Request for tenders: Baseline Assessment of Scrap Metal Recycling in Samoa and Drafting of the Regional Scrap Metal Strategy

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1 PO Box 240, Apia, Samoa E: T: F: W: The Pacific environment, sustaining our livelihoods and natural heritage in harmony with our cultures. REQUEST FOR TENDERS File: AP 6/4/1 Date: 9 December, 2016 To: Interested suppliers Contact: Ma. Bella Guinto bellag@sprep.org Subject: Request for tenders: Baseline Assessment of Scrap Metal Recycling in Samoa and Drafting of the Regional Scrap Metal Strategy 1. Background 1.1. The Pacific Regional Environment Programme (SPREP) is an intergovernmental organisation charged with promoting cooperation among Pacific islands countries and territories to protect and improve their environment and ensure sustainable development For more information, see: A financial grant was received from USAID to get a comprehensive full understanding of scrap metal recycling in Samoa and identify and promote best practices to its management. The project also seeks to develop a model regional scrap metal strategy to guide the rest of the PICTs. 2. Specifications: statement of requirement 2.1. SPREP would like to call for tenders from qualified and experienced consultants who can offer their services to provide a baseline assessment of scrap metal recycling and promote best practices in Samoa and the drafting of a model regional scrap metal strategy to SPREP The successful applicant will need to provide the proposed methodology and work programme based on the requirements, qualifications and deliverables specified in the attached Terms of References (Annex A). 3. Conditions: information for applicants 3.1. To be considered for this tender, interested suppliers must meet the following minimum conditions:

2 (a) Degree in environmental management or relevant sector and/or demonstrated practical knowledge or understanding of best practices in waste management. (b) At least 10 years of professional experience in resource management including assessments and strategy development in the environment sector, preferably in the waste management area (c) Experience working in the Pacific on a relevant sector or demonstrated ability to translate international experience in the Pacific context 3.2 A standard penalty clause of two percent (2%) of the total contract value will be deducted from the final contract amount for every 7 day overrun from the required delivery date in completion of all the contract deliverables. 4. Submission guidelines 4.1. Tender documentation should demonstrate that the interested supplier satisfies the conditions stated above and is capable of meeting the specifications and timeframes. Documentation must also include supporting examples to address the evaluation criteria Tender documentation should outline the interested supplier s complete proposal: methods, personnel (and their skill sets/curricula vitae), timeframes and costs. The following are required in the tender submission: (a) Details of previous relevant experience and qualifications including CV of principal consultant and proposed personnel; (b) Detailed technical proposal which contains the detailed methodology to achieve the tasks outlined in the Terms of References (Annex A) (c) Brief statements addressing the evaluation criteria specified below in Section 6; (d) A financial proposal priced on a lump sum basis (in US dollars - all inclusive of fees and all travel related costs as well as in country costs) with separate pricing for the three specified tasks/deliverables in the Terms of Reference (Annex A). i. Baseline assessment of scrap metal recycling in Samoa - a report containing the baseline information and economic analysis required in the Scope of Work; ii. Design and deliver key components of best practice Scrap Metal Recycling in Samoa - a report on the awareness campaigns conducted including educational materials used, recommended protocols and guidelines on collection, iii. storage and transportation; and Analyse options based on Samoa case study and develop a draft regional strategy and implementation plan for scrap metal management and recycling for the Pacific Region (e) Three (3) relevant references on performance as part of their tender application (f) Completed tender application form 4.3 Tenderers/Bidders must insist on an acknowledgement of receipt of tenders/proposals/bids.

