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RFP 012_2018_ Design /Architect Services
Procurement Process :RFP - Request for proposal
Office :UNDP Pacific - FIJI
Deadline :03-Oct-18
Posted on :13-Sep-18
Development Area :CONSTRUCTIONCONSTRUCTION
Reference Number :49792
Link to Atlas Project :
00110684 - Tonga Early Recovery Support
Documents :
RFP 012_2018 Design Architect Services_ Tonga
Submission Document
RFP 012_2018 Design Architect Services_ Tonga_Extended
Overview :

 

 

 

 

 

REQUEST FOR PROPOSAL (RFP)

 

 

NAME & ADDRESS OF FIRM

 

 

DATE: September 12, 2018

 

REFERENCE: RFP/FJI10-012-18

 

Request for Proposals to design a Masterplan for the refurbishment of the FOOD PROCESSING & EXPORT BUILDING, INCLUDING PROCESSING AND FACILITATION FACILITY of the Ministry of agriculture, forestry, food and fisheries, nuku’alofa, kingdom of tonga.

 

 

Dear Sir / Madam:

 

We kindly request you to submit your Proposal for Developing a masterplan design and detailed costing estimate for the refurbishment of the MAFFF Food Processing and Export Building and processing and fumigation facilities.

 

Please be guided by the form attached hereto as Annex 2, in preparing your Proposal.

 

Complete submission comprising of Technical and Financial proposals must be submitted on or  before 26th of September and via email to the address below:

 

etenderbox.pacific@undp.org

 

                Your Proposal must be expressed in the English Language, and valid for a minimum period of 120 days.

In the course of preparing your Proposal, it shall remain your responsibility to ensure that it reaches the address above on or before the deadline.  Proposals that are received by UNDP after the deadline indicated above, for whatever reason, shall not be considered for evaluation.  If you are submitting your Proposal by email, kindly ensure that they are signed and in the .pdf format, and free from any virus or corrupted files.

               

Services proposed shall be reviewed and evaluated based on completeness and compliance of the Proposal and responsiveness with the requirements of the RFP and all other annexes providing details of UNDP requirements.  

 

The Proposal that complies with all of the requirements, meets all the evaluation criteria and offers the best value for money shall be selected and awarded the contract.  Any offer that does not meet the requirements shall be rejected.

 

Any discrepancy between the unit price and the total price shall be re-computed by UNDP, and the unit price shall prevail and the total price shall be corrected.  If the Service Provider does not accept the final price based on UNDP’s re-computation and correction of errors, its Proposal will be rejected. 

 

No price variation due to escalation, inflation, fluctuation in exchange rates, or any other market factors shall be accepted by UNDP after it has received the Proposal.   At the time of Award of Contract or Purchase Order, UNDP reserves the right to vary (increase or decrease) the quantity of services and/or goods, by up to a maximum twenty-five per cent (25%) of the total offer, without any change in the unit price or other terms and conditions. 

 

Any Contract or Purchase Order that will be issued as a result of this RFP shall be subject to the General Terms and Conditions indicated herein.  The mere act of submission of a Proposal implies that the Service Provider accepts without question the General Terms and Conditions of UNDP in this link: http://www.undp.org/content/undp/en/home/procurement/business/how-we-buy.html

 

Please be advised that UNDP is not bound to accept any Proposal, nor award a contract or Purchase Order, nor be responsible for any costs associated with a Service Providers preparation and submission of a Proposal, regardless of the outcome or the manner of conducting the selection process.

 

                UNDP’s vendor protest procedure is intended to afford an opportunity to appeal for persons or firms not awarded a Purchase Order or Contract in a competitive procurement process.  In the event that you believe you have not been fairly treated, you can find detailed information about vendor protest procedures in the following link:

http://www.undp.org/content/undp/en/home/operations/procurement/protestandsanctions/

 

            UNDP encourages every prospective Service Provider to prevent and avoid conflicts of interest, by disclosing to UNDP if you, or any of your affiliates or personnel, were involved in the preparation of the requirements, design, cost estimates, and other information used in this RFP. 

