The Government of the Kingdom of Tonga (GoT)

Ministry of Education and Training

TERMS OF REFERENCE

For

Design and Supervision Services: Construction Works for Risk

Based Priorities Schools, Tonga

Under

Tonga Safe and Resilient Schools Project (TSRSP)-

World Bank financing proposed Project ID: P174434

PROCUREMENT ACTIVITY: TO-MET-259291-CS-QCBS

October 2022

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Table of Contents
Background ..................................................................................................................................... 5

Project Objectives ........................................................................................................................... 6

Resources to be provided by Employer .......................................................................................... 6

3.1 Risk Based Priority School Facilities ............................................................................................ 7

3.2 Environmental and Social ........................................................................................................... 7

3.3 TC Gita School Reconstruction Documentation.......................................................................... 7

3.3.1 Environmental and Social Documentation ..................................................................... 7

3.3.2 Lessons Learned .............................................................................................................. 8

3.3.3 Quality Assurance Documentation ................................................................................. 8

3.3.4 Defects Liability Period Guide and Templates ................................................................ 8

3.4 MET Standard Designs ................................................................................................................ 8

3.4.1 Classrooms ...................................................................................................................... 8

3.4.2 Staff Housing ................................................................................................................... 9

3.4.3 WASH Facility .................................................................................................................. 9

Preliminary estimates of investment needs ................................................................................... 9

Scope of Services........................................................................................................................... 12

5.1 Stage 1 Data Collection ............................................................................................................. 13

5.1.1 Task 1 – Document Review and Stakeholder Consultation .......................................... 13

5.1.2 Task 2 – Environmental and Social Documentation ..................................................... 14

5.1.3 Task 3 – Field Investigation, Testing and Data Collection: ............................................ 14

5.1.4 Task 4 – Contractors’ Capacity and Construction Materials Market Assessment ........ 16

5.1.5 Task 5 – Topographical Survey ...................................................................................... 16

5.2 Stage 2 Detailed Design ............................................................................................................ 17

5.2.1 Task 6 – Design and Structural Analysis ........................................................................ 17

5.2.2 Task 7 - Construction Phase Quality Assurance (QA) and Control (QC) Documentation
20

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 5.2.3 Task 8 - Contractor and Supplier On-boarding Support ............................................... 21

5.2.4 Task 9 - Stakeholder engagement and communication materials ............................... 21

5.2.5 Task 10 – Bid document preparation and bid evaluation support ............................... 21

5.3 Stage 3 Construction Supervision and Contract Administration - Time Based Contract .......... 23

5.3.1 Task 11 – Construction and Demolition Supervision and Contract Administration and
Construction Phase Design Services: ............................................................................................ 23

5.3.2 Task 12 – Defects Liability Monitoring, Post Construction inspection, assessment,

reporting & issuing final certificate and contract closing: ............................................................ 24

Project Deliverables ...................................................................................................................... 24

Team Composition & Qualification Requirements for the Key Experts........................................ 31

7.1 Qualification Requirements for the Key Experts....................................................................... 32

7.1.1 Team Leader.................................................................................................................. 32

7.1.2 Senior Structural Engineer ............................................................................................ 32

7.1.3 Structural Engineer(s) ................................................................................................... 33

7.1.4 Architect ........................................................................................................................ 33

7.1.5 Procurement and Contract Management Officer ......................................................... 34

7.1.6 The Environmental, Health and Social (EHS) Officer .................................................... 34

7.1.7 Site Resident Supervisor ............................................................................................... 36

7.1.8 Building Construction Supervision Technicians ............................................................ 36

7.1.9 Building Plumbing Supervisor ....................................................................................... 37

Environment and Social Documentation ...................................................................................... 37

8.1 Environmental and Social Policy ............................................................................................... 38

Schedules of payments ................................................................................................................. 40

Annexes (to be provided)...................................................................................................................... 41

1. Annex 1: TC Gita Resources ...................................................................................................... 41

2. Annex 2: MET Standard Designs for new construction ............................................................ 41

3. Annex 3: TSRSP design standards for new construction........................................................... 41

4. Annex 4– Retrofit Technical Approach ..................................................................................... 41

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5. Annex 5 – School Infrastructure Assessment Documentation ................................................. 41

6. Annex 6 – TSRSP Environmental and Social Documentation.................................................... 41

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 Background
The Government of the Kingdom of Tonga (GoT), through the Ministry of Education and Training (MET)
has received funding from the World Bank for the Tonga Safe and Resilient Schools Project (TSRSP),
with the aim to strengthen the safety and resilience of selected school facilities, education
management and quality of teaching.

TSRSP components are as follows:

• Component 1: Improving Multi-hazard Resilience of School Buildings and Facilities

• Component 2: Development of an Education Management Information System (EMIS) and
Strengthening of quality of teaching
• Component 3: Contingency Emergency Response Component
• Component 4: Project Management

The Implementing Agency (IA) for the Project is Ministry of Education and Training (MET). The MET
will chair a Project Steering Committee (PSC), which will provide strategic oversight and coordination
of the project and will comprise representatives from relevant line ministries including Ministry of
Finance (MOF), Ministry of Infrastructure (MOI), Ministry of Meteorology, Energy, Information
Disaster Management, Environment, Climate Change and Communications (MEIDECC), the Ministry
of Internal Affairs (MIA) and the Ministry of Lands and Natural Resources (MLNR). A Technical Working
Group (TWG) will also be established with MET as the Chair and will include the participation of
technical counterparts from the above-mentioned ministries/agencies as well as to provide advice and
guidance to the Project Management Unit (PMU) on key decisions, challenges and priorities. The TWG
will advise on all four components, ensuring integration and coordination across the project, and
foster government ownership of the decisions made during the Project.

A PMU has been established within MET to effectively support the ministry to manage and implement
key project-related tasks including project planning, coordination, financial management,
procurement and contract management, environmental and social risk management, and monitoring
and reporting throughout the project implementation period. The PMU is entrusted with the overall
coordination functions for the TSRSP and is headed by a Project Manager and will include (among
others) an Engineer, Contracts Manager, Education coordinator, Environmental and Social (E&S),
Procurement and Financial Management Officers. A Central Services Unit (CSU) is established under
the Ministry of Finance (Executing Agent) and will provide support to the PMU for implementation
and executing the Project.

The GoT under the Tonga Pacific Resilience Program (PREP) commenced investments in safe and
resilient school infrastructure with the reconstruction of 33 new classroom buildings, 21 new WASH
(Water, Sanitation and Hygiene) facilities and retrofitted 10 existing buildings to higher resilience
standards and laying the foundation for the TSRSP investment. Component 1 of TSRSP will continue
this investment specifically finance the improvement to approved education facilities through design,
supervision and implementation of works contracts. The first phase of Component 1 (separate
contract) incorporates a) MET priority schools and b) Tsunami affected schools as a result of the recent
HTHH 2022 disaster event. This second phase of Component 1 that is targeting those schools

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identified at highest risk from natural disasters in terms of expected building damage and loss
(disruption to education and injuries)

Project Objectives
The objective of the financing under Component 1 is to strengthen the disaster resilience, safety,
accessibility and inclusivity of selected school infrastructure throughout Tonga through structural
strengthening, functional and needs enhancement and the in-situ replacement of existing facilities.

This will be achieved thru the following steps:

• Data Collection: Assessment of facility condition and needs at selected schools to inform
investment planning.
• Design: Utilisation of standard designs (for new construction) and undertaking upgrading
/structural repair/retrofitting designs including all drawings, specifications, cost estimates,
BoQ and bid documents for the investment to enhance cyclone, seismic and multi hazard
resilience, considering field condition assessments and engineering analysis.
• Construction: Implementation of investment including appropriate engagement of suitably
qualified contractors, supervision, monitoring, contract and quality management for the
implementation of the planned investments.
• Post Construction Monitoring: The effective monitoring of new/repaired/retrofitted
investments for performance and the establishment and effective asset management
processes and procedures.

