REQUEST FOR PROPOSAL (RFP)

Transcription

1 ANGUILLA ELECTRICITY COMPANY LIMITED (ANGLEC) REQUEST FOR PROPOSAL (RFP) AUGUST 2017 CONSULTANCY SERVICES FOR THE DEVELOPMENT OF AN OCCUPATIONAL HEALTH AND SAFETY PROGRAM

2 CONTENTS Page SECTION 1 : Invitation to Tender. 3 SECTION 2 : Information and Instructions to Bidders. 4 SECTION 3 : Terms of Reference. 7 APPENDIX 1 : Technical Proposal Submission Forms.. 13 APPENDIX 2 : Financial Proposal Submission Forms 19 2

3 1. INVITATION TO TENDER The Anguilla Electricity Company Limited (ANGUILLA) invites proposals from suitably qualified Consultants to carry out the assignment of developing an Occupational Health and Safety Program. All Bidders are expected to be fully qualified prior to submitting their documents. Failure to comply with these requirements together with packaging and labeling requirements shall lead to disqualification. The assignment is to be carried out by a Consultant that will be selected on a competitive basis. Documents describing the service The RFP consists of the following documents: 1. Invitation to Tender; 2. Information and Instructions for Bidders; 3. Terms of Reference; and 4. Appendix 1 and 2 Attention is drawn to the last date and time for the submission of proposals being Thursday, August 31, 2017 at 4:00pm. The Consultant has the sole responsibility of ensuring that the proposal is delivered within this specified time. Any proposals received after the date and time above will be left unopened. The Executing Agency: The Anguilla Electricity Company Limited P.O. Box 400 The Valley AI-2640 Anguilla, BWI Phone : (264) Fax : (264) website: 3

4 2. INFORMATION AND INSTRUCTIONS TO BIDDERS These instructions are mainly intended to define how the bidding Consultants should prepare and submit their proposals. These instructions should be read in conjunction with the Terms of Reference and any other attached documents. The proposal must be divided into two parts; Technical Proposal and Financial Proposal. 2.1 Technical Proposal The technical proposal must cover the following matters: Background, organization and experience of the bidder in relation to the assignment. A list of at least three (3) similar assignments undertaken by the bidder during the last five (5) years must be provided. Projects must be of a similar nature to this request Proposed technical approach and work program including: Comments on the Terms of Reference The general approach proposed for carrying out the consulting services (methodology) Work plan including the organization and time schedule of the proposed services, estimated duration of the whole assignment and the man days/inputs of each proposed personnel Detailed description of the specific tasks to be assigned to each member of the proposed team Name, background, education, and detailed professional experience of each professional who is going to play a role in this assignment Arrangement for office space, transport, communication, office furnisher, etc. required for undertaking the assignment successfully. 2.2 Technical Proposal Format As an effort towards standardizing the required elements of the Technical Proposal and to enable the technical evaluation to be comparable, the bidders are required to fill six (6) standardized forms appended herewith as APPENDIX 1. These forms are named as follows: A. Technical Proposal Submission Form B. References C. Comments and suggestions on the Description of Services D. Description of methodology and work plan for performing the assignment E. Composition of the team and task(s) assignment of each team member F. Time Schedule for Reports/Activities Delivery 2.3 Financial Proposal The Financial Proposal must be split based on the expected deliverables. Each deliverable shall be a part of the total cost of the project. The proposal should also spell out the estimated duration of each deliverable No reimbursable cost shall be allowed under this assignment; hence bidders are urged to include every cost in their proposals. 4

