Procurement Process
RFQ – Request for quotation
Office
UNDP-LAO – LAO PDR
Deadline
15-Jun-25 @ 12:59 PM (New York time)
Published on
21-May-25 @ 12:00 AM (New York time)
Reference Number
UNDP-LAO-00507
Contact
Kongthanou Khanthavixay – kongthanou.khanthavixay@undp.org
This specific tender is managed via the new supplier portal system of UNDP Quantum. If you are interested in submitting a bid for this tender, you must subscribe following the instructions in the user guide. If you have not registered a profile with this system, you can do so by following the link for Supplier Registration.
If you already have a supplier profile, please access the negotiation using quicklink or please login to the Supplier Portal, then search for the negotiation using the reference number UNDP-LAO-00507, following the instructions in the user guide.
Introduction
Request for Quotation (RFQ)_008_2025_Wetland Modification
Schedule of Bidding:
- 21 May 2025: Launching bidding/Request for Quotation
- 03 Jun 2025 [14:00, Lao Time]: Online Pre-Bid meeting to provide information on project background and technical details. Details will include how bidders can register and submit bids through the Quantum system. The Zoom meeting link will be provided upon request.
- 10 June 2025: Deadline for submitting questions for clarification.
- 15 June 2025: Deadline for Bid Submission.
- 1 July 2025: Expect contract to be awarded to the selected contractor.
Scope of work
Ecosystem Based Adaptation
Taken from the Draft Guideline for Ecosystem-based Adaptation (EbA) in Laos (UNEP 2024):
Ecosystem-based adaptation (EbA) is an approach to climate change adaptation that utilizes biodiversity and ecosystem services as part of an overall strategy to help communities and ecosystems adapt to the adverse effects of climate change. The principles that guide EbA are as follows:
· Nature-based Solutions: EbA emphasizes the use of nature-based solutions to address climate change impacts. It recognizes that healthy ecosystems can provide a range of adaptation benefits, such as flood regulation, water purification, and climate regulation. By restoring and conserving ecosystems, EbA aims to harness the natural processes and functions of ecosystems to enhance resilience and reduce vulnerability to climate change.
· People-centric Approach: EbA prioritizes the well-being and livelihoods of people. It seeks to deliver adaptation outcomes and socioeconomic benefits for communities, particularly those that are vulnerable to climate change impacts. This principle recognizes that adaptation measures should not only focus on ecological aspects but also consider the needs and aspirations of local communities.
· Climate-Sensitive Ecosystems: EbA recognizes that ecosystems themselves are climate-sensitive and must remain within safe biophysical limits to effectively provide adaptation and mitigation benefits. It aims to maintain and increase the resilience of ecosystems to climate change by ensuring that they can withstand and recover from the impacts of climate change.
· Sustainable Use of Biodiversity: EbA promotes the sustainable use of biodiversity and ecosystem services. It seeks to enhance the capacity of ecosystems to provide adaptation benefits while ensuring the long-term health and effectiveness of these ecosystems. This principle emphasizes the importance of managing ecosystems in a way that balances human needs with the conservation of biodiversity.
· Environmental protection: Although the community infrastructures that this project will support will be small and community level only, special attention will be paid to ensure that no harm will be done to the environment because of the infrastructure and those promoting water conservation, water reuse, renewable energy, composting, and protecting or restoring local ecosystems will be selected. Environmental and ecological preservation and sustainability will be applied in the design and implementation of the project.
General requirements
The Scope of Works shall include, but not limited to, the following requirements:
The firm shall furnish all labor, materials, tools, equipment, consumables, and supervision to perform and complete all works in accordance with the drawings provided, Bill of Quantities (BOQ) and specifications indicated below, all of which constitute the work to be performed and including the following:
The wetland modification/community pond improvement work needs to comply with relevant Lao laws, regulations and guidelines and UNDP policies on construction, social and environmental standards (SES) and environmental and social management framework. The IWRM-EbA project has a dedicated Safeguards Officer that is available to guide the firm on any SES, ESIA and ESMF requirements that may need to be adhered to during the construction phase
Prior to commencing work on site, the firm must fulfil statutory environmental and social safeguards requirements, which shall be deemed a fundamental condition of the contract. All issues and concerns on wetland modification/community pond improvement work measures pertaining to minimizing environmental impacts, loss of private assets due to land and right-of-way acquisition, getting approvals from the local government, etc. need to be resolved or acted upon during the pre-construction. The contractor is required to regularly coordinate with the village authorities and local communities to avoid disruption of activities, health and safety aspects, and operationalize a grievance redressal mechanism.