At all times the project must comply with the WB Environmental and Social Framework (ESF), TSRSP
E&S instruments and in line with the Government of Tonga requirements including the design,
permitting, procurement, construction, supervision and monitoring of the project activities.

As highlighted previously, the project will leverage the existing suite of climate resilient and accessible
standard designs that were developed under the World Bank funded Tonga Pacific Resilience Program
along with utilising existing standardised house designs and WASH facilities where possible. Utilisation
of existing standard designs will provide significant benefits in terms of minimising design input
requirements and improving the speed of implementation.

Resources to be provided by Employer

The PMU Project Manager will be the direct focal point for the Consultant. The Consultant will be
required to work closely and congenially with other PMU team members as well as the PSC, TWG and
other line ministries as required. The PMU shall provide support on logistics including with other key
stakeholders such as the Ministry of Infrastructure (MOI) however the Consultant is ultimately
responsible for allowing for its own logistics for performance of the assignment, including inter alia
longer-term office space as required, all transport, communications, technical equipment, printing,
wifi and any other items required for the completion of the assignment

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3.1 Risk Based Priority School Facilities

In support of the project preparation activities, infrastructure surveys were completed in 2021 across
all government and non-government primary, middle and secondary schools with the exception of
LDS schools and a small number of schools in outer islands1. Analysis of the data generated from these
surveys, combined with detailed hazard exposure analysis has resulted in an assessment of risk
(expected damage and losses from different hazards) and the preliminary investment needs for each
school (145 no.) and building surveyed (1004 buildings in total).

All available data for these schools and buildings will be provided to shortlisted firms as part of the
RFP process in Annex 5.

• Site Plans including school GPS locations, unique building identifies, number of buildings and
building areas
• Building primary use, risk level (from different hazards) and an estimate of each building’s
preliminary strengthening and or replacements needs (Risk and Intervention workbooks –
excel)
• Structural Typology summaries

3.2 Environmental and Social

A range of environmental and social documentation has been prepared for the Project, refer to
Section 8 for full details of these and the requirements the Consultant must adhere to.

3.3 TC Gita School Reconstruction Documentation

A number of resources from the recently completed school reconstruction as part of the Pacific
Resilience Program (PREP) have been provided in Annex 1. These are expected to be leveraged under
the project as described below. The Consultant is fully responsible for reviewing and adapting these
as needed to ensure they are fit for purpose for TSRSP.

3.3.1 Environmental and Social Documentation

All resources developed for PREP and for the TSRSP project have been provided in Annex **. This
includes the following documentation:

• Environmental and Social Management Plan (ESMP)

• Environmental and Social Commitment Plan (ESCP)
• Labour Management Procedures (LMP)
• Stakeholder Engagement Plan (SEP)
• COVID-19 Protocol

1
These include Alele'uta, Falehau, Niuafo'ou District High School, Niuatoputapu District High School (Hihifo),
Tafahi and Tongamama'o located in the Niuas islands, 'Atata, Eueiki located in two small islands closed to
Tongatapu and FWPS Nomuka, located in Nomuka, in the Ha’apai islands.

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3.3.2 Lessons Learned
Valuable lessons from the recently completed school reconstruction as part of the Pacific Resilience
Program (PREP) have been documented in the two reports below. The Consultant shall review these
in detail to ensure the lessons are carried forward to enhance the planning, design and execution of
the scope of services described herein

- PREP Lessons Learned Workshop Report

3.3.3 Quality Assurance Documentation

Example quality assurance and quality control (QA/QC) documentation will be provided as part of the
Requests for Proposals (RFP) stage to provide an indication of the standards of QA/QC expected under
the Project. This will include example:

- Material testing and certification summary requirements for classrooms

- Material testing and certification summary requirements for WASH facilities

3.3.4 Defects Liability Period Guide and Templates

The following guidance and templates from the PREP project are available to the Consultant for
adaptation and use.

- DLP Process Guide

- DLP Performance Certificate, Performance Order, Final Certificate, Pre-handover Inspection

Punch list and Taking Over Certificate Templates.

3.4 MET Standard Designs

3.4.1 Classrooms
Nine (9) standard classrooms facility designs have been developed and will be utilised for the
construction of all new facilities. The below table is a summary of the standard design available.

Design Description Floor Area (m2)

2 Classroom (CR) Block 145
2 Classroom (CR) Hall 145
2 CR with Storeroom (SR) 168
2CR Hall + 1 CR 219
2CR Hall + SR+ 1 CR 241
3 CR 219
3CR + SR 241
3CR Hall 219

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 4 CR Hall 280

Any need for additional designs beyond those provided are to be identified and agreed with the
PMU.

3.4.2 Staff Housing

Staff housed designs have been developed by the Ministry of Infrastructure and have undergone a
review and update as part of Phase 1 (separate contract) design services. All drawings and
specifications will be made available to the successful Consultant. These designs shall be used in all
instances where new staff housing is required with minor adjustments made (as required) for site
specific requirements. The Consultant will be responsible for the proper siting (and site plans) of these
designs in accordance with the scope of works described below.

3.4.3 WASH Facility

The PREP WASH facility is based on a gender separated 6 cubical Water Closet and includes showers
with universal access and complies with Tonga National Build Code. Additionally, two new WASH
designs for small (<90 students) and medium (90<180 students) have been developed as part of Phase
1 (separate contract) design services.

All design (CAD) drawings, specifications, design calculations and activity schedules will be provided
to the Consultant. These designs shall be used in all instances where new WASH facilities are required
with minor adjustments as may be required for site specific requirements. The Consultant is
responsible for the proper siting (and site plans) of these designs, sizing of absorption trenches and
septic tanks (based on percolation testing by the Consultant) in accordance with the scope of works
described below. for implementation with minor adjustments as may be required for site specific
requirements.

Preliminary estimates of investment needs

The below information provides a summary of the preliminary estimates of investment needs based
on the infrastructure surveys that were completed in 2021. The final investment needs shall be
validated and revised as needed by the Consultant, in close consultation with the PMU though the
execution of the scope of services described below.

Through a risk based prioritisation process, 177 buildings across four islands (Tongatapu, Vava’u, Eua
and Ha’apai) and 57 schools have been identified for investigation and design as part of this scope of
works. Further breakdown of this information is provided below, including the type and expected
number of interventions and designs required.

