RFP Traffic Counts Oct2013

Government of Guyana Ministry of Public Works
REQUEST FOR PROPOSALS
CONSULTING SERVICES
Collection of Traffic Data for the Determination of ADT and AADT
LO-1803/SF-GY: Transport Infrastructure Rehabilitation Programme (TIRP)
October, 2013
CONTENTS
Section 1. Letter of Invitation ............................................................................................... 1 Section 2. Instructions to Consultants ................................................................................... 3 Data Sheet ........................................................................................................................... 22 Section 3. Technical Proposal - Standard Forms ................................................................. 27 Section 4. Price Proposal - Standard Forms ........................................................................ 35 Section 5. Terms of Reference ............................................................................................ 40 Section 6. Standard Contract............................................................................................... 45 Section 7. Eligible Countries .............................................................................................. 54
Section 1. Letter of Invitation

Consultants Address Dear Ms. /Mr. RE: LO-1803/SF-GY: Transport Infrastructure Rehabilitation Programme (TIRP) Collection of Traffic Data for the Determination of ADT and AADT Request for Proposals 1) The Government of Guyana (hereinafter called Borrower) has received financing (hereinafter called funds) from the Inter-American Development Bank (IDB) (hereinafter called Bank) toward the cost for Transport Infrastructure Rehabilitation Programme (TIRP. The Borrower intends to apply a portion of the funds to eligible payments under the contract for which this Request for Proposals is issued. 2) The Ministry of Public Works & Communications now invites proposals to provide the following consulting services: Collection of Traffic Data for the Determination of ADT and AADT. More details on the services are provided in the Terms of Reference. 3) This Request for Proposal (RFP) has been addressed to the following shortlisted Consultants: a) b) c) d) e) f) SRKNgineering E & A Consultants Associates Design Construction Services Limited Caribbean Engineering and Management Consultants (CEMCO) Marcel Gaskin and Associates Inniss Engineering Services
It is not permissible to transfer this invitation to any other firm. 4) A firm will be selected under Fixed Budget Selection and procedures described in this RFP, in accordance with the policies of the Inter-American Development Bank(IDB) detailed in the Policies for the Selection and Contracting of Consultants financed by the Inter-American Development Bank, which can be found at the following website: http://www.iadb.org/procurement . 5) The RFP includes the following documents: a) b) c) d) Section 1 - Letter of Invitation Section 2 - Instructions to Consultants (including Data Sheet) Section 3 - Technical Proposal - Standard Forms Section 4 - Price Proposal - Standard Forms
Section 1 Letter of Invitation
e) Section 5 - Terms of Reference f) Section 6 - Standard Contract g) Section 7 Eligible Countries 6) Please inform us in writing at the following address Geoffrey Vaughn The Coordinator Works Services Group Ministry of Public Works Fort Street, Kingston Georgetown Guyana Tel: (592) 225 3252 or 226 0650 Ext 340 Fax: (592) 225 2689 E-mail: wsg@gol.net.gy upon receipt: a) that you received the Letter of Invitation; and b) whether you will submit a proposal alone or in association. Yours sincerely,
Geoffrey Vaughn Coordinator
Section 2. Instructions to Consultants