The wetland modification/community pond improvement work must fully comply with the approved design and strictly follow the principles of Ecosystem-based Adaptation (EbA) and incorporate Ecosystem-based Solutions (EbS) rather than traditional hard engineering approaches aligned with the objectives of the project. The bidder must provide detailed technical specifications in terms of site preparation and excavation works, backfill, masonry and concrete works, transportation, delivery and storage of aggregates, sand filling, storage of hazardous materials near the water surface, quality control system and quality assurance plan, provision and maintenance of camp, store and equipment yard, disposal of spoil and construction waste, wetland protection measures, all structural and non-structural measures and health and safety measures.
Bidders must be able to demonstrate relevant skills and experience in the upgradation of wetland sites with expertise in addressing anticipated impacts/issues/concerns of wetland functions and values with demonstrated evidence of the successful completion of similar works. The technical proposal must ensure mechanisms to sustain natural wetland and beneficial uses for the local communities such as groundwater extraction solar pump, sediment removal, small deep refuge pools for fish, etc. Engagement with local technical firms is highly encouraged.
The selected firm is expected to implement all activities related to the contract of the wetland modification works in Savannakhet Province. Bidders are encouraged to refer to the detailed designs and BoQ included in the annexes of this ToR to accurately assess the scope of work and prepare their proposals. Please note that the final project costs will be determined through the competitive tendering process and are subject to change.
Specific tasks
As part of the project’s strategy to strengthen the climate resilience of communities to the impacts of floods, the IWRM-EbA Project conducted an optioneering study in 2024. The study identified four districts of Savannakhet Province as the areas for wetland modification and recommended developing protective infrastructures to reduce riverine flooding and erosion risks in the study area.
Tasks/detail requirements
The firm will conduct the following tasks:
Task 1:
Technical scoping, IWRM-EbA standards compliance and work planning
Organize a kick-off meeting with Project Team and DWR in Vientiane; review cross-section engineering designs and guiding documents, develop workplan and submit inception report for approval.
Task 2:
Maintain wetland hydrology
Wetland hydrology should be restored to the greatest degree to maximize the site’s functions and values. Wetlands should be linked by corridors whenever possible to enhance the wetland’s use and colonization by the flora and fauna. To the extent needed, all wetland resources removed from the specified excavation shall be used in the construction of the earth levee. All spoil materials not used in the earth levee shall be stockpiled at locations shown on the drawings or as otherwise approved by the engineer. Borrow excavation shall be located not closer than 9 meters to the toe of the levee so as not to cause slope stability or seepage problems.
Pond improvements should be undertaken with flooding considerations in mind and adequate slopes to accommodate overtopping with a consistent elevation so as not to channel water in a particular area. Earth spillways should be placed in levees, which will allow water to back into wetland from the downstream end and not channel water through the wetland or allow headwater flooding, except where scouring is advantageous. Elevation differences between the floodway and the water control structure should be minimized. Earth spillways need to be placed in areas that do not channel floodwater against constructed levees or water control structures.
Task 3:
Excavation, backfill and site cleaning works
Excavation of sediments should be undertaken with utmost care to ensure small deep refuge pools for fish
accomplished with grassed or riparian filter areas or sediment basins. Levees and excavated slopes should be located and shaped in a manner that is compatible with the existing landscape. The higher the levee, the more it is likely to: (i) be damaged by rodents; (ii) create offsite flood damage; and (iii) limit out of bank floodwater from entering the wetland (and thus reduce wetland hydrology). Placement of earth spillways can determine the type and number of debris and sedimentation that will occur. Care should be taken to not over-excavate and thus expose a permeable stratum that may drain the wetland pool area.