 

UNDP implements a zero tolerance on fraud and other proscribed practices, and is committed to preventing, identifying and addressing all such acts and practices against UNDP, as well as third parties involved in UNDP activities.  UNDP expects its Service Providers to adhere to the UN Supplier Code of Conduct found in this link : http://www.un.org/depts/ptd/pdf/conduct_english.pdf

 

Thank you and we look forward to receiving your Proposal.

Sincerely yours,

 

Procurement Associate

13 Sep, 2018

 

 

 

Description of Requirements

 

 

Context of the Requirement

On February 12th, Tropical Cyclone Gita hit Tonga. The scale of the disaster was significant as this was the worst cyclone to hit Tonga in 60 years. The islands of ‘Eua (pop. 4,950) and Tongatapu (pop. 74,679) were most affected. Initial assessments suggest some 50,000 people were affected. Some 40 people were injured and there were 4,521 evacuees. 

The agriculture industry in Tonga accounts for approximately 30 percent of total GDP and employs approximately 35 percent of the total labour force of the country.   A significant number of those employed in the sector are involved in the production and export of agricultural products that include squash, roots and tubers as well as yellowfin tuna. Initial damage assessments have shown that as a result of TC Gita 70-80% of fruit trees sustained damage, 40-50% of root crops were damaged and 90% of banana trees were either damaged or uprooted.

TC Gita also damaged a number of agriculture facilities, including the MAFFF Food Processing and Export Building that includes the fumigation facility in Nuku’alofa on Tongatapu.  This infrastructure is considered critical for the preparation and biosecurity of agricultural export produce.

The MAFFF Food Processing and Export Building and facilities for cleaning, preparation, chilling and fumigation of export products, is used by many small holder farmers and exporters to undertake preparation and packaging of their agricultural commodities prior to exportation overseas. The fumigation facility is used for the fumigation of agricultural and other sectoral commodities prior to exportation to overseas markets. Fumigation of any commodities is necessary to comply with the international quarantine requirements of the recipient country. From the agriculture sector, some of the crops that are fumigated before exporting include coconuts and watermelons. The preparation and fumigation facilities are provided free of charge to exporters by MAFFF and is currently where all root crops and other produce are prepared for export.  MAFFF also provides storage facilities prior to export and for this service a minimal charge is made.

 

The building and associated facilities are important to the Tongan agriculture sector and the livelihoods of the majority of small holder farmers. Both the building and facilities are completely out of operation and as a result their refurbishment/replacement is critical to the re-establishment of the export market which is an important component of the Tongan economy.

The project will repair and upgrade the Food Processing and Export Building, including the processing and fumigation facilities concurrently to maximise operational and cost efficiencies, while achieving the best outcome for exporters. The outcome will be an upgraded building and processing  and fumigation facility that has improved energy and resource efficiency; has greater processing capacity in both the number of famers able to access the service as well as being able to process a wider range of agriculture produce; will be more accessible to a greater range of exporters; and be more resilient, including being better able to withstand future disaster events.

 

 

Implementing Partner of UNDP

 

N/A

 

 

Brief Description of the Required Services

 

As per Terms of Reference -Annex I

 

List and Description of Expected Outputs to be Delivered

 

As per Terms of References – Annex I

 

 

 

Person to Supervise the Work/Performance of the Service Provider

 

The architect will report to the National Project Manager, the MAFF CEO and the deputy team leader for Inclusive growth UNDP. The day to day operations of the architect will be guided by the directors that mange the food processing and export building as well as the fumigation facility.

 

Frequency of Reporting

 

Firm will report on progress to the National Project Manager, relevant directors within the MAFFF, CEO for MAFFF and Deputy Team Leader for Inclusive Growth UNDP Pacific Office in Suva on a weekly basis, and/or as agreed during contract negotiating stage.

 

Progress Reporting Requirements

 

Weekly and/or as agreed during contract negotiating stage.

 

 

Location of work

 

Ministry of Agriculture Forestry, Food and Fisheries in Nuku’alofa ,Kingdom of Tonga

 

 

Expected duration of work

 

The duration of the assignment is 20 working days which is Monday to Friday of the week.

