GOVERNMENT OF SAINT LUCIA

MINISTRY OF INFRASTRUCTURE, PORT SERVICES AND

TRANSPORT
TERMS OF REFERENCE

FOR CONSULTING SERVICES

FINALIZATION OF ARCHITECTURAL & STRUCTURAL

DESIGNS
&
PREPARATION OF DETAILED DESIGNS AND COSTS FOR
TENDERING

April 10, 2015

TABLE OF CONTENTS
Background...........................................................................................................................3-4
Objectives..................................................................................................................................4
Scope of Services......................................................................................................................4
Job Summary of the Consultant...............................................................................................4
General Responsibilities and Duties.........................................................................................5
Manpower Scheduling and Costs............................................................................................6
Reporting...............................................................................................................................7-8
Working Arrangements......................................................................................................9-10
Clients Responsibility...........................................................................................................9
Consulting Firms Responsibility....................................................................................9-10
Annex..................................................................................................................................11-15
Annex I...........................................................................................................................11-12
Annex II......................................................................................................................... 13-15

Background

An important issue confronting Saint Lucias development is the vulnerability of its population and
economy to natural disasters, which can seriously impact the productive sectors of the economy,
such as tourism and agriculture, with particularly severe effects on communities and households.
Saint Lucia is exposed to a range of natural hazards. The most important of which are derived from
weather-related phenomena such as winds, rainfall, hurricane and droughts. Disasters caused by
these hazards impose large costs on the countrys fragile economy and exacerbate poverty levels.
Hurricane Tomas impacted Saint Lucia on the night between October 30 and 31, 2010, with
maximum sustained wind speeds of 90-95 mph with higher gusts. The Hurricane caused torrential
rain for 24 hours, resulting in total rainfall of 533 mm. This amount of rainfall, concentrated in
many of the short steep-valley watersheds of Saint Lucia triggered widespread flooding and
numerous landslides, and particularly in the central and southwestern segments of the island owing
to the topography of the area characterized by mountainous terrain, rivers and flat valleys.
To support Saint Lucias recovery and reconstruction effort the Government of Saint Lucia received
a Credit from the World Bank to finance the Hurricane Tomas Emergency Recovery Project. The
project seeks to finance post-hurricane reconstruction and recovery in the Transportation, Health,
and Education sectors throughout the island and strengthen disaster risk management capacity to lay
the foundation for the longer-term sustainable strategy to improve the resilience, preparedness, and
response capacity of Saint Lucia to natural hazards.
The Choiseul Secondary is among the many schools that were severely damaged as a result of
Hurricane Tomas. The school is located in the Choiseul Village and comprises five stand alone
building, which have been alphabetically labeled A to E. The building blocks B and C which
formed the initial school facility, was constructed in 1971. The remaining buildings, (Blocks A, D &
E) were constructed in the subsequent 36 years.
In addition to the stresses of severe service loading, the tremors of November 2007 and the
Hurricane of 2010 has had their debilitating effects on the aged blocks, B and C. Consequently,
significant vibrations were observed in these two blocks.
The report from a structural assessment of blocks B and C, commissioned in June 2011, concluded
that the two blocks were structurally unsafe and that catastrophic collapse is possible under extreme
loading.
Given this, the Ministry of Education, Human Resource Development and Labour (MOE) has
agreed to reconstruct the two blocks, B and C so that it can adequately address the facility needs of
the Choiseul Secondary School.
It is expected that the new blocks, B and C of the Choiseul Secondary School will be constructed to
be resilient to future natural disasters and would serve as Emergency Shelters.

While the project is being implemented by the Ministry of Finance, Economic Affairs, Planning and
Social Security (MOF) through the Project Coordination Unit (PCU) the Ministry of Infrastructure
Port, Services and Transport (MIPS&T), is responsible for execution of the proposed works at the
Choiseul Secondary School. To this end, consultancy services are required for finalization of the
existing architectural and structural designs (Choiseul Secondary Preliminary Design
Report; October 2011) and preparation of detailed designs including mechanical and electrical
(bill of quantities, drawings and technical information) for the construction of the new Blocks B and
C of the Choiseul Secondary School.
The Consultancy services will be financed under the MIPS&T and the contract for consultancy
services will be administered by the MIPS&T.

Objectives

The objectives of the assignment is to engage the firm who prepared the initial architectural and
structural designs andto carried carrying out the necessary field investigations for finalization of the
architectural and structural designs, preparation of detailed engineering designs including
mechanical and electrical, and cost estimates to ensure that the school blocks are constructed to
mitigate any prospective hazards including storms, hurricanes and floods. To this end, the
consulting firm will ensure that the appropriate construction standards are utilized in the preparation
of technical documentation required for the preparation of the bidding and contract documents
aimed at ensuring quality assurance consistent with the acceptable engineering practices based on
climate resilient design principles applicable for the region for the proposed construction of the
Choiseul secondary school blocks at its new site. The Consulting Firm is also expected to develop
the operational plan for the new construction.

