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3i Request for Proposals (RFP) – 095 Landmine/UXO TS & clearance services 1 / 5

3rd Floor, PPCB Building

217-219 Norodom Boulevard

Sangkat Tonle Bassac, Khan Chamkarmon

Phnom Penh

Investing in Infrastructure (3i)

REQUEST FOR PROPOSALS Investing in Infrastructure (3i) Project number: 111

Project name: Mine Action Support for 3i Investment Grants

Issued on: 19 July 2017

Response closing date: 2 August 2017

Response closing time: 5.00pm

1 Background

This document is a Request for Proposals (RFP) detailing information sought from potential suppliers of mine

action technical services to support the Investing in Infrastructure (3i) program, Cambodia. Information

provided by suppliers will enable 3i to select a supplier/s capable of meeting program requirements.

2 Program summary

Investing in Infrastructure (3i) is a five 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. It will expand the delivery of key infrastructure

services by partnering with the private sector to expand household and business access to utilities and other

services. This will create new enterprise opportunities in rural towns and more remote parts of Cambodia and

will generate health and welfare benefits for Cambodians, including the poor.

Initial partnerships will be with businesses in the drinking water and electricity sectors where the potential is

already proven. Once the partnerships are successfully on track to deliver the required results, partnerships

in other sectors such as rural transport and waste management and recycling may be explored.

3i will catalyse business investments in ways that incentivise them to expand service coverage as rapidly as

possible, and to sustainably operate and maintain the systems to the highest standards. The program will

achieve this through three models of partnership with businesses and other actors in chosen sectors:

1. Co-funding infrastructure in direct partnership with private operators

2. Facilitating co-investment with private equity and/or social impact funds

3. Catalytic interventions to address infrastructure market constraints.

3 Overview and requirements

3.1 Background

Cambodia is highly affected by landmines, with over 64,000 casualties of landmine and explosive remnants

of war (ERW) reported between 1979 and 2014. Since joining the Anti-Personnel Mine Ban Convention in

the late 1990s, the Royal Government of Cambodia (RGC) and a network of development partners have

been working to rid the country of landmines and ERW by 2019.

The 3i program is involved in infrastructure construction projects with private sector operators throughout

Cambodia. These projects involve construction and earthworks in places where anti-personnel mines and

unexploded ordinances (UXOs) may be present. Mines and UXOs pose a risk of casualties to program

personnel, private sector operators, their contractors, local people and other passers-by.

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3i has a draft Mine Risk Reduction Policy (‘the Policy’) which incorporates a risk assessment tool based on

secondary data sets (BLS and bombing mapping data, together with information on clearance and

accidents). At the time of issuance of this RfP, 3i’s Mine Risk Reduction policy is currently under review.

Definitions of acceptability of risk are being revised and must be agreed between 3i management and the

Client, the Australian Government Department of Foreign Affairs and Trade (DFAT).

3i has engaged the consulting services of a Risk Management Advisor who will provide ongoing input to the

development and revision of the Policy, as well as quality assurance on initial 3i project site risk

assessments, tasking and reporting from suppliers of mine action technical services.

3.2 Desired outcomes

As a result of this procurement activity, 3i will have:

• An enhanced understanding of mine/UXO contamination and likely risk levels affecting project

implementation on selected 3i project sites.

• The ability to task an accredited supplier of mine action technical services to conduct non-technical

survey (NTS) and/or technical survey (TS) on specified sections of identified 3i project sites. The

supplier will furthermore provide a report that describes the land contamination status on the areas

surveyed and form an opinion of the likely risks on the remaining areas of the project site, and advise

whether further technical survey and/or clearance is/is not required to allow the project to proceed

within acceptable levels of risk1.

• The capacity to commission clearance services for high risk sections of 3i project sites should

technical survey reveal risks that are higher than the limit of acceptability established (high residual

risk and above).

• Site-specific Risk Education prepared and delivered to inform third party contractors and their

workers of the likely mine or UXO threats and risks levels, from implementing the project in specific

locations. It is important to note that these contractors and their workers are not employed or

contracted directly by 3i, however it is a condition of the grant that they attend the briefings.