 

Target start date

 

1st October  2018

 

Travels Expected

 

It is the Contractor’s responsibility to anticipate and plan for necessary travel at their own expense.

 

 

 

Special Security Requirements

 

Firm/institution will take full responsibility over the safety and security of

the people involved during the design implementation

 

Facilities to be Provided by UNDP (i.e., must be excluded from Price Proposal)

 

Office space and office operational support will be provided by the MAFFF.

 

Implementation Schedule indicating breakdown and timing of activities/sub-activities

 

☒  Required – As per Terms of Reference -Annex I

 

Names and curriculum vitae of individuals who will be involved in completing the services

 

☒ Required

 

CVs and copies of certificates for at least two key staff that will be engaged on the Contract meeting the qualifications and experiences indicated in the TORs (Annex 1) should be submitted with the proposal. The CVs should clearly indicate the qualifications, experience and relevant previous projects undertaken by the staff.

 

Currency of Proposal

 

☒ United States Dollars

 

 

Value Added Tax on Price Proposal

 

☒ Must be exclusive of VAT and other applicable indirect taxes

 

 

 

Validity Period of Proposals (Counting for the last day of submission of quotes)

 

☒ 120 days

 

In exceptional circumstances, UNDP may request the Proposer to extend the validity of the Proposal beyond what has been initially indicated in this RFP.   The Proposal shall then confirm the extension in writing, without any modification whatsoever on the Proposal. 

 

Partial Quotes

 

☒ Not permitted

 

 

Payment Terms[1]

Deliverable:

Due date:

Payment:

20% upfront for operational and subsistence costs

1st of October

20% of contract amount

Draft Masterplan design

22th of October

50% of contract amount

Final Masterplan design which has been reviewed by the steering committee and approved by the CEO for MAFFF

31st of October

30% of contract amount

 

Condition for Payment Release

 

Within thirty (30) days from the date of meeting the following conditions:

  1. UNDP’s written acceptance (i.e., not mere receipt) of the quality of the outputs; and
  2. Receipt of invoice from the Service Provider.
 
 
 
 
 

 

Person(s) to review/inspect/ approve outputs/completed services and authorize the disbursement of payment

 

Deputy Team Leader – Inclusive Growth Unit -UNDP

 

Criteria for Contract Award

 

☒ Highest Combined Score (based on the 70% technical offer and 30% price weight distribution)

 

Full acceptance of the UNDP Contract General Terms and Conditions (GTC).  This is a mandatory criterion and cannot be deleted regardless of the nature of services required.  Non-acceptance of the GTC may be grounds for the rejection of the Proposal.

 

Criteria for the Assessment of Proposal

 

Technical Proposal (70%)

☒ Expertise of the Firm 30%

☒ Technical Approach, proposed Methodology and Management Work Plan 20%

☒ Management Structure and Qualification of Key Personnel 20%

 

Financial Proposal (30%)

To be computed as a ratio of the Proposal’s offer to the lowest price among the proposals received by UNDP.

 

Where "x" is the price of the lowest proposal, and "y" is the price of any

other proposal. The percentage score for price allocated to the lowest

proposal will be 30 points, and to any other proposal x/y times 30.

 

The submitted proposals will be subject to a preliminary examination to verify the authenticity and completeness of proposals, and then a detailed evaluation will be conducted.

Only proposals that achieve above the minimum of 49 % out of 70% on the substantive presentation shall be considered for further Financial evaluation.

The technical proposal is evaluated based on its responsiveness to the Term of Reference (TOR).

 

 

Expertise of the Firm (30% )

  • Professional expertise and experience in Architectural Management Consultancy Services. (5%)
  • Reputable licensed architect or engineering firm (5%)
  • A minimum of 7 years of public infrastructure in the Pacific region in particular construction/refurbishment of agricultural processing and storage facilities ( 10%)
  • Proven experience of construction/refurbishment of agricultural processing and storage facilities with bio-security and quarantine requirements in-line with HACCAP standards in the context of small developing states (5%) 
  • Experience in climate and disaster agricultural processing and storage facilities infrastructure design (5%)

Technical Approach, proposed Methodology and

Management Work Plan (20%)