Scope of Services
Job Summary of the Consultant

The Consulting Firm shall be responsible for finalization of the architectural and structural designs
and preparation of detailed and final designs (including electrical and mechanical) and technical
information for the bidding of the proposed works for the new Blocks B and C of the Choiseul
Secondary School.
The Consulting Firm shall ensure that the designs conform to international building standards.
The consulting Firm shall be employed on a lump-sum payment contract and should take this into
consideration when calculating cost estimates, list of personnel and schedule of rates for performing
the services. Payments shall be made against submission and acceptance of deliverables.
The contract sum shall be established based on the understanding that it includes all of the
consultants cost and profits including any tax obligations.

General Responsibilities and Duties

The Consulting Firm will be required to provide technical assistance to the MIPS&T in the
finalization of architectural and structural designs and preparation of detailed designs including
electrical and mechanical (Bill of Quantities and Drawings) and technical information required for
Bidding to ensure that the school is constructed using the appropriate construction standards and
methods so that the building is resilient and better able to withstand the impacts of natural hazards
in accordance with international engineering design best practices, with a view to strengthen
disaster management capacity at the national level. The designs should also allow the school to
provide the required services to its clients. This will require efficient development of designs and
technical information.
Specific Responsibilities and Duties
a) Undertake an analysis and evaluation of the conditions of the proposed site for
construction. Such analysis should include the necessary review of the existing
Environmental and Economic Impact Assessments, and carrying out of any Social
Safeguards assessments or additional environmental assessments that may be required. As
part of this task, consideration should be given to prevailing and prospective
vulnerabilities including natural and man-made risks (storms, flooding and hurricanes) and
potential measures for mitigation;
b) Carry out all field investigations, geotechnical investigations, engineering surveys (as
necessary), and consultations required to arrive at the detailed priced estimates, detailed
technical designs, construction drawings, technical specifications and preparation of tender
documents;

c) In finalization of designs hold stakeholders consultations to determine and agree upon the
proposed construction design; Particular consideration should be given in the detailed
design to make provision for disabled persons access to the facility (e.g. ramps), covered
walkways, provision of sanitary facilities, provision for water storage / water tanks,
provision for site drainage, solar heating and location and details for specific water tank
position, provision of rainwater harvesting, provision for site drainage, external ground
works, exits and entrances, perimeter fencing, location and details for specific tank
position and quality of design and storage facilities (see Annex I, II).
d) Propose appropriate form, orientation, scale, massing, spatial configuration, selection of
materials, fenestration and other factors that may impact the energy efficiency, use and
maintenance of the new building;
e)

Prepare and submit design documents to adequately define the scope and cost of each
component of the project within the respective groups;

f)

Use approved / agreed architectural designs to inform other technical designs and
information including mechanical, electrical and ancillary designs. Such services should
include topographic and geotechnical surveys;

g) Preparation of detailed and final designs including the technical information that is;
production of architectural and structural working drawings, schedules and specifications
to mitigate seismic, hurricane, flood and fire conditions so that the newly constructed
school blocks can function as an emergency shelter.
h)

Preparation of a Operations and Maintenance Manual for the new structure with the
associated costs;

i)

Prepare Technical Specifications and schedule of laboratory fixtures required for the
functional use of the building.

j)

Obtaining the necessary statutory approvals for the proposed works.

k) Preparation of the Bidding Document for tendering

Manpower Scheduling and Costs
It is estimated that preparation of detailed designs (Bill of Quantities and Drawings) and
technical information required for issuance of bidding document will take a total of three
and one half (3.5) months.
Apart from supporting staff, key personnel for the successful completion of this phase of
assignment will consist:
a)
b)
c)
d)
e)
f)
g)

Team Leader 3.5 man months

Structural Engineer 1 man months
Electrical Engineer 2 man months
Mechanical Engineer 2 man months
Architect 1 man month
CAD Technician - 2 man month
Surveyor 0.5 month

In estimating man-month requirements and cost of the services, the Consultants should ensure that
the proposal takes full account of all the above requirements and the following items:
Consultants remuneration
(a)
(b)
(c)
(d)
(e)
(f)
(g)

Consultants out-of-pocket expenses

Support staff services
Equipment Hire
Communication costs
Report production costs
Contract documentation production costs
Survey costs

Reporting

The Consulting Firm shall prepare and submit the following reports:
Report 1: Detailed Preliminary Designs
Finalize the structural and architectural designs and prepare mechanical and electrical
designs
Within four (5) weeks of commencement of the assignment, the consulting Firm is required to
submit four (4) copies of the Detailed Preliminary designs, Report #1. The designs should
provide details on the appropriateness of the proposed designs and contain the preliminary
designs (Bill of quantities, working drawings, schedule of activities and Technical
Specifications comprising separate engineering activities.) for inclusion in Tender document
specifications) for the proposed works so that the proposed new block B and C of the Choiseul
Secondary School can provide the level of services acceptable to the students.