5 2.3.3 The Technical Proposal and Financial Proposal must be placed in two separate sealed envelopes, both of which must be placed in a third outer envelope bearing no identification of the bidder, but clearly marked, DEVELOPMENT OF OCCUPATIONAL HEALTH AND SAFETY PROGRAM FOR ANGLEC. An original and three (3) copies should be delivered to The Chief Executive Officer, The Anguilla Electricity Company Limited, P.O. Box 400, The Valley, AI-2640, Anguilla, BWI The proposal must reach the above-mentioned address on or before Thursday, August 31, 2017 at 4:00 p.m The proposal must be written in English and should remain valid for 60 days from the date of submission It is desirable that the bidder contacts ANGLEC before a proposal is made to obtain more clarification on the extent of the required service ANGLEC welcomes any further queries which bidders may have in relation to the proposed assignment, but any delay by ANGLEC in providing the required information will not be considered as a reason for extending the submission date of the proposals The evaluation of the proposals will essentially, but not exclusively, be based on technical considerations involving the following indicative criteria: General experience of the bidder and experience in the assignments of similar nature; Thoroughness of the approach and work plan; Expertise of key personnel; and Final selection will also take into account the level of the financial proposal. 2.4 Financial Proposal Format For ease of preparation of the financial proposal and comparable evaluation process, the following three (3) standardized forms shown in APPENDIX 2 are required to be filled out by all the bidder: A. Financial Proposal Submission Form B. Summary of Cost C. Breakdown of Price per Deliverable 2.5 Clarifications Any request for clarification must be made fifteen (15) days before the deadline fixed for submission of proposals. 2.6 Numbers of Proposals The proposal must be submitted in one (1) original and three (3) copies, clearly marked, DEVELOPMENT OF OCCUPATIONAL HEALTH AND SAFETY PROGRAM FOR ANGLEC. 2.7 Confidentiality The Consultant acknowledges that any information concerning the analysis, findings and recommendations of which the Consultant, its agents or employees become aware during bidding on this RFP or providing any services under a resulting contract, shall be treated as confidential and will not be released to any other party without express written consent. The Consultant agrees to take such measures to protect such information, as it would reasonably be expected to take to protect its own confidential information. 5

6 2.8 Disclaimer The Anguilla Electricity Company Limited reserves the right to accept or reject all proposals, in whole or in part, received because of this request, and to negotiate in any manner necessary to best serve the interest of the project. Neither the lowest, nor any submission, shall necessarily be accepted and the decision of the selection committee is final. 6

7 3. TERMS OF REFERENCE (TOR) 3.1 Background The Anguilla Electricity Company is the sole supplier of electrical energy on the island of Anguilla. The company employs over ninety (90) Employees and Contractors engaging in administration, generation of electricity, transmission and distribution of electricity, material handling and storage along with vehicle maintenance and repairs. ANGLEC is committed to meeting the energy requirements of its customers, and is guided by safety, environmental awareness, reliability and economic feasibility. A Health and Safety Policy was recently developed to communicate to Staff and the public the importance of safety to the company. The Policy underscores the responsibility that the Company as an employer and seeks to create and promote a healthy and safe working environment for all its Employees and Contractors, as well as its Customers. It is upon this basis that the Company seeks the services of a Consultant to assist in the modification and review of its current plans and to develop a comprehensive Occupational Health and Safety Program. 3.2 Purpose The purpose of the Consultancy is to develop a comprehensive Occupational Health and Safety Program. 3.3 Conduct of Work The Consultant will work closely with the Health and Safety Officer to ensure that the Consultancy outputs are consistent with the overall plans of ANGLEC plans and that delivery is on time. 3.4 Scope of Work The Consultant is expected to meet the following terms of reference: Assess the current Health and Safety environment existing within ANGLEC, considering the workflow processes and site locations, and come up with recommendations; Conduct a holistic risk assessment of the Company, considering the various sites of doing business, work routines and procedures, and based on the above, formulate a plan for minimizing risks to company employees; Create Job Hazard Analysis (JHA) for approximately eighty (80) functions / tasks. These tasks will be in areas concerning motor vehicle repairs, transmission and distribution, power generation (and its ancillaries) and material storage and handling. The JHA shall be written in such a manner to allow for: The easy understanding of a new worker; Concise, precise and clear conveying of information; and Its easy fit in to the company s Safe Practices and Procedures section of the Occupational Health and Safety Program Develop a comprehensive Occupational Health and Safety Program (based on sectional listing in table 1) that will ensure that the Company complies with all its responsibilities as mandated by the relevant legislation (local, regional and international) and best practices; Develop Working Procedures and Standards that will enforce Company Health and Safe ty Rules; 7

