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Clarification meeting 10th December 2008

CT 2510/2008 Service Tender for Consultancy Services for the Carrying out of EIA and CBA Studies with Technical Assistance on the National Flood Relief Project (NFRP). Clarification meeting 10th December 2008. Objectives of the Meeting.

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Clarification meeting 10th December 2008

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  1. CT 2510/2008Service Tender for Consultancy Services for the Carrying out of EIA and CBA Studies with Technical Assistance on the National Flood Relief Project (NFRP) Clarification meeting 10th December 2008

  2. Objectives of the Meeting • To expand (if necessary) on the Main Project that is the ultimate end of this contract – the NFRP • To ensure that thePurpose and Scope of this Contractare fully understood • To explain the basis of the Evaluation of the Offers • To address any needs for clarification and to facilitate administrative compliance

  3. scope and purpose project feasibility other considerations The NFRP – Recapitulation • Vision and Goals • Overall Aims and Specific Objectives • Main Expected Benefits • Estimated Capital Costs • Water Conservation • Other Social and Environmental Benefits Forthcoming Contract ALL Project Schemes Overview of the NFRP

  4. The National Flood Relief Programme ‘To mitigate the impacts of flash floods on population and urban areas; and to create scope for water conservation as far as feasible’ Forthcoming Contract ALL Project Schemes Overview of the NFRP

  5. Overall Aims • Avert increase in risks to life and property and control damages caused by flash floods – reduce vulnerability to climate change • Design for storm events of up to 1 in 5 year magnitude and focus on areas with highest density and worst flooding problems first • Address problems that originate from beyond each locality, by adopting a holistic catchment-based approach • Develop infrastructure that is suited to future maintenance, and, to valley management at large • Optimise scope for local/national water conservation Forthcoming Contract ALL Project Schemes Overview of the NFRP

  6. Specific Objectives • Mitigate flooding in nine different localities with FIVE project components - interventions in four catchments that: • Focus on flood relief • Depend on specific site conditions • Indirect benefits to more than 50% of the population • Control of risk and damages for around 4% of the population. • Enable controlled links between catchments, as far as possible, to improve scope of storm water management • Increase water storage capacity by another 300,000 cu m Forthcoming Contract ALL Project Schemes Overview of the NFRP

  7. Main Expected Benefits Flood Relief Benefits to Property and Population Forthcoming Contract ALL Project Schemes Overview of the NFRP

  8. Estimated Capital Costs Estimated Project Costs Forthcoming Contract ALL Project Schemes Overview of the NFRP

  9. other considerations Water Conservation Potential for water storage * Actual volume of water that is stored and reused annually can be less or more, depending on rainfal patterns and system design

  10. Other benefits Additional Social and Environmental Benefits Forthcoming Contract ALL Project Schemes Overview of the NFRP

  11. The Forthcoming Contract • Purpose and Scope • Evaluation of the Tender Offers • Clarifications about the tender submission

  12. Scope and Aims of ‘CT 2510/08’ • Purpose • Scope • Components of Expertise • Specific Aims • Proposal development and integrated project appraisal • Iterative refinement and evaluation to detailed planning • Comprehensive Planning • From an overall strategy for the NFRP …… to planning for its implementation and operation

  13. Purpose: ‘CT 2510-08’ and the NFRP • The NFRP, is in essence a physical infrastructure project, consisting of a number of locally/regionally specific interventions harmonized into a National initiative, with (geographic) project components. • This call for proposals is to establish a contract that will provide, for the NFRP, the foundations and frameworks from conceptual development, evaluation and refinement of proposals, through to planning for implementation, execution and capacity building for its operation. • The thinking and planning behind this ‘cradle to grave’ approach for the NFRP is to be provided by the engagement of the range of consultancy services under this single contract, where experts will be expected to work in a seamless fashion. • This contract underpins the success of the NFRP.

  14. Scope • This contract has been drafted to have a wide scope that incorporates a spectrum of interrelated tasks. These are referred to as different components of the contract. • The components of this contract are not to be confused with geographical project components of the NFRP. • This contract has a number of components because the tasks are multidisciplinary. However the different tasks need to be coordinated seamlessly and their outputs must be integrated iteratively so that, in collaboration with the NFRP Project Team, an all-round optimum proposal is arrived at.