Comments in response by the GOSL, MIPS&T should reach the Consulting

Firm no later than two (2) weeks after receipt of Report 1 (Detailed Preliminary
Designs).
Report 2: Final Designs (Construction Drawings)
Upon approval the preliminary designs the Consulting Firm will prepare the detailed (working)
drawings, and any changes that may need to be done to the Tender Document , Bill of
Quantities, drawings and technical information, technical specifications, which should include
the following:

Architectural, structural, electrical and mechanical designs

Site Plans
Floor Plans
Elevations
Sections
Assembly Details
Door and Window Schedules
Schedule of Finishes,
Drainage and Landscaping plans as required
Mechanical, electrical, sanitary and specialist services working construction
drawings for the structure.
Any other drawings required to enable the proper construction of the works

The report including the Bidding Documents (for construction of the building) should also contain
necessary approvals (health, environment, fire and development control authority) obtained for
implementation of the works and the methodology of the phased approach clearly delineating
activities to be implemented under the first phase of construction. The report should also contain
the list of equipment and ancillary items (particularly for the laboratories) to be procured for the

functional use of the building. This report, Report #2, shall be submitted by the tenth (10 th) week of
the consultancy.
Comments in response by the GOSL, MIPS&T should reach the Consulting Firm no
later than one (1) week after receipt of Report 2 (Final Designs / Construction
Drawings).
All reports shall be submitted in English.
All CAD drawings shall be produced and submitted in AutoCAD Versions 14 thru 2007
"DWG" file format. CAD drawings shall also be submitted on CD and be properly labeled.
Submission shall include an index naming and describing each CAD file.
All reports and documents relevant to the Consultants services, computer programmes, etc. shall
become the property of the Government of Saint Lucia.

Working Arrangements

The Consulting firm will be supervised by the Chief Engineer, MIPS&T.

The consulting firm is expected to take full responsibility for the detailed designs.

Clients Responsibility
The MIPS&T will:

(i)

Facilitate the consulting firm by making available existing relevant information and
data to assist the consultant in the timely completion of the various stages of the
assignment.

(iii)

Ensure timely review of the reports submitted by the consulting firm and within the
stipulated duration stated in the Terms of Reference

(iv)

Initiate the consultation and co-operation of other agencies required to provide

support to the consulting firm for realization of the relevant aspects of the
assignment

Consulting Firms Responsibility

i.

The consulting firm shall be responsible for the collection of all data, and
information to assist in the timely completion of the assignment

ii.

The Consulting firm shall submit at the outset the expected outputs, as well as ensure
their timely submission to the Chief Engineer for review. MIPS&T will ensure the
timely review and acceptance of the reports submitted by the Consulting firm, not
more than ten working days after receipt of reports from the Consulting firm.

iii.

Responsible for the supervision of his technical staff including providing all office
space, equipment, materials, accommodation, office requirements and transportation.

iv.

Engagement of the appropriate qualified and experienced technical and

administrative staff and other resources necessary to undertake the services.

v.

In the event that there are queries during construction, the Consultant shall provide
clarification to the client.

vi.

The Consultant shall execute the services in accordance with the laws, customs and
practices in Saint Lucia and use the appropriate international standards for
preparation of technical information.