Definitions (a) Bank means the Inter-American Development Bank, Washington, D.C., U.S.A., or any other fund administered by the Bank. Client means the agency with which the selected Consultant signs the Contract for the Services. Consultant means any entity or person, including a Joint Venture, Consortium or Association (JVCA), that may provide or provides the Services to the Client under the Contract. Contract means the Contract signed by the Parties and all the attached documents listed in its Clause 1, which is the General Conditions (GC), the Special Conditions (SC), and the Appendices. Data Sheet means such part of the Instructions to Consultants used to reflect specific country and assignment conditions. Day means calendar day. Government means the government of the Clients country. Instructions to Consultants (Section 2 of the RFP) means the document which provides shortlisted Consultants with all information needed to prepare their Proposals. LOI (Section 1 of the RFP) means the Letter of Invitation being sent by the Client to the shortlisted Consultants. Personnel means professionals and support staff provided by the Consultant or by any Sub-Consultant and assigned to perform the Services or any part thereof; Foreign Personnel means such professionals and support staff who at the time of being so provided had their domicile outside the Governments country; Local Personnel means such professionals and support staff who at the time of being so provided had their domicile inside the Governments country. Proposal means the Technical Proposal and the Price Proposal. RFP means the Request For Proposal to be prepared by the Client for the selection of Consultants, based on the SRFP.
(b) (c)
(d)
(e) (f) (g) (h)
(i) (j)
(k) (l)
(m) SRFP means the Standard Request for Proposals, which must
be used by the Client as a guide for the preparation of the RFP. (n) (o) (p) Services means the work to be performed by the Consultant pursuant to the Contract. Sub-Consultant means any person or entity with whom the Consultant subcontracts any part of the Services. Terms of Reference (TOR) means the document included in the RFP as Section 5 which explains the objectives, scope of work, activities, tasks to be performed, respective responsibilities of the Client and the Consultant, and expected results and deliverables of the assignment. The Client named in the Data Sheet will select a consulting firm/organization (the Consultant) from those listed in the Letter of Invitation, in accordance with the method of selection specified in the Data Sheet. The shortlisted Consultants are invited to submit a Technical Proposal and a Price Proposal, or a Technical Proposal only, as specified in the Data Sheet, for consulting services required for the assignment named in the Data Sheet. The Proposal will be the basis for contract negotiations and ultimately for a signed Contract with the selected Consultant. Consultants should familiarize themselves with local conditions and take them into account in preparing their Proposals. To obtain first-hand information on the assignment and local conditions, Consultants are encouraged to visit the Client before submitting a proposal and to attend a preproposal conference if one is specified in the Data Sheet. Attending the pre-proposal conference is optional. Consultants should contact the Clients representative named in the Data Sheet to arrange for their visit or to obtain additional information on the pre-proposal conference. Consultants should ensure that these officials are advised of the visit in adequate time to allow them to make appropriate arrangements. The Client will timely provide at no cost to the Consultants the inputs and facilities specified in the Data Sheet, assist the firm in obtaining licenses and permits needed to carry out the services, and make available relevant project data and reports. Consultants shall bear all costs associated with the preparation and submission of their proposals and contract negotiation. The Client is not bound to accept any proposal, and reserves
1. Introduction
1.1
1.2
1.3
1.4
1.5
the right to annul the selection process at any time prior to Contract award, without thereby incurring any liability to the Consultants. Conflict of Interest 1.6 Bank policy requires that Consultants provide professional, objective, and impartial advice and at all times hold the Clients interests paramount, strictly avoid conflicts with other assignments or their own corporate interests and act without any consideration for future work. 1.6.1 Without limitation on the generality of the foregoing, Consultants, and any of their affiliates, shall be considered to have a conflict of interest and shall not be recruited, under any of the circumstances set forth below: Conflicting activities (i) A firm that has been engaged by the Client to provide goods, works or services other than consulting services for a project, and any of its affiliates, shall be disqualified from providing consulting services related to those goods, works or services. Conversely, a firm hired to provide consulting services for the preparation or implementation of a project, and any of its affiliates, shall be disqualified from subsequently providing goods or works or services other than consulting services resulting from or directly related to the firms consulting services for such preparation or implementation. For the purpose of this paragraph, services other than consulting services are defined as those leading to a measurable physical output, for example surveys, exploratory drilling, aerial photography, and satellite imagery. A Consultant (including its Personnel and SubConsultants) or any of its affiliates shall not be hired for any assignment that, by its nature, may be in conflict with another assignment of the Consultant to be executed for the same or for another Client. For example, a Consultant hired to prepare engineering design for an infrastructure project shall not be engaged to prepare an independent environmental assessment for the same project, and a Consultant assisting a Client in the
Conflicting assignments
(ii)
privatization of public assets shall not purchase, nor advise purchasers of, such assets. Similarly, a Consultant hired to prepare Terms of Reference for an assignment should not be hired for the assignment in question. Conflicting relationships (iii) A Consultant (including its Personnel and SubConsultants) that has a business or family relationship with a member of the Clients staff who is directly or indirectly involved in any part of (i) the preparation of the Terms of Reference of the assignment, (ii) the selection process for such assignment, or (iii) supervision of the Contract, may not be awarded a Contract, unless the conflict stemming from this relationship has been resolved in a manner acceptable to the Bank throughout the selection process and the execution of the Contract.
1.6.2 Consultants have an obligation to disclose any situation of actual or potential conflict that impacts their capacity to serve the best interest of their Client, or that may reasonably be perceived as having this effect. Failure to disclose said situations may lead to the disqualification of the Consultant or the termination of its Contract. 1.6.3 No agency or current employees of the Client shall work as Consultants under their own ministries, departments or agencies. Recruiting former government employees of the Client to work for their former ministries, departments or agencies is acceptable provided no conflict of interest exists. When the Consultant nominates any government employee as Personnel in their technical proposal, such Personnel must have written certification from their government or employer confirming that they are on leave without pay from their official position and allowed to work full-time outside of their previous official position. Such certification shall be provided to the Client by the Consultant as part of his technical proposal. Unfair Advantage 1.6.4 If a shortlisted Consultant could derive a competitive advantage from having provided consulting services related to the assignment in question, the Client shall
make available to all shortlisted Consultants together with this RFP all information that would in that respect give such Consultant any competitive advantage over competing Consultants. Fraud and Corruption 1.7 The Bank requires that all borrowers (including grant beneficiaries), the executing agencies and contracting agencies, as well as all firms, entities and individuals bidding for or participating in a Bank-financed project, including, inter alia, applicants, bidders, contractors, consulting firms and individual consultants (including their respective officers, employees and agents) adhere to the highest ethical standards, and report to the Bank all suspected acts of fraud or corruption of which it has knowledge or becomes aware, during the Selection Process and throughout the negotiation or execution of a Contract. Fraud and corruption are prohibited. Fraud and corruption include acts of: (a) corrupt practice, (b) fraudulent practice, (c) coercive practice and (d) collusive practice. The definitions of actions set forth below cover the most common types of f r a u d a n d c o r r u p t i o n , but are not exhaustive. For this reason, the Bank shall also take action in the event of any similar deed or complaint involving alleged acts of fraud and corruption, even when these are not specified in the following list. The Bank shall in all cases proceed in accordance with the established procedure referred to in Clause 1.7 (c): (a) The Bank defines, for the purposes of this provision, the terms set forth below: (i) A corrupt practice is the offering, giving, receiving, or soliciting, directly or indirectly, anything of value to influence improperly the actions of another party; A fraudulent practice is any act or omission, including a misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, a party to obtain a financial or other benefit or to avoid an obligation; A coercive practice is impairing or harming, or threatening to impair or harm, directly or indirectly, any party or the property of the party to improperly influence the actions of a party; and
(ii)
(iii)
(iv)
A collusive practice is an arrangement between two or more parties designed to achieve an improper purpose, including influencing improperly the actions of another party.
(b) If the Bank, in accordance with its administrative procedures, demonstrates that any firm, entity or individual bidding for or participating in a Bank-financed project including, inter alia, applicants, bidders, contractors, consultants, borrowers (including grant beneficiaries), purchasers, executing agencies and contracting agencies (including their respective officers, employees and agents) engaged in an act of fraud or corruption, the Bank may: (i) decide not to finance any proposal to award a contract or a contract awarded for consultant services financed by the Bank; suspend disbursement of the operation if it is determined at any stage that evidence is sufficient to support a finding that an employee, agent or representative of the Borrower, Executing Agency or Contracting Agency has engaged in an act of fraud or corruption; cancel and/or accelerate repayment of, the portion of a loan or grant earmarked for a contract, when there is evidence that the representative of the Borrower, or Beneficiary of a grant, has not taken the adequate remedial measures within a time period which the Bank considers reasonable, and in accordance with the due process guarantees of the borrowing countrys legislation; issue a reprimand in the form of a formal letter of censure of the firm, entity or individuals behavior; issue a declaration that an individual, entity or firm is ineligible, either permanently or for a stated period of time, to be awarded or participate in contracts under Bank-financed projects except under such conditions as the Bank deems to be appropriate; refer the matter to appropriate law enforcement
(ii)
(iii)
(iv) (v)
(vi)
authorities; and/or (vii) impose other sanctions that it deems to be appropriate under the circumstances, including the imposition of fines representing reimbursement of the Bank for costs associated with investigations and proceedings. Such other sanctions may be imposed in addition to or in lieu of other sanctions.
(c) The Bank has established administrative procedures for cases of allegations of fraud and corruption within the procurement process or the execution of a contract financed by the Bank which are available at the Banks website (www.iadb.org), as updated from time to time. To that effect any complaint shall be submitted to the Banks Office of Institutional Integrity (OII) for the appropriated investigation. Allegations may be presented confidentially or anonymously. (d) Payments are expressly conditional upon the claimants participation in the procurement process conformed with all applicable Bank policies on Fraud and Corruption described in this Clause 1.7. (e) The imposition of any action to be taken by the Bank pursuant to the provisions referred to paragraph (b) of this Clause may be public or private, in accordance with the policies of the Bank.
1.8
The Bank will have the right to require that, in contracts financed with a Bank loan, a provision be included requiring Consultants to permit the Bank to inspect their accounts and records and any other documents relating to the submission of proposals and contract performance and to have them audited by auditors appointed by the Bank. The Bank will have the right to require that, in contracts financed with a Bank loan, a provision be included requiring Consultants to: (i) maintain all documents and records related to the Bank-financed project for three (3) years after completion of the work contemplated in the relevant contract; and (ii) deliver any document necessary for the investigation of allegations of fraud or corruption and make available to the Bank the employees or agents of the consultant with knowledge of the Bank-financed project to respond to questions from Bank personnel or any properly designated investigator, agent,
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auditor or consultant relating to the review or audit of the documents. If the Consultants fails to comply with the Banks request, or otherwise obstruct the Banks review of the matter, the Bank, in its sole discretion, may take appropriate action against the Consultant. 1.9 Consultants shall represent and warrant: (i) that they have read and understood the Banks prohibition against fraud and corruption and agrees to abide by the applicable rules; that they have not engaged in any violation of policies on fraud and corruption described herein; that they have not misrepresented or concealed any material facts during the procurement or contract negotiation processes or performance of the contract; that neither they nor any of their directors, officers or principal shareholders have been declared ineligible to be awarded Bankfinanced contracts or have been convicted of a crime involving fraud or corruption; that none of their directors, officers or principal shareholders has been a director, officer or principal shareholder of any other company or entity that has been declared ineligible to be awarded a Bank-financed contract or has been convicted of a crime involving fraud or corruption; that all commissions, agents fees, facilitating payments or revenue-sharing agreements related to the Bank-financed contract or consulting agreement have been disclosed; that they acknowledge that the breach of any of these warranties constitute a basis for the imposition of any or a combination of the measures described in Clause 1.7 (b).
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
Eligibility of Consultants and Origin of Goods and Services
1.10
The Consulting Services may be provided by Consultants with the nationality of a Banks member country. Consultants from other countries shall be disqualified from participating in contracts intended to be financed in whole or in part from Bank loans. In the case of goods to be supplied under the Contract for Consulting Services, the goods shall have as their
11
country of origin a member country of the Bank. Section 7 of this document establishes the Banks member countries, as well as the criteria to determine the nationality of the Consultants and the country of origin of goods and services. The Consultants with the nationality of a Banks member country and the goods to be supplied under the Contract for Consulting Services are not eligible if: (i) as a matter of law or official regulation, the Borrowers country prohibits commercial relations with that country; by an act of compliance with a decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations, the Borrowers Country prohibits any imports of goods from that country or any payments to persons or entities in that country the Consultants are declared ineligible by the Bank in accordance with subparagraph (b)(v) of paragraph 1.7 to be awarded a Bank-financed contract during the period of time determined by the Bank.
(ii)
(iii)
Only one Proposal
1.11
Shortlisted Consultants may only submit one proposal. If a Consultant submits or participates in more than one proposal, such proposals shall be disqualified. However, this does not limit the participation of the same Sub-Consultant, including individual experts, to more than one proposal. The Data Sheet indicates how long Consultants Proposals must remain valid after the submission date. During this period, Consultants shall maintain the availability of Professional staff nominated in the Proposal. The Client will make its best effort to complete negotiations within this period. Should the need arise, however, the Client may request Consultants to extend the validity period of their proposals. Consultants who agree to such extension shall confirm that they maintain the availability of the Professional staff nominated in the Proposal, or in their confirmation of extension of validity of the Proposal, Consultants could submit new staff in replacement, who would be considered in the final evaluation for contract award. Consultants who do not agree have the right to refuse to extend the validity of their Proposals. In case a shortlisted Consultant intends to associate with
Proposal Validity
1.12
Eligibility of
1.13
12
Sub-Consultants
Consultants who have not been shortlisted and/or individual expert(s), such other Consultants and/or individual expert(s) shall be subject to the eligibility criteria set forth under para. 1.10. 2.1 Consultants may request a clarification of any of the RFP documents up to the number of days indicated in the Data Sheet before the proposal submission date. Any request for clarification must be sent in writing, or by standard electronic means to the Clients address indicated in the Data Sheet. The Client will respond in writing, or by standard electronic means and will send written copies of the response (including an explanation of the query but without identifying the source of inquiry) to all Consultants. Should the Client deem it necessary to amend the RFP as a result of a clarification, it shall do so following the procedure under para. 2.2. At any time before the submission of Proposals, the Client may amend the RFP by issuing an addendum in writing or by standard electronic means. The addendum shall be sent to all Consultants and will be binding on them. Consultants shall acknowledge receipt of all amendments. To give Consultants reasonable time in which to take an amendment into account in their Proposals the Client may, if the amendment is substantial, extend the deadline for the submission of Proposals. The Proposal (see para. 1.2), as well as all related correspondence exchanged by the Consultants and the Client, shall be written in the language (s) specified in the Data Sheet. In preparing their Proposal, Consultants are expected to examine in detail the documents comprising the RFP. Material deficiencies in providing the information requested may result in rejection of a Proposal. While preparing the Technical Proposal, Consultants must give particular attention to the following: (a) If a shortlisted Consultant considers that it may enhance its expertise for the assignment by associating with other Consultants in a JVCA or sub-consultancy, it may associate with either (a) non-shortlisted Consultant(s), or (b) shortlisted Consultants if so indicated in the Data Sheet. A shortlisted Consultant must first obtain the approval of the Client if it wishes
2. Clarification and Amendment of RFP Documents
2.2
3. Preparation of Proposals
3.1
3.2
3.3
13
to enter into a JVCA with non-shortlisted or shortlisted Consultant(s). In case of JVCA with nonshortlisted Consultant(s), the shortlisted Consultant shall act as JVCA leader. In case of a JVCA, all partners shall be jointly and severally liable and shall indicate who will act as the leader of the JVCA. (b) The estimated number of Professional staff-months or the budget for executing the assignment shall be shown in the Data Sheet, but not both. However, the Proposal shall be based on the number of Professional staff-months or budget estimated by the Consultants. For fixed-budget-based assignments, the available budget is given in the Data Sheet, and the Price Proposal shall not exceed this budget, while the estimated number of Professional staff-months shall not be disclosed. (c) Alternative professional staff shall not be proposed, and only one curriculum vitae (CV) may be submitted for each position. Documents to be issued by the Consultants as part of this assignment must be in the language specified in the Reference Paragraph 3.1 of the Data Sheet. It is desirable that the firms Personnel have a working knowledge of the Clients national language.
Language
(d)
Technical Proposal Format and Content
3.4