  15. Components of Expertise • The main components of the contract represent the key areas of expertise that will have to be coordinated by the main consultant, with overall responsibility for the contract • Technical assistance for problem assessment, identification and development of schematic alternative solutions, and their refinement and costing • Economic and financial analysis and evaluation of project feasibility, viability and efficiency • Environment impact assessment and appraisal of alternative proposals and identification of appropriate mitigation measures • Institutional, organizational and human resource developments and capacity building for integrated storm water and valley management • EU Funding, Procurement, Project Planning and Management, and Capacity Building for Related Operations

  16. Aims: Proposal development and integrated project appraisal • The contract has a wide scope and the combination of consultancy services that are being requested are aimed to provide interconnecting steps of project development in a “cradle to grave” approach that includes: • appraisal of the problems at local levels and general issues, nationally • identification of alternative solutions • Schematic Project Design – different project options • preliminary economic and financial evaluation of the project options • environmental appraisal of the impacts and identification of the required mitigation measures for the project options • refinement of project options and recommendation of a preferred option for each geographic component of the NFRP • identification and costing of mitigation measures

  17. Aims: Iterative refinement and evaluation to detailed planning • detailed environmental impact assessment of the preferred project alternative, and comparison to the other alternatives • detailed economic cost-benefit/financial feasibility analysis of the preferred project alternative; comparison to other options • capacity buildingproposals to restructure existing and/or create new institutional/organizational arrangements for related operations and for integrated valley and storm water management • finalized CBA and report on financial viability and efficiency of the project • finalized EIA following consultations • compilation of all necessary project information and completion of the (ERDF) EU fund application for the different geographical components of the NFRP • preparation of a procurement strategy for the various projects in the NFRP • preparation of a service tenderfor the engagement of a project manager/resident engineer for the execution of the NFRP proposals

  18. Comprehensive Planning:From an Overall Strategy for the NFRP … • The foregoing tasks and components of this contract will cover all the geographic project components of the NFRP; and must be undertaken separately, in parallel or in combination – to achieve the best overall results in the least time possible. • It is envisaged that some staggering in the appraisal and evaluation studies for the different geographic project components of the NFRP will be necessary to fit project development and implementations into EU funding timeframes: • This needs to be done especially vis-à-vis • scale of the project component interventions • complexity of the EIA studies of different project component sites • timeframes required to apply and formally approve funding from ERDF • timeframes for project execution, depending on scale, site and value of the works envisaged

  19. … to planning for implementation and operation of the NFRP. • The contract has already structured the deliverables on the basis of preliminary proposals and studies whereby: • The largest and least ecologically contentious project component is to be submitted for EU funding and commenced earlier, to complete in time by 2013. • Project interventions in sites that are already identified as ecologically more contentious are given more time for EIA studies and because they will also be smaller in scale, it shall also be still feasible to have such project components approved and commenced later while still completing them in time by 2013. • The ability to plan strategically and comprehensively to secure the funding, implementation and operation of the NFRP will weigh heavily in the adjudication of the offers for this contract

  20. Evaluation of the Tender Offers • The Three-Stage Evaluation Process • Administrative Compliance • The Technical Adjudication • The Financial Evaluation.

  21. Three-Stage Evaluation Process • All offers received for this tender shall be assessed and adjudicated through a three–stage process. • Offers will first be assessed on Selection Criteria to ascertain that they satisfy the Administrative ComplianceRequirements, before being considered further for the second stage. • In the second stage the Technical Offer will be adjudicated using the Award Criteria and Evaluation Grid to rate the offers with points • Only 0ffers passing with at least 80% of the points, will be considered for the final stage which is the Financial Evaluation.

  22. Administrative Compliance and the Selection Criteria • Administrative compliance requirements are mandatory - failure to comply TOTALLY makes an offer invalid. • Administrative Compliance is assessed using Selection Criteria that are criteria about the bidder • Explained and spelt out in the Instructions to Tenderers section 3(g) through to 3(j). • Novelties of the 2004/17/EC and 2004/18/EC have bound contracting authorities (among other things): • TO incorporate the number years of experience required for the contract as selection criteria • TO incorporate the qualifications requird for the contract as selection criteria • NOT TO incorporate any of these aspects of the bidder as AWARD criteria

  23. Technical Evaluation and the Award Criteria • Adjudication - Evaluation of THE OFFER • Offers shall only pass to the technical evaluation stage if they are found to be administratively compliant. • Technical Evaluation is an adjudication of offers using Award Criteria that are criteria about the service and outputs to be provided, and in particular about how this is to be delivered and its quality assured. • Award Criteria DO NOT relate to the bidder or the bidder’s additional technical capabilities. • Bidders WILL NOT be awarded additional points for additional qualifications or additional years of experience. • INSTEAD the TECHNICAL OFFERS in response to the requirements of this contract shall be adjudicated on their own merits. • The Organisation and Methodology proposed by the bidders will thus be central to the Technical Evaluation of offers that are found to be administratively compliant.