Annex I:
CONSIDERATIONS FOR ENHANCING CLIMATE RESILIENCE IN BUILDINGS
In retrofitting an old building or constructing a new building the measures listed
below should be considered.
Sustainable Energy/Energy Efficiency:
Install solar (photovoltaic) panels on the roof to provide an alternate or
partial source of electricity.
Install a solar water heater.
Roof should be designed to accommodate photovoltaic panels being
installed under current, or future initiatives.
Install solar powered water pumps and air conditioners.
Install energy efficient light bulbs (e.g. CFLs, LEDs) throughout building.
These are usually more expensive than conventional incandescent light
bulbs, but have a much longer life-span and use far less electricity. They
pay themselves back in a few months and are a very sound
environmental choice.
Insulate roof to reduce radiant heat gain. Heat build-up under the roof
can increase temperatures inside the building, making it unbearable and
encouraging the use of air conditioning.
Insulate windows to minimize energy loss.
Building design should ensure natural lighting as much as possible.
Building design should ensure natural ventilation as much as possible.
Water Efficiency
Install water storage to ensure water availability in times of failures in the
mains water supply.
Storage capacity should consider purpose of
building and capacity.
Include rainwater harvesting (RWH) system in designs, including dual
plumbing system.
The captured water can be used for domestic
purposes including irrigation, toilet flushing and cleaning. If sanitized
adequately rainwater can be used for drinking. Rainwater harvesting is
beneficial for several reasons:
o Reduces water demand, easing pressure on the mains water supply
o Provides an alternate source of water in times of failures in the
mains water supply
o Contributes to financial savings
o Helps to reduce the risk of flooding during storms by storing
rainwater and buffering run-off before it reaches the drainage
system.
Install water efficient fixtures and fittings; these can significantly reduce
demand for water. Low-flow fixtures should include toilets, urinals,
faucets and shower heads.
Direct used water or grey water from sinks, baths and showers to water
the garden.

Drainage and Water Percolation:

Include a landscaping plan, including tree planting activities in designs.
The landscaping plan, inter alia, should inform land preparation activities
prior to works and rehabilitation after works.
Install infiltration devices, such as soakaways, which allow water to drain
directly into the ground
Drainage designs (including size) should be informed by rainfall, soil type
and any historic flooding at the location.
Construct permeable and porous pavements (including walkways,
driveways, etc)
Incorporate rainwater harvesting to reduce runoff.
The amount of
rainwater collected from a rooftop can be significant. A 100m2 roof can
catch 500 litres of water from rainfall of just 5mm.
Reinforcement:
Install hurricane straps as reinforcement
Install impact-resistant shutters over all large windows and glass doors.
Or, install impact resistant windows and glass doors. Window or door
failures can increase risks of roof failures.
Installing shutters over
windows and doors can protect them from the impacts of windborne
debris and can keep wind pressures from building up in your house to the
point where it significantly increases the uplift forces on the roof.
Pressure ratings of more than 40 to 50 pounds per square foot, increases
the chance of resisting hurricane wind pressures.
Refer to relevant national and international guidelines regarding wind
speeds, seismic activity, etc.
Flood Protection:
Where area is prone to flooding, consider permanent, temporary and
removable flood protection options.
Elevation level of building should be informed by historic flooding levels
at location.
Access:
Facilitate access by the vulnerable:
Ensure wheel chair access
Handrails should be installed where appropriate

Item No.

Description of Space/Item

No. of Rooms

Chemistry laboratory and preparation room

Physics laboratory and preparation room

3
4
5
6

Biology laboratory
Technical Drawing room
Information Technology laboratory
Information Technology laboratory, Electronic
Document Preparation and Management laboratory
Music room
Visual Arts Theatre
Assembly Hall
Male sick bay
Female sickbay
Male washroom
Female washroom
Classrooms

1
1
1
1

7
8
9
10
11
12
13
14

1
1
1
1
1
1
1
11

Annex II:
The Choiseul Second School requirements that are to be addressed by the new Blocks B and C
are as follows:

General Notes

1. The floor space allocation for Laboratories are to be 1.5 times greater
that of a typical classrooms.
2. Sickbays are to be located in close proximity to staffroom and/or the

Principals office in order to facilitate effective monitoring.

3. Toilet facility shall be included within sick bays or must be accessible
within very close proximity of the sickbay.
4. It is a requirement that access for persons with disabilities be provided
within the new blocks.
5. It is a requirement that the new building blocks B and C be linked with
sheltered / covered. The new blocks should also be linked to the
existing blocks with a covered access

Specific requirements for Building Blocks

1.

Block B
i. Ground Floor Sickbay to include toilet facilities, students

washrooms, resource room and Technical Drawing room.

ii. First Floor Information Technology laboratory, Electronic

Document Preparation and Management laboratory, one (1)

classroom.
iii. Second Floor four (4) classrooms
2.

Block C
i.
ii.
iii.

3.

Ground Floor Sickbay to include toilet facilities, students

washrooms, three (3) classrooms with removable partitions to
allow the space to be used as an assembly area.
First Floor Physics and Chemistry laboratory with a preproom between laboratories.
Second Floor four (4) classrooms.

Special Provisions
i.
ii.
iii.
iv.

Staircase should be utilized for storage.

Make provisions in one of the blocks for a music room and
theater room.
There should be a covered access/ link between the blocks.
Access for persons with disabilities should be included in one
of the blocks.