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Introduction

Name of Service: National Consultancy Firm to Monitor and Supervise Construction and Retrofitting of Evacuation Shelters

Country: Laos

Location: Lao PDR, with expected to travel to Vientiane Capital, Khammouane, Salavan and Champasak

Contract Period: December 2025 to April 2027. 

Pre-Bid Meeting:  24 October 2025 at 10:00 – 11:00 (Online)

Zoom Link:   https://undp.zoom.us/j/88926073316?pwd=hdz4VBtT8YlvKI0TlfGwG48y8JpiW0.1&from=addon

Meeting ID:   88926073316

Passcode:    506062      

Deadline for Submission:  11 November 2025.

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 Capacity through the Establishment of Evacuation Shelters Project, also known as the Evacuation Shelter 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 shelters 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 Agriculture and Forestry (MoAF) 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 shelters. 

The objective of this consultancy is to provide all services related to supervision and monitoring of the construction and retrofitting of the evacuation shelters in 12 locations in Khammouane, Salavan and Champasak provinces and advise the Team Leader through Project Manager on all matters concerning implementation of the civil works contract including quality control, progress of work, dispute resolution, arbitration or litigation, contract amendments, termination, certification for payments and any other related matters. Detailed scope of work is outline below.

Scope of Work

The selected firm will be responsible for overseeing all aspects of construction supervision and monitoring throughout the project implementation period. The scope includes, but is not limited to:

·         Conduct site visits to all construction locations to assess progress, quality, compliance with contractual obligations, and deficiency assessments;

·         Support UNDP on the administration and management of construction contractor’s contract;

·         Provide technical oversight and guidance to contractors to ensure adherence to design specifications, safety standards, and environmental considerations;

·         Advise the UNDP Project Manager and Team Leader on all matters related to civil works implementation, including quality assurance, progress tracking, and risk mitigation;

·         Support contract management processes, including review of amendments, dispute resolution, and certification of payments;

·         Interpret the requirements of the construction contract documents and make findings as to the performance thereunder by both the UNDP and contractor;

·         Coordinate with relevant government counterparts and stakeholders to ensure alignment with national standards and local needs, and coordinate inputs from the designer as required;

·         Monitor progress of the construction works through computer-aided project management techniques;

·         Prepare periodic reports and documentation to inform project stakeholders of construction status and emerging issues;

·         Review and forward to UNDP warranties;

·         Perform reviews and approval of shop drawings and other technical material submitted by the contractor.

Detailed tasks may include but not limited to:

Construction Supervision and Quality Assurance

• Conduct regular site inspections to monitor construction progress and ensure compliance with approved designs, technical specifications, and safety standards, and identify and report any deviations, delays, or risks, and recommend corrective actions;
• Verify the quality of construction materials and workmanship, ensuring adherence to national and international standards including verification of universal design/accessibility features (ramps, lighting, handrails, toilets, privacy areas;

·       Monitor contractor performance and ensure timely execution of works according to the project schedule, ensuring the criteria and limits are met, and issue orders to the Contractors to remove or improve any works that are not in accordance with the drawings and/or specifications; or if the construction measures are considered unsafe;

·       Supervise the maintenance of records for all labor and materials used in the construction of the works;

·       Review the contractor’s insurance cover to ensure that the contractor has provided all the insurance required by the contract and such insurance are maintained throughout the contract period;

·       Regularly monitor and inspect the contractor’s quality control and assurance programme to ensure that quality of the finished works meet the contract standards and specifications. This includes regular checking of the materials testing;

·       Convene regular fortnightly site meetings with the contractors and communities to discuss issues and problems affecting the progress, ensuring participation and feedback from women, disability, and ethnic representatives on safety and access;

·       Inspect and help approve all material sources, proposed personnel and equipment; and request for suitable replacement;

·       Conduct control experiments and quality assessment of construction parts, work items and/or construction works according to the regulations, and Maintain records of all testing work, including cross-referencing of items of work to which each test refers and location from which any samples were obtained for testing;

• Supervise and ensure that occupational health and safety measures are implemented and maintained at all construction sites.