  24. Technical Evaluation and the Award Criteria • Evaluation and the Award of Points • The key requirements for which points will be awarded are explained in Annex III . The manner in which the adjudication will be carried out and specific points awarded have been published in the Evaluation Grid (on page 149). • The respective points to adjudicate the technical offers shall be graded on account of how the particular bidders demonstrate that they will satisfactorily address these requirements for the different contract components. • The requirements of Annex III are not mandatory and failure to comply totally will not render the offer invalid. • Nonetheless, those technical offers that depart from this template shall still be taken through the Adjudication Stage using the Evaluation Grid to allocate points. • Annex III and the Evaluation Grid itself are intended to provide a template for preparing the O&M for this contract. Bidders can go beyond this and propose additional aspects in their proposal.

  25. Financial Offers • The financial offers of bidders shall only be considered if their technical offer obtains at least 80% of the point from the Technical Evaluation. • The Financial Offer MUST be submitted in a separate envelope – PACKAGE THREE. • Any information pertaining to the Financial Offer submitted elsewhere in any of the other packages will render the offer invalid. • The Final Award shall be based on the Most Economically Advantageous Technical offer by weighing technical quality against price on an 80/20 basis.

  26. Clarifications about the Tender Submission • Budget Capping and VAT • Non (VAT) Registered Bidders • Annex V: Budget (Global Price) • Splitting of the Offer • Other Clarifications: Timetable

  27. Budget Capping and VAT • Where in terms of article 20(2) of the VAT Act 1998 (Chapter 406 – Laws of Malta) the liability for the payment of the Tax lies on the Contracting Authority (Services Division, as the ‘client’ in this case) the budget capping shall be reduced by dividing by 1.18 and the offer should then be quoted EXCLUDING VAT within that reduced budget.

  28. Non (VAT) Registered Bidders • VAT on this contract - NOT exempt • However a contractor/consultant may not be obliged to registered with the VAT Department in Malta, in which case the ’client’ shall be obliged to pay the VAT payable, and in such case bidders are to quote: • EXCLUDING VAT but, within the • reduced budget capping

  29. Annex V: Budget (Global Price) • This Annex is to be filled in including: • The Price Excluding VAT • The VAT element • The Total (Euro) Amount • Bidders to which the above section from the VAT Legislation applies who only submit the Price Excluding VAT must ensure that they work within the reduced budget (by division by 1.18). • When the Contracting Authority is obliged to pay the VAT element and the Total (Euro) Amount, these will then be taken into account when considering the Financial Offer

  30. Splitting of the Offer • Instructions for bidding for the separate contract components as outlined in the Instructions to Tenderers pages 12 and 13 must still be adhered to, but the amounts may be adjusted and the offers made as allowed above, if this is the case. • The same also still applies for the two parts of Annex V* (Budget): • FOR THE CBA, TECHNICAL ASSISTANCE AND ALL OTHER TASKS NOT PERTAINING TO THE EIA AND INCLUDING THE CONTINGENCY ITEM • FOR THE EIA * Apologies for the incorrect numbering on the tender dossier (pg 137)

  31. Other Clarifications about the Tender Submission • Timetable: * All times are in the time zone of the country of the Central Government Authority

  32. Concluding Remarks • The Project Team are issuing this call for a suite of consultancy services that cater for project realisation in a seamless fashion. • The evaluation of offers requires that they are compliant to exigent administrative criteria. Furthermore, only those technical offers that are successful in demonstrating a thorough understanding of the overall context and rationale of the contract as well as a sharp focus and commitment to its objectives shall be considered financially, and again this is outweighed by the technical evaluation of the particular proposed approach to the execution f this contract. • Tenderers are thus expected to develop and submit a strategic response to the Project Team’s call for proposals and are encouraged to demonstrate this in their Organisation and Methodology. Clarification meeting10th December 2008

  33. : Clarification meeting 10th December 2008 ALL Project Schemes Overview of the NFRP

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