Terms of Reference - Saint Lucia National Trust of Reference Preparation of ... Consultancy Title: ... Dean struck the island and resulted in further extreme shoreline erosion, especially

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Terms of Reference

Preparation of Application for DCA Approval for Pigeon Island National Landmark Coastal

Stabilization Works

1. Position Information

Project Title: lncreasing the resilience to Climate Change and Natural Hazards, and reducing the rate of coastal erosion for 'Pigeon lsland National Landmark (PINL) and Pointe Sable Environmental Protection Area (PSEPA) through Beach Stabilisation, Restoration & Enhancement in Saint Lucia

Procurement ID#: AS1

Consultancy Title: Pigeon Island Coastal Stabilisation Development Control Authority Application

Duration of Consultancy: 3 months

Working Nature: Consultant

Duty Station: Saint Lucia

Supervisor: Saint Lucia National Trust

2. Background

Pigeon Island National Landmark (PINL) is an island reserve off the northwest coast of Saint Lucia,

which was joined to the mainland in 1972 by a man-made causeway. The island is about 850

metres long and 400 metres wide, with a total area of about 17.8 hectares. Unlike the western

side of the island, the eastern side of Pigeon Island has two lovely beaches, which are suitable for

bathing and recreational activities.

Since the 1970s the southern shoreline of PINL has been rapidly receding as a result of coastal

erosion. This process was exacerbated by the effects of hurricanes and storms which struck the

island. In 1999 for instance, Hurricane Lennie destroyed Pigeon Island’s groynes and jetty and

caused significant erosion along the southeast shore of the island. Thereafter, in 2007, Hurricane

Dean struck the island and resulted in further extreme shoreline erosion, especially in the areas

which were already severely damaged by preceding hurricanes, storms and extreme weather

conditions, resulting in a significant decrease in the setback between the shoreline and some of

the island’s major historical structures and objects. Since then, beach erosion has continuously

been observed on all three beaches on Pigeon Island. Such impacts threaten the integrity of the

Landmark, degrade its heritage value, touristic and recreational appeal, and impact negatively on

the ecological soundness of the beach and near shore ecosystems.

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It is further anticipated that climate change will result in, among other things, more intense and

increased frequency of hurricanes and global sea level rise. Owing to the fact that Saint Lucia is

located within the Caribbean hurricane belt, it is more prone to being affected by hurricanes

during the annual Atlantic hurricane season. Consequently, given the historical significance of the

area and its extreme vulnerability, coupled with the predicted impacts of climate change, it is

vital that the SLNT begins to adopt adaptation measures geared towards reducing vulnerability,

strengthening resilience and enhancing the adaptive capacity of the area.

Having recognized the gravity of the situation and the consequential need to stabilize and enhance the existing coastline of PINL, in 2008 the Government of Saint Lucia secured funding under the European Commission’s Special Framework of Assistance (SFA-2003) to undertake a Coastal Stabilization Study for PINL. The main objective of the study was to provide options and recommendations for preventing further shoreline loss and addressing existing erosion and destabilization. The scope of work of the consultants included:

1. Data Collection

a. Collect all background data, including:

i. All literature available, particularly previous reports on the area

ii. All the maps, aerial photos & satellite imagery available for area

b. Conduct bathymetric survey of the near shore marine space

c. Conduct topographic survey of the shoreline

d. Conduct drogue tracking exercises

e. Sample sediment along shoreline – both the beach berm and foreshore

f. Conduct a benthic survey

g. Sample the water for water quality analysis

h. Delineate the shoreline

i. Existing drainage survey

j. Existing revetment survey

2. Operational data analysis, inclusive of grain size analysis, current analysis and water

quality analysis.

3. Erosion analysis, inclusive of storm surge prediction and hurricane erosion modelling.

4. Wave climate modelling, hydrodynamic modelling and analysis of currents.

5. Drainage analysis inclusive of drainage facility sizing, delineation of catchments and

storm water flow analysis.

6. Operational sediment transport analysis

7. Structural design of hard and soft options

8. Development of the construction methodology and cost estimate for each hard and soft

option

9. Preparation of environmental impact screening statement

10. Preparation of final engineering report and drawings

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The methodologies, data obtained, and the results of studies and surveys were compiled into an

Engineering Analysis Report for PINL along with the detailed engineering diagrams. Subsequently,

in 2010, the SLNT invested US$12,000.00 of its resources to address a small part of the report’s

recommendations along part of the most heavily eroded southern coastline.

