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RFP_012_2025 Natl. Firm Conduct Feasibility Study&Detailed Design Evac. Shelters
Procurement Process
RFP - Request for proposal
Office
UNDP-LAO - LAO PDR
Deadline
30-Jun-25 @ 12:59 PM (New York time)
Published on
11-Jun-25 @ 12:00 AM (New York time)
Reference Number
UNDP-LAO-00522
Contact
Procurement Officer - lao.pu@undp.org
Introduction
Name of Service: National Consultancy Firm to Conduct Feasibility Study and for Detailed Design of Evacuation Shelters
Country: Laos
Contract Period: July 2025 to 31 December 2026
Background:
The Lao People's Democratic Republic (Lao PDR) is significantly susceptible to flooding due to its geographical characteristics, with approximately 39.7% of the population exposed to flood risks, rendering it the sixth most flood-prone country in terms of population exposure. Ongoing financial constraints have impeded the government's capacity to respond to disasters, resulting in the isolation of remote communities during flood events, with women, children, the elderly, and individuals with disabilities being disproportionately affected.
The three provinces in central and southern– Khammoune, Champasak, and Salavan, have a combined population of 1,483,017 (Khammouane: 392,052, Salavan: 396,942, Champasak: 694,023) according to the latest Census conducted in 2015)[1], experience flood damage yearly from the Mekong River and its tributaries, such as the Xe Ban Fai and Xe Don Rivers. In 2022 and 2023, over 40 billion KIP was lost from the damages caused by flooding in the three provinces.
Prior to the crisis in 2022, the government had made advancements in disaster risk governance, which included the enactment of disaster management legislation and the adoption of the National Strategy on Disaster Risk Reduction for 2021-2030. Nonetheless, challenges such as inadequate funding, limited inter-agency coordination, and accessibility issues for non-governmental organizations continue to obstruct the effective implementation of policies.
The Strengthening Disaster Response through the Establishment of Evacuation Shelters Project, also known as the Evacuation Center Project, the project's objective aims to enhance human security in flood-prone communities in the provinces of Khammouane, Salavan, and Champasak through ensuring access to safe evacuation centres and updating the National Evacuation Center guidelines based on practical feedback.
The project will collaborate with the Ministry of Labour and Social Welfare (MOLSW) and other relevant line ministries such as Ministry of Public Works (MPW), Ministry of Education and Sports (MoES), and Ministry of Natural Resources and Environment (MONRE) to ensure alignment with the goal, vision, and strategies of the Government of Lao PDR and the achievement of sustainable development goals (SDGs). The project will also coordinate with other development partners who have expertise in this field, such as the Japanese International Cooperation Agency (JICA), the United Nations Human Settlements Programme (UN-Habitat), the United Nations International Children’s Emergency Fund (UNICEF), and the United Nations for Disaster Risk Reduction (UNDRR), to enhance the national evacuation centre guidelines.
In order to achieve the said outcomes, the project focuses on two main outputs: 1. Analysing risk knowledge and community needs to develop detailed implementation plans, & 2. Enhancing human security by establishing and sustainably operating 12 inclusive evacuation centers.
Objective
The objective of this consultancy is to assess the feasibility of 12 locations for the construction of 8 Evacuation Shelter (ES) and the retrofitting of 4 ESs in 3 targeted provinces and provide detailed design for the construction/renovation of the ES. Detailed scope of work is outline below.
Scope of Work
Task 1: Inception Workshop
· Kick-off meeting with project team and relevant stakeholders to align project expectations, timeline, and coordination mechanisms.
· Review project documents, including but not limited to the signed project document, community mapping reports, social and environmental assessments, and management plan (if available).
· Propose methodology, including field visits or stakeholder consultations, clarify roles and responsibilities, and validate the initial work plan.
· Prepare and submit an inception report, including methodology and approach for feasibility studies and design, work plan and timeline, team composition and roles, risk mitigation strategies, and list of required documents/data.
Deliverable: One Inception Report
Task 2: Feasibility Study
- Site Assessment Survey:
o Conduct a detailed site assessment of 10 identified locations and other 2 additional locations to be identified later, totaling of 12 locations in Khammouane, Salavan and Champsak Provinces to determine the design assumptions and risks, including, but not limited to, topography survey, geology survey, geography & hydrological conditions, location safety and vulnerability to hazards including flood risks and earthquake risks, accessibility and proximity to critical infrastructure.
o Assess existing utilities such as water supply, power supply and communications, road access, and any other accessibility and environmental imact.
o Evaluate suitability for construction or retrofitting based on structural integrity, location, accessibility and community need (from community mapping report)
o Evaluate existing publicly-owned compounds proposed for retrofitting:
§ Take the measurement of the existing building to prepare the As-built drawings assessment its structural, architectural, mechanical, electrical integrity, ability to meet safety, accessibility, and functional standards to determine their feasibility for renovation or retrofitting.
o Below is the list of pre-identified locations, while the full finalised list will be provided at a later stage.
Province | District | Village |
Khammouane | Nongbok | Namphou |
Hadsayfong | ||
Thakek | Xiengvean | |
Donedone | ||
Salavan | Kongsedone | Tuangse, Hadsaykham |
Champasak | Pakse | Xong |
Phothak | ||
Xanasomboune | Solonoy | |
Khili |
Guideline Compliance: Ensure that all assessments and engagement with the communities are conducted in line with relevant national and international guidelines and standards and in a culturally-sensitive manner.
- Identify applicable permits and regulatory requirements for the construction and retrofitting.
- Present the first draft of the feasibility study report to validate findings and recommendations with stakeholders.
- Finalize the report integrating feedback from stakeholders.
Deliverable: 12 site assessments with one overall report covering site-specific assessment with recommendations.
Task 3: Basic and Detailed Design for the Construction of Evacuation Shelters (8 locations)
· Design Component:
The concept design is currently developed under the Architecture Competition to design a multipurpose Evacuation shelter in Lao PDR. The project has also obtained initial approval from the Tokyo Association of the Architectural Firm to use their Evacuation Shelter’s design (should it not be used for profit). The consultancy firm is expected to incorporate the given design concept to develop detailed design. The consultant will ensure that the designed facilities have met the requirements of an Evacuation Shelter. The design components shall include, but not limited to, the following:
- Master Plan / Site Layout
- Evacuation Centre
- Toilets (Gender Equality and Social Inclusion - male, female, disabled persons and more)
- Drainage system
- Water supply system
- Power supply system
- Lightning system (outdoor and indoor)
- &