BACKGROUND

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1 TERMS OF REFERENCE CONSULTANCY FOR A PROJECT ENGINEER PROJECT: GLOBAL SERVICES OFFSHORING PROMOTION PROGRAMME MINISTRY OF PLANNING AND DEVELOPMENT LOAN NO: 3112/OC-TT Bid No. MPD BACKGROUND On January 27, 2014 the Republic of Trinidad and Tobago, through the Ministry of Planning and Development (MPD) and the Inter-American Development Bank (IDB) entered into a contract for the Global Services Offshoring Promotion Programme (TT-L1038), to support the advancement of Trinidad and Tobago s positioning as a renowned location for global provision of Information Technology enabled services (ITeS). The programme is expected to increase exports and employment in the ITeS sector in Trinidad and Tobago, through sector-specific training and support services, investment promotion and branding and capacity building to improve the business climate and regulatory framework. A critical element of this programme is the establishment of the Global Services Internationalization (GSI) Essentially this aspect of the programme entails the remodelling and refurbishing of a building s interior and exterior to create a dynamic environment that nurtures innovation and creativity whilst providing the following services: Training and support targeting companies and entrepreneurs in the ITeS industry who are currently exporting and wish to expand or local companies who wish to compete internationally. Finishing Schools: short-term technical training based on the needs identified in the sector. Collaborative Physical and Technological Infrastructure to promote new ideas, business opportunities for investors, workspaces for students and local service providers. The design should foster networking whilst stimulating collaboration and research and development. A childcare facility and lactating room to facilitate the participation of women in the services offered by the GSI A Cafeteria Since the design of the Hub is fundamental to the success of this programme, a consultancy firm will be engaged to Design and Supervise the Outfitting of the Hub building located at No. 25 Ramsaran Street Chaguanas. Further the Ministry is seeking to engage the Services of a Project Engineer to provide the required technical expertise in planning and co-ordinating the designs and refurbishment works at the GSI 1

2 2. OBJECTIVES OF THE CONSULTANCY To provide technical advice and oversight to ensure that functional, engineering and other requirements are met in the Design and Refurbishment of the GSI Hub specifically in the following stages: Developing Requirements and Selecting a Design Consultant Reviewing Designs Reviewing Requirements and Selecting a Firm to Build-Out Designs; and Oversight and Management 3. SCOPE OF SERVICES, TASKS AND EXPECTED DELIVERABLES The main responsibilities of the Project Engineer will include but not be limited to the following activities: TASKS DELIVERABLE 1) Develop Requirements and Select a Design Consultant: ii. i. Understand the requirements: Review the Project Profile for the Global Services Promotion Programme, results matrix, examples of similar concepts and other project details to understand the objectives of the programme and how they translate into corresponding GSI Hub requirements. Visit the GSI Hub building to undertake an assessment and to determine particular facility requirements. Meet with project stakeholders to obtain clarification on project details and objectives. Defining requirements: Review the preliminary requirements and terms of reference and RFP developed for the selection of a Consultancy Firm to Design and Supervise the Outfitting of the GSI Hub and based on understanding and experience define: the client s requirements using the appropriate language including scope, building requirements, technical/design criteria in as much detail as possible to minimize risk and ensure that the design fully meets the needs and objectives of the project; Detailed Inception Report and Work plan for undertaking the required activities. The work plan must specify the deliverables/ outputs to be produced and the associated major activities to be undertaken. Report detailing requirements for the Design and Supervision of the Outfitting of the GSI 2

3 TASKS iii. safety and design standards, operating norms, insurance, statutory and other requirements; structure of the project team, performance criteria, reporting requirements and quality standards. Evaluation and Selection: as part of the Ministry s team review and evaluate proposals received, make recommendations for the selection of a suitable firm, and negotiate contract with the consultant for the design and supervision of the outfitting of the DELIVERABLE Report evaluating proposals received for the Design and Supervision of the Outfitting of the GSI Hub and the prices proposed. 2) Review Designs: review and evaluate design options presented by the design firm, advise on engineering, quality, safety and other standards and assist the client with the selection of a consultant to best meet the needs of the client in terms of scope, time, quality and cost. 3) Reviewing Requirements and Selecting a Firm for Refurbishment: Review documents prepared by the design firm and provide advice on the tender documents for hiring a Firm to build out the selected design, Bill of Quantities, technical specifications and terms of references and provide advice, highlight discrepancies and suggest improvements. As part of the Ministry s team review and evaluate bids received, make recommendations for the selection of a suitable firm, and negotiate contract with the firm to build-out the design of the Report evaluating design options, recommendations for selection and other considerations. Comments on the completeness and accuracy of the bill of quantities, tender documents prepared and recommendations. Evaluation report on the bids received for building out designs. 4) Oversight and Management: Assist the client in managing the process from the design/construction phase to the operation phase. Provide oversight over the refurbishment works to ensure functional and other requirements are met as well to ensure quality and cost control. On behalf of the Ministry ensure conformity with approved designs, co-ordinate modifications, verify payment entitlement and recommend payments when work is completed, Fortnightly progress reports highlighting planned versus actual performance; reasons for major variances and actions planned or taken to address these variances. Copies of reports or other documents that provide evidence of services delivered during the reporting period should be attached. Final hand over report and certificates. 3