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An explanation of each structural typology referenced in Figure 2 can be found in Annex 5 (“Structural
Typologies”). Eight different structural intervention options have been preliminarily identified to
enhance the safety and resilience of these buildings. This includes an estimated 39 building
replacements (using existing standard designs), and 142 building retrofits. These are summarised
below the estimated total number of buildings to require these interventions. In addition to these
buildings, the WASH and other needs at each school shall be assessed by the Consultant as outlined
by Task 2. A detailed description of each proposed intervention approach, design method (standard,
full or combination) and associated documentation requirements (as agreed with MOI) included in
Annex 3. In summary

• Standard Designs: will require the development of design solutions that can be applied to a
class (structural typology) of buildings with similar characteristics (e.g. across multiple
concrete block masonry buildings or timber frame buildings). The standardized design
requires the development of standardized detailed drawings and specifications (e.g. material
and construction specifications) that can be adopted across multiple buildings thereby
reducing design development timelines and lower costs of design compared to the ‘Full
Design’ approach
• Full Designs: are customized interventions for the building that is to be strengthened
considering the particular characteristics of the building (e.g. foundation and structural
adequacy, possible irregularities, etc.)
• Combination Designs: A combination of standard and full design interventions for a particular
building

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 Estimated number
Proposed Design
Intervention Approach of interventions

ITVN1 Reinforced mortar layer Standard 4

ITVN2 Additional lateral system Full 4

ITVN3 Timber Panel Strengthening Standard 0

ITVN4 Roof fixings (+sheeting if necessary) Standard 23

ITVN5 Roof replacement Full 1

Mortar layer + roof fixings (+sheeting if

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ITVN8 necessary) Standard

ITVN9 Mortar layer + roof replacement (ITVN 1 & 5) Combination 2

Timber panel strengthening + roof replacement

50
ITVN10 (ITVN 3 & 5) Combination

Building replacement (Using PREP or new

39
ITVN11 Standard Designs2) Full

ITVN14 Timber panel strengthening + roof fixings Standard 3

Total Number of Design Interventions 180

In addition to the above, the five schools in the Niua’s for which no survey data is available shall be
included in the scope of works, taking the total school number to 62. These include GPS Alele'uta,
GPS Falehau, Niuafo'ou District High School, Niuatoputapu District High School (Hihifo) and GPS
Tongamama'o. The table below summarises the number of schools in each island group with full
details provided in Annex XX

Total
Schools
Tongatapu 28
Vava'u 18
Eua 6
Ha'Apai 5
Niua’s 5
Totals 62

2
Refer Task 5 for details of the additional standard designs to be developed by the Consultant.

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In addition to the structural interventions identified above, the infrastructure surveys identified a
number of school buildings which may experience flooding as a result of rainfall and or coastal
inundation. Flood protection via sandbags has been identified as a potential low cost, high benefit
intervention that could minimise the impact of such flooding. The consultant shall assess the
applicability and viability of this solution and others as part of the design services at each school to
confirm suitable, low-cost flood risk reduction measures in affected schools.

Scope of Services
The geographical areas covered by the assignment include the islands of Tongatapu, Vava’u, Eua,
Ha’apai and the Niua’s. The scope of this consultancy assignment comprises three stages with 12 key
Tasks. While Tasks are listed sequentially, it is expected that tasks will be undertaken in parallel
wherever possible to expedite the completion of these services.

Activities under Stage 1 and 2 will be paid under a single Lump Sum Contract. Activities under Stage 3
will be paid under a Time-Based contract.

Scope of services but are not limited to:

Task Number Description

Stage 1 Data Collection – Lump Sum

1 Document Review and Early Stakeholder Consultation

2 Environmental and Social Monitoring Documentation

3 Field investigation, and testing

4 Contractors’ Capacity and Construction Materials Market Assessment

5 Topographic Survey

Stage 2 Design Services and Procurement – Lump Sum

6 Design and Structural Analysis

7 Construction Phase Quality Assurance (QA) and Control (QC) Documentation

8 Contractor On-boarding Support

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 9 Stakeholder engagement and communication materials

10 Bid document preparation and bid evaluation support

Stage 3 Construction Supervision and Contract Administration – Time Based

Contract

11 Demolition and Construction Supervision and Contract Administration:

12 Defects Liability Monitoring and Project Closeout

5.1 Stage 1 Data Collection

Undertake all necessary data collection, consultation and field surveys and analysis to cover all aspects
of the detailed design. The key outputs from this stage are the production of the Inception Report and
Preliminary Findings Reports and Field Investigation and Testing Reports.

Task include but not limited to;

5.1.1 Task 1 – Document Review and Stakeholder Consultation

The Consultant will undertake a document review of standard designs and information available from
the infrastructure surveys, PREP and as described about in Section 3. Consult with the PREP PMU who
supervised school investment activities under MEIDECC to identify pros and cons and lesson learnt
that will be reflected in design modifications or supervision methodology.

The Consultant to undertake a broad consultation on the design and proposed construction schedule
with key stakeholders including MET, MOI and relevant district and town officers.

The Consultant shall also provide support to the PMU to undertake project awareness and to ensure
the school community and administration is involved in project planning and any proposed change of
scope. A staged construction program is required which includes measures to provide a continuous
education service and reduce the risk of service interruptions, address Contractor occupation of the
site and student safety. The Consultant shall ensure to seek feedback on construction plans and
methodology, impact mitigation and designs from key stakeholders, contractors, schools,
communities and special interest groups as agreed with the PMU.

Throughout the delivery of services, the Consultant will also provide support to the PMU to prepare
and or present briefings to the Project Steering Committee, Technical Working Group and other
relevant stakeholders as required.

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5.1.2 Task 2 – Environmental and Social Documentation
The Consultant shall review environmental and social instruments prepared under TSRSP, including
Environmental and Social Commitment Plan (ESCP), Environmental and Social Management Plan
(ESMP), and Labour Management Procedures (LMP). The Consultant shall also coordinate with the
Environmental and Social Officer in the PMU, who is responsible for undertaking a site assessment
using a checklist provided in the ESMP, which will need to be completed prior to the development of
bidding documents. The site assessment will assess site-specific environmental and social impacts of
the works and will also determine the need for the contractors to prepare a site-specific contractor
environmental and social management plan (CESMP). Aspects that will be assessed include whether
building or other permits are required, and whether consultations have been undertaken. Mitigation
measures for risks and impacts identified during the site assessment will be incorporated into the
CESMP or ESCOP.

The Data Collection stage will ensure that all project stakeholders/beneficiaries (including women and
vulnerable groups) are informed of the proposed activities and have the opportunity to provide inputs
into, and raise any concerns around, the development of design, management and mitigation
measures. Part of the site assessment involves identifying vulnerable stakeholders for which specific
measures of engagement may need to be used. Consultations will be undertaken in line with the
stakeholder engagement plan (SEP) prepared for the Project. The SEP will ensure widespread and
meaningful consultations with different categories of stakeholders throughout the project lifecycle,
including with more vulnerable groups including the elderly, people with underlying medical
conditions, people with disabilities, to ensure that all relevant information is disseminated in a timely
manner.

The site assessment will need to be approved by the MET PMU, and No Objection Letter (NOL)
provided by the World Bank Environmental and Social Specialists, prior to the start of works for
which an CESMP or ESCOP is required, in line with the ESCP.

The Consultant shall coordinate with the PMU E&S Specialist to ensure that the sites are clear of any
obstacles or legal disputes which might affect the implementation of the projects. The project aims to
use lessons learnt from PREP in regards to early tenure identification and agreements, it may require
voluntary land donation or land leasing as a result of temporary set down areas. The Consultant shall
complete any land processes required such as obtaining of land leases agreements for temporary
access, in line with the ESMP and Tongan regulations. As civil works will take place on existing school
sites, land acquisition will not be required.

The Consultant together with PMU, MET, CSU, and key stakeholders shall ensure that the environment
and social impacts and risks are updated and that relevant stakeholders are consulted during the
design consultation in line with the SEP, and facilitate the inclusion of relevant impacts and risks into
contracts and bidding documents and the CESMP.

5.1.3 Task 3 – Field Investigation, Testing and Data Collection:

The Consultant shall develop and submit for approval their proposed methodology and workplan plan
to inspect facilities, required on-field and off-site investigation and testing. The Consultant shall also

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prepare and agree with the project team an Environmental Health and Safety (EHS) risk
screening/assessment methodology to be used at each school, as well as an environmental and social
risk screening/assessment template which should include the identification of potential asbestos.

5.1.3.1 New Investment

The Consultant shall carry out an appropriate level of inspection and physical testing to enable the
construction of new infrastructure investment and based on the MET standard designs. The
Consultant shall be fully responsible for all geotechnical and materials survey, sampling and laboratory
testing as required for design purposes.