3.3 Key tasks and activities (N.B. refer to Standard Definitions of these terms in Annex B)

The selected supplier of mine action technical services will provide one or more of the following services on

selected 3i project sites, as per instruction from 3i management:

3.3.1 Non-technical survey

3.3.2. Technical survey

3.3.3 Clearance (including response to spot EOD tasks)

3.3.4 Site-specific Risk Education briefings, including provision of materials for local operators and

labourers, in Khmer language.

3.4 Detailed Requirements

The selection of 3i project sites is based upon the 3i Mine Risk Reduction Policy and the corresponding risk

assessment tool.

Task orders may be issued for any activity (NTS, TS, Clearance), and may be discrete (stand-alone) or may

progress to the next stage of investigation. Any recommendation to progress from NTS to TS and from TS to

Clearance will be endorsed at the discretion of 3i management, and will be informed by a report from the

supplier at the completion of each activity.

1 As defined by 3i management. A professional assessment from mine action operator that it is ‘unlikely, but not impossible’ to encounter an item during construction of the system can be used as a rough guide for what can be considered as an acceptable level of residual risk. It is understood that acceptable risk is not the same as no risk, and does not constitute an assessment that the site is ‘safe’.

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Each tasking will include a detailed specification of the project site(s) and the areas to be investigated,

detailed maps of secondary data (BLS and bombing mapping data, together with information on clearance

and accidents) and risk assessment data provided by the 3i team including results of community focus group

discussions, where relevant.

Examples of the tasks that will be issued to suppliers of mine action technical services are attached in Annex

A. It is important to note that 3i is taking a risk management approach to program delivery, and is not a

mine/UXO clearance program.

Site-specific Risk Education will be conducted for each and every site, regardless of the level of assessed

risk and will be conducted prior to the commencement of any construction or excavation works. In their

response to this RfP, suppliers may propose an approach for addressing the risk education needs of the

different 3i project sites. As an example, sites rated as low risk according to the 3i risk assessment tool may

receive a standardised risk education message. Risk education messages for high risk sites may be more

tailored and include specific results of NTS and/or TS undertaken, with emphasis on specific items likely to

be encountered (if any) and advice on recommended excavation methods.

Site-specific Risk Education will involve as a minimum:

� recognition awareness of typical mines and UXO,

� what to do in the event of discovering an item in the course of work on the network (marking,

avoidance and reporting procedure etc), and

� generic risk reduction and avoidance messages.

3.5 Reporting

Suppliers are required to submit a report on work undertaken on each site to the 3i Operations Manager

within 3 (business) days of the work being completed, in accordance with an agreed format. Templates for

such reporting will be agreed between 3i and the operator after contract signing.

An inception report, providing a professional opinion on the overall findings and the risk assessment model

being used should be submitted within 2 weeks following the completion of initial tasks as directed by 3i, and

agreed with the successful supplier. These initial tasks will be issued immediately upon contract signing.

In addition:

• The supplier(s) is/are required to comply with any relevant standards and reporting requirements as per

Cambodian Mine Action Standards (CMAS).

• All required information changes to land status (cancellation, release, clearance etc) must be reported to

the CMAA Database Unit within five weeks of the work being completed.

3.6 Financial proposal

Potential suppliers are requested to present a standardised daily fee rate proposal for each of the activities

identified above at 3.3.1 – 3.3.4. Costs of reporting should be built into the daily fee rate. Additional fees for

reporting will not be paid. Suppliers are reminded that the daily fee should be inclusive of all associated costs

of the personnel/teams required to carry out the activities to the required standard. Suppliers may be

requested to deploy technical staff to locations throughout Cambodia.

Suppliers should consider Annex A for examples of the type of work required, and use them to project

costings, noting that 3i will determine the number of days input required for each site and will include this in

the tasking note.

