, travel allowances, international calls, local transportation, secretarial expenses, copying and office supplies. The cost of the consultancy will include the consultants remuneration as well as the costs of all incidentals associated with the conduct of the consultancy. The incidentals include, but are not limited to: surveys, field tests, trips, travel allowances, international calls, local transportation, secretarial expenses, copying and office supplies. 6.3 Duration The duration of the study shall be 16 weeks. 6.4 Location The study shall be carried out in Guyana. 6.5 Reporting Schedule The outputs / deliverables of the study shall be presented as follows: The Preliminary Assessment Report shall be submitted to the MPW two weeks after the commencement date of the contract. The Project Selection Report shall be submitted to the MPW eight weeks after the commencement date of the contract. The Draft Design Report shall be submitted to the MPW at the end of twelve weeks after the commencement date of the contract. Final Design Report shall be submitted to the MPW at the end of sixteen weeks after the commencement date of contract (including four weeks for receipt of comments and to make any necessary changes following comments). 6.6 Payments The payments will be done according to the following schedule: 25% upon submission of the Preliminary Assessment Report 25% upon: approval of the Social Engagement Plan; approval of the Social & Environmental Impact Assessment Report; supply and approval of the design hardware and software; and approval of the Project Selection Report Page | 37
25% upon submission of the Draft Design Report 25% upon approval of the Final Design Report by GOG and IDB 6.7 Expertise Required The key experts required for the Consultants team, and their minimum qualifications and experience are: Key Expert No. 1: Design Engineer (Team Leader) - Education: graduate qualification in Civil Engineering or related field - Professional qualification (Professional Engineer, Chartered Engineer or equivalent) - Experience: 15 years experience in road design with 3 years experience in developing countries. Experience must include being lead design engineer in at least 2 projects of a similar nature in developing countries. Key Expert No. 2: Pavement Expert - Education: first degree in Civil Engineering or related field - Professional qualification (Professional Engineer, Chartered Engineer or equivalent) - Experience: 10 years experience in analysis and design of pavements Key Expert No. 3: Environmental Expert - Education: first degree in Environmental Science or related field - Experience: 5 years experience in carrying out ESIAs and preparing ESMPs with 2 years experience in developing countries. Key Expert No. 4: Social Expert - Education: first degree in Environmental Science or related field - Experience: 5 years experience in carrying out ESIAs and conducting stakeholder consultations with 2 years experience in developing countries. Key Expert No. 5: Transport Economist - Education: first degree in Economics or Transport Economics - Experience: 5 years experience in economic and financial appraisal of highway projects using HDM-4 Key Expert No. 6: Professional Surveyor - Professional Qualification: Sworn Land Surveyor - Experience: 10 years total experience in carrying out cadastral AND engineering surveys, having been the lead surveyor on at least 2 projects in each category It is envisaged that inputs would be required from the following other experts: o Hydraulic / Hydrological Engineer The language of all reports will be English and all experts shall have an excellent command of English.
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The Consultant must specify the qualifications and experience of each expert to be assigned to the assignment. For each expert proposed, curriculum vitae of about 4 pages should be provided detailing the relevant experience and qualifications. Members of the consultancy team must have working experience in developing countries. All team members must be present in Guyana when conducting their assignments. The minimum duration of their stay in Guyana shall be as follows: Design Engineer (Team Leader) all of consultancy Pavement Expert minimum of 3 weeks Environmental Expert all of consultancy Social Expert all of consultancy Transport Economist minimum of 2 week Professional Surveyor minimum of 4 weeks 6.8 Coordination and Facilities The Ministry of Public Works is the executing agency for the Consultancy. The Consultant shall report to the Coordinator of the Works Services Group, a department of the Ministry. The IDB Project Team will have a supervisory role entailing evaluation and monitoring of the study and reviewing and approving the study. The MPW will facilitate the issuing of any permits required for the Consultant to carry out their duties and make available all relevant reports, documents, maps and data. The MPW shall designate personnel to be mentored and trained in all or specific aspects of the Study.
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LO2741BLGY EastBankBerbice Design RFP

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LO2741BLGY EastBankBerbice Design RFP

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REQUEST FOR PROPOSALS

EAST BANK BERBICE ROAD DESIGN PROJECT

LO2741/BL-GY: Road Network Upgrade and Expansion Program

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SECTION 4. PRICE PROPOSAL - STANDARD FORMS

SECTION 5. STANDARD CONTRACT SECTION 6. ELIGIBLE COUNTRIES

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Section 1 - Letter of Invitation

October 10, 2013

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Section 2 - Instructions to Consultants

(f) (g) (h)

(n) (o) (p)

Fraud and Corruption

Eligibility of Consultants and Origin of Goods and Services

Only one Proposal

1.13 Eligibility of Sub-Consultants

2. Clarification and Amendment of RFP Documents

Technical Proposal Format and Content

4. Submission, Receipt, and Opening of Proposals

Conclusion of the negotiations

7.2 8. Confidentiality 8.1

3.3 (a) 3.3 (b) 3.4 3.4 (g) 3.6

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Section 3. Technical Proposal - Standard Forms

TECH-5 TECH-6 TECH-7 TECH-8

FORM TECH-1 TECHNICAL PROPOSAL SUBMISSION FORM

FORM TECH-2 CONSULTANTS ORGANIZATION AND EXPERIENCE

Country: Location within country: Name of Client:

Duration of assignment (months):

Total No of staff-months of the assignment:

Narrative description of Project:

Description of actual services provided by your staff within the assignment:

A - On the Terms of Reference

B - On Counterpart Staff and Facilities

FORM TECH-5 TEAM COMPOSITION AND TASK ASSIGNMENTS

FORM TECH-6 CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF

3. Name of Staff [Insert full name]: 4. Date of Birth: Nationality:

6. Membership of Professional Associations:

[List all tasks to be performed under this assignment]

FORM TECH-7 STAFFING SCHEDULE1

Staff input (in the form of a bar chart) 1

Total staff-month input 10 11 12 n Home Field

FORM TECH-8 WORK SCHEDULE

Section 4. Price Proposal - Standard Forms

PR-1 PR-2 PR-3 PR-4 PR-5 Appendix:

FORM PR-1 PRICE PROPOSAL SUBMISSION FORM

[Location, Date] To: [Name and address of Client]

FORM PR-2 SUMMARY OF PRICES

Total Costs of Price Proposal 2

FORM PR-3 BREAKDOWN OF PRICES BY ACTIVITY1

Group of Activities (Phase):2

Costs Cost component Remuneration5 Reimbursable Expenses 5 Subtotals

[Indicate Foreign Currency # 1]4

[Indicate Foreign Currency # 2]4

[Indicate Foreign Currency # 3]4

[Indicate Local Currency]

FORM PR-4 BREAKDOWN OF REMUNERATION1

FORM PR-5 BREAKDOWN OF REIMBURSABLE EXPENSES

APPENDIX Price Negotiations - Breakdown of Remuneration Rates

Leave cost as percentage of salary 1 =

total days leave x 100 [365 - w - ph - v - s]

Where w = weekends, ph = public holidays, v = vacation, and s = sick leave. Page | 46