In December 2016, the SLNT signed a project agreement with the Caribbean Community Climate Chance Centre (CCCCC) to receive funding for the implementation, monitoring and maintenance of coastal protection measures for climate change adaptation at the PINL and the Pointe Sable Environmental Protection Area (PSEPA). Included in the measures to be implemented at PINL are some of the major recommendations of the aforementioned Engineering Analysis Report. The project implementation period is from December 2016 to September 2018. The title of the Project is: lncreasing the resilience to Climate Change and Natural Hazards, and reducing the rate of coastal erosion for 'Pigeon lsland National Landmark (PINL) and the Pointe Sable Environmental Protection Area (PSEPA) through Beach Stabilisation, Restoration & Enhancement in Saint Lucia (hereinafter referred to as The Project). The Project represents one component of a wider programme signed by the CCCCC and the German Development Bank (the Donor or KfW) in June 2014 for the implementation of the Coastal Protection for Climate Change Adaptation in the Small Islands States in the Caribbean. The main problems to be addressed through this Project include: Coastal erosion (causing direct damage to the beach environment, coastal resources and infrastructure, historical objects and marine ecosystems; increased sedimentation of reef and seagrass ecosystems; disappearance of beach vegetation, among others); impacts of high wave action on coastal and marine ecosystems; loss of investments (for physical structures and livelihoods dependent on the coastal environment); and decreased recreational value for residents and visitors. Accordingly, this Project will reduce erosion of, and stabilize the shoreline, build resilience, build adaptive capacity, enhance the naturalness and attractiveness of the beach environment, protect coastal and marine ecosystems and stabilize the shoreline structures. Overall Project Objective: To stabilize the shoreline and mitigate coastal erosion for the Pigeon Island National Landmark (PINL) and the Pointe Sable Environmental Protection Area (PSEPA), and support sustainable livelihoods in these geographic areas. The project will achieve the following outcomes:

1. Increased protection, stability and resilience of PINL and PSEPA recreational beaches and

historical assets from coastal erosion through utilization of appropriate coastal protection

measures;

2. Improved climate resilience of natural resources and ecosystems of the PINL and PSEPA;

and

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3. Enhanced institutional frameworks and improved capacity of local communities to

address climate change and naturally occurring events affecting the coastal environment.

3. Objective of this Consultancy

The objective of this consultancy is to obtain Development Control Authority (DCA) approval to

undertake the coastal stabilization work on PINL.

Component Outputs: The outputs directly related to this component are:

1.1 Two rehabilitated and extended groynes at the PINL; and

1.2 Two breakwaters constructed off the eastern and western beaches at the PINL.

4. Methodology

The Consultant shall work in conjunction with the SLNT to undertake research and prepare the

relevant documents in accordance with the DCA’s guidelines for the submission of a request for

approval to the Development Control Authority (DCA) to undertake the coastal stabilization work

on PINL. The tasks shall include but not be limited to those listed in scope of services below.

5. Scope of Services

The Consultants will undertake the following:

a) Review the Engineering Analysis Report for PINL (obtainable from SLNT); b) Convene meetings with relevant stakeholders to gather the requisite information for the

DCA application; c) Prepare an application to DCA which shall include:

i. Letter of intent; ii. One (1) copy each of the Location Plan, Lodged Survey Plan and LRTP Map

extract (obtainable at the Surveys and Mapping Section) clearly identifying the parcel;

iii. Three (3) copies of the Site Plan to scale showing location of the coastal stabilization structures;

iv. The design drawings (plan, section, elevations) for the coastal stabilization structures certified by a locally registered Structural/Civil Engineer (diagrams already available but may require certification);

v. Notarized consent from land owner if applicable; vi. Site Management Plan with hoarding details certified by a locally registered

Civil/Structural Engineer; vii. Traffic Management Plan from the Department of Infrastructure;

d) Registration of application plan and payment of requisite fees at the DCA; and e) Respond to queries and make modifications to the application as recommended by the

DCA.

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6. Deliverable

A complete DCA application for approval to undertake coastal stabilization work at the PINL.

7. Subcontracts

For the purposes of this consultancy, a subcontractor is considered to be any individual who has a contract with the Consultant to perform any of the work under this consultancy. The Consultant, as soon as practicable after the award of the Contract, shall furnish to the SLNT, a list of the names of Subcontractors proposed for any portion of the work. The Consultant shall not employ any Subcontractor to whom the SLNT may have a reasonable objection. Contracts between the Consultant and the Subcontractor shall be in accordance with the terms of this Agreement and shall include the General Conditions of this Agreement insofar as applicable.