8 3.4.6 Develop all necessary tools that will facilitate the smooth implementation of the Health and Safety Policy and Program; and Assist the Company to establish all health and safety governance structures in line wi th the Health and Safety Policy. 3.5 Deliverables The Consultant is expected to produce the following: An Inception Report within one week of commencement of the consultancy detailing how the TORs will be met within the agreed time, as well as ANGLEC resources required to carry out the consultancy; Reviewed and finalized Health and Safety Policy Statement; Reviewed and finalized company Health and Safety Rules; Comprehensive Disciplinary Code for Health and Safety rule violations; An assessment report which states the findings of the situational analysis and recommendations regarding safety; Completed Job Hazard Analysis for approximately eighty (80) functions/tasks. The format shall be as follows: The specific steps used to complete the job; The hazard or hazards involved in each step; The safety measures used to avoid the hazard in each step; and Risk Assessment Evaluation of risks present at each step. Clarify probability and severity Reviewed and completed Disaster, Emergency Response and Business Continuity Plan; Completed inspection policy document with specific inspection sheets; Comprehensive training and education program; Reviewed and finalized Incident Reporting Procedures and Investigations Program; Reviewed and finalized Joint Health and Safety Committee Charter; Workplace Hazardous Material Information Systems (WHMIS) Program; Injury and Illness Prevention and Protection Program; Violence Prevention Program; Reviewed and finalized Contractor Safety Program; Record and Statistic Program; Compiled workplace inspections checklists, forms, sheets, and registers and any other tools necessary for the implementation of the Health and Safety Policy; A final all-encompassing Occupational Health and Safety Program; and Close out meeting. 8

9 3.6 Outcomes and Performance Standards The Consultant will be expected to perform as follows: Table 1: SECTION SCOPE OF WORK DELIVERABLES HEALTH AND SAFETY POLICY STATEMENT HEALTH AND SAFETY RULES AND ENFORCEMENT SAFE PRACTICES AND PROCEDURES EMERGENCY PROCEDURES INSPECTIONS TRAINING AND EDUCATION Review and Provide Recommendations (Modify) on current Health and Safety Policy Statement. Scope. Responsibilities Review and Provide Recommendations (Modify) on current Company Health and Safety Rules. Create company Disciplinary Code for Health and Safety Violations. Assess the current Health and Safety environment existing within ANGLEC, considering the workflow processes and site locations, and come up with recommendations. Create Job Hazard Analysis (JHA) for approximately eighty (80) functions / tasks. These tasks will be in areas concerning motor vehicle repairs, transmission and distribution, power generation (and its ancillaries) and material storage and handling. Review and Provide Recommendations (Modify) on Disaster, Emergency Response and Business Continuity Plan. Develop Policy Document. Develop Training Matrix to cover all categories of workers. Provide an Inception Report detailing how the TORs will be met within the agreed time, as well as ANGLEC resources required to carry out the consultancy. Finalized Document. Ready for Approval. Finalized Document. Ready for Approval. Disciplinary Code for enforcement. Assessment report, stating the findings of the situational analysis and recommendations. The information should be outlined as follows: i. The specific steps used to complete the job; ii. The hazard or hazards involved in each step; iii. The safety measures used to avoid the hazard in each step; and iv. Risk Assessment Evaluation of risks present at each step. Clarify probability and severity. Reviewed and completed Disaster, Emergency Response and Business Continuity Plan. Policy document Checklist / Inspection Sheets (Industry specific). Comprehensive training and education program. DELIVERY TIME One week following contract signature October to November 2017 November to December

10 INCIDENT REPORTING PROCEDURES AND INVESTIGATIONS JOINT HEALTH AND SAFETY COMMITTEE WORKPLACE HAZARDOUS MATERIAL INFORMATION SYSTEMS (WHMIS) INJURY AND ILLNESS PREVENTION AND PROTECTION VIOLENCE PREVENTION CONTRACTOR SAFETY RECORDS AND STATISTICS FORMS AND CHECKLISTS Develop First Aid and Medical Care Program. Develop Fire Safety Training Program. This shall include but not be limited to General Fire Safety, Emergency Response Teamwork and Industrial Fire Fighting. *Should be taken from existing Disaster, Emergency Response and Business Continuity Plan* Formalize Safety Competence Program. Review and Provide Recommendations (Modify) on current Incident Reporting Procedure Review and Provide Recommendations (Modify) on current Joint Health and Safety Committee Charter. Develop Policy for the appropriate method for the collection of hazardous material information and record keeping (Material Safety Data Sheet / Safety Data Sheet collection). Develop comprehensive policy. Develop document which speaks to a violence free environment. *Violations of such shall be tied in to Health and Safety rules and enforcement* Review and Provide Recommendations (Modify) on Contractor Safety Program Develop recordkeeping policy and method for statistics tracking. Finalized Policy Document. Ready for Approval. Reviewed and finalized Joint Health and Safety Committee Charter. Workplace Hazardous Material Information Systems (WHMIS) Program; 1. Policy Document 2. Training Tool Injury and Illness Prevention and Protection Program Violence Prevention Program. Reviewed and finalized Contractor Safety Program. Record and Statistic Program. Compiled workplace inspection checklists, forms, sheets, and registers and any other tools necessary for the implementation of the Health and Safety Policy. Final draft of Occupational Health and Safety Program presentation and close out meeting. December to January