3 4.4 The Proposal must remain valid for 90days from date of submission 5. Tender Clarification 5.1. Any clarification questions from applicants must be submitted by to Ma. Bella Guinto and copy before 11 th January, 2017 (Samoa time). A summary of all questions received complete with answers will be posted on the SPREP website at by 13 th January Evaluation criteria 6.1. SPREP will select a preferred supplier on the basis of evaluation of the extent to which the documentation demonstrates that the tenderer offers the best value for money, and that the tenderer satisfies the following technical criteria: (a) Degree in environmental management or relevant sector and/or demonstrated practical knowledge or understanding of best practices in waste management (b) At least 10 years of professional experience in resource management including assessments and strategy development in the environment sector, preferably in the waste management area (c) Demonstrated experience in recyclable waste management preferably in the Pacific region (d) Demonstrated ability in the provision of waste management training appropriate for Pacific island stakeholders (e) Ability to complete the assignment in the timelines specified in the Terms of Reference 6.2 Assessment of proposals will be based on the evaluation of the Technical Proposal (80%) and the Financial Proposal (20%) 6.3. The Financial evaluation will award maximum points to the lowest priced bid. Subsequent bids will be awarded points calculated as a percentage of the lowest price The maximum budget available for this project is US 50, Deadline 7.1. The due date for submission of the Tenders is: 24 th January 2017 midnight (local Apia Samoa time) 7.2. Late submissions will be returned unopened to the sender. 7.3 Please send all tenders clearly marked TENDER: Scrap Metal Management to one of the following methods: Mail: SPREP Attention: Procurement Officer

4 PO Box 240 Apia, SAMOA Fax: Person: Submit by hand in the tenders box at SPREP reception, Vailima, Samoa. SPREP reserves the right to reject any or all tenders and the lowest or any tender will not necessarily be accepted.

5 TERMS OF REFERENCE Baseline Assessment of Scrap Metal Recycling in Samoa and Drafting of the Regional Scrap Metal Strategy Background 1. The proliferation of bulky wastes has become a challenging issue in the Pacific Island countries and territories (PICTs). With constraints on land space exacerbated by land tenure issues, it is compelling to save on landfill space. 2. Most of the bulky wastes generated contain scrap metal which can be separated, compressed, shipped out and recycled. For example, scrap metal volumes in Micronesia have been estimated to be around 13,000 tonnes including 5 tonnes of high value copper in 2009 (AFD, 2009). 3. Motor vehicles became more affordable and accessible to Pacific islands which may potentially result in end-of-life vehicles ending up in landfills if there will be no sustainable management of scrap metal. Abandoned and derelict vehicles and other bulky metal wastes currently blight the landscape of Pacific island countries and territories and are also a public health risk as they provide breeding habitat for mosquitoes carrying chickungunya, malaria and dengue fever. 4. The changing consumption pattern in many PICTs attracted more imported goods, which often are unregulated, such as low quality and substandard motor vehicles and electronic goods. This result in generation of bulky items in the waste stream at a faster rate. Because of the limitation in disposal space and absence of equipment to collect and process these bulky materials, these end up lying around roadsides and coastal areas creating environmental and health impacts. 5. The inadequacy, inappropriateness and frequent breakdown of existing plant and equipment to manage bulky waste is exacerbated by the unavailability of spare parts and inadequacy of repairing skills in most PICTs jeopardises the functional life of these bulky equipment which eventually also end up as bulky wastes. 6. In most cases, the huge amount of wastes generated by contractors undertaking infrastructure projects also put a strain on the waste collection and disposal capacity of the PICTs. There is potential to recover scrap metal from these construction or demolition stockpiles. 7. It is very apparent that there is no management plan for difficult wastes such as bulky wastes and WWII wrecks in some PICTs. The bigger wrecked vessels are still very evident in the seas of some of the islands. There is, likewise, a potential to recover scrap metal from these abandoned vessels in coordination with countries who dumped these. 8. In the current Pacific Regional Waste and Pollution Management Strategy (Cleaner Pacific 2025), it is recommended for countries to explore and implement practical options for extended producer responsibility for bulky wastes which includes

