REQUEST FOR PROPOSALS

Investing in Infrastructure (3i), Cambodia

Project number:                   236

Project name:                       Production of the Ministry of Land Management Urban Planning and Construction (MLMUPC) Workplace Health and Safety Guidelines

Issued:                                   15 January 2021

Closing date:                        05 February 2021

Closing time:                        4PM

1. Purpose

Investing in Infrastructure (3i) requests proposals from suitably qualified and experienced consultancies and companies to compile, edit and publish the MLMUPC Construction Workplace Health and Safety (WHS) Guidelines (the Guidelines). Referencing relevant guidelines and model codes of practice from other nations, the Guidelines will feature as a technical annex to the updated MLMUPC Prakas on WHS responsibilities and practices for Cambodian construction sites.

This document contains 3i’s detailed requirements for consultants’ proposals to be received and evaluated.

2. Investing in Infrastructure (3i) program summary

Following a series of fatal accidents on Cambodian construction sites, the Royal Government of Cambodia (RGC) sought assistance from the Government of Australia (GoA) with the aim of improving both building design safety and construction WHS.

In response, through a memorandum of Subsidiary Agreement (MSA), GoA committed to provide to MLMUPC assistance in developing safety guidelines and codes of practice aimed at ensuring health and safety on Cambodia’s construction work sites.

Investing in Infrastructure (3i) is a six year, nationwide, social investment program funded by the Australian Government and being implemented by Palladium.  The program is designed to promote and catalyse business growth in the infrastructure sector of Cambodia.  Given 3i’s history and expertise, GoA selected 3i as implementing partner in providing this assistance.

3. Project requirements

3.1. Project background

Following promulgation of the Law on Construction in November 2019, MLMUPC have reviewed the ministerial prakas related to construction WHS responsibilities and practices, MLMUPC Prakas 32 and 93.

Under the leadership of His Excellency Lao Tipseiha, a MLMUPC working group determined that the most efficient way to provide the necessary guidance and instruction is to attach to the Prakas, as a technical annex, guidelines which succinctly and accurately describe construction WHS requirements, responsibilities and codes of practice.  Further, the Ministry’s leadership requested 3i to take on the responsibility of producing these guidelines.

The Guidelines will draw on existing construction WHS standards and codes of practice from other nations and may include those of the International Labour Organization (ILO).

3.2. Desired outcomes

The desired outcome is a robust, easy to use, clear, relevant and appropriately configured set of instructions and guidelines which will offer government officials, developers, contractors, construction professionals and workers a comprehensive standard reference.  The Guidelines will achieve three aims:

  1. Define legal obligations and roles and responsibilities with respect to construction WHS
  2. Establish Cambodia’s construction WHS standard
  3. Act as a resource for the provision of training and instruction in the principles and practices of construction WHS

3.3. Scope of services

The vendor is required to compile, draft, edit and publish the MLMUPC Construction Workplace Health and Safety Guidelines.

3.3.1. Contents

The Guidelines shall contain simple, relevant instruction and guidance in all facets of construction workplace safety and shall include, although not be limited to the following:

  • The Normative Framework
  • WHS Chain of Responsibility
  • Use of PPE
  • Child Protection
  • Develop and Implement the Site Safety Plan
  • Electrical Safety Throughout Construction
  • Environmental Control and Protection (noise, dust, runoff, erosion)
  • Site Safety Induction
  • Hazardous Substances (exposure and control)
  • Working at Height
  • Site Security, Protection and Barriers
  • Safe Use of Cranes
  • Trenching Safety
  • Safe Work in Confined Spaces
  • Safe Work in Hot, Humid Conditions
  • Fire Safety
  • Safe Use of Machinery and Equipment
  • Safe Use of Scaffolding
  • Safety Checklist and Inspection Procedure for Inspectors and Supervisors
  • Amenities and Facilities for Workers
  • Managing COVID Risk
  • Abuse of Drugs and Alcohol
  • Safe Practices in use of Reinforced Concrete and Steel Construction
  • Protection of Surrounding Areas
  • Traffic Control
  • First Aid
  • Accident and Emergency Procedures
3.3.2. Sources and references

In compiling the Guidelines, the following references are advised although, are not limited to:

  • The current MLMUPC Guideline on Construction Site Safety dated 2018
  • International labour Organization (ILO) Safety, health, and welfare on construction sites – A training manual of 1999
  • Other relevant ILO guidelines
  • Safe Work Australia Codes of Practice
  • Codes of Practice of Australia’s States and Territories
  • Singapore’s Workplace Safety and Health (Construction) Regulations 2007
  • UK Health and Safety Executive – Health and Safety in Construction of 2006
  • US National Institute for Occupational Safety and Health (NIOSH) – Construction Safety and Health
  • Prakas and decrees of the RGC Ministry of Labour and Vocational Training

The Guidelines shall be produced in Khmer and English.  In both versions, clear, well laid out text, graphics and descriptive drawings and cartoons shall be used to illustrate safety requirements to cater for those who are unable to read.  The graphics shall demonstrate, in an unambiguous way, the correct way to carry out a given task and be juxtaposed against a similar graphic illustrating the incorrect way.  Both versions of the Guidelines shall be presented in both hard (printed) and soft (electronic) copy.

The hard copies of the Guidelines shall be spiral bound of size A5 made of material sufficiently robust as to be used in design offices and on construction sites.  Should space needs dictate, the hard copy of the Guidelines may come in several separate volumes.

The electronic copies shall be configured so that they may be downloadable in PDF from the MLMUPC website.