Depending on the nature of the assignment, Consultants are required to submit a Full Technical Proposal (FTP), or a Simplified Technical Proposal (STP). The Data Sheet indicates the format of the Technical Proposal to be submitted. Submission of the wrong type of Technical Proposal will result in the Proposal being deemed nonresponsive. The Technical Proposal shall provide the information indicated in the following paragraphs from (a) to (g) using the attached Standard Forms (Section 3). Paragraph (c) (ii) indicates the recommended number of pages for the description of the approach, methodology and work plan of the STP. A page is considered to be one printed side of A4 or letter size paper. (a) (i) For the FTP only: a brief description of the Consultants organization and an outline of recent experience of the Consultants and, in the case of JVCA, for each partner, on assignments of a
14
similar nature is required in Form TECH-2 of Section 3. For each assignment, the outline should indicate the names of Sub-Consultants/ Professional staff who participated, duration of the assignment, contract amount, and Consultants involvement. Information should be provided only for those assignments for which the Consultant was legally contracted by the Client as a corporation or as one of the major firms within a JVCA. Assignments completed by individual Professional staff working privately or through other consulting firms cannot be claimed as the experience of the Consultant, or that of the Consultants associates, but can be claimed by the Professional staff themselves in their CVs. Consultants should be prepared to substantiate the claimed experience if so requested by the Client. (ii) (b) (i) For the STP the above information is not required and Form TECH-2 of Section 3 shall not be used. For the FTP only: comments and suggestions on the Terms of Reference including workable suggestions that could improve the quality/ effectiveness of the assignment; and on requirements for counterpart staff and facilities including: administrative support, office space, local transportation, equipment, data, etc. to be provided by the Client (Form TECH-3 of Section 3). For the STP Form TECH-3 of Section 3 shall not be used; the above comments and suggestions, if any, should be incorporated into the description of the approach and methodology (refer to following sub-para. 3.4 (c) (ii)). For the FTP, and STP: a description of the approach, methodology and work plan for performing the assignment covering the following subjects: technical approach and methodology, work plan, and organization and staffing schedule. Guidance on the content of this section of the Technical Proposals is provided under Form TECH-4 of Section 3. The work plan should be consistent with the Work Schedule (Form TECH-8 of Section 3) which will show in the form of a bar
(ii)
(c)
(i)
15
chart the timing proposed for each activity. (ii) For the STP only: the description of the approach, methodology and work plan should normally consist of 10 pages, including charts, diagrams, and comments and suggestions, if any, on Terms of Reference and counterpart staff and facilities.
(d)
The list of the proposed Professional staff team by area of expertise, the position that would be assigned to each staff team member, and their tasks (Form TECH-5 of Section 3). Estimates of the staff input (staff-months of foreign and local professionals) needed to carry out the assignment (Form TECH-7 of Section 3). The staffmonths input should be indicated separately for home office and field activities, and for foreign and local Professional staff. CVs of the Professional staff signed by the staff themselves or by the authorized representative of the Professional Staff (Form TECH-6 of Section 3). For the FTP only: a detailed description of the proposed methodology and staffing for training, if the Data Sheet specifies training as a specific component of the assignment.
(e)
(f)
(g)
3.5
The Technical Proposal shall not include any price information. A Technical Proposal containing price information may be declared non responsive. The Price Proposal shall be prepared using the attached Standard Forms (Section 4). It shall list all costs associated with the assignment, including (a) remuneration for staff (foreign and local, in the field and at the Consultants home office), and (b) reimbursable expenses indicated in the Data Sheet. If appropriate, these costs should be broken down by activity and, if appropriate, into foreign and local expenditures. All activities and items described in the Technical Proposal must be priced separately; activities and items described in the Technical Proposal but not priced, shall be assumed to be included in the prices of other activities or items. The Consultant may be subject to local taxes (such as: value added or sales tax, social charges or income taxes on non
Price Proposals
3.6
Taxes
3.7
16
resident Foreign Personnel, duties, fees, levies) on amounts payable by the Client under the Contract. The Client will state in the Data Sheet if the Consultant is subject to payment of any local taxes. Any such taxes amounts shall not be included in the Price Proposal as they will not be evaluated, but they will be discussed at contract negotiations, and applicable amounts will be included in the Contract. 3.8 Consultants may express the price of their services in a maximum of three freely convertible currencies, singly or in combination. The Client may require Consultants to state the portion of their price representing local cost in the currency of the Clients Country if so indicated in the Data Sheet. Commissions and gratuities, if any, paid or to be paid by Consultants and related to the assignment will be listed in the Price Proposal Form PR-1 of Section 4. The original proposal (Technical Proposal and, if required, Price Proposal; see para. 1.2) shall contain no interlineations or overwriting, except as necessary to correct errors made by the Consultants themselves. The person who signed the proposal must initial such corrections. Submission letters for both Technical and Price Proposals should respectively be in the format of TECH-1 of Section 3, and PR-1 of Section 4. An authorized representative of the Consultants shall initial all pages of the original Technical and Price Proposals. The authorization shall be in the form of a written power of attorney accompanying the Proposal or in any other form demonstrating that the representative has been dully authorized to sign. The signed Technical and Price Proposals shall be marked ORIGINAL. The Technical Proposal shall be marked ORIGINAL or COPY as appropriate. The Technical Proposals shall be sent to the addresses referred to in para. 4.5 and in the number of copies indicated in the Data Sheet. All required copies of the Technical Proposal are to be made from the original. If there are discrepancies between the original and the copies of the Technical Proposal, the original governs. The original and all copies of the Technical Proposal shall be placed in a sealed envelope clearly marked TECHNICAL PROPOSAL Similarly, the original Price Proposal (if required under the selection method indicated in the Data Sheet) shall be placed in a sealed envelope clearly marked PRICE
3.9
4. Submission, Receipt, and Opening of Proposals
4.1
4.2
4.3
4.4
17
PROPOSAL followed by the Loan/TC number and the name of the assignment, and with a warning DO NOT OPEN WITH THE TECHNICAL PROPOSAL. The envelopes containing the Technical and Price Proposals shall be placed into an outer envelope and sealed. This outer envelope shall bear the submission address, reference number and title of the Loan, and be clearly marked DO NOT OPEN, EXCEPT IN PRESENCE OF THE OFFICIAL APPOINTED, BEFORE [insert the time and date of the submission deadline indicated in the Data Sheet]. The Client shall not be responsible for misplacement, losing or premature opening if the outer envelope is not sealed and/or marked as stipulated. This circumstance may be case for Proposal rejection. If the Price Proposal is not submitted in a separate sealed envelope duly marked as indicated above, this will constitute grounds for declaring the Proposal nonresponsive. 4.5 The Proposals must be sent to the address/addresses indicated in the Data Sheet and received by the Client no later than the time and the date indicated in the Data Sheet, or any extension to this date in accordance with para. 2.2. Any proposal received by the Client after the deadline for submission shall be returned unopened. The Client shall open the Technical Proposals in the presence of the Evaluation Committee immediately after the deadline for their submission. The envelopes with the Price Proposal shall remain sealed and securely stored. From the time the Proposals are opened to the time the Contract is awarded, the Consultants should not contact the Client on any matter related to its Technical and/or Price Proposal. Any effort by Consultants to influence the Client in the examination, evaluation, ranking of Proposals, and recommendation for award of Contract may result in the rejection of the Consultants Proposal. Evaluators of Technical Proposals shall have no access to the Price Proposals until the technical evaluation is concluded and the Bank issues its no objection. Evaluation of Technical Proposals 5.2 The evaluation committee shall evaluate the Technical Proposals on the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria, subcriteria, and point system specified in the Data Sheet. Each responsive Proposal will be given a technical score (St). A Proposal shall be rejected at this stage if it does not respond to important
4.6
5. Proposal Evaluation
5.1
18
aspects of the RFP, and particularly the Terms of Reference or if it fails to achieve the minimum technical score indicated in the Data Sheet. Price Proposals for QBS 5.3 Following the ranking of technical Proposals, when selection is based on quality only (QBS), the first ranked Consultant is invited to negotiate its proposal and the Contract in accordance with the instructions given under para. 6 of these Instructions. After the technical evaluation is completed and the Bank has issued its no objection (if applicable), the Client shall inform the Consultants who have submitted proposals the technical scores obtained by their Technical Proposals, and shall notify those Consultants whose Proposals did not meet the minimum qualifying mark or were considered non responsive to the RFP and TOR, that their Price Proposals will be returned unopened after completing the selection process. The Client shall simultaneously notify in writing Consultants that have secured the minimum qualifying mark, the date, time and location for opening the Price Proposals. The opening date should allow Consultants sufficient time to make arrangements for attending the opening. Consultants attendance at the opening of Price Proposals is optional. Price Proposals shall be opened publicly in the presence of the Consultants representatives who choose to attend. The name of the Consultants, and the technical scores of the Consultants shall be read aloud. The Price Proposal of the Consultants who met the minimum qualifying mark will then be inspected to confirm that they have remained sealed and unopened. These Price Proposals shall be then opened, and the total prices read aloud and recorded. Copy of the record shall be sent to all Consultants and the Bank. The Evaluation Committee will correct any arithmetical errors. When correcting arithmetical errors, in case of discrepancy between a partial amount and the total amount, or between word and figures the formers will prevail. In addition to the above corrections, as indicated under para. 3.6, activities and items described in the Technical Proposal but not priced, shall be assumed to be included in the prices of other activities or items. In case an activity or line item is quantified in the Price Proposal differently from the Technical Proposal, (i) if the Time-Based form of contract has been included in the RFP, the Evaluation Committee shall correct the quantification indicated in the Price Proposal so as to make it consistent with
Public Opening and Evaluation of Price Proposals (only for QCBS, FBS, and LCS)
5.4
5.5
5.6
19
that indicated in the Technical Proposal, apply the relevant unit price included in the Price Proposal to the corrected quantity and correct the total Proposal cost, (ii) if the LumpSum form of contract has been included in the RFP, no corrections are applied to the Price Proposal in this respect. Prices shall be converted to a single currency using the selling rates of exchange, source and date indicated in the Data Sheet. 5.7 In case of QCBS, the lowest evaluated Price Proposal (Pm) will be given the maximum price score (Sp) of 100 points. The price scores (Sp) of the other Price Proposals will be computed as indicated in the Data Sheet. Proposals will be ranked according to their combined technical (St) and price (Sp) scores using the weights (T = the weight given to the Technical Proposal; P = the weight given to the Price Proposal; T + P = 1) indicated in the Data Sheet: Scomb = St x T + Sp x P. The firm achieving the highest combined technical and price score will be invited for negotiations. In the case of Fixed-Budget Selection, the Client will select the firm that submitted the highest ranked Technical Proposal within the budget. Proposals that exceed the indicated budget will be rejected. In the case of the Least-Cost Selection, the Client will select the lowest proposal among those that passed the minimum technical score. In both cases the evaluated proposal price according to para. 5.6 shall be considered, and the selected firm is invited for negotiations. Negotiations will be held at the date and address indicated in the Data Sheet. The invited Consultant will, as a pre-requisite for attendance at the negotiations, confirm availability of all Professional staff. Failure in satisfying such requirements may result in the Client proceeding to negotiate with the nextranked Consultant. Representatives conducting negotiations on behalf of the Consultant must have written authority to negotiate and conclude a Contract. Negotiations will include a discussion of the Technical Proposal, the proposed technical approach and methodology, work plan, and organization and staffing, and any suggestions made by the Consultant to improve the Terms of Reference. The Client and the Consultants will finalize the Terms of Reference, staffing schedule, work schedule, logistics, and reporting. These documents will then be incorporated in the Contract as Description of Services. Special attention will be paid to clearly defining the inputs and facilities required from the Client to ensure satisfactory implementation of the
5.8
6. Negotiations
6.1
Technical negotiations
6.2
20
assignment. The Client shall prepare minutes of negotiations which will be signed by the Client and the Consultant. Price negotiations 6.3 If applicable, it is the responsibility of the Consultant, before starting price negotiations, to contact the local tax authorities to determine the local tax amount to be paid by the Consultant under the Contract. The price negotiations will include a clarification (if any) of the firms tax liability in the Clients country, and the manner in which it will be reflected in the Contract; and will reflect the agreed technical modifications in the cost of the services. In the cases of QCBS, Fixed-Budget Selection, and the Least-Cost Selection methods, unless there are exceptional reasons, the price negotiations will involve neither the remuneration rates for staff nor other proposed unit rates. For other methods, Consultants will provide the Client with the information on remuneration rates described in the Appendix attached to Section 4 - Price Proposal - Standard Forms of this RFP. Having selected the Consultant on the basis of, among other things, an evaluation of proposed Professional staff, the Client expects to negotiate a Contract on the basis of the Professional staff named in the Proposal. Before contract negotiations, the Client will require assurances that the Professional staff will be actually available. The Client will not consider substitutions during contract negotiations unless both parties agree that undue delay in the selection process makes such substitution unavoidable or for reasons such as death or medical incapacity. If this is not the case and if it is established that Professional staff were offered in the proposal without confirming their availability, the Consultant may be disqualified. Any proposed substitute shall have equivalent or better qualifications and experience than the original candidate and be submitted by the Consultant within the period of time specified in the letter of invitation to negotiate. Negotiations will conclude with a review of the draft Contract. To complete negotiations the Client and the Consultant will initial the agreed Contract. If negotiations fail, the Client will invite the Consultant whose Proposal received the second highest score to negotiate a Contract. After completing negotiations the Client shall award the Contract to the selected Consultant, publish in UNDB on line, in the Banks Internet website and, when appropriate, in the Client countrys sole official Internet website, and promptly notify all Consultants who have submitted proposals. After
Availability of Professional staff/experts
6.4
Conclusion of the negotiations
6.5
7. Award of Contract
7.1
21
Contract signature, the Client shall return the unopened Price Proposals to the unsuccessful Consultants. 7.2 8. Confidentiality 8.1 The Consultant is expected to commence the assignment on the date and at the location specified in the Data Sheet. Information relating to evaluation of Proposals and recommendations concerning awards shall not be disclosed to the Consultants who submitted the Proposals or to other persons not officially concerned with the process, until the publication of the award of Contract. The undue use by any Consultant of confidential information related to the process may result in the rejection of its Proposal and may be subject to the provisions of the Banks antifraud and corruption policy.
22
Instructions to Consultants
DATA SHEET Paragraph Reference 1.1 Name of the Client: Ministry of Public Works Co-operative Republic of Guyana Method of selection: Selection under Fixed Budget Selection (FBS) 1.2 Price Proposal to be submitted together with Technical Proposal: YES Name of the assignment is: Collection of Traffic Data for the Determination of ADT and AADT 1.3 A pre-proposal conference will be held: NO The Clients representative is: Mr. Geoffrey Vaughn, Coordinator , Works Services Group, Ministry of Public Works, Fort Street, Kingston Facsimile: 592-225-2689; E-mail: wsg@gol.net.gy 1.4 The Client will provide the following inputs and facilities: a) available relevant reports, b) two (2) Automatic Traffic Counters 1.6.1 (a) 1.12 The Client envisages the need for continuity for downstream work: No Proposals must remain valid 90 days after the submission date.
Section 2 Instructions to Consultants Data Sheet
23
2.1
Clarifications may be requested NOT later than 10 days before the submission date. The address for requesting clarifications is: Mr. Geoffrey Vaughn, Coordinator , Works Services Group, Ministry of Public Works, Fort Street, Kingston Facsimile: 592-225-2689; E-mail: wsg@gol.net.gy
3.1 3.3 (a) 3.3 (b) 3.4 3.4 (g) 3.6 3.7
Proposals shall be submitted in the following language: English Shortlisted Consultants may associate with other shortlisted Consultants: Yes The Price Proposal shall not exceed the available budget of: Six Million Guyana Dollars (GY$6,000,000) The format of the Technical Proposal to be submitted is: Simplified Technical Proposal (STP) Training is a specific component of this assignment: No Not Applicable Amounts payable by the Client to the Consultant under the contract to be subject to local taxation: Yes. YES for local Consultants
3.8
Consultant to state local cost in the Clients country currency: Yes The whole of the Consultants Price is to be stated in Guyana Dollars (GY$) Consultant must submit the original and three (3) copies of the Technical Proposal, and the original and two (2) copies of the Price Proposal.
4.3
24
4.5
The Proposal submission address is: The Chairman, National Procurement and Tender Administration Board, Ministry of Finance, Main & Urquhart Streets, Kingston, Georgetown Proposals must be submitted no later than the following date and time: 09:00 hrs. on Tuesday, November 5th, 2013.
5.2 (b)
Criteria, sub criteria, and point system for the evaluation of Simplified Technical Proposals are:
Points
(i)
Adequacy of the proposed technical approach, methodology and work plan in responding to the Terms of Reference:
20
(ii) Key professional staff qualifications and competence for the assignment: Team Leader Data Analyst Total points for criterion (ii): 50 30 80
The number of points to be assigned to each of the above positions or disciplines shall be determined considering the following three sub criteria and relevant percentage weights: 1) General qualifications 2) Adequacy for the assignment 3) Experience in region and language Total weight: 30% 60% 10% 100% Total points for the two criteria: The minimum technical score St required to pass is: 75 Points 100
Section 2 Instructions to Consultants Data Sheet
25
5.6
The single currency for price conversions is: Guyana Dollar (GY$) The source of official selling rates is: Bank of Guyana The date of exchange rates is: twenty-eight (28) days before the date of submission of Proposals
5.7
The formula for determining the price scores is the following: Not Applicable
6.1
Expected date and address for contract negotiations: November 8th, 2013 Works Services Group, Ministry of Public Works Fort Street, Kingston
7.2
Expected date for commencement of consulting services November 11, 2013 Works Services Group, Ministry of Public Works Fort Street, Kingston
27
Section 3. Technical Proposal - Standard Forms

