Consultancy Services for Monitoring /Supervision of a Pilot Project for Area Wide Output-and Performance based Road Contracts (OPRC) for a Network size of about 335km

REPUBLIC OF BOTSWANA

MINISTRY OF TRANSPORT AND COMMUNICATIONS

DEPARTMENT OF ROADS

INTEGRATED TRANSPORT PROJECT

Loan No. 7713-BW

Project ID: P102368

Consultancy Services for Monitoring /Supervision of a Pilot Project for Area Wide Output-and Performance based RoadContracts (OPRC) for a

Network size of about 335km

TENDER NUMBER: MTC 240/5/9/2013-2014

REQUEST FOR EXPRESSION OF INTEREST (REOI):

The Government of Botswana has received a loan from the World Bank towards the cost of the BotswanaIntegrated Transport Project (BITP) and intends to apply part of the proceeds of this loan to finance eligible payments for the ConsultancyServices for Monitoring/Supervision of a Pilot project for Area Wide Output- and Performance-based Contracts for the Management and Maintenance of a road network in a Selected Road Maintenance area with a network size of about 335 km.

Background

The Roads Department under the Ministry of Transport and Communications (MoTC) in the Republic of Botswana intends to pilot Output- and Performance-based Road Contracts (OPRC) as a method for achieving sustainable and cost effective road asset management whilst at the same time meeting the needs of road users.

This Pilot Project is intended to prepare the groundwork for implementation and rolling out of OPRCs to other parts of the Public Highway Network under the jurisdiction of Botswana Roads Department as may be necessary.

Invitation of Firms:

The Botswana Roads Department (RD) which is the implementing agency on behalf of MoTC invites eligible consulting firms, with a proven track record on similar supervision of asset management projectsunder OPRC- methodology, to express their interest in providing the services for the Monitoring/Supervision of a Pilot project for Area Wide OPRC (Asset Management Contract) for Design, Rehabilitation/Improvement/, Network Performance (Routine Maintenance) and Periodic Maintenance Works in a Selected RD Southern Region area with a network size of about 335 km.

For a successful monitoring/supervision of OPRC Contracts, it is required that the Consultant fully understands the concept of OPRC which is a formof Design Build Operate Maintain and Transfer (DBOMT) type of Contract and the requirements of the services to be provided for OPRC Monitoring/Supervision. The particular knowledge and experience to be documented relates to the knowledge of monitoring/supervision of designing, building, operating and managing the road works based on output based methodology, verified by various Level of Service indicators of qualitative and quantitative nature, risk management, network management and other similar requirements.

Interested Consultants must provide information indicating that they are qualified to perform theseservices (brochures, description of similar assignments, experience in similar conditions, availability of appropriate skills among staff, etc.). Consultants may associate to enhance their qualifications. Associations may take the form of either joint venture (whereby firms willbe severally and jointly liable for the assignment and in which case all joint venture partners are required to demonstrate competence in the core areas of the assignment) or sub consultancy (where a firm possesses competence in core areas of the assignment and sub-contracts part(s) of the assignment to another firm(s)

Scope of Services:

The Consultant shall provide supervision for asset management civil works (including, improvement, construction, rehabilitation and maintenance works( periodic and routine)) as described hereinafter, including the provision of qualified, experienced personnel, management, co-ordination and the efficient execution of these services.

The overall objective of the Consultancy services includes assisting the Roads Department to carryout technical aspects needed during monitoring of OPRC implementation. The Consultant shall also to assist with the Monitoring /Supervision of a Pilot Project for Area Wide Output-and Performance based Road Contracts (OPRC) covering about 335 km of road sections in Roads Department Southern Region including the regular assessment of the Contracting Entity's performance and recommendations to the Client on non-compliance issues. The Consultant will be responsible for assisting Roads Department in implementing and maintaining an appropriate regime for managing theOPRC Contract. The road sections may require different treatment/interventions at different times depending on their conditions, level of services required and cost associated; with the Contracting Entity carrying out required interventions (improvement, rehabilitation, construction and maintenance) at different times in order to achieve the pre-determined level of services during the entire contract period. The consultancy services will be for a continuous period of about 10 years with an estimated staff input of about 370 staff months. The successful consultant will enter into a time-based contract with the Client.

A road network of about 335 km is divided into two packages as follows:

• Package 1(About 123.5 km plus about 52.5 km of access roads to be improved only): Road A2-4: Polokwe – Sejelo Police (6.87 km), A2-5: Kanye – Jwaneng (72.71 km), A10: Mmankgodi Junction- Polokwe (43.8 km).

• Package 2 (About 144 km plus about 15.1 km of access roads to be improved only): Road B101: Rakhuna – Tlhareseleele - Pitsane – Phitshane Molopo – Mabule (144 km)

Specifically, the consulting services will, among others, cover the following:

• Monitoring of the Contracting Entity's Performance during Mobilization, Design, Improvement, and Rehabilitation Stage, Network Condition Monitoring during Periodic and Routine Maintenance Stage, Network Information and Data Analysis.

• Review of technical documents submitted by the Contracting Entity.

• Review quarterly applications for payment made by the Contracting Entity in accordance with the Conditions of Contract; review and evaluate the liquidated damages and or determination of payment reduction and recommend to the Employer the amounts to be deducted from payment and the procedure to follow.

• Contribute actively to the learning process of Government staff and the personnel of Contracting Entity in the use of database system, document management system and all parameters included in the OPRC Projects,

• Prepare and submit the following reports and documents, in English language in an approved format: Inception Report, Annual Work Programme Report, Design Review Report, Monthly Progress Report, Quarterly Progress Report, Final Completion Report etc

Submission of EOI

One original and four (4) copies (one electronic as a pdf.file) of the expression of interest must be submitted in a sealed envelope clearly marked "Preparation and Design of a Pilot project for Area Wide Output- and Performance-based Contracts for the Management and Maintenance of a road network of about 335km" and should be delivered at the address below and addressed to "The Secretary, Ministerial Tender Committee, Private Bag 00414, Gaborone, Botswana" by 1000 hours local time. (GMT+2:00), 6 June 2013. The submissions shall be opened immediately thereafter in the Conference Room of the offices of the Ministry of Transport and Communications in the presence of firms or their representatives who choose to attend.

LATE SUBMISSIONS WILL NOT BE ACCEPTED and will be returned to the bidders unopened.

Selection Criteria

Selection of consultant firmswill be in accordance with the procedures set out in the World Bank'sGuidelines: Selection and Employment of Consultants by World Bank Borrowers, published in May 2004, revised in October 2006 and May 01, 2010.

It should be noted that the Botswana Roads Department is not obliged to invite to participate in the subsequent bidding process any particular potential consulting firm that expressed an interest in this project.

Interested Consulting firms may obtain further information at "The Director of Roads, Roads Department Headquarters, Plot 4787/8, Moapare road Gaborone, Botswana" (Physical address) or "The Director of Roads ATTN: Mr. Mmoloki Baele or Godfrey Motsu, Roads Department, Private Bag 0026 Gaborone, Botswana" (Postal address) Tel: +2673913511, during working hours (i.e. 0800hrs to 1230hrs and 1400hrs to 1600hrs local time (GMT+2:00)),

Interested potential firms should forward their expression of interest to the following address:

Physical:

The Secretary

Ministry of Transport and Communications

Secretariat Office, Ground Floor

MTC Building, West Gate Mall,Gaborone, Botswana

Tel: +267 3612000

Postal:

The Secretary

ATTN: Ms M. Thomas

Ministerial Tender Committee

Private Bag 00414

Gaborone, Botswana