11 3.7 Competency and Expertise Requirements The Consultant must have a minimum of Post-Graduate Degree in Occupational Safety, Health and Environmental Management or any closely related field; The Consultant should have performed at least three (3) assignments i n the development of occupational health and safety programs and procedures governing health and safety in the workplace Previous experience of successfully carrying out similar work in the Caribbean and must be within the last five (5) years; The Consultant must demonstrate a good understanding of the ANGLEC business environment. 3.8 Response Requirements The Consultant is required to submit a detailed definition of the methodology and tools to be applied in addressing the scope of work and provide an indicative work plan The Consultant is also required to provide three (3) reference sites where similar work has been conducted The Consultant is further required to provide three (3) testimonial letters or evidence to demonstrate that good quality work was completed on the quoted reference sites above. The years in which the assignments were carried out should be clearly indicated and experience sites should be of work carried out within the past five (5) years. 3.9 Definition of Terms Consultant: means the person who has been proposed to perform the specific role in the scope of work (may be a company or individual); Experience: means proven and actual involvement of the Consultant on the specific project/assignment; Reference sites: means the contactable reference sites where the Consultant has completed similar work previously; Methodology: means the methods and tools that will be used to deliver the scope of work Logistics and Timing The urgency of implementing this project calls for a tight schedule as indicated below: Launching of RFP : August 2017 Final submission of Proposals : August 31, 2017 Selection of successful consultant : September 2017 Award of contract : September Remuneration Remuneration will be based on the completion of deliverables as set out below: i. Phase 1 25% - Upon Submission and approval of the Inception Report ii. Phase 2 25% - Upon Completion of Deliverable , 3.5.3, 3.5.4, 3.5.5, iii. Phase 3 25% - Upon Completion of Deliverable , 3.5.8, 3.5.9, , iv. Phase 4 25% - Upon Completion of Deliverable , , , , , , Evaluation Criteria The Consultancy will be awarded based on the following criteria: Average Consultant s experience in the field of the assignment (1yr to 4yrs = 5), (5yrs to 8yrs = 10), (9yrs and up =20) Qualifications and professional experience of key staff proposed for the assignment Understanding of the TOR and methodology to be adopted when conducting the 11

12 assignment Reference Sites and Testimonials Reasonableness of the duration of the assignment with consideration to 3.5 above 15 TOTAL: 100 Minimum score required to pass the technical evaluation is 75 Consultants that do not pass the technical criteria will not be considered further and their financial proposals will be left unopened. The evaluation of the overall proposals will be based on the following weights: 70% for the Technical and 30% for the Financial Proposals 3.13 Cost of preparing the Proposal The cost of preparing the Proposal and negotiating the contract, including visits to the client are not reimbursable as a direct cost of the assignment Conditions for Submissions An original and three (3) copies of the Technical and Financial Proposal in separate envelopes clearly marked Development of Health and Safety Program for ANGLEC should be delivered to: The Chief Executive Officer, The Anguilla Electricity Company Limited, P.O. Box 400, The Valley, AI-2640, Anguilla, BWI Proposals will be opened in the presence of bidders who wish to attend. Electronic submissions by will not be accepted and late bids will be rejected. All documents should be typed in Times New Roman font Authorized Signatory An authorized representative of the Consultant shall initial all pages of the Proposal. The representative authorization shall be confirmed by a written Power of Attorney / Justice of the Peace accompanying the Proposal Requests for Clarification Any request for clarification of the RFP shall be made, at least 15 days before the date fixed for submission of the Proposal and the response will be circulated to others Contacts All requests for clarifications should be directed to Shenique Clare, Health and Safety Officer at shenique.clare@anglec.com. 12