5.1.3.2 Retrofitting Investment

Inspection and testing for retrofitting of existing buildings is required to enable a professional
assessment/ judgment on the condition of existing building connections and elements (structural,
non-structural, architectural, electrical, plumbing and sanitary) to be made to confirm the adequacy
and suitability of the structure for strengthening in accordance with the criteria and agreements made
with the Ministry of Infrastructure (MOI) as set out in Annex 4. This task and associated outputs may
be staged, in agreement with the PMU so that decisions can be taken in cycles to keep the program
moving, and to avoid major delays in the commencement of detailed design and works.

5.1.3.3 Data Collection

At each school location, the Consultant is required to undertake the following. The data collection is
expected to be phased to expedite completion of assessments at the highest risk schools first.

• Consultation with school principals/teachers to understand current and proposed facility

use, identified needs and other issues pertinent to the design process.
• Specific information regarding maintenance practices, including PTA member names,
skills etc. shall also be collected to support targeted training,
• A rapid site analysis and hazard vulnerability assessment – this should be informed by
infrastructure survey data provided (see Section 3.1) and include discussion with the
principal/teachers about past impacts from hazard (cyclone, earthquake, flood or other)
events
• A rapid Environment Health and Safety (EHS) risk assessment to ensure all works are in
line with the WB Environmental, social and health & safety guidelines and Government of
Tonga requirements.
• Collect sufficient information to assess:
o facility needs at each school, including classrooms, WASH3 and other facilities
pertinent to proper school function considering teaching arrangements/
composite classes etc student and staff numbers, disaggregated by gender

3
For WASH, this shall include verification of the relevant parameters to assess the adequacy of
WASH facilities against Tonga Building Code requirements.

15
 o School and facility accessibility to allow universal access (presence of students or
teachers with disabilities, door widths, change in grades, ramps, signage etc)
o A detailed building condition assessment of each building (including all key
connections, structural, architectural, electrical, plumbing, and non-structural
elements)
o Rainwater storage and harvesting needs.
o Individual building demolition, refurbishment and maintenance needs in
sufficient detail for future detailed scope definition and procurement purposes.

The Consultant shall prepare Preliminary Findings Reports which summarises the findings of the field
investigations, testing and consultation at each school. For each school, the report shall outline
demolition requirements and scope, EHS findings, relevant design criteria (structural, architectural,
civil, electrical, and sanitary), E&S risks, site analysis, hazard identification, accessibility and site layout
plans.

For retrofitting existing buildings, it will include an evaluation of possible intervention alternatives for
each building giving due consideration to the relevant hazards at each site, economy, robustness, and
efficiency of the selected alternatives as well as the rationale for the recommended options for PMU
approval. Where retrofitting and other structural/functional improvements to agreed resilience
standards cannot be achieved within an estimated cost of 60 percent of the in-situ reconstruction
costs, new construction (based on needs to be confirmed with the PMU) is expected to be
recommended.

5.1.4 Task 4 – Contractors’ Capacity and Construction Materials Market Assessment

Concurrently with Tasks 1, 2 and 3, the Consultant will review and update the (1) construction
materials market assessment, and (2) capacity assessment of the contractors within country and the
region that have been prepared as part of Phase 1 design services. The Consultant is required to adopt
a “slice and package” arrangement so that the contracts to be offered be commensurable with the
local contractors’ capacity. In defining the qualification criteria to ascertain the capability of
contractors to successfully undertake the works, the Consultant will need to be pragmatic and context
appropriate. The materials market assessment would include availability and quality of local materials
as well as the source and regular suppliers of imported materials including possible lead time to source
local and imported materials. The outcome of this assessment will inform the most appropriate
materials to be specified, the size and number of constructions works packages, and the most efficient
method of procurement (time, cost and quality) considering the geographic location of works and the
types of repairs and reconstruction required. This outcome will assist the Consultant in updating the
PMU’s Project Procurement Strategy Development (PPSD) and procurement plan. Templates and
examples will be provided by the PMU. The Consultant is expected to draw heavily from the recent
experience and lessons learned under the PREP Project.

5.1.5 Task 5 – Topographical Survey

Topographical survey at the estimated 24school sites that require new buildings shall be competed
and agreed with PMU. The survey shall be undertaken to inform the site planning and design

16
requirement and the survey should be of sufficient detail to enable detailed design to be undertaken
and include contours of the site (if required) and key features and site boundaries.

The Consultant shall also carry out research and liaise with Ministry of Lands and Survey to determine
the status of all land within the surveyed corridor and cadastral planning requirement.

Surveys shall be provided in native (dwg., shp. etc.) and pdf formats.

5.2 Stage 2 Detailed Design

5.2.1 Task 6 – Design and Structural Analysis

The Consultant shall undertake the necessary structural analysis, calculations, detailed design
(structural, architectural, electrical, hydraulic) and prepare all design and specification documentation
for the new construction and retrofitting (strengthening including refurbishment) of existing buildings
as approved by the PMU. All new designs shall be in accordance with the resilience standards outlined
in Annex 3.

All new investments (and existing facilities where feasible/applicable) should;

• Consider solar orientation to minimise heat loading on the building (orientation along east-
west axis where feasible);
• Consider reuse/recycling opportunities such as rainwater harvesting
• Be sited to minimise hazard exposure (particularly for flood, tsunami and landslide hazards);
• Consider COVID-19 ventilation requirements;
• Maximise passive ventilation and;
• Optimise the functional considerations of the site considering accessibility, child safety, the
location of existing facilities, site services (power, water. Sewer) and access roads

All designs should be safe, seek to minimise maintenance, leverage readily available and suitable
materials, be cost efficient, robust and appropriate to the Tongan context and, gender
appropriate4 and accessible5.

4
Site planning and designs should take into account best practice guidelines for child friendly schools
including inter alia WASH facility location, gender, safety and privacy. The Consultant should pay
special attention to the location of toilet entrances, site and building lighting, passive supervision,
and detailed design of WASH facilities. Refer to UNICEF -
https://www.unicef.org/publications/files/Child_Friendly_Schools_Manual_EN_040809.pdf
5
Reference can be made to DFAT’s guide to accessible design - http://dfat.gov.au/about-
us/publications/Documents/accessibility-design-guide.pdf

17
 5.2.1.1 New Investment using MET Standard Designs

The use of MET Standard Designs that have been developed under PREP and as part of Phase 1 design
services (staff houses and additional WASH designs) will minimise design input as all drawings, details,
specification and detailed engineering calculations have already been completed. The Consultant will
be required to develop site specific plans for each school including levels, building layout, site
boundaries, demolition plans (as required) and other site-specific information as required for
construction.

5.2.1.2 Retrofit and strengthening designs for existing buildings

The structural analysis and design requirements for the retrofit and strengthening of existing buildings
are documented in Annex 4 based on agreements reached with MOI. An application manual for
intervention 1 (mortar layer) is also provided. Recognizing the challenge of achieving full compliance
with relevant design standards for existing structures, the retrofitting and strengthening approach is
as follows;

- Retrofitted buildings will demonstrate “significantly improved” structural and resilience capacity
from their existing condition, while the building (in its entirety) may not necessarily be fully code
compliant in accordance with international retrofitting standards.
- The design approach aims at improving the building performance and resilience in case of
occurrence of a natural extreme (cyclone or earthquake) and thus at increasing the structural
adequacy and life expectancy of the existing buildings.
- Buildings retrofitted for earthquake are expected to substantially reduce but not eliminate
building damage in the event of the design earthquake and will enable occupants to safely
evacuate, thereby reducing fatalities and severe injuries
- The design of all new, individual elements would be done in accordance with the requirements
of the current TNBC and associated design standards

For existing buildings (for repair, refurbishment and strengthening) the Consultant will have assessed
the structural adequacy of each building to ensure they can be cost effectively strengthened (<60%
replacement cost) to improved safety and resilience standards in accordance with the requirements
of Annex 4. The consultant will develop as-built drawings of the existing structures to ensure impacts
of proposed interventions on the general building arrangement, functionality, openings and
accessibility are fully considered and clearly detailed and coordinated in the designs, including with
other service provisions (e.g. architectural, electrical and plumbing as required). The Consultant shall
carry out all necessary detailed design and documentation for repair, refurbishment and
strengthening works for each building to ensure they incorporate relevant hazard resilience measures
and when constructed demonstrate improved building performance levels. Documentation of all
remediation works shall be provided to an acceptable level suitable for construction and shall include
sufficiently detailed asbuilts/structural plans of the existing structures and clear definition of proposed
interventions.