Refer to Reference Paragraph 3.4 of the Data Sheet for format of Technical Proposal to be submitted, and paragraph 3.4 of Section 2 of the RFP for Standard Forms required and number of pages recommended. TECH-1 TECH-4 TECH-5 TECH-6 TECH-7 TECH-8 Technical Proposal Submission Form Description of the Approach, Methodology and Work Plan for Performing the Assignment Team Composition and Task Assignments Curriculum Vitae (CV) for Proposed Professional Staff Staffing Schedule Work Schedule
28
Section 3. Technical Proposal Standard Forms
FORM TECH-1 TECHNICAL PROPOSAL SUBMISSION FORM

[Location, Date] To: [Name and address of Client]
Dear Sirs: We, the undersigned, offer to provide the consulting services for [Insert title of assignment] in accordance with your Request for Proposal dated [Insert Date] and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal, and a Price Proposal sealed under a separate envelope1. We, the undersigned, including any subcontractors required to execute the contract, have the nationality of any member country of the Bank. In the case that the Consulting Services Contract includes the supplying of goods and related services, we guarantee that these goods and related services will have as their origin any member country of the Bank. We are submitting our Proposal in association with: [Insert a list with full name and address of each associated Consultant]2 We hereby declare that all the information and statements made in this Proposal are true and accept that any misinterpretation contained in it may lead to our disqualification. If negotiations are held during the period of validity of the Proposal, i.e., before the date indicated in Paragraph Reference 1.12 of the Data Sheet, we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations.
We undertake, if our Proposal is accepted, to initiate the consulting services related to the assignment not later than the date indicated in Paragraph Reference 7.2 of the Data Sheet. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address:
1 [In case Paragraph Reference 1.2 of the Data Sheet requires to submit a Technical Proposal only, replace this sentence with: We are hereby submitting our Proposal, which includes this Technical Proposal only.]
[Delete in case no association is foreseen.]
Section 3. Technical Proposal Standard Forms
29
FORM TECH-4
DESCRIPTION OF APPROACH, METHODOLOGY AND WORK PLAN FOR PERFORMING THE ASSIGNMENT
(For small or very simple assignments the Client should omit the following text in Italic) [Technical approach, methodology and work plan are key components of the Technical Proposal. You are suggested to present your Technical Proposal (50 pages, inclusive of charts and diagrams) divided into the following three chapters: a) Technical Approach and Methodology, b) Work Plan, and c) Organization and Staffing. a) Technical Approach and Methodology. In this chapter you should explain your understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. You should highlight the problems being addressed and their importance, and explain the technical approach you would adopt to address them. You should also explain the methodologies you propose to adopt and highlight the compatibility of those methodologies with the proposed approach. b) Work Plan. In this chapter you should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), and delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings, and tables to be delivered as final output, should be included here. The work plan should be consistent with the Work Schedule of Form TECH-8. c) Organization and Staffing. In this chapter you should propose the structure and composition of your team. You should list the main disciplines of the assignment, the key expert responsible, and proposed technical and support staff.]
30
30
FORM TECH-5 TEAM COMPOSITION AND TASK ASSIGNMENTS
Professional Staff Name of Staff Firm Area of Expertise Position Assigned Task Assigned
Section 3 Technical Proposal Standard Forms
31
FORM TECH-6
CURRICULUM VITAE (CV) STAFF
FOR
PROPOSED PROFESSIONAL
1. Proposed Position [only one candidate shall be nominated for each position]: 2. Name of Firm [Insert name of firm proposing the staff]:
3. Name of Staff [Insert full name]: 4. Date of Birth: Nationality:
5. Education [Indicate college/university and other specialized education of staff member, giving names of institutions, degrees obtained, and dates of obtainment]:
6. Membership of Professional Associations:
7. Other Training [Indicate significant training since degrees under 5 - Education were obtained]:
8. Countries of Work Experience: [List countries where staff has worked in the last ten years]:
9. Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and writing]:
10. Employment Record [Starting with present position, list in reverse order every employment held by
staff member since graduation, giving for each employment (see format here below): dates of employment, name of employing organization, positions held.]:
From [Year]: Employer: Positions held:
To [Year]:
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11. Detailed Tasks Assigned