8. Duration

The work to be performed under this Consultancy shall commence on or before 25st August 2017

and the Consultant shall complete all the work on or before 29th September 2017, or such other

time as may be specified in the contract to be issued.

9. Qualifications and experience

The consultancy is to be undertaken by an experienced Architect, Coastal, Civil or Structural Engineer or a firm familiar with undertaking coastal stabilization projects and preparation of DCA Applications. The successful Consultant shall have as a minimum a BSc. in Architecture, Coastal, Civil or

Structural Engineering or any other suitable qualification with demonstrable experience in the

preparation of DCA Applications. Skills in designing, implementing and maintaining coastal

stabilization measures would be an asset.

10. Evaluation of Proposals

The selection of a Consultant will be based on the criteria defining qualifications, experience/competence and quality of proposal. The associated score is detailed below.

Evaluation criteria Score

Qualifications

A degree in architecture, coastal, civil or structural engineering

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Experience/Competence

At least five (5) years’ experience working in coastal stabilization projects and/or preparation of applications for DCA approval for similar projects

Experience in design consulting for coastal stabilization

10

10

6

Familiarity with the PINL

Knowledge of environmental and social impacts of coastal stabilization measures (e.g. conducting ESIAs, environmental assessments on coastal areas, etc.)

5

15

Quality of proposal

Consultant’s understanding of the assignment

Reasonableness of completion time estimates and work breakdown structure

10

10

Financial proposal

Reasonableness of cost estimates

30

11. Evaluation of Consultancy

Evaluation of this consultancy relies on effective communication between the project team, the Consultants, and the Development Control Authority and will be conducted on various levels:

i. Comprehensiveness of the requisite DCA application documents submitted;

ii. Timeliness and relevance of responses and revisions based on DCA queries and

recommendations;

iii. Achievement of specific tasks; and iv. Periodic updates.

The Consultancy fees shall be paid according to the deliverables and approval of the submissions listed in the schedule below.

Payment Deliverable/Schedule EC$

1 Upon submission and approval of consultancy work plan

150% of the contract value

2 Upon submission of a progress report 150% of the contract value

3 Upon submission of DCA application accepted by the Physical Planning Department

60% of the contract value

4 Upon receipt of final DCA decision 10% of the contract value

Total 100%

12. Assumptions and Risks

1.1 Assumptions underlying the project intervention

a) No major changes have occurred in the physical environment at Pigeon Island that

require new engineering solutions;

b) The consultants, and sub-contractors engaged to undertake this consultancy are

appropriately qualified, and implement work plans in the time frame given;

c) The political environment is stable;

d) Climate change adaptation remains a national development priority;

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e) There are no major changes to DCA guidelines during the preparation of application

documents; and

f) The scope of the work is suitably defined and fully understood by the consultant.

1.2 Risks

a) Extreme weather events affect the project implementation environment; b) Consultant unable to complete assignment due to unforeseen reasons;

c) Partisan political interference in project; and

d) Development Control Authority does not grant approval to undertake coastal

stabilisation work.

Please note: Ethical and Environmental Performance All activities carried out under the contract shall adhere to highest international ethical and environmental standards. The contractor shall be able to demonstrate satisfactory compliance to those standards to the communities, partners, project administrator and other stakeholders at any point during contract duration. Non-compliance to high ethical and environmental standards may lead to cancellation of the contract, especially if negative long-term effects on mental or physical health of stakeholders or on the environment can be anticipated. The contractor shall be required to minimise harm to natural habitats while undertaking any assessments.

13. Financial and Technical proposal

The Consultant shall submit a financial proposal listing all costs associated with the assignment. These will be inclusive of (a) professional fees; (b) direct costs (Client) and (c) reimbursable costs (where applicable). All costs are to be expressed in Eastern Caribbean Dollars (EC$). The Technical proposal should include the proposed methodology for information gathering and preparation of the application for DCA approval, along with a detailed work plan/schedule for the implementation.

14. Submission of proposals

Two copies of the financial and technical proposals labelled accordingly should be submitted in separate envelopes, which should be submitted in one sealed envelope labelled “DCA Application for PINL Coastal Stabilization Consultancy”. The proposal shall be addressed and delivered to the Director, Saint Lucia National Trust, P.O. Box 595, Pigeon Island National Landmark, Hon Moses Matalon Causeway, Gros Islet, Saint Lucia by 4:00 p.m. on 4th August, 2017. A completed copy of the appended Bid Submission Form, Bidder Information Sheet, and Declaration of Undertaking should be enclosed with the proposal. All documents shall be written in English. The amount quoted in the financial proposal should be valid for a period of six (6) months from the date of submission.