  • To what degree does the Offeror understand the task? (4%)
  • Have the important aspects of the task been addressed in sufficient detail? (4%)
  • Are the different components of the project adequately weighted relative to one another? (4%)
  • Is the scope of task well defined and does it correspond to the TOR?  (4%)
  • Is the presentation clear and is the sequence of activities and the planning logical, realistic and promise efficient implementation to the project? (4%)

 

Management Structure and Qualification of Key Personnel (20%)

At least 2 staff available to provide in country and out of country support throughout the year.  One of which will be the Team Leader / Focal Point

 

 

Team Leader /Senior Architect

  • General Qualification (Minimum Degree in architecture /Civil Engineering) (5%)
  • Min 10 years Professional Experience in the area of specialization(5%)
  • International Experience in similar project /assignments  (5%)
  • Experience in region (2.5%)
  • Language Qualifications (Proficiency in English Language) (2.5%)

 

 

 

 

UNDP will award the contract to:

 

☒ One and only one Service Provider

 

Required Documents that

must be submitted to Establish Eligibility of Proposers

As per Annex II

Type of Contract to be Signed

☒ Contract Face Sheet (Goods and-or Services) UNDP

☒ Institutional Contract  

Contract General Terms and Conditions[2]

☒ General Terms and Conditions for contracts (goods and/or services)

Applicable Terms and Conditions are available at:

http://www.undp.org/content/undp/en/home/procurement/business/how-we-buy.html

 

 

Annexes to this RFP[3]

 

☒ Form for Submission of Proposal (Annex 2)

☒ Detailed TOR (Annex 1)

☒Copy of UNDP institutional contract (Template) and General Terms and conditions

 

Contact Person for Inquiries

(Written inquiries only)[4]

 

Vimal Pillay

 Procurement Associate

Vimal.pillay@undp.org

 

Any delay in UNDP’s response shall be not used as a reason for extending the deadline for submission, unless UNDP determines that such an extension is necessary and communicates a new deadline to the Proposers.

 

Other Information [pls. specify]

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Annex 1

Terms of Reference

institutional contracT to design a Masterplan for the refurbishment of the FOOD PROCESSING & EXPORT BUILDING, INCLUDING PROCESSING AND FACILITATION FACILITY of the Ministry of agriculture, forestry, food and fisheries, nuku’alofa, kingdom of tonga.

 

  1. Background

On February 12th, Tropical Cyclone Gita hit Tonga. The scale of the disaster was significant as this was the worst cyclone to hit Tonga in 60 years. The islands of ‘Eua (pop. 4,950) and Tongatapu (pop. 74,679) were most affected. Initial assessments suggest some 50,000 people were affected. Some 40 people were injured and there were 4,521 evacuees. 

The agriculture industry in Tonga accounts for approximately 30 percent of total GDP and employs approximately 35 percent of the total labour force of the country.   A significant number of those employed in the sector are involved in the production and export of agricultural products that include squash, roots and tubers as well as yellowfin tuna. Initial damage assessments have shown that as a result of TC Gita 70-80% of fruit trees sustained damage, 40-50% of root crops were damaged and 90% of banana trees were either damaged or uprooted.

TC Gita also damaged a number of agriculture facilities, including the MAFFF Food Processing and Export Building that includes the fumigation facility in Nuku’alofa on Tongatapu.  This infrastructure is considered critical for the preparation and biosecurity of agricultural export produce.

The MAFFF Food Processing and Export Building and facilities for cleaning, preparation, chilling and fumigation of export products, is used by many small holder farmers and exporters to undertake preparation and packaging of their agricultural commodities prior to exportation overseas. The fumigation facility is used for the fumigation of agricultural and other sectoral commodities prior to exportation to overseas markets. Fumigation of any commodities is necessary to comply with the international quarantine requirements of the recipient country. From the agriculture sector, some of the crops that are fumigated before exporting include coconuts and watermelons. The preparation and fumigation facilities are provided free of charge to exporters by MAFFF and is currently where all root crops and other produce are prepared for export.  MAFFF also provides storage facilities prior to export and for this service a minimal charge is made.