[List all tasks to be performed under this assignment]
12. Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned
[Among the assignments in which the staff has been involved, indicate the following information for those assignments that best illustrate staff capability to handle the tasks listed under point 11.]
Name of assignment or project: Year: Location: Client: Main project features: Positions held: Activities performed:
13. Certification: I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes myself, my qualifications, and my experience. I understand that any wilful misstatement described herein may lead to my disqualification or dismissal, if engaged.
Date:
[Signature of staff member or authorized representative of the staff] Full name of authorized representative: Day/Month/Year
Section 3 Technical Proposal Standard Forms
33
FORM TECH-7 STAFFING SCHEDULE1

2
N Foreign 1 2 3
Name of Staff
Staff input (in the form of a bar chart) 1

[Home] [Field]
Total staff-month input 10 11 12 n Home Field

3
Total
n Subtotal Local 1 2
[Home] [Field]
n Subtotal Total 1 2 3 For Professional Staff the input should be indicated individually; for Support Staff it should be indicated by category (e.g.: draftsmen, clerical staff, etc.). Months are counted from the start of the assignment. For each staff indicate separately staff input for home and field work. Field work means work carried out at a place other than the Consultant's home office. Full time input Part time input
34
FORM TECH-8 WORK SCHEDULE
N 1 2 3 4 5
Activity
Months 1 2 3 4 5 6 7
10
11
12
n 1 2 Indicate all main activities of the assignment, including delivery of reports (e.g.: inception, interim, and final reports), and other benchmarks such as Client approvals. For phased assignments indicate activities, delivery of reports, and benchmarks separately for each phase. Duration of activities shall be indicated in the form of a bar chart.
35
Section 4. Price Proposal - Standard Forms