5.2.1.3 Design Documentation

The Consultant will produce for each school a Detailed Design Engineering Report with information
on analysis of all data collected, design approaches and methodologies, construction specifications

18
detailing required materials, equipment, standards and workmanship for the work as well as the
standards for the construction services required to produce the works; number of packages and
associated method statements. Engineering designs of all elements at all the sites will need to be
aware of the remote locations affecting the logistical arrangements for carrying out the works, the
high vulnerability to natural hazards – seismic, tsunami, tidal, flooding etc., and the hot, wet, highly
corrosive environment that will impact the durability of all construction materials.

For each school, the Consultant shall prepare and submit to the PMU a design package6 consisting of:

• A concise design report for the works to be undertaken

• A detailed procurement timeline and construction program of the works at each school. The
Consultant will be required to work closely with the PMU to develop this program to ensure
that adequate planning, construction staging and mitigation strategies are developed to
ensure the safety of school users and to minimize interruption to education during
construction. The Consultant shall consider Contractor capacity and availability of materials in
the programming of works.
• Detailed design drawings including all demolition, architectural, structural, mechanical,
electrical, plumbing and civil drawings outlining all works to be carried out at each school7 .
• Information shall be presented to of level of detail sufficient to be “Issued for Construction”
on approval from PMU All drawings shall be developed in CAD to be printed to A3 size and
shall be presented in clear, visual formats that are relevant to the level of construction skills
training in Tonga. 3D presentation of details should be provided where appropriate to
improved legibility.

As a minimum, each package shall include:

• Site Plan, General Arrangement, foundation/floor/ceiling/roof plans, elevations, sections,

details, walkways, ramps and verandas, refurbishment and repairs need.
• For existing buildings, specific and clear detailing of how the design interventions are to be
applied to each building shall be included including connection detailing between new and
existing elements. Erosion and sediment control and stormwater management measures
should also be included.
• Detailed BoQ and all necessary schedules (e.g., door and window, finishes, fittings and
fixtures) for each building
• Detailed and confidential cost estimate for the proposed works at each of the schools, based
on the current ruling contract prices in Tonga
• Calculation package (as required) detailing calculations, assumptions, and results of analysis
for each building

6
Note more than one school may be combined in each design report as appropriate and agreed with the PMU.

19
 • Prepare and or update all necessary specifications in accordance with relevant standards
describing inter alia the quality and performance of materials, finishes and quality of work
necessary to obtain building approval.

The Consultant shall provide all files in an appropriate electronic format (.dwg, .pdf, .xls, .doc, .skp).
The Consultant shall work with the PMU and other relevant stakeholders to prioritize the schools
works packages considering inter alia schooling needs, efficiency in procurement, contactor capacity
and available project budget envelope. The Consultant is required to undertake all necessary steps in
coordination with the PMU and MOI to achieve planning/building approval for the works including but
not limited to all document/permit preparation and submissions. Building Permit fees will be paid by
MET directly to MOI.

Where anticipated the environmental and social requirements are to be reflected in design, the
consultant and PMU will review and ensure concurrence of the requirement.

The Consultant to ensure designs take into account climate change aspects in Tonga, including but not
limited to severity and frequency of inundations and the manner they would be managed/ maintained.
Ensure that designs are of standard to provide improved sustainability during extreme events.

After approval of the Detailed engineering design (DED), the Consultant shall provide all the necessary
documentation and support to the PMU to obtain all necessary approvals and licenses from
determining authorities (notably EIA approval from MEIDECC and Building Permit from MOI) before
construction can commence. Any fees associated with the permits will be paid by the PMU/MET.

5.2.2 Task 7 - Construction Phase Quality Assurance (QA) and Control (QC) Documentation
The recently completed school construction work under PREP faced significant challenges ensuring
the necessary construction phase quality documentation was clearly understood by material suppliers
and contractors and provided in a timely manner. This Task requires the consultant to

• Consult with the PREP PMU and review the PREP Lessons Learned and Completion Report to
ensure the issues are well understood;
• Develop/adopt a quality management plan and all required templates (for both new
construction and strengthening works) for construction phase quality monitoring to ensure
works are satisfactorily monitored and completed in accordance with the approved designs
and specification.

The plans, templates and ‘critical documentation list’ developed under PREP will be provided in Annex
1 as part of the RFP process and may be adopted and modified by the Consultant if desired. Adoption
of these materials in no way reduces the Consultants responsibility to ensure they are fit for purpose
and can be appropriately implemented and monitored. The Consultant shall prepare for approval by
the PMU a Quality Assurance (QA)/ Quality Control (QC) and inspection program for verifying design
compliance during construction. This should include inter alia, testing requirements (by contractor)
and a list of Hold Points, detailing critical points at which each building to be demolished/ repaired/
retrofitted/ reconstructed shall be inspected by the Consultant during the supervision period.

20
Photographic evidence to confirm these key inspection items have been adequately completed will
be required for payment of the Consultant.

As part of Stage 3 (Works Supervision and Contract Administration), the Consultant is required to
adopt a digital monitoring tool, such as KoboToolbox (or other as agreed with the PMU) for timely and
transparent works monitoring. All plans and templates developed/updated as part of this Task should
adequately consider and reflect this requirement.

5.2.3 Task 8 - Contractor and Supplier On-boarding Support

The purpose of this task is to ensure Contractors and local material suppliers are supported and
made aware of their obligations from the outset to ensure (as much as possible) that specific issues
and delays encountered under PREP, are avoided. As such Phase 1 design services have been
developed a presentation (PowerPoint) based on lessons learned reports and past challenges from
PREP. The Consultant will be required to deliver the presentation (PowerPoint) with the support of
the PMU to successful contractors as part of the onboarding process as well as local material
suppliers.

The Consultant shall ensure all necessary permits and licenses are obtained by contractors and that
works are undertaken by qualified and adequate personnel

5.2.4 Task 9 - Stakeholder engagement and communication materials

The Consultant shall support the PMU to undertake project awareness, building and meaningful public
consultation to assist, manage risks and reduce impacts. The Consultant shall assist PMU to develop a
suite of communication materials to be presented at each school during Stage 2 to ensure
stakeholders are engaged throughout the design development process and have a clear
understanding of planned investments, benefits, timelines etc. These materials will ensure that
students, including teachers, principals, MET staff and representatives of the Parent Teacher
Association at each targeted facility will be reached with:

• Information on planned investments at the school to ensure that they have a clear
understanding of the project’s scope, benefits, timeline for completion, and the grievance
redress system; and
• Information and guidance materials to support improved understanding of facility
maintenance, asset management, and disaster risk reduction in education settings.

The feedback loop on this engagement will be closed via surveys (by PMU) to confirm if stakeholders
feel that their understanding of these topics has been enhanced. These materials will be revised and
updated during Stage 3 as required.