15. Expression of Interest

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Interested parties are required to submit a letter of expression of interest (EOI) to the SLNT by 4.00 pm on 14th July 2017 subsequent to which a meeting to present the PINL Coastal Stabilization Engineering Analysis Report will be convened for all interested parties during the week of July 17th, 2017 on a day, time and venue to be communicated to parties who submit their EOI. For additional information please contact Mr. Tulsie Bishnu, Director, Saint Lucia National via email: [email protected] or telephone: (758) 452 5005.

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Bid Submission Form [The Bidder shall fill in this Form in accordance with the instructions indicated No alterations to

its format shall be permitted and no substitutions shall be accepted.]

Date: _______________________

[Assignment title]. To: [name of agency]

We, the undersigned, declare that:

(a) We have examined and have no reservations to the Bidding Documents.

(b) We offer, in conformity with the Bidding Documents and in accordance with the Work

Schedule specified in the Letter of Invitation, to complete the works: [Assignment title].

(c) The total price of our Bid, excluding any discounts offered in item (d) below, is:

______________________________________________________________________

______________________________________________________________________

[insert the total bid price in words and figures, indicating the various amounts and the

respective currencies];

(d) The discounts offered and the methodology for their application are:

(e) Our bid shall be valid for the period of [validity period], from the date fixed for the bid

submission deadline and it shall remain binding upon us and may be accepted at any time

before the expiration of that period;

(f) We understand that this bid, together with your written acceptance thereof included in your

notification of award, shall constitute a binding contract between us, until a formal contract

is prepared and executed.

(g) We understand that you are not bound to accept the lowest evaluated bid or any other bid

that you may receive.

Signed:__________________________________________________________________ [insert

signature of person whose name and capacity are shown]

In the capacity of ___________________________________________________________

[insert legal capacity of person signing the Bid Submission Form]

Name:__________________________________________________________________ [insert

complete name of person signing the Bid Submission Form]

Dated on ____________ day of __________________, _______ [insert date of signing]

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Bidder Information Sheet

Date: ___________________

Contract Number:

Contract Name:

1. Bidder’s Legal Name:

2. Bidder’s Company name:

3. Bidder’s Company Registration certificate: (Articles of Incorporation or Registration

of Company)

4. Bidder’s Authorized Representative Information

Name:

Address:

Telephone #

Mobile #

Fax #:

Email Address:

5. Bidder nationality:

6. List of suitable equipment owned/leased or rented to carry out the works; (eg. loader

backhoe, backhoe loader, or tractor backhoe or trencher)

7. Historic information for the last two (2) years on contracts of a similar nature Or

contracts of a similar size and complexity.

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Annex VII

Declaration of Undertaking

We underscore the importance of a free, fair and competitive contracting procedure that precludes

abusive practices. In this respectwe have neither offered nor granted directly or indirectly any

inadmissible advantages to any public servant or other person nor accepted such advantages in

connection with our bid, nor will we offer or grant or accept any such incentives or conditions in the

present tendering process or, in the event that we are awarded the contract, in the subsequent

execution of the contract. We also declare that no conflict of

interest exists in the meaning of the kind described in the corresponding Guidelines 14.

We also underscore the importance of adhering to minimum social standards (core labour standards)

in the implementation of the project. We undertake to comply with the core labour standards ratified

by the country of [ •] (name of country).

We will inform our staff of their respective obligations and of their obligation to fulfill this declaration

of undertaking and to obey the laws of the country of [ •] (name of country).

We also declare that our company/all members of the consortium has/have not been included in the

list of sanctions of the United Nations, nor of the EU, nor of the German Government, nor in any

other list of sanctions and affirm that our company/all members of the consortium will immediately

inform the Client and KfW if this situation occurs at a later stage.

We acknowledge that, in the event that our company (or a member of the consortium) is added

to a list of sanctions that is legally binding on the Client and/or KfW, the Client shall be entitled to

exclude us/the consortium or, if the contract is awarded to our company/the consortium, to

immediately cancel such contract if the statements made in the Declaration of Undertaking were

objectively false or the reason for exclusion from the tender procedure occurs after the Declaration

of Undertaking has been issued.

(Place) (Date) (Name of company)

Signature( s)

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