4 TASKS DELIVERABLE manage deficiencies and record documentation; for contractors and suppliers engaged on the project providing all the necessary documentation that certifies that the quantity and quality provided are in accordance with the terms of the applicable contract. 4. DELIVERABLES AND REPORTING REQUIREMENTS The Project Engineer will report to the Project Manager, Global Services Promotion Programme and work in collaboration with the Project Team, technology consultants, other consultants, stakeholder agencies and the MPD in the execution of the abovementioned responsibilities and in ensuring that the design meets the project s needs and will be required to submit/deliver the following: DELIVERABLE TIME SCHEDULE PERCENTAGE PAYMENT Develop Requirements and Select a Design Consultant: 1) Detailed Inception Report and Work plan for undertaking the required activities. The work plan must specify the deliverables/ outputs to be produced and the associated major activities to be undertaken. 2) Final Request for Proposal detailing requirements for the Design and Supervision of the Outfitting of the GSI 3) Report evaluating proposals received for the Design and Supervision of the Outfitting of the GSI Hub and the prices proposed. Within 5 days of Contract Signing Within 10 days of submitting inception report Within 20 days of Deadline for submissions. 5 % 5 % 10% Review Designs 1) Report evaluating design options, recommendations for selection of a final design and other considerations. Within 5 days of receiving designs at each stage. 20% 4

5 DELIVERABLE TIME SCHEDULE PERCENTAGE PAYMENT Reviewing Requirements and Selecting a Firm for Refurbishment: 1) Comments on the completeness and accuracy of the bill of quantities, tender documents prepared and recommendations. 2) Evaluation report on the bids received for building out designs. Oversight and Management: 1) Fortnightly progress reports highlighting planned versus actual performance; reasons for major variances and actions planned or taken to address these variances. Copies of reports or other documents that provide evidence of services delivered during the reporting period should be attached. 2) Final hand over report and certificates. Within 10 days of receipt of documents. Within 15 days of deadline for submissions Every fortnight after commencement of works. Within 15 days of completion. 5% 5% Payments will be made based on percentage completion of construction in accordance with agreed targets as follows: 30% completion - 10% payment 60% completion - 10% payment 90% completion - 10% payment 20% The reports and deliverables shall be submitted to the Project Manager for comments and revision by the consultant before final acceptance. The reports will conform to a format approved by the Project Manager. Three hard copies and one soft copy (Word and PDF) of all reports shall be provided. Additionally, as requested by the Project Manager, the Project Engineer may be required to make presentations to the project team and other key stakeholders based on the deliverables. All payments will be made upon submission review and acceptance by the Client. 5. CHARACTERISTIC OF THE CONSULTANCY i) Type of Consultant: Individual ii) Expected start date and duration: Q for a period of one year iii) Work Location: Ministry of Planning and Development, the Consultant s principal office 5

6 iv) Qualification and Experience: The Project Engineer must have: A University Degree in Civil, Structural Engineering or other relevant degree and a minimum of ten (10) years relevant experience. The Project Engineer must be a member of a bona fide Professional Engineering Association. Knowledge, Skills And Abilities Required: The Consultant must have the following: Proven track record in planning, implementing, monitoring and supervising projects of a similar size and nature; Experience in reviewing designs for medium to large-scale refurbishment works; Working knowledge of statutory, safety and other requirements for projects of a similar nature; Proven experience in the preparation of tender documents, working with contractors and performance monitoring; Knowledge of procurement, negotiating and contracting processes and requirements in a similar environment; Experience in evaluating proposals; Ability to handle multiple priorities and schedules while meeting strict deadlines; Experience in working with an international development organization is an asset. 6. COORDINATION The Project Engineer will report to the Programme Manager or designate and meet with the project team as required. In executing the responsibilities of this engagement the Project Engineer will collaborate with the Project s Technical Advisor. The Staff of the Project Execution Unit will provide technical, administrative and support in coordinating activities as required. 6