Price Proposal Standard Forms shall be used for the preparation of the Price Proposal according to the instructions provided under para. 3.6 of Section 2. Such Forms are to be used whichever is the selection method indicated in para. 4 of the Letter of Invitation. PR-1 PR-2 PR-3 PR-4 Price Proposal Submission Form Summary of Price Breakdown of Price by Activity Breakdown of Remuneration
36
FORM PR-1 PRICE PROPOSAL SUBMISSION FORM

[Location, Date] To: [Name and address of Client]
Dear Sirs: We, the undersigned, offer to provide the consulting services for [Insert title of assignment] in accordance with your Request for Proposal dated [Insert Date] and our Technical Proposal. Our attached Price Proposal is for the sum of [Insert amount(s) in words and figures1]. This amount is exclusive of the local taxes, which shall be identified during negotiations and shall be added to the above amount. Our Price Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of the Proposal, i.e. before the date indicated in Paragraph Reference 1.12 of the Data Sheet. Commissions and gratuities paid or to be paid by us to agents relating to this Proposal and Contract execution, if we are awarded the Contract, are listed below2:
Name and Address of Agents Amount and Currency Purpose of Commission or Gratuity
We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address:
1 2 Amounts must coincide with the ones indicated under Total Cost of Price proposal in Form PR-2. If applicable, replace this paragraph with: No commissions or gratuities have been or are to be paid by us to agents relating to this Proposal and Contract execution.
Section 4 Price Proposal Standard Forms
37
FORM PR-2 SUMMARY OF PRICES
Prices Item [Indicate Foreign Currency # 1]1 N/A [Indicate Foreign Currency # 2]1 N/A [Indicate Foreign Currency # 3]1 N/A [Indicate Local Currency]
Total Costs of Price Proposal 2

1 2
Indicate between brackets the name of the foreign currency. Maximum of three currencies; use as many columns as needed, and delete the others. Indicate the total prices, net of local taxes, to be paid by the Client in each currency. Such total prices must coincide with the sum of the relevant Subtotals indicated in all Forms PR-3 provided with the Proposal.
38
FORM PR-3 BREAKDOWN OF PRICES BY ACTIVITY1
Group of Activities (Phase):2
Description:3
Costs Cost component Remuneration5 Reimbursable Expenses 5 Subtotals

1 Form PR-3 shall be filled at least for the whole assignment. In case some of the activities require different modes of billing and payment (e.g.: the assignment is phased, and each phase has a different payment schedule), the Consultant shall fill a separate Form PR-3 for each group of activities. For each currency, the sum of the relevant Subtotals of all Forms PR-3 provided must coincide with the Total Prices of Price Proposal indicated in Form PR-2. Names of activities (phase) should be the same as, or correspond to the ones indicated in the second column of Form TECH-8. Short description of the activities whose price breakdown is provided in this Form. Indicate between brackets the name of the foreign currency. Use the same columns and currencies of Form PR-2. For each currency, Remuneration and Reimbursable Expenses must respectively coincide with relevant Total Prices indicated in Forms PR-4, and PR-5.
[Indicate Foreign Currency # 1]4
[Indicate Local Currency]
N/A
N/A
N/A
2 3 4 5
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FORM PR-4 BREAKDOWN OF REMUNERATION1

(This Form PR-4 shall only be used when the Lump-Sum Standard Contract has been included in the RFP. Information to be provided in this Form shall only be used to establish payments to the Consultant for possible additional services requested by the Client) Name2
Foreign Staff
[Home] [Field]
Position3
Staff-month Rate4
Local Staff
[Home] [Field]
1 2 3 4
Form PR-4 shall be filled in for the same Professional and Support Staff listed in Form TECH-7. Professional Staff should be indicated individually; Support Staff should be indicated per category (e.g.: draftsmen, clerical staff). Positions of the Professional Staff shall coincide with the ones indicated in Form TECH-5. Indicate separately staff-month rate and currency for home and field work.
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Section 5. Terms of Reference

Consultancy Services - Collection of Traffic data for the determination of ADT and AADT along the Main Public Roads of Guyana
1. INTRODUCTION/BACKGROUND
The Ministry of Public Works is desirous of conducting traffic counts along specified Public Roads to determine traffic volumes on the main road network. Over the years traffic surveys have been done for individual projects such as the East Bank Demerara Four Lane Project, the Sheriff-Mandela Avenue Four Lane Expansion Project, the Southern Approaches Project, the Corentyne Highway inter alias. However, a comprehensive network wide survey has not been done since 2002. The Ministry of Public Works (MPW), Works Services Group (WSG) has a Road Maintenance/Traffic/Safety Department that is responsible for collection, storage and analysis of traffic data. Up to date traffic data is very crucial for the proper functioning of our Transport Planning Department, as this data is needed for planning and designing of our roads, bridges and for addressing highway congestion. Ultimately, traffic data can be used for the development of national transport policies.
2. OBJECTIVE OF THE CONSULTANCY

The principal objective of this consultancy is for a Consultant to provide the Ministry of Public Works with Manual Classified Counts (MCC) and/or Automatic Traffic Counts (ATC) at specified locations along the main Public Roads of Guyana, to assist in the analysis of traffic growth over the past 10 years of Road and Bridges Improvements Programme.
3. SCOPE OF THE CONSULTANCY

The services are to be conducted in accordance with generally accepted international standards and professional practices acceptable to the Ministry of Public Works. The scope of works is understood to cover all activities necessary to accomplish the objectives of the consultancy, whether or not a specific activity is cited in these Terms of Reference. A participatory and consultative approach is to be adopted in the conduct of the services, which will contribute to the timely completion of this assignment. 3.1 REVIEW OF EXISITING STUDIES The Consultant should review existing studies to obtain historical traffic data and observe traffic growth rates. These studies will be made available by the Client. 3.2 SURVEY LOCATIONS The survey locations where a combination of Manual Classified Counts (MCC) and Automatic Traffic Counts (ATC) shall be conducted is along the following corridors, roads, streets or junctions:
LOCATIONS FOR THE COLLECTION OF TRAFFIC DATA