3.7 Payment terms:

3i will pay suppliers of mine action technical services on receipt of a correctly rendered invoice, subsequent

to approval of reporting for each set of services undertaken on each site. Invoices should itemise the number

of standardised team/days charged per activity per site.

3.8 Contract duration:

Up to two (2) years from commencement, with a one (1) year option period.

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3.9 Detailed specifications

Comply with CMAA Cambodian Mine Action Standards (CMAS)

Chapter 6 – Clearance Requirements Demining

Chapter 7 – Clearance Requirements UXO

Chapter 9 – Safety and Occupational Health General Requirements S&OH

Chapter 10 – Safety and Occupational Health

Chapter 11 – Personal Protective Equipment (PPE)

Chapter 12 – Mechanical Demining (pending approval)

Chapter 13 –Marking Mine and UXO Hazards (pending approval)

3.10 Supplier and team profile

We expect that the supplier selected to undertake this project will have as a minimum the following team and

organisational capabilities:

1. The organisation must be accredited and licenced by CMAA to undertake Non-Technical and

Technical Survey (TS), Mine Clearance, Battle Area Clearance and Explosive Ordnance Disposal

operations.

2. At least ten years of experience in Cambodia, with funding from major donors such as DFAT, US

Government, World Bank, ADB, EU, UNDP, or the equivalent.

3. Demonstrated knowledge of and experience in the interpretation and application of national laws and

policies about mines/UXOs, and the Cambodian Mine Action Standards (CMAS).

4. Strong communication skills in verbal and written English.

5. Strong interpersonal skills and proven record of community engagement, with ability to work in

sensitive rural situations and challenging community environments.

6. Demonstrated practical experience in working with national and provincial officials from the

Cambodian Mine Action and Victim Assistance Authority (CMAA) and other major demining

organisations.

3.11 Timeframes

The services are required to be performed from 7 Aug 2017 to 6 Aug 2019. Indicative timeframes follow

(subject to changes):

Task/activity Date

RFP released 20 July 2017

Briefing for suppliers 26 July 2017

Proposals received from interested suppliers 2 Aug 2017

Evaluation and decision on successful vendor; contracting 3 – 4 Aug 2017

Start date 7 Aug 2017

Supplier activities – contract in effect 7 Aug 2017 – 6 Aug 2019

Contract completion 6 Aug 2019

4. Proposals

4.1 Interested suppliers must use the 3i Response Form when submitting proposals.

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5. Evaluation

5.1 3i will use an objective and reliable process to evaluate your proposal. Responses to this RFP will be

evaluated based on:

1. Compliance with this Request for Proposals (RFP).

2. Understanding of and ability to meet the requirements and deadlines as specified.

3. Overall value for money including:

• Supplier expertise and experience with delivery of projects similar in nature to this RFP.

• Expertise of particular individual(s) and overall team nominated to perform the services (refer

criteria in Section 3.8).

• Past performance relevant to this RFP (as determined by referee checks).

• Approach - how you propose to provide the services specified in this RFP including timing.

4. The fee to be charged for providing the Services.

5.2 Note that price will not be the sole criteria used to evaluate proposals.

5.3 3i reserves the right to contract more than one supplier for these services, and may actively seek to

contract more than one supplier to ensure supply of technical services.

5.4 3i reserves the right to vary the contract term, and to exercise the option period at its sole discretion.

6. Further information

6.1 Bidders are required to comply with all terms and conditions set out in this RFP.

6.2 No unsuccessful bidders will be entitled to any redress against Palladium in the event that Palladium

enters into an agreement with any other Supplier or person.

7. Terms and conditions

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

below.

7.2 All responses must be received by 4.00pm on 2nd August 2017 by email to [email protected] with

“111 –Mine Action Support for 3i Projects – RFP” in the subject line.

Any proposals received after this time and date will not be considered.

7.3 The supplier is to complete the Response Form (provided separately).

7.4 The Response Form shall be submitted in English.

7.5 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.

7.6 The successful Bidder 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.

7.7 Payments tied to project milestones or progress payments will be made in accordance with the

purchase order or contract.