5.2.5 Task 10 – Bid document preparation and bid evaluation support

On approval of one or more design reports the Consultant shall assist the PMU to prioritise works
packages and prepare the bid documents for procurement of all construction works (including
demolition as required) through the most efficient and appropriate procurement methods

21
determined under in accordance with World Bank Procurement Regulations for Investment Project
Financing (IFP) Borrowers (November 2020). The firm is expected to utilize the Bank’s Request for
Bids (RFB)-Small Works (1 envelope process) Standard Procurement Document. The documents
should include instructions to bidders, bid data sheet, bid forms, all required specifications,
drawings, BOQ/Activity Schedules, conditions of contract, and contractor onboarding materials, all
acceptable to GoT and the World Bank and building on the lessons of PREP. Additionally all Bidding
documents shall include:

- the Contractor’s commitment of environmental and social compliance and penalties;

- ESHS requirements in accordance with the procurement manual and Environmental and Social
Instruments;
- provisions for the contractor to prepare and submit for approval prior to commencing works the
following but not limited to: C-ESMP or ESCOP as determined by the site assessment and in line
with the ESMP. The CESMP or ESCOP may include operational plans based on the site assessment
and ESMP to address specific activity risks required, which may include:
o Emergency Response and preparedness plan
o Occupational Health and Safety (OHS) Plan in compliance with E&S instruments, the
Ministry of Health, and TSRSP Covid-19 protocols outlining how OHS will be managed
onsite and including provisions for on-site OHS training
o Traffic Management Plan
o Solid Waste Management Plan
o Grievance Procedures for Workers
o Chance Finds Procedure (in the unlikely event that cultural artifacts are discovered)
o Codes of Conduct including requirement for all project workers to be orientated on
and sign the Code of Conduct prior to commencing work
The CESMP needs to include detailed monitoring and compliance and responsibilities for
monitoring. CESMP requirements will also need to be cascaded to any subcontractors of
the contractor.

- Quality Assurance documentation requirements;

- The Activity Schedules/BOQ. Additionally, day works schedules for nominal quantities of
materials, labour and equipment likely to be used in the works shall be provided. It should include
all fixed and time-based cost relating to the contractor’s overheads including mobilization and
establishment costs, demobilization, insurances, compliance with the requirements of the C-
ESMP (including traffic management plans, environmental mitigation plan, inspection test plan
etc. It should also include any provisional sums for unforeseen and contingent for works items
which are unable to be measured at the time of issuing procurement documents).
The Consultant shall be available during the bidding period to answer any technical queries from
bidders, including attending pre-bid meeting(s)/ site inspections if required. After bids are received
and opened, the Consultant shall provide at least one qualified person to evaluate the bids (with the
PMU) and prepare one or more draft bid evaluation reports acceptable to the GoT and World Bank.

The bidding document shall comply with environmental and social instruments including the ESCP
and ESMP, and incorporate environmental and social risk mitigation measures as identified during
the site assessment. The Firm shall clearly state that the contractor is to comply with all

22
 environmental and social compliance requirements stated in the bidding document reflecting the
project requirements.

The PMU, Consultant and Contractors will coordinate and consult during the design and development
of the CESMP or ESCOP. The Consultant will review the CESMP prepared and completed by the
contractor. A template and guiding text to prepare the CESMP is included in the ESMP. The CESMP
will require approval by the PMU Environmental and Social Officer to ensure that the Consultant has
incorporate all required E&S mitigation measures, before submission to the Bank for review and no-
objection in line with the ESCP, prior to the start of works.

5.3 Stage 3 Construction Supervision and Contract Administration - Time Based

Contract

5.3.1 Task 11 – Construction and Demolition Supervision and Contract Administration and
Construction Phase Design Services:
After the award of one or more works contracts, the Consultant will be responsible for contractor
management and overseeing any required demolition and construction works through regular
inspection visits including preparation of minutes of site meetings (number and frequency to be
agreed in advance), to ensure that the works are completed in full compliance with the specifications,
quantity, quality, and drawings, within the allotted time for completion and within the agreed contract
value; and ensure adequate implementation of EHS management requirements stipulated in the
ESMP. The Consultant will be responsible for responding to technical queries and completing
construction phase design services as required and agreed with the PMU prior to any services being
undertaken. Undertaking percolation testing at sites receiving new WASH facilities will also be
required to ensure absorption trenches and septic tanks are sized correctly.

The consultant shall ensure that all buildings that have asbestos to be removed and to work with PMU
to properly price and facilitate the inclusion of costs and process for disposal in accordance with World
Bank ESHS requirements.

Using a pre-agreed digital monitoring tool (such as KoboToolbox) the Consultant shall regularly, and
no more than fortnightly, ensure that all inspection details, checks, photos and quality records are up
to date and uploaded to an approved online platform to enable review by MET/PMU and other
approve parties to review progress, the quality of work and supervision.

The Consultant will be nominated as the contractual Project Manager (PM) with the authority and
duties defined in the works contract and will execute all required PM actions in accordance with the
contract. The Consultant will review and certify monthly payments to the contractor, review and
authorize variation orders and justification thereof, and will agree the final contract value with the
contractor on completion of the works. Taking any action under a civil works contract designating the
Consultant as “Engineer”, for which action, pursuant to such civil works contract, the written approval
of the Client as “Employer” is required. The Consultant is responsible for all required environment and
social management, monitoring and reporting including;

- Supervise implementation of mitigation measures required in the ESMP and CESMP

23
 - Onsite reporting of CESMP implementation and incidences
- Auditing of onsite implementation of CESMP and incidences and periodic reporting to MET and
WB.
- Tongan regulatory compliance monitoring.

At the mid-point of each contract, the Consultant shall conduct a contractor’s performance review
meeting in presence of TSRSP Management.

5.3.2 Task 12 – Defects Liability Monitoring, Post Construction inspection, assessment,

reporting & issuing final certificate and contract closing:
The Consultants (professional engineer/ building inspectors) will inspect, check and assess whether
building works are structurally sound, safe and resilient resulting from completed, fully compliant
reconstruction and/or structural repairs/ retrofitting works and improved cyclone and seismic
resilience measures and also perform contract closing activities including reporting.

The contract will include a 12-month defects liability period (DLP). Inspections by the Consultant shall
be completed at the midpoint and at the end of the period at each school, with the final inspection
required prior to issuing a Final Certificate.

The Consultant will be required to provide a set of as-built drawings 8 of the works to the client
ministry, which will form part of a concise Completion Report that complements the Design Report in
providing a record of the design and construction activities, highlighting any problems encountered
and making recommendations for future similar interventions.

Project Deliverables
Stage Deliverable Content Timing

Stage Inception Report The Consultant shall prepare and 8 weeks from
1 submit an Inception Report contract start
summarizing the status of kick-off date.
meeting, mobilization, resources mobilisation to
provided and providing an update on site
the Consultant’s approach to the
services. It should demonstrate the
Consultant’s understanding of the
project, and provide a description of
the planned methodology, proposed
work program and strategy to carry
out the consultancy services as

8
For retrofitted structures, as-built drawings should combine the existing structure plans prepared under Task 6
so that a complete set of drawings per building can be handed over.

24
 described by the scope of works. It will
also include a programme for the
completion of the design and staffing
schedule for the same.

Report should also include Inspection,

testing and structural assessment
methodology and an ESHS risk
screening / assessment methodology;
Damage Assessment Template and
ESHS Risk Screening / Assessment
Template.

The report shall be prepared in an

approved format.