The Guidelines shall be appropriately branded as an official document of the MLMUPC with some suitable acknowledgment of Australian Aid as the funding source.  Where 3rd party references are directly sourced, attribution covering intellectual property shall feature.

3.3.3. Progress Milestone Meetings

There will be five project milestones:

  • Inception
  • 25% Progress
  • 50% Progress
  • 75% Progress
  • Final Draft.

At each milestone the vendor will convene a progress meeting with the Project Oversight Committee.  The Project Oversight Committee will consist of the 3i advisor, the MLMUPC working group and other stakeholders as invited.  At each milestone meeting the vendor will make a presentation showing progress to plan, identify issues or impasses, seek clarification and will note editing comments and observations.  The vendor shall minute each milestone meeting with the minutes forming part of the project file.

3.4. Deliverables

  • Coordination and presentation of five progress meetings to the Project Oversight Committee
  • The compiling, editing and printing in spiral bound A5, in several volumes if necessary, the MLMUPC Construction WHS Guidelines
  • An electronic version of the Guidelines in both Khmer and English suitable to be downloaded from the MLMUPC website
  • 300 hard copies of the Guidelines in Khmer
  • 200 hard copies of the Guidelines in English
  • Submission of weekly progress reports to the 3i Advisor

3.5. Consultant profile

In their submission, the vendor must demonstrate capacity as follows:

Essential

  1. Expertise and experience in producing training and instruction materials in WHS in Cambodia or other countries in the region.
  2. Comprehensive knowledge and awareness of construction WHS codes of practice, standards and guidelines of other nations such as Singapore, Australia, UK and the US.
  3. Awareness and appreciation of the capacity shortfalls in WHS across Cambodia’s construction and building sector.
  4. Experience in conducting or advising on WHS audits in Cambodia or within the region.
  5. Ability to staff the project with senior professionals who have significant demonstrated expertise in construction WHS.
  6. Ability to manage complex projects with tight deadlines, prioritise effectively and deliver on time.
  7. High level communication skills suitable for clearly imparting technical knowledge and processes at secretary of state and director level in Cambodia.
  8. A level of professional credibility measured through experience and qualifications to earn the confidence and trust of senior technical personnel throughout Cambodia’s construction and building sector.

 

Desirable

  1. Experience delivering related services to Cambodia’s government ministries.
  2. Experience delivering related services to international aid organisations, NGOs, UN Agencies, Funds and Programmes or multilateral organisations.

3.5. Timeframe

Implementation commences 12 March 2021 and concludes 31 July 2021.  The vendor’s ability to meet the required timeframe will be a key selection criterion.

4. How to submit proposals

Interested suppliers must use the 3i Response Form (Annex 1) to submit their proposals. The Response Form can also be requested via email rfp@3icambodia.org.  Any other forms submitted will not be reviewed. Proposals must address all seven components as follows:

  • Detailed company profile and description of organisational capacity
  • Description of relevant, past project experience in last 5 years with details of project scope, role, client and location of project
  • Description of the approach and methodology
  • Notional workplan with timeline
  • Details of nominated team members with description of capabilities, education, and relevant project experience
  • Financial proposal for undertaking the project. Consultants are required to provide an all-inclusive lump sum figure and detail assumptions underpinning the pricing in a brief written format.  Note that the three payment milestones are at completion of first draft, completion of final draft and lastly, upon receipt of all deliverables as described in Section 3.4.

5. Evaluation

3i will objectively evaluate all proposals, based on:

  1. Compliance with this Request for Proposal (RFP)
  2. Understanding of and ability to meet the requirements and deadlines as specified
  3. Overall value for money including:
    • Capability and capacity of the team nominated to perform the services
    • Approach to the provision of the services specified in this RFP
    • Company expertise and experience with delivery of projects similar in nature to this RFP
  4. The fee to be charged for providing the Services.

6. Timeframes

Indicative project timeframes follow (subject to negotiation):

Task/activity Date
RFP released 15 January 2021
Proposals received by 05 February 2021
Evaluation and decision on successful supplier complete 19 February 2021
Contract Signed 26 February 2021
Implementation commences 12 March 2021
Project concludes 31 July 2021

 

7. Further information

Respondents are required to comply with all terms and conditions set out in this RFP. No unsuccessful Respondent will be entitled to any redress against 3i and Palladium in the event that 3i and Palladium enters into an agreement with any other Supplier or person.

8. Terms and conditions

Potential suppliers should ensure that they understand and can comply with the terms outlined below.

  • All responses must be received by 4.00pm on 05 February 2021 by email to rfp@3icambodia.org with “MLMUPC Construction WHS Guidelines” in the subject line.
  • Any responses received after this time and date will NOT be considered.
  • All responses must be submitted using the 3i Response Form provided at Annex 1.
  • The Response Form shall be submitted in English.
  • All services will be subject to the terms and conditions outlined in a purchase order or contract to be negotiated between the successful supplier and 3i.
  • The successful Respondent will be required to adhere to and sign a Palladium Business Partner Code of Conduct, a copy of which will be made available in the contracting stage.
  • Payments will be made upon lodgement of a valid supplier invoice and in accordance with the purchase order or contract.
  • Unsuccessful suppliers will be advised by email and letter as soon as 3i has made the final decision; no further correspondence will be entered into.
  • All services must be supplied within the timeframes specified in the purchase order or contract agreement. If for any reason the supplier cannot supply the services in this time frame, 3i will have the option of declaring the contract void and selecting another supplier to meet its needs.

Further information about this RFP can be obtained from Scott Hackney, MLMUPC Adviser 3i, Palladium, Email: scott.hackney@thepalladiumgroup.com.

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