7.8 Unsuccessful bidders will be advised by email and letter as soon as 3i has made the final decision;

no further correspondence will be entered into.

7.9 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.

7.10 Palladium is committed to child protection and safeguarding the welfare of children in the delivery of

our international development programs. Due diligence procedures reflect this commitment and will

include relevant criminal record and other background checks.

7.11 Further information about this RFP can be obtained as follows:

Stephanie Lymn, Operations Manager 3i, Palladium

Email: [email protected]

Annex A: Mine Action Support for 3i Projects

The following tasks are offered as an indicative listing of typical future requests for services under this RfP, and are required ASAP to validate the risk management model, as follows.

Maps of the full network sites are contained as Annex B.

1. Task One: 3i reference W2016.01.03 Hong Mom, Thma Sar, Koh Kong

Services required:

1. Complete NTS in the central area of the network as shown below:

Estimated time: 1 working day

2. Undertake technical survey on the water network course adjacent to BLS 33609 and 33608

Estimated Time: 2 working days

Travel Time: 1 working day (chargeable at full rate).

3. Prepare and deliver site specific safety messages to Operator and Staff


Additional work may be commissioned depending on real time feedback from supplier on results,

provided at end of working day.

2. Task 2: 3i reference W2016.05.14-You_Roth, Kompong Speu

Location of Kong Pisei (blue dot), at heart of You

Roth network, Kompong Speu province

Services required:

1. NTS in key areas of water network, particularly Srang village, Kong Pisei and Snam Krapeu

Time estimated: 2 days

2. Technical survey should be undertaken on the pipe network around Snam Krapeu, and on the pipe

network track to the west and east of Kong Pisei, in particular the area currently recorded as BLS

06556

Time Estimated: 2 days

Travel Time: 1 working day





Task 3: 3i reference W2016.01.06 Eng Rotha, Prey Veng

Services required:

1. NTS to be completed in Chamkar Chek I & II villages, as well as Kamraeng village (adjacent to BLS

08299)

Estimated time: 2 days

2. As a result of re-survey work of CMAC on areas close to sections of the network, technical survey

should be undertaken on the pipe network around and between Chamkar Chek I & II (in the area of

BS/CMAA/07381 & 2, and BS/CMAA/08246 & 7). Technical survey should also take place in the area

of the pipe network between BS/CMAA/08298 & 9 and BS/CMAA/05023.

Estimated time: 3 days

Travel Time: 1 day





Task 4: 3i reference W2016.05.15_Peng_Hong

Services required:

1. NTS focused on the area from Ping Pong – Doek Peang – Ampil Tuek which is identified as the

highest risk part of the network.

Estimated Time: 1 day

2. Technical survey should also take place in between Ping Pong and Doek Peang (ideally blocks

around the EOD spot task reported 5 metres off the road and completed in June 2016) and also on

and off the road from Doek Peang towards Ampil Tuek (in the area of the new SHAs added by CMAC

in 2012).

Estimated Time: 2 days

Travel Time: 1 day





Annex B: Standard Definitions

A glossary of the most important technical terms about mines as per UNMAS (2014) follows.

Abandoned Explosive Ordnance (AXO): explosive ordnance that has not been used during

an armed conflict, that has been left behind or dumped by a party to an armed conflict, and

which is no longer under control of the party that left it behind or dumped it. Abandoned

explosive ordnance may or may not have been primed, fused, armed or otherwise prepared

for use.

All reasonable effort: describes what is considered a minimum acceptable level of effort to

identify and document contaminated areas or to remove the presence or suspicion of

mines/ERW. All reasonable effort has been applied when the commitment of additional

resources is considered to be unreasonable in relation to the results expected.

Anti-personnel mine (APM): a mine designed to be exploded by the presence, proximity or

contact of a person and that will incapacitate, injure or kill one or more persons.

Cancelled area/cancelled land (m2): a defined area concluded not to contain evidence of

mine/ERW contamination following the non-technical survey of a SHA/CHA.