Stage Preliminary Findings At minimum the report will summarise Phase 1 schools:
1 Reports the findings of the field investigations
and testing. The report shall outline 16 weeks from
(Report to be staged to demolition requirements and scope, contract start
focus on top ranked EHS findings, relevant design criteria date (Refer
schools first) (structural, architectural, electrical, Annex **)
and sanitary), site analysis, hazard Phase 2 schools:
identification, accessibility, building
demolition, refurbishment and 8 weeks from
maintenance needs and site layout completion of
plans. It will include an evaluation of Phase 1 design
possible intervention alternatives for reports (Refer
each building giving due consideration Annex **)
to the relevant hazards at each site,
economy, robustness, and efficiency of
the selected alternatives as week as
the rationale for the recommended
options for PMU approval.

Stage Project Procurement Procurement strategy based on the (1) 5 weeks from
1 Strategy for Development construction materials market approval of
(PPSD) & Procurement assessment and (2) capacity Phase 1
Plan (PP) assessment of the contractors within Preliminary
country and the region and cost. The Finding Reports
(Report to be staged to two reports that have been developed
focus on top ranked as part of Phase 1 design services mobilisation to
schools first and should include (i) a list of contractors site
agreement with PMU on available for bidding in the country and

25
 options to be the assessment of capacity for (a)
implemented) classroom construction and (b) WASH
Construction. (ii) A list of critical
materials required for repair, retrofit
or new construction and availability of
those in country and the region. (iii)
Recommendations on size and
packaging of works contracts for
bidding purposes. (iv) Identify any
risks, barriers and mitigation strategies
to ensure the rapid implementation of
the project including but not limited to
contractor capacity, skill/expertise
gaps, material shortages etc

Stage Environmental and Social The Consultant shall review and 5 weeks from
1&2 Documentation Report update an ESIA/ESMP and all approval of
necessary checklist/templates that Phase 1
have been developed as part of Phase Preliminary
1 design services in accordance with Finding Reports.
the ESMF (see Annex 6), World Bank
Safeguards and Tongan Legislation that mobilisation to
covers all proposed activities. The ESIA site
will assess potential environmental
and social impacts (direct, indirect and
cumulative) and outline appropriate
management and mitigation measures.
Gender dimensions will be examined
as part assessments, risk analysis and
design development to highlight
opportunity to promote gender
equality or to address gender
disadvantage.

Stage School Design reports Details and results of field Phase 1 schools:
2 (Report to be staged to investigations, testing, structural 1. Niuafo’ou 3 x
focus on the school analysis, calculations, detailed designs schools:
3 weeks after
ranking) and drawings for preferred options to
approval of
sufficient detail ‘for construction’ and Phase 1
building permit approval. Detailed preliminary
confidential cost estimates for each finding report.
school/facility, procurement / 2. Tongatapu No
construction timeline. 1–7 ranked
schools:

26
 9 weeks after
completion of
Niuafoou schools
Phase 1 design
report.
3. Tongatapu No
8 – 15 ranked
schools:
9 weeks after
completion of
Tongatapu No 1-
7 ranked schools
Phase 1 design
report.
4. Vava’u No 1 –
11 ranked
schools:
6 weeks after
completion of
Tongatapu No 8-
15 ranked
schools Phase 1
design report.
5. Haapai No 1-2
ranked schools:
3 weeks after
completion of
Vavau No 1-11
ranked schools
Phase 1 design
report.
6. Eua No 1-2
ranked schools:
5 weeks after
completion of
Haapai No 1-2
ranked schools
Phase 1 design
report.

Phase 2 schools:
1.Tongatapu No
16-27 ranked
schools:
12 weeks after
approval of
Phase 2
preliminary
finding reports.

27
 2. Vavau No 12-
18 ranked
schools:
5 weeks after
completion of
Tongatapu No
16-27 ranked
school Phase 2
design reports.
3. Haapai No 3-5
ranked schools:
4 weeks after
completion of
Vavau No 12-18
ranked school
Phase 2 design
reports.
4. Eua No 3-5
ranked schools:
5 weeks after
completion of
Haapai No 3-5
ranked school
Phase 2 design
reports.
5. Niuatoputapu
2 x schools:
2 weeks after
completion of
Eua No 3-5
ranked school
Phase 2 design
reports.

Stage Bid documents and Bid documents for agreed number of Each Lot:
2 drawings packages are developed in accordance
with World Bank Regulations and 3 weeks after
(To be staged to focus on Standard Bidding documents. approval of the
top ranked schools out first Drawings and schedules for demolition design report.
and agreement with PMU and construction, all specifications,
on packaging options to be and bills of quantities per facility to a
implemented) level ‘For Construction’. The
Consultant should allow for up to 10
bidding packages and focus on

28
 preparing those for the top ranked
schools (highest risk) first.

Stage Draft bid evaluation Detailed comparative analysis of bids Each Lot:
2 reports responsiveness and pricing,
recommendation of lowest responsive 3 weeks after bid
bid opening

For Stage 3, the Consultant shall prepare and submit the following reports and documents in the
approved formats. Depending on how the works are packaged after approval by the Client, the
following reports may be as per Works Contract or for all Works Contracts:

Stage Deliverable Content Timing

3 Payment Certificates Review, correction and certification of 3 weeks

contractors’ claims from receipt
of claim

3 Progress reports Site meeting minutes and records of site Monthly

inspections, review of physical and
financial progress vs program,
compliance with specification, drawings
and ESHS requirements

3 Final As-built drawings Annotated set of drawings showing all End of DLP
completed works for record purposes

3 Final Acceptance Certificate Final inspection summary, acceptance End of DLP

and Completion report certificates and review of all aspects of
the assignment with any lessons learned
and future recommendations

In addition to the above deliverables, the Consultant shall provide brief progress reports to the TSRSP
management fortnightly for the duration of the assignment.

29
There is expected to be some overlap between Stage 1, 2 and 3 services. Stage 1 & 2 of the assignment
is expected for a duration period of 12 months, and Stage 3 is also expected for a 24 months duration
period plus with a Defects Liability Period of 12 months.

30
 Team Composition & Qualification Requirements for the Key
Experts
The required Key Staff of this consultancy team include:

Key Staff Position Stage 1 Stage 2 Stage 3

No.

K-1 Team Leader X X X

K-2 Senior Structural Engineer X X X

K-3 Structural Engineer(s) X X X

K-4 Architect X X X

K-5 Procurement Expert X X X

K-6 Environmental, Social, Health and X X X

Safety Officer

K-7 Site Resident Supervisor X

K-8 Building Construction Supervisor(s) X

K-9 Building Plumbing Supervisor X

It is noted that some of the above key positions may be combined and part time and may need
multiple numbers. The Consultant shall determine the appropriate support staff and time inputs and
personnel numbers to deliver the assignment within the contract as per their methodology based on
the size of the works/number of school infrastructure or school facilities to be improved. Expected
non-key staff are expected to include but are not limited to;

• Civil/Geotechnical Engineer
• Building services Engineer
• Draftsperson(s)
• WASH Specialist
• Quantity Surveyor
• Site Surveyors
• Administration support – include support for QA documentation

31
 • Contracts Management Officer

7.1 Qualification Requirements for the Key Experts

7.1.1 Team Leader

The Team Leader (TL) is the chief communication partner for the client and other external parties to
coordinate and manage the implementation of the assignment including all necessary personnel
deployment, purchases and project administration; also supervises the work of all team members and
guide them as necessary to carry out those tasks for which no professional specialist will be deployed,
to manage the dialog and interface with the client; compiles and submits the deliverables stated above
and ensures quality control and timely delivery of all deliverables. The TL is expected to carry out the
duties of “Engineer” as defined in the World Bank Standard Bidding Document (SBD) for Procurement
of Works Contracts and provide key guidance and oversee throughout the project and ensure the day-
to-day project and contract management systems and quality control processes are sufficient and
appropriately managed by the Resident Supervisor. The TL will be the signatory for certification of all
as-built drawings, final acceptance and payment certificates and all other technical and financial
documentation.