Region To Corridor From No. 24 Hours Counts 1 1 1 1 East Coast Demerara Georgetown Abary River Public Road, Region Bridge #4 1 1 1 1 West Coast Berbice Abary River Rosignol Public Road, Region Bridge #5 East Coast Berbice New Public Road, Region Amsterdam #6 Corriverton 1 1 1 1 1 1 1 1 1 New Amsterdam Black Bush Polder Adventure Intersettlement Road, Region # 6 Joppa 1 1 1 1 1 1 No. 16 Hours Counts 6 6 No. 12 Hours Counts Length (Miles) 24.5 - Just beyond DHB (South of DHB). - Just before DHB (North of DHB). - Diamond, East Bank Demerara - Grove, East Bank Demerara 2 2 2 2 23 42.2 - Carifesta Avenue - Liliendaal - Mahaica - Airy Hall, Mahaicony - Belladrum - No. 28 - Cotton Tree 45 - Just East of Canji Road - Fyrish - Bush Lot - Just beyond Black Bush Polder Branch Road (No. 44) - Springlands - Corriverton - Main Street 25 - Adventure - Lesbeholden - Mibicuri - Johanna - Yakusari Location of Census Points (CP)
East Bank Demerara Georgetown Timehri Public Road, Region #4
6 6
6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6
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3.3 SURVEYS HOURS AND DAYS Seven (7) days, with twenty-four (24) hour, sixteen (16) hour and twelve (12) counts required as is shown on Table 1 for each of the locations as is specified. The surveys should be conducted when school is in session and should not be done during a week that includes a Public Holiday. 3.4 CLASSIFICATION OF TRAFFIC BY TYPE OF VEHICLES The traffic counts are to be conducted in both directions and must include the following types of motorized and non-motorized vehicles: BICYCLES, MOTORCYCLES, PRIVATE CARS, TAXIS, BUSES, SUVs, PICK-UPS, MEDIUM AND HEAVY GOODS VEHICLES, 2+ AXLE TRUCKS, TRAILERS WITH 4+ AXLES AND HORSE DRIVEN CARTS. Typical traffic count field sheet and a traffic count data summary sheet are provided in Appendix A. 3.5 DETERMINATION OF ADT AND AADT With the data obtained from the traffic study the consultant shall determine the ADT and AADT for the respective corridors, streets, roads or junctions for which traffic data was collected.
4.
DURATION OF THE CONSULTANCY The consultancy - Collection of Traffic data for the determination of ADT and AADT along the Main Public Roads of Guyana is expected to last for a period of 30 days from the date of contract signing. MANPOWER, SCHEDULING AND COSTS In estimating man-month requirements and costs of the services, the Consultant should ensure that the proposal takes full account of all of the above requirements and the following items: (a) (b) (c) (d) Consultants remuneration; Photocopying and Communication costs; Transportation costs; Report production costs; etc
5.
6.
QUALIFICATIONS AND EXPERIENCE This consultancy requires the input of a Consulting firm with demonstrated previous experience in the conduct of traffic survey, analysis and reporting. The Team Leader for this consultancy at a minimum must possess a Bachelor of Science degree in Civil Engineering with demonstrated experience in Traffic or Transportation Engineering and at least 5 years post graduate experience in the conduct of related studies. Persons conducting field counts are required to have completed secondary education.
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7.
REPORTING REQUIREMENTS The consultant will present four (4) hard copies of each report to the Works Services Group. Additionally, the data collected and report compiled must be submitted in digital and editable formats before final payment is approved. All data collected and reports compiled become the property of the Ministry of Public Works. These reporting requirements are as follows: Work Programme: A work programme outlining a schedule for completion of all the tasks under this assignment shall be submitted to the Client for approval before the survey commences and no later than 10 calendar days after the signing of the agreement. Draft Final Report: The draft final report will be submitted 30 days after the signing of the contract and should include: i. ii. iii. The comprehensive results of the study compiled with relevant diagrams, photos and graphs Detailed data analyses that shows vehicle fleet growth over the past 10 years obtained from available data or inferred from GRA licensing data. Map showing traffic volumes for each locations where counts were done, identifying respective corridors, streets, roads or intersections.
Final Report: Within 7 days of the receipt of comments from the MPW on the Draft Final Report, the Consultant shall present the Final Report.
8.
PAYMENTS The consultancy shall be executed as a lump sum contract and payments made according to the following schedule: 30% Advance Payment against a Bank Guarantee or Bond from a reputable bonding agency. 50% upon submission of Draft Final Report 20% upon submission of Final Report COORDINATION AND FACILITIES The MPW through the Works Services Group is the executing agency for the Consultancy. The Consultant shall report to the Coordinator of the Works Services Group located within the MPW complex.
9.
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The MPW will facilitate the issuance of any letters, permits or police presence required for the Consultant to carry out the duties and make available all relevant reports. The Works Services Group shall provide the consultant with two (2) Automatic Traffic Counters for the duration of the study. The IDB Project Team will have a supervisory role entailing evaluation and monitoring of the study and reviewing and approving the study.
44
10. APPENDIX A
45
Section 6. Standard Contract
47
CONTRACT FOR CONSULTING SERVICES
Small Assignments
Lump-Sum Payments
Annex IV Small Assignments Lump-Sum Payments
48
CONTRACT FOR CONSULTING SERVICES SMALL ASSIGNMENTS LUMP-SUM PAYMENTS (INTER-AMERICAN DEVELOPMENT BANK/ANY FUND ADMINISTERED BY THE BANK FINANCED)
CONTRACT THIS CONTRACT (Contract) is entered into this [insert starting date of assignment], by and between [insert Clients name] (the Client) having its principal place of business at [insert Clients address], and [insert Consultants name] (the Consultant) having its principal office located at [insert Consultants address]. WHEREAS, the Client wishes to have the Consultant perform the services hereinafter referred to, and WHEREAS, the Consultant is willing to perform these services, NOW THEREFORE THE PARTIES hereby agree as follows: 1. Services (i) The Consultant shall perform the services specified in Annex A, Terms of Reference and Scope of Services, which is made an integral part of this Contract (the Services). The Consultant shall provide the personnel listed in Annex B, Consultants Personnel, to perform the Services. The Consultant shall submit to the Client the reports in the form and within the time periods specified in Annex C, Consultants Reporting Obligations.
(ii) (iii)
2. Term
The Consultant shall perform the Services during the period commencing [insert starting date] and continuing through [insert completion date], or any other period as may be subsequently agreed by the parties in writing. A. Ceiling For Services rendered pursuant to Annex A, the Client shall pay the Consultant an amount not to exceed [insert amount]. This amount has been established based on the understanding that it includes all of the Consultant's costs and profits as well as any tax obligation that may be imposed on the Consultant. B. Schedule of Payments The schedule of payments is specified below:1 [insert amount and currency] upon the Client's receipt
3. Payment
Modify, in order to reflect the output required, as described in Annex C.
49
of a copy of this Contract signed by the Consultant; [insert amount and currency] upon the Client's receipt of the draft report, acceptable to the Client; and [insert amount and currency] upon the Client's receipt of the final report, acceptable to the Client. [insert amount and currency] Total C. Payment Conditions Payment shall be made in [specify currency], no later than 30 days following submission by the Consultant of invoices in duplicate to the Coordinator designated in paragraph 4. 4. Project Administration A. Coordinator. The Client designates Mr. /Ms. [insert name] as Client's Coordinator; the Coordinator will be responsible for the coordination of activities under this Contract, for acceptance and approval of the reports and of other deliverables by the Client and for receiving and approving invoices for the payment. B. Reports. The reports listed in Annex C, Consultant's Reporting Obligations, shall be submitted in the course of the assignment, and will constitute the basis for the payments to be made under paragraph 3. 5. Performance Standards The Consultant undertakes to perform the Services with the highest standards of professional and ethical competence and integrity. The Consultant shall promptly replace any employees assigned under this Contract that the Client considers unsatisfactory. The Consultants shall not, during the term of this Contract and within two years after its expiration, disclose any proprietary or confidential information relating to the Services, this Contract or the Client's business or operations without the prior written consent of the Client.
6. Confidentiality
50
7. Ownership of Material
Any studies reports or other material, graphic, software or otherwise, prepared by the Consultant for the Client under the Contract shall belong to and remain the property of the Client. The Consultant may retain a copy of such documents and software.2 The Consultant agrees that, during the term of this Contract and after its termination, the Consultant and any entity affiliated with the Consultant, shall be disqualified from providing goods, works or services (other than the Services and any continuation thereof) for any project resulting from or closely related to the Services. The Consultant will be responsible for taking out any appropriate insurance coverage. The Consultant shall not assign this Contract or Subcontract any portion of it without the Client's prior written consent. The Contract shall be governed by the laws of [insert government], and the language of the Contract shall be3 [insert language]
8. Consultant Not to be Engaged in Certain Activities 9. Insurance 10. Assignment 11. Law Governing Contract and Language 12. Dispute Resolution4
Any dispute arising out of the Contract, which cannot be amicably settled between the parties, shall be referred to (select adjudication/arbitration) in accordance with the laws of the Client's country. The Consultant and its Subcontractors shall have the nationality of a Banks member country. A Consultant or Subcontractors shall be deemed to have the nationality of a country if it comply with the following requirements: (a) An individual is considered to be a national of a member country of the Bank if he or she meets either of the following requirements: is a citizen of a member country; or has established his/her domicile in a member country as a bona fide resident and is legally entitled to work in the country of domicile. A firm is considered to have the nationality of a member country if it meets the two following requirements: is legally constituted or incorporated under the laws of a
13. Eligibility
(i) (ii)
(b) (i)
Restrictions about the future use of these documents and software, if any, shall be specified at the end of paragraph 7. The law selected by the Client is usually the law of its country. However, the Bank does not object if the Client and the Consultant agree on another law. The language shall be English, French, Spanish, or Portuguese. In the case of a Contract entered into with a foreign Consultant, the following provision may be substituted for paragraph 12: Any dispute, controversy or claim arising out of or relating to this Contract or the breach, termination or invalidity thereof, shall be settled by arbitration in accordance with the UNCITRAL Arbitration Rules as at present in force.
51
member country of the Bank; and (ii) more than fifty percent (50%) of the firms capital is owned by individuals or firms from member countries of the Bank.
All members of a JVCA and all subcontractors must meet the nationality criteria set forth above. In the case that the Consulting Services Contract includes the supplying of goods and related services, all such goods and related services shall have as their origin any member country of the Bank. Goods have their origin in a member country of the Bank if they have been mined, grown, harvested, or produced in a member country of the Bank. Goods have their origin in a member country of the Bank if they have been mined, grown, harvested, or produced in a member country of the Bank. A good has been produced when through manufacture, processing or assembly another commercially recognized article results that differs substantially in its basic characteristics, function or purpose of utility from its parts or components.
14. Fraud and Corruption
The Inter-American Development Bank (the Bank) requires that all Consultants (including their respective officers, employees and agents) adhere to the Banks Policies for the Selection and Contracting of Consultants Financed by the Inter-American Development Bank. In particular, the Bank requires that all Consultants (including their respective officers, employees and agents) bidding for or participating in a Bank-financed contract adhere to the highest ethical standards, and report to the Bank all suspected acts of fraud and corruption of which it has knowledge or becomes aware. Fraud and corruption are prohibited.1 The Bank shall take action in the event of any deed or complaint involving alleged acts of fraud and corruption, in accordance with the administrative procedures of the Bank. FOR THE CONSULTANT
FOR THE CLIENT
Signed by ___________________ Title: ______________________
Signed by ____________________ Title: ________________________
The Bank has established administrative procedures for cases of allegations of fraud and corruption within the procurement process or the execution of a contract financed by the Bank which are available on the Banks website (www.iadb.org), as updated from time to time. To that effect any complaint shall be submitted to the Banks Office of Institutional Integrity (OII) for the appropriate investigation. Allegations may be presented to the OII confidentially or anonymously.
52
LIST OF ANNEXES Annex A: Terms of Reference and Scope of Services Annex B: Consultants Reporting Obligations Annex C: Price Estimate of Services, List of Personnel and Schedule of Rates
53
ANNEX C Price Estimate of Services, List of Personnel and Schedule of Rates
(1) Remuneration of Staff