Clearance: tasks or actions to ensure the removal and/or the destruction of all mine and ERW hazards from a specified area to a specified depth.

Cleared area/cleared land (m2): a defined area cleared through the removal and/or destruction of all specified mine and ERW hazards to a specified depth.

Confirmed Hazardous Area (CHA): refers to an area where the presence of mine/ERW

contamination has been confirmed on the basis of direct evidence of the presence of

mines/ERW.

Contaminated area: an area known or suspected to contain mines and/or ERW.

Demining (humanitarian demining): activities which lead to the removal of mine and ERW

hazards, including technical survey, mapping, clearance, marking, post-clearance

documentation, community mine action liaison and the handover of cleared land. Demining

may be carried out by different types of organisations, such as NGOs, commercial

companies, national mine action teams or military units. Demining may be emergency-based

or developmental.

Explosive Ordnance (EO): all munitions containing explosives, nuclear fission or fusion

materials and biological and chemical agents. This includes bombs and warheads; guided

and ballistic missiles; artillery, mortar, rocket and small arms ammunition; all mines,

torpedoes and depth charges; pyrotechnics; clusters and dispensers; cartridge and propellant

actuated devices; electro-explosive devices; clandestine and improvised explosive devices;

and all similar or related items or components explosive in nature.

Explosive Ordnance Disposal (EOD): the detection, identification, evaluation, render safe, recovery and disposal of EO. EOD may be undertaken:

a) as a routine part of mine clearance operations, upon discovery of ERW;

b) to dispose of ERW discovered outside hazardous areas (this may be a single

item of ERW, or a larger number inside a specific area); or

c) to dispose of EO which has become hazardous by deterioration, damage or

attempted destruction.

Explosive Remnants of War (ERW): Unexploded Ordnance (UXO) and Abandoned Explosive Ordnance (AXO).

Land release: the process of applying all reasonable effort to identify, define, and remove all presence and suspicion of mines/ERW through non-technical survey, technical survey and/or clearance.

Mines: munition designed to be placed under, on or near the ground or other surface area and to be exploded by the presence, proximity or contact of a person or a vehicle.

Mine clearance: the clearance of mines and ERW from a specified area to a predefined

standard.

Mine Risk Education (MRE): activities which seek to reduce the risk of injury from

mines/ERW by raising awareness of men, women, and children in accordance with their

different vulnerabilities, roles and needs, and promoting behavioural change including public

information dissemination, education and training, and community mine action liaison.

Mine risk reduction: those actions which lessen the probability and/or severity of physical injury to people, property or the environment. Mine risk reduction can be achieved by physical measures such as clearance, fencing or marking, or through behavioural changes brought about by MRE.

Non-Technical Survey (NTS): refers to the collection and analysis of data, without the use of

technical interventions, about the presence, type, distribution and surrounding environment of

mine/ERW contamination, in order to define better where mine/ERW contamination is

present, and where it is not, and to support land release prioritisation and decision-making

processes through the provision of evidence.

Reduced land (m2): a defined area concluded not to contain evidence of mine/ERW

contamination following the technical survey of a SHA/CHA.

Residual risk: is the risk remaining following the application of all reasonable effort to

identify, define, and remove all presence and suspicion of mines/ERW through non-technical

survey, technical survey and/or clearance.

Suspected Hazardous Area (SHA): an area where there is reasonable suspicion of

mine/ERW contamination on the basis of indirect evidence of the presence of mines/ERW.

Technical survey (TS): refers to the collection and analysis of data, using appropriate

technical interventions, about the presence, type, distribution and surrounding environment of

mine/ERW contamination, in order to define better where mine/ERW contamination is

present, and where it is not, and to support land release prioritisation and decision making

processes through the provision of evidence.

Unexploded ordnance (UXO): explosive ordnance (EO) that has been primed, fused, armed

or otherwise prepared for use or used. It may have been fired, dropped, launched or

projected yet remains unexploded either through malfunction or design or for any other

reason.

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