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Terms of Reference for Hiring a Design and Supervision Consultant

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Terms of Reference for Hiring a Design and Supervision Consultant TERMS OF REFERENCE FOR HIRING A DESIGN AND SUPERVISION CONSULTANT A Project Title: ENHANCING THE RESILIENCE OF TOURISM RELIANT COMMUNITIES TO CLIMATE CHANGE RISKS B Project Description or Context and Background: The project ‘Enhancing the Resilience of Tourism-Reliant Communities to Climate Change Risks’ (the Project) is funded by the Global Environment Facility (GEF) through its Implementing Agency the UNDP and is being nationally executed by the Samoa Tourism Authority in close partnership with the Samoan Tourism Sector. The overall Project objective is ‘To enhance the resilience of tourism-reliant communities to climate change risks.’ The Project has been designed to achieve two major outcomes as follows: Climate change adaptation mainstreamed into tourism-related policy instruments and public- private partnerships Increase adaptive capacity to climate change and disaster risks of tourism-related communities A key component of the Project is to facilitate Adaptation to Climate Change by tourism operators. A Climate Change Adaptation Small Grants Scheme (the Scheme) has been developed for this purpose and a Call For Proposals (CFP) under this Scheme has been sought commencing July 2016. The Scheme will be open to existing tourism operators within the six identified Tourism Development Areas (TDAs) which have been documented through the Project as follows: (South East Upolu – Saleapaga and Lalomanu, South Upolu – Sataoa and Saanapu, North West Upolo – Manono, Eastern Savaii – Manase, North West Savaii – Falealupo and Satuiatua and South East Savaii – Vailoa and Faaala. The Project has also published ‘Tourism Technical Guidelines for Climate Resilient Practices’ which are available to operators and communities to enhance and support the application of climate change adaptation measures by the tourism industry. C Scope of Work: The services of a qualified and experienced individual consultant or a professional firm of consulting architects and engineers (Project Design and Supervision Consultant) is required to provide advice and 1 support to the implementation of the Scheme through the provision of design and costing advice to the potential recipients and the Project Management Unit (PMU), as well as the supervision of the construction of the selected projects. Following the CFP, proposals will be assessed by the Focal Group and those receiving preliminary approval will receive additional design and costing advice from the Design and Supervision Consultant in conjunction with the Project Management Unit (including the Sustainable Tourism Development Expert). The more detailed proposals (with design and costings prepared) will then be subject to final approval by the Small Grants Sub Committee. The integration of Climate Change Adaptation measures by the operators will be important consideration in the assessment of each proposal. Proposals can include new buildings, refurbishments, landscaping and minor infrastructure for small scale tourism operations located in any of the TDAs and responding to climate change related impacts. The detailed designs for each project and project costings prepared by the Consultant, with the support and under the supervision of the Sustainable Tourism Development Expert (STDE), will also form the basis for the tendering and contracting of the projects’ construction. Designs will need to be fully compliant with the building code and development consent requirements. Various options for packaging the construction contract(s) will be examined to create construction efficiencies within the scope of the defined projects. The Consultant will prepare the Construction tender documents in liaison with the Project Team and STDE and support the technical evaluation of the tender proposals for the construction contract(s). The number of projects to be designed, costed and supervised will depend upon the operators’ submissions and an initial assessment of the project costs, which will be provided. It is anticipated that there will be less than 15 of varying scale from single bungalows and landscaping to multiple bungalow development of up to eight units. The majority of the approved projects are likely to be at the smaller end of this scale, with possibly 2 or 3 projects of between 4 – 8 units. The Consultant, in close collaboration with the STDE, will be required to conduct consultations with each recipient in order to develop a design brief for each project which has received preliminary approval, that is within the indicative budget and aligns with the project outcomes and the project proposal endorsed by the PSC. Design solutions may be buildings, renovations, alterations and landscaping or a combination of these. It is anticipated that several of the projects involving up market fale replacement or new build may have similar design requirements and the Consultant will work with the STDE and Project Management Unit (PMU) to develop a model design for an upmarket fale design which can apply across multiple projects. 2 Other projects will require their unique own design solutions and the Consultant will work with the STDE and PMU to develop individual plans and costings as required. Once all design briefs and budgets have been approved by the PSC, the Consultant will be required to develop each schematic for construction tender, development consent and building permit (if required) with an accurate cost estimate. In order to keep costs within budget it is anticipated that projects will require as little engineered design as possible. The Consultant, in collaboration with the STDE, is expected to use their skills and experience to ensure that the total cost of works is kept below the total construction budget. Once a Construction Contractor(s) (the Construction Contractor) has been nominated, the Consultant will devise and execute a plan in consultation with the Construction Contractor(s) to ensure works are completed within the Project timeframe. In addition to design, costing and supervision advice of the selected Scheme proposals, the Consultant will be required to provide oversight of the final completion of a number (approximately seven) projects which were funded in the first round of the Scheme. Professional design and project management services were not contracted during the first round of the Scheme; the majority of these seven projects are structurally complete but require final fit out, finishing and furnishing. The total value of these Round One completion works is anticipated to be less than SAT$ 150,000. The grants provided to the successful project proposals in Round Two will be allocated across the six TDAs based on a competitive bidding process. The total budget for the construction of all projects is expected to be in the region of SAT$ 1.4 m with an average project budget of approximately SAT$ 100,000. The Services to be provided by the Consultant under this Contract shall include but not be limited to the following: Design and costing of projects 1. Carry out site investigation and report on the proposed site and concept by the proponent for each endorsed project; 2. Meet with the Project Manager, Small Grants Officer and STDE to discuss the preliminary approved projects and the status of the Round One Approved projects. 3. Undertake a broad review of each project budget and scope and meet with the project recipients; discuss with STA Project Manager, STDE and Small Grants Officer and refine each project concept and scope accordingly. 4. Finalize the scope of works and budget with pre-selected project recipients in close collaboration with the STDE and prepare appropriate drawings and technical specifications for all agreed works. 5. Ensure all documentation is compliant with Samoan laws in development and Construction. 3 6. Prepare the bidding documents for the construction tenders in consultation with the Project Manager and STDE. 7. The Consultant is to prepare the necessary construction design documentation, cost estimates, application for development consents and permits with relevant Ministries and Authorities. Included in the design documentation will be a model design for an upmarket fale which may be applied to several of the proposed projects. Other projects will require their own individual design solutions. 8. Develop an implementation Plan for the construction of all projects and submit to PMU 9. Provide technical advice to the Project Manager and PSC during bid process, bid evaluation and recommendation for award of construction contract(s). Supervision of construction works and supporting the PMU with construction contract(s) supervision including: 1. Establishment of a positive and amicable, but impartial, liaison with the Construction Contractor(s); 2. Undertake site visits as required and as specified in the implementation plan to provide oversight of the construction works and overview of progress, with particular attention to ensuring Construction Contractors’ adherence to the design and construction drawings and specifications; 3. Review and comment upon the Construction Contractor’s Works Plans; 4. Written records of all powers and duties exercised under this Contract; 5. Provision to the STA Project Manager of copies of any certificates and material provided to the Construction Contractor under this Contract; 6. Keeping the STA Project Manager and STDE informed as soon as practicable of all significant developments in the Works or exercises of its powers as project implementing agency; 7. Ensuring the Construction Contractor’s complete and timely compliance
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