13 APPENDIX 1 TECHNICAL PROPOSAL SUBMISSION FORMS 13

14 A. TECHNICAL PROPOSAL SUBMISSION FORM Date: The Chief Executive Officer The Anguilla Electricity Company Limited P.O. Box 400 The Valley AI-2640 Anguilla, BWI Dear Sir, We, the undersigned, offer to provide the consulting services for the Development of the Occupational Health and Safety Program for ANGLEC in accordance with your Request for Proposal and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal and a Financial Proposal sealed under separate envelopes. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations. We understand you are not bound to accept any Proposal you receive. Sincerely, Authorized Signatory : (supported by Power of Attorney / Justice of the Peace) Name and Title of Signatory : Name of Bidder : Address : Date : 14

15 B. REFERENCES Relevant Services Carried Out in the Last Five Years That Best Illustrate Qualifications Using the format below, provide information on each Assignment. Assignment Name: Country: Location within Country: Professional Staff Provided: Name of Client: No of Staff: Address: Start Date(Month/Year): Completion Date(Month/Year): No of Staff Weeks; Duration of Assignment: Approx. Value of Services: Name of Associated Consultants, If Any: No of Weeks of Professional Staff Provided by Associated Consultants: Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions Performed: Narrative Description of Project: Description of Actual Services Provided by Your Staff: Bidder s Name: 15

16 C. COMMENTS AND SUGGESTIONS OF CONSULTANTS ON THE DESCRIPTION OF SERVICES AND TOR. On the Description of Services: On the TOR:

17 D. DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FOR PERFORMING THE ASSIGNMENT E. TEAM COMPOSITION AND TASK ASSIGNMENTS Name Relevant Experience (Years) Task / Function Position 17

18 F. TIME SCHEDULE FOR REPORTS/ACTIVITIES DELIVERY WEEKS (represent as a bar chart) SECTION / DELIVERABLE Inception Report Phase 1 - Overall Health and Safety Policy Statement Health and Safety Rules and Enforcement Safe Practices and Procedures Phase 2 - Overall Emergency Procedures Inspections Training and Education Incident Reporting Procedures and Investigations Joint Health and Safety Committee Phase 3 - Overall Workplace Hazardous Material Information Systems (WHMIS) Injury and Illness Protection Program Violence Prevention Contractor Safety Records and Statistics Forms and Checklists Final Draft and Close out meeting Phase 4 - Overall Signature: Position: Date: 18

19 APPENDIX 2 FINANCIAL PROPOSAL SUBMISSION FORMS 19

20 A. FINANCIAL PROPOSAL SUBMISSION FORM Date: The Chief Executive Officer The Anguilla Electricity Company Limited P.O. Box 400 The Valley AI-2640 Anguilla, BWI Dear Sir We, the undersigned, offer to provide the consulting services for the Development of the Occupational Health and Safety Program for ANGLEC in accordance with your Request for Proposal and our Proposal (Technical and Financial Proposals). Our attached Financial Proposal is for the sum of ($ ) This amount is final. Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of the Proposal. We understand you are not bound to accept any Proposal you receive. Sincerely, Authorized Signatory : (supported by Power of Attorney / Justice of the Peace) Name and Title of Signatory : Name of Bidder : Address : Date : 20

21 B. BREAK DOWN OF PRICE PER SECTION / DELIVERABLE SECTION / DELIVERABLE INDIVIDUAL COST PHASE COST Inception Report 1 Health and Safety Policy Statement Health and Safety Rules and Enforcement 2 Safe Practices and Procedures Emergency Procedures Inspections Training and Education Incident Reporting Procedures and Investigations Joint Health and Safety Committee Workplace Hazardous Material Information Systems (WHMIS) Injury and Illness Protection Program Violence Prevention Contractor Safety 3 4 Records and Statistics Forms and Checklists Final Draft and Close out meeting SUB-TOTAL USD C. TOTAL COST ITEM DETAILS COST SUB - TOTAL COST (from above) TOTAL AMOUNT FOR FINANCIAL PROPOSAL USD USD 21