 

The building and associated facilities are important to the Tongan agriculture sector and the livelihoods of the majority of small holder farmers. Both the building and facilities are completely out of operation and as a result their refurbishment/replacement is critical to the re-establishment of the export market which is an important component of the Tongan economy.

The project will repair and upgrade the Food Processing and Export Building, including the processing and fumigation facilities concurrently to maximise operational and cost efficiencies, while achieving the best outcome for exporters. The outcome will be an upgraded building and processing  and fumigation facility that has improved energy and resource efficiency; has greater processing capacity in both the number of famers able to access the service as well as being able to process a wider range of agriculture produce; will be more accessible to a greater range of exporters; and be more resilient, including being better able to withstand future disaster events.

 

  1. General Terms of reference

Develop a masterplan design and detailed costing estimate for the reburbishment of the MAFFF Food Processing and Export Building and processing and fumigation facilities to meet the following requirements: 

 

  • HACCAP compliance - That the building and facilities are HACCAP Food Certified and capture the recommendations of the PHARMA survey and assessment on HACCAP compliance. Transforming the building and facilities to achieve this certification, as it would open up new export market opportunities that farmers currently do not have access to, such as providing produce directly to Australian supermarkets.
  • Energy Efficiency - Energy use in both the building and facilities is extremely high, which results in energy costs being transferred to farmers when they are required to store their produce prior to export. Options for reducing energy costs and use include installing skylights and/or solar as well seeking more energy efficient equipment.
  • Climate resilient structure – including the replacement of roofing, etc. with a more resilient structure.
  • Increased capacity of the facilities - At peak times for particular crops, the facilities (for instance the chillers) are insufficient to process the supply coming from exporters. This results in crop loss, or substandard product being exported. 
  • Universal acessibility - Currently the wash-down facilities are all located at ground level, which creates challenges for elderly exporters or those with back or knee problems. Simple solutions like raised benches with drainage would significantly improve accessibility for these users.
  • Sanitation facilities - Provision of hygiene, comfort and waste facilities is also an issue, for instance there are no toilets at the facilities for the farmers to use (which creates hygiene issues), nor is there space for people to wait whilst in line despite at times having to wait for many hours, which results in them sitting on the ground in the sun.

 

  1. Reporting Structure
  • The architect will report to the National Project Manager, the MAFF CEO and the deputy team leader for Inclusive growth UNDP. The day to day operations of the architect will be guided by the directors that mange the food processing and export building as well as the fumigation facility.   
  1. Location and travels to sight

The architect is expected to be based in the Ministry of Agriculture Forestry, Food and Fisheries in Nuku’alofa  for a period of 20 working days

 

  1. Expected duration

The duration of the assignment is 20 working days which is Monday to Friday of the week. 

 

 

 

 

 

 

  1. Payment terms

Deliverable:

Due date:

Payment:

20% upfront for operational and subsistence costs

1st of October

20% of contract amount

Draft Masterplan design

22th of October

50% of contract amount

Final Masterplan design which has been reviewed by the steering committee and approved by the CEO for MAFFF

31st of October

30% of contract amount

 

  1. Building codes

A key requirement of the masterplan design is that design shall confirm to the Tongan national Building codes

 

  1. Qualification /experience of firm and its key personnel
  • Reputable licensed architect or engineering firm;
  • A minimum of 7 years of public infrastructure in the Pacific region in particular construction/refurbishment of agricultural processing and storage facilities;
  • Proven experience of construction/refurbishment of agricultural processing and storage facilities with bio-security and quarantine requirements in-line with HACCAP standards in the context of small developing states;  
  • Experience in climate and disaster agricultural processing and storage facilities infrastructure design;

Team Leader /Senior Architect

  • General Qualification (Minimum Degree in architecture /Civil Engineering)
  • Min 10 years Professional Experience in the area of specialization
  • International Experience in similar project /assignments 
  • Experience in region
  • Language Qualifications (Proficiency in English Language)
  1. Features of the Masterplan Design:

 

  1. Site Layout Plan:

 

  1. Setting out procedure (in relation to an existing landmark or some other means)
  2. Location of the major buildings in terms of distances, building sizes and orientation in relation to the<