Clearing shall consist of cutting, removing and disposal of bushes, shrubs, grass, weeds, other vegetation, anthills, rubbish, fences, top organic soil not exceeding 150 mm in thickness and all other objectionable materials, resulting from the clearing and grubbing. It should also include the removal and disposal of structures that obtrude, encroach upon or otherwise obstruct the work. The moving of a certain amount of soil or gravel material may be inherent to or unavoidable during the process of clearing and no extra payment shall be made for this. Clearing shall include the removal of all rocks and boulders of up to 0.15 m3 in size exposed or lying on the surface.
Based on technical specifications, the bidder is required to implement its construction management plans as per the UN supplier code of conduct, which includes principles on labour, human rights, environment and ethical conduct, to mitigate the effects of construction activities. This includes the provision of mitigation measures to address impacts from dust generated; strict scheduling of various construction activities to reduce and/or minimize noise; provision of signages/warning signs; erosion control; ensuring safety of workers and clean-up and disposal of other waste materials.
Task 4:
Water control structures
Based on the cross-section design, water control structures will be used when it is desirable to control or manipulate the water level for operation and maintenance of the wetland at an elevation different than that caused by blocking the channel. Wetland modification engineering structures will be applied in critical sites where wetland modification is essential with drain protection measures. All surface water inlet structures shall be equipped with trash racks to exclude debris. Wetland vegetation will be restored as close to the original natural plant community as the restored site conditions will allow. Plantings, seedings or other types of vegetative establishment will comprise of native species that occur on the wetland type being restored.
Task 5:
Construction operations
Construction operations need to be carried out in such a manner and sequence that erosion and air and water pollution are minimized and held within legal limitations. Construction methods that enhance fish and wildlife will be used where practical. Stumps and brush removed from the wetland modification area may be piled for fish and wildlife habitat when approved by the local village authority. The wetland upgradation work needs to conform to the line, grades and elevations shown on the drawings or as staked in the field. All operations shall be carried out in a safe and skillful manner. Safety and health regulations shall be observed and appropriate safety measures used. The contractor shall ensure that all binding laws for buried utilities are met.
A plan for the operation, maintenance and management of the wetland area shall be developed and recorded using approved job sheets, technical notes or other forms of acceptable documentation. The plan shall include monitoring and management of the overall site, as well as structural and vegetative measures. Repair and upkeep of the practice (maintenance) shall be carried out as needed such as repair or replacement of vegetative or structural components.
Task 6:
Compliance with potential social and environmental risks, monitoring and reporting mechanism
Ensure strict compliance with social and environmental risks through its “Social and Environmental Standards” (SES), which include a set of policies and procedures designed to identify, mitigate, and manage potential negative impacts on communities and the environment from project’s wetland modification activities (viz., physical cultural environment, construction waste and spoil management, community health and safety, indigenous peoples, grievance redressal mechanism, Leave No one Behind, pollution prevention and resource efficiency, gender equality and social inclusion, etc.)
The firm is expected to comply with monitoring, reporting and verifying mechanisms to assess environmental and social standards set forth in SES, ESIA and ESMF and other applicable regulatory requirements and standards as well as the approved engineering design and safeguards documents.
Task 7:
Consolidated report
Prepare and submit a comprehensive report, including the as-built designs reflecting any modifications made during the wetland site modification process.
Estimated duration
The total estimated duration to complete all tasks under this ToR is estimated approximately six (6) months.
Composition of expert team
The firm is required to propose a team of technical experts who are certified and experienced in undertaking all tasks as outlined in this ToR. Organizational profile, curriculum vitae and relevant professional certificates and license are to be submitted with the technical proposal for all proposed experts and engineers.
Bidding documents
Interested firm is requested to submit a quotation and bidding documents outlining their proposed approach/methodology for each of the tasks as listed in this ToR together with an activity workplan that includes a detailed construction planning and schedule.
How to submit the bids.
Interested suppliers must submit their offer directly in the system as instructed in the solicitation document, following the instructions in the available user guide. In case you have never registered before, you can register a profile using the registration link shared via the procurement notice and following the instructions in guides available in the UNDP website: https://www.undp.org/procurement/business/resources-for-bidders. Do not create a new profile if you already have one. Use the forgotten password feature in case you do not remember the password or the username from previous registration.
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Documents :
Negotiation Document(s) (Before Accessing other negotiations Document(s), please click on this link)