Name Rate (per month/day/ hour in currency) Time spent (number of month/day/hour) Total (currency)
(a) Team Leader (b) (c)

Sub-Total (1)
(2) Reimbursables6
Rate Days Total
(a) (b) (c)
International Travel Local Transportation Per Diem

Sub-total (2)
TOTAL PRICE ___________________________ Physical Contingency7 _____________________ CONTRACT CEILING ____________________
To include expenses for international travel, local transportation, per diem, communications, reporting costs, visas, inoculations, routine medical examinations, porterage fees, in-and-out expenses, airport taxes, and other such travel related expenses as may be necessary; reimbursable at cost with supporting documents/receipts; except for per diem (which is fixed and includes housing and ______ expenses). From 0 to 15 percent of total cost; use of contingency requires prior approval of the Client.
Section 7. Eligibility
54
Section 7. Eligible Countries

Note: The expression Bank used in this SRFP includes the IDB, and any other fund it administers. Depending on the financing source, the user must select one of the following 2 options for item number 1). The financing can come from the IDB, the Multilateral Investment Fund (MIF) or, occasionally, contracts may be financed out of special funds which further restricts eligibility criteria to a particular group of member countries. When the last option is selected, the eligibility criteria should be mentioned therein:
------------------------------------------------
1) List of Member Countries when the Inter-American Development Bank is financing: a) Borrower Countries: (i) Argentina, Bahamas, Barbados, Belize, Bolivia, Brazil, Colombia, Costa Rica, Chile, Dominican Republic, Ecuador, El Salvador, Guatemala, Guyana, Haiti, Honduras, Jamaica, Mexico, Nicaragua, Panama, Paraguay, Peru, Suriname, Trinidad & Tobago, Uruguay and Venezuela. b) Non Borrower Countries (i) Austria, Belgium, Canada, Croatia, Denmark, Finland, France, Germany, Israel, Italy, Japan, Netherlands, Norway, Peoples Republic of China, Portugal, Republic of Korea, Slovenia, Spain, Sweden, Switzerland, United Kingdom and United States.
---------------------------------------------1) List of Countries when a Fund administered by the Bank is financing (Include the list of countries)]
55
.---------------------------------------------2) Nationality and origin of Goods and Services Criteria These policy provisions make it necessary to establish criteria to determine: a) the nationality of the firms and individuals eligible to bid or participate in a bank-financed contract and b) the country of origin of goods, and services. For these determinations, the following criteria shall be used: A) Nationality. a) An individual is considered to be a national of a member country of the Bank if he or she meets either of the following requirements: i. is a citizen of a member country; or ii has established his/her domicile in a member country as a bona fide resident and is legally entitled to work in the country of domicile. b) A firm is considered to have the nationality of a member country if it meets the two following requirements: i. ii. is legally constituted or incorporated under the laws of a member country of the Bank; and more than fifty percent (50%) of the firms capital is owned by individuals or firms from member countries of the Bank.
All members of a JVCA and all subcontractors must meet the nationality criteria set forth above.
B) Origin of Goods. Goods have their origin in a member country of the Bank if they have been mined, grown, harvested, or produced in a member country of the Bank. A good has been produced when through manufacture, processing or assembly another commercially recognized article results that differs substantially in its basic characteristics, function or purpose of utility from its parts or components. For a good consisting of several individual components that need to be interconnected (either by the supplier, the purchaser or by a third party) to make the good operative and regardless of the complexity of the interconnection, the Bank considers that such good is eligible for financing if the assembly of the components took place in a member country, regardless of the origin of the components. When the good is a set of several individual goods that are normally packaged and sold commercially as a single unit, the good is considered to originate in the country where the set was packaged and shipped to the purchaser.
56
For purpose of origin, goods labeled made in the European Union shall be eligible without the need to identify the corresponding specific country of the European Union. The origin of materials, parts or components of the goods or the nationality of the firm that produces, assembles, distributes or sells the goods, does not determine the origin of the goods. C) Origin of Services. The country of origin of services is that of the individual or firm providing the services as determined under the nationality criteria set forth above. These criteria apply to services ancillary to the supply of goods (such as transportation, insurance, erection, assembly, etc.), to construction services and to consulting services

RFP Traffic Counts Oct2013

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Government of Guyana Ministry of Public Works

REQUEST FOR PROPOSALS

Collection of Traffic Data for the Determination of ADT and AADT

LO-1803/SF-GY: Transport Infrastructure Rehabilitation Programme (TIRP)

Section 1. Letter of Invitation

Section 1 Letter of Invitation

Geoffrey Vaughn Coordinator

Section 2. Instructions to Consultants

(e) (f) (g) (h)

Section 2. Instructions to Consultants

Section 2. Instructions to Consultants

Section 2. Instructions to Consultants

Section 2. Instructions to Consultants

Section 2. Instructions to Consultants

Section 2. Instructions to Consultants

Section 2. Instructions to Consultants

Eligibility of Consultants and Origin of Goods and Services

Section 2. Instructions to Consultants

Only one Proposal

Section 2. Instructions to Consultants

2. Clarification and Amendment of RFP Documents

Section 2. Instructions to Consultants

Technical Proposal Format and Content

Section 2. Instructions to Consultants

Section 2. Instructions to Consultants

Section 2. Instructions to Consultants

4. Submission, Receipt, and Opening of Proposals

Section 2. Instructions to Consultants

Section 2. Instructions to Consultants

Section 2. Instructions to Consultants

Section 2. Instructions to Consultants

Availability of Professional staff/experts

Conclusion of the negotiations

Section 2. Instructions to Consultants

Section 2. Instructions to Consultants

Section 2 Instructions to Consultants Data Sheet

Section 2. Instructions to Consultants

Section 2 Instructions to Consultants Data Sheet

Section 3. Technical Proposal - Standard Forms

Section 3. Technical Proposal Standard Forms

FORM TECH-1 TECHNICAL PROPOSAL SUBMISSION FORM

[Delete in case no association is foreseen.]

Section 3. Technical Proposal Standard Forms

FORM TECH-5 TEAM COMPOSITION AND TASK ASSIGNMENTS

Section 3 Technical Proposal Standard Forms

CURRICULUM VITAE (CV) STAFF

3. Name of Staff [Insert full name]: 4. Date of Birth: Nationality:

6. Membership of Professional Associations:

From [Year]: Employer: Positions held:

Section 3. Technical Proposal - Standard Forms

11. Detailed Tasks Assigned

Section 3 Technical Proposal Standard Forms

FORM TECH-7 STAFFING SCHEDULE1

Staff input (in the form of a bar chart) 1

Total staff-month input 10 11 12 n Home Field

Section 3. Technical Proposal - Standard Forms

FORM TECH-8 WORK SCHEDULE

Section 4. Price Proposal - Standard Forms

Section 4. Price Proposal - Standard Forms

FORM PR-1 PRICE PROPOSAL SUBMISSION FORM

Section 4 Price Proposal Standard Forms

FORM PR-2 SUMMARY OF PRICES

Total Costs of Price Proposal 2

Section 4. Price Proposal - Standard Forms

Signed by _ Title: ____

Signed by Title: ____

TOTAL PRICE _________________ Physical Contingency7 _ CONTRACT CEILING __________