6 tyres, end-of-life vehicles, heavy construction equipment, white goods, shipping containers and gas cylinders. 9. Scrap metal recycling is deemed as one of the few areas of waste management that can become self-sustaining in the Pacific Region and which can attract private sector involvement. However, there has to be a strategic approach underpinned by economic analysis and an understanding of international scrap metal market to provide direction and articulate actions and timelines to help Samoa and the other countries to sustainably address the collection, processing and export of legacy and generated bulky wastes. 10. The result of the baseline study in Samoa can feed into designing a model regional strategy to improve the capacities of government institutions and the private sector to adopt incentive mechanisms that will support sustainable recycling of all bulky wastes including low-value items and prevent future accumulation of bulky wastes on Pacific Islands. Location of the Work 11. The consultancy will entail desktop work and collection of data through incountry consultations for the baseline study and campaigns/trainings in Samoa. 12. The drafting of the model regional strategy will involve desktop research and circulation of survey questionnaires, if required, to the rest of the PICTs. 13. Other required information will be provided from the SPREP Headquarters in Apia, Samoa apart from the baseline survey of the 20 countries (American Samoa, Cook Islands, Federated States of Micronesia, Fiji, French Polynesia, Guam, Kiribati, Marshall Islands, Nauru, New Caledonia, Niue, Palau, Papua New Guinea, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu, Vanuatu, Wallis and Futuna) covered in the strategy document. Scope of Work The scope of work for this consultancy covers the following tasks: Task One Baseline assessment of scrap metal recycling in Samoa 14. Complete an inventory of Samoan policies and frameworks related to scrap metal management through desktop review of relevant legislation and policy, and semistructured interviews with Samoan Government officials. 15. Complete inventories and estimates of the following, among other pertinent data: a. transportation and disposal infrastructure used for scrap metal waste management including assessment of condition and logistics relative to the industry. b. quantity and status of current national scrap metal stockpiles in Samoa. c. historical and current annual generation rates of scrap metal in Samoa, to include statistics of car sales and registrations

7 16. Based on the previous analysis, in conjunction with key stakeholders, develop a broad suite of scrap metal policy options. 17. Undertake an economic analysis of scrap metal recycling in Samoa. Task Two: Design and deliver key components of best practice Scrap Metal Recycling in Samoa 18. Design scrap metal collection, storage and transportation protocols and guidelines. 19. Develop and undertake a national Samoan scrap metal awareness campaign. 20. Design and implement standardised training for scrap metal workers in Samoa. 21. Provide the Samoa Government guidance on the implementation and enforcement of minimum OH & S standards for best practices. Task Three: Analyse options based on Samoa case study and develop a draft regional strategy and implementation plan for scrap metal management and recycling for the Pacific Region 22. Undertake a literature and data review of the current policies, management approaches and volumes across the 20 PICTs. 23. Design and implement a survey of the 20 PICTs to fill key information and data gaps. 24. Analyse the broad costs of collection and recycling in each PICT. Analyse the indicative transport costs of recycled materials to key buyers in Oceania, Asia etc. Develop an economic model that analyses the costs of transport from each PICT and threshold world prices that make recycling commercially viable. 25. Develop a regional scrap metal management strategy. This should include a situation analysis (based on the survey responses), an assessment of key risks, the economic analysis, and identification of broad options and policies, and recommendations on strategic approaches for scrap metal management and recycling in the region. 26. Develop a regional scrap metal management implementation plan. This would be relatively high-level and include both soft actions for implementation (e.g. pricing strategies) and harder options (e.g. regional aggregators to collect, transform and stockpile waste to on-sell when market conditions are appropriate).

8 Deliverables 27. A report containing the baseline information and economic analysis required in the Scope of Work; 28. A report on the awareness campaigns conducted including educational materials used, recommended protocols and guidelines on collection, storage and transportation; and 29. A draft of a regional scrap metal strategy and implementation plan. Timeframe 30. All tasks completed and the deliverables submitted to SPREP by the 30 th of April 2017.