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-00506
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-00506, following the instructions in the user guide.
Introduction
RFQ_007_2025_Flood protection measures with levees
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 the 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 Work shall include, but not limited to, the following requirements:
The construction 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 flood protection 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 construction firm must fulfil statutory environmental and social safeguards requirements, which shall be deemed a fundamental condition of the contract. All issues and concerns on flood control measures pertaining to minimizing environmental impacts, loss of private asset 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 construction 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, quarry site, concrete mix proportions, sand filling and gabion installations, storage of hazardous materials near the riverbank water surface, quality control system and quality assurance plan, provision and maintenance of camp, store and equipment yard, disposal of spoil and construction waste, protection measures of the adjoining old temple during construction period, all structural and non-structural measures and health and safety measures.
Bidders must be able to demonstrate relevant skills and experience in the management of flood control and protection works with expertise in addressing anticipated impacts/issues/concerns of flood control with demonstrated evidence of the successful completion of similar construction works. Engagement with local technical firms is encouraged.
The selected firm is expected to implement all activities related to the construction contract of the flood control measures in Phiaka village of Champhone District, 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 Phiaka village of Champhone District as the priority area for flood protection measures with levees and recommended developing protective infrastructures to reduce riverine flooding and erosion risks in the study area.
Tasks/detail requirements
The construction 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 engineering designs and guiding documents, develop workplan and submit inception report for approval.
Task 2:
Use turfing or vegetation for side-slope protection
Measures to protect side slopes should be incorporated during the construction of village levees. Local vegetation (grass and shrubs, but not trees) should be used to protect the side slope of levees. Suitable grass species such as vetiver at 0.3 m x 0.3 m spacing mixed with bamboo, typha and other aquatic plants, may be used. Slope protection with grass increases the stability of the slope and decreases road erosion, leading to levee stability and flood resistance. Species should be selected in consultation with the district agriculture and forest office. Turfing can be combined with the use of jute or coir netting to prevent soil erosion.
Task 3:
Construction management plan
Construction of village levees should be designed and constructed with sufficient width and height as per the approved design to ensure protection from floods, land preservation, and movement functionality. Moreover, the design and construction of village ring levees should be based on future climate scenarios: standard crest width and height based on a return flood period of 1:50 and 1:100 years, adequate side-slope protection, and size and number of drainage structures based on climate change.
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 through the consistent use of PPEs. A joint inspection team (i.e. project manager, site engineer) from the implementing agency will be tasked to monitor the compliance of the contractor with potential mitigation measures.
Task 4:
Civil engineering techniques
Based on the design, civil engineering structures will be applied in critical sites where protection is essential and bioengineering techniques are less effective. Civil engineering measures applicable for flood control works (amongst others) include water and drainage management, stone masonry; anchored structures, excavation and bank reclamation, surface treatment measures, spoil disposal, etc.
Task 5:
Engaging qualified engineers, environmental and social safeguards expert
Develop a monitoring and reporting mechanism to ensure that all conditions set forth in SES, ESIA and ESMF and other applicable regulatory requirements and standards are well integrated in compliance with the approved detailed engineering design and safeguards documents.
Task 6:
Compliance with potential social and environmental risks
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 construction 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.)
Task 7:
Monitoring and reporting mechanism
Develop a monitoring, reporting and verifying mechanism to assess environmental and social standards set forth in SES, ESIA and ESMF and other applicable regulatory requirements and standards are well integrated in compliance with the approved detailed engineering design and safeguards documents.
Task 8:
Consolidated report
Prepare and submit a comprehensive report, including the as-built designs reflecting any modifications made during the flood protection works.
Estimated duration
The total estimated duration to complete all tasks under this ToR is estimated approximately four (4) months.
Composition of expert team
The construction 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.
Interested construction firm is requested to submit a detailed technical proposal 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 Proposal.
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.
Search for the specific tender using search filters and subscribe to the tender in order to get notifications in case of amendments of the tender document. If you need support with the online system, you can contact the contact details of this tender as indicated in the solicitation document.
UNDP OFFICE
PROCUREMENT UNIT
Documents :
Negotiation Document(s) (Before Accessing other negotiations Document(s), please click on this link)