3. Contract Administration and Reporting

• Organize kick off meeting with the construction contractor, inspect the conditions for commencement of the construction work and give order to commence work;
• Review the constructors’ reports and monitor contractor compliance with contractual obligations, including timelines, deliverables, and reporting requirements, and prepare periodic progress reports (monthly, quarterly) summarizing achievements, challenges, and recommendations, including sex-, age-, and disability-disaggregated data on workers and participants in monthly and quarterly reports. If it’s possible, include a short section on Gender and Inclusion observations;
• Support change management processes, including review and validation of design modifications, variation orders, and budget adjustments;
• Facilitate coordination between contractors, project stakeholders, and local authorities.

·       Review, approve and monitor the construction plan to minimize disruption to vehicular traffic and water supply and agricultural activities during construction, and to ensure that construction activities do not endanger safety of the public;

·       Advise UNDP of constructors’ schedules, any delay or potential delays in the work schedule, and take all necessary actions to prevent potential delays;

·       Maintain a day-to-day record, which shall state all events pertaining to the administration of the contract, request forms, and order given to the contractors, and any other information which may at a later date be of assistance in resolving queries which may arise connecting execution of the works; ensure that the construction methods proposed by the contractor for carrying out the works are satisfactory;

·       Supervise the process of interim and final payments to the contractors (interim payment shall be based on interim payment certificate processed by the Consultant following claims filed by the contractors);

·       Prepare any required variation orders requested by UNDP and review any variation order proposed by the contractor and provide their advice to UNDP in accordance with the contract.

·       Contractors must provide equal pay for equal work, ensure gender-sensitive facilities at worksites (e.g., separate toilets, adequate lighting), and maintain a workplace free from any form of harassment, violence, or discrimination.
All staff and workers shall be informed of the project’s Code of Conduct and available grievance or reporting mechanisms related to PSEA incidents.

4. Environmental and Social Safeguards, gender, and social inclusion monitoring

·       Monitor implementation of environmental mitigation measures as outlined in the Environmental Social Management Plan (ESMP), and supervise the safety measures for the adjacent works and the construction monitoring;

• Ensure that construction activities minimize negative impacts on surrounding communities, landscape and ecosystems;
• Support the implementation of grievance redress mechanisms and document community feedback;
• Verify that contractors comply with social safeguard requirements, including labor standards and community engagement protocols.
• Monitor the inclusion of vulnerable groups (e.g., women, children, persons with disabilities, ethnic minorities) in construction-related decision-making and employment opportunities (UNDP’s Cash for work activities).
• Facilitate community awareness sessions on environmental and social safeguards, including health and safety, grievance mechanisms (including SEA and Sexual Harassment), and shelter usage (considering inclusive participation (women, persons with disabilities, and ethnic groups can attend).
• Document community feedback and perceptions regarding construction impacts and mitigation measures ensuring sex-, age-, and disability-disaggregated feedback where available.
• Verify that contractors comply with the country’s environmental regulations and international safeguard frameworks and ensure that any required environmental permits or approvals are obtained and maintained throughout the construction period.
• Monitor the contractor’s waste management practices, including disposal of construction debris, hazardous materials, and wastewater, and ensure that construction sites are kept clean and safe for workers and nearby communities.
• Ensure that construction activities do not restrict access to essential services, agricultural land, or community infrastructure, and monitor any temporary or permanent land acquisition and ensure it is conducted in line with safeguard policies and with community consent.

5. Completion and Handover Support

• Conduct final inspections and verify that all works are completed according to specifications and quality standards;
• Assist in the preparation of handover documentation, including as-built drawings, operation manuals, and maintenance plans;
• Support training and capacity-building activities for local government officials and community representatives on shelter use especially women, elderly people and persons with disabilities and maintenance;
• Provide recommendations for post-construction monitoring and long-term sustainability of the shelters;

Issue certification of payments for each construction company, and  completion certificate after satisfactory completion of the works in accordance with the contract provisions.

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UNDP Laos

PROCUREMENT UNIT

Documents :

Negotiation Document(s) (Before Accessing other negotiations Document(s), please click on this link)