The Team Leader shall;

• Be degree qualified from a recognised university in Architecture, Structural or Civil

Engineering, with preferably a secondary degree in Project Management/Construction
Management/Building Construction discipline or equivalent.
• Hold membership of relevant professional institution and be a full-time staff member of the
named firm leading the engagement.
• Have at least 12 years’ working experience in infrastructure design, construction supervision,
risk assessments and, strategic planning of which at least recent 3 years in building projects.
• Have at least 8 years’ experience carrying out site investigation planning, designing, and
managing projects of similar scope and size.
• At least 3 years as a team leader/management/leading position in construction projects.
• Experience working in PICs or small island states (highly desirable).

7.1.2 Senior Structural Engineer

The Senior Structural Engineer is expected to provide, inter alia, key inputs to the design the
Consultants technical approach to infrastructure assessments, structural design and code compliance/
verification and ensure the quality of work of junior engineers

• Be degree qualified from a recognised university in Structural or Civil Engineering, with

preferably a second degree in a related and/or specialist engineering discipline.
• Hold membership of recognised professional institution
• Have at least 8 years’ structural design and consultancy experience including in infrastructure
(buildings), risk assessments and, strategic planning.

32
 • Have at least 6 years’ experience carrying out site investigation and detailed structural
assessments, analysis and design of building infrastructure
• Experience with masonry and timber frame building design , including retrofitting, is essential.
• School infrastructure assessment and design experience (highly desirable)
• Experience working in PICs or small island states (highly desirable)

7.1.3 Structural Engineer(s)

The Structural Engineer is expected to provide, inter alia, key support to the design the Consultants
technical approach to infrastructure assessments, structural design, geotechnical analysis and code
compliance/verification as required. The number of positions should be proposed by Consulting firm
to meet the assignment timeline. Two positions will be evaluated and should be clearly identified by
the Consultant. Additional structural engineers will be subject to a pass/fail evaluation based on their
qualifications and experience. Time inputs for additional structural engineers will be included in the
calculation of Key-expert time inputs.

• Degree qualified Structural/ Geotechnical Engineer with full membership to recognized

professional institution
• At least 5 years’ structural design of single and double-storey buildings (in masonry/
blockwork, reinforced concrete, structural steelwork or timber-frame) and consultancy
experience
• At least 3 years’ experience carrying out site investigation and detailed structural assessments
of building infrastructure
• Experience working in PICs or small island states (highly desirable)
• Specific experience with school infrastructure investigations, condition assessments, and
retrofit/strengthening designs (highly desirable)

7.1.4 Architect
The Architect will provide profession design services to ensure the development of fit for purpose and
functional spaces as part of the consultation and detailed design processes. Key inputs are expected
in the consolation with schools and in the development of the dormitory, WASH and refurbishment
designs and bidding documents.

• Bachelor’s degree or higher in architecture from a recognized university and a recognized

professional qualification from the country of origin or residence together with:
• At least 7 years professional experience
• Past school infrastructure and/or other relevant building design experience
• The design of building projects in Tonga and or other Pacific Island Countries
• Proficient Computer skills – AutoCAD, MS Office, etc.

33
7.1.5 Procurement Expert
The Procurement Officer will be required inter alia to prepare contractor and material market
assessment report, specific procurement notices/ invitation for bids, bidding documents, bid
evaluation report, and other documents based on relevant procedures for the procurement of goods,
works, non-consultant services as per World Bank Procurement Regulations for Investment Project
Financing (IPF) Borrowers November 2022 and standard bidding document. They will assist in
preparing draft contract for Tender Committee and for WB No objection, and clearance from the PMU
to ensure timely signing of contracts. The Procurement Officer shall;

• Have a Bachelor's Degree in Civil Engineering / Finance / Law / Business

Administration/Economics or related field from a recognised university. A master’s degree in
Procurement Management or Diploma in Procurement and Supply/MCIPS will be an added
advantage. Successfully completion of 2-3 weeks long training course on World Bank/IDA
procurement regulations/guidelines/World Bank funded project procurement procedures will
be added advantage too.
• Have at least 5 years’ experience in procurement roles in government or any donor funded
projects
• Have minimum 3 years’ experience with World Bank funded projects in the role in preparation
of bidding document, bid evaluation report and contract document and support in bid
evaluation activities etc. following Procurement Regulations for Investment Project Financing
(IPF) Borrowers November 2022.

7.1.6 The Environmental, Health and Social (EHS) Officer

Responsibilities for this position include: supporting the PMU to identify site-specific environmental
and social risks and impacts through the completion of the site assessment, and identifying mitigation
measures; supporting the preparation of other E&S instruments including CESMP or ESCOPs;
supporting stakeholder consultations and incorporating feedback in project design and mitigation
measures; ensuring that design incorporate universal and gender-informed principles, and supervising
and overseeing compliance with E&S instruments including the ESMP, CESMPs, LMP, SEP; and
reporting on any non-compliance with E&S mitigation measures.. The EHS Officer shall:

• Be a university graduate in environmental science/social studies or in an appropriate field.

• Have at least 3 years of field working experience in environmental, health and social impact
assessment, management planning and monitoring in urban infrastructure projects, with
demonstrated experience in similar positions.
• Experience in Occupational health and safety.
• Knowledge of World Bank Environmental and Social Framework, World Bank Safeguards,
and/or other World Bank environmental and social policies is essential
• Familiarity with the environmental/social conditions in Tonga is an advantage.
• Have a demonstrated ability to produce high quality written EHS assessments, management
plans and monitoring reports in English.
• Working experience in ESHS role in World Bank/ADB or similar donor funded project will be
added advantage.

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Other specific tasks of the E&S Officer include:

• Review and consider the E&S risks and impacts of any design change proposals and advise if
there are implications for compliance with E&S instruments
• Undertake, as required, audits, supervisions and/or inspections of any sites where the
Contractor is undertaking activities as part of the project, to verify the Contractor’s
compliance with E&S requirements (including relevant requirements on SEA/SH);
• Ensure that the Contractor is familiar with the WB Environmental and Incident Response
Toolkit (ESIRT) and appropriate reporting is undertaken in the case of incidents
• Ensure all Contractors and Workers are familiar with obligations as part of their Codes of
Conduct and that all present on site have signed the CoC
• Undertake audits and inspections of Contractor’s accident logs, community liaison records,
monitoring findings and other E&S related documentation, as necessary, to confirm the
Contractor’s compliance with E&S requirements (including relevant requirements on SEA/SH);
• Determine remedial action/s and their timeframe for implementation in the event of a
noncompliance with the Contractor’s E&S obligations;
• Ensure appropriate representation at relevant meetings including site meetings, and progress
meetings to discuss and agree appropriate actions to ensure compliance with E&S obligations;
Monitor that the Contractor’s actual reporting (content and timeliness) is in accordance with the
Contractor’s contractual obligations;

• Review and critique, in a timely manner, the Contractor’s E&S documentation (including
regular reports and incident reports) regarding the accuracy and efficacy of the
documentation;
• Undertake liaison, from time to time and as necessary, with project stakeholders to identify
and discuss any actual or potential E&S issues;
• Ensure that the GRM is maintained in line with the CSU process which includes reporting on
types of grievances to be recorded and how to protect confidentiality e.g. of those reporting
allegations of SEA/SH.
• Carry-out the following activities consistent with the Works contract to be supervised
including but not limited to the following:
o Ensure that the traffic management measures proposed will in no event compromise the
health and safety of any users of facilities in the vicinity;
o Review the Contractor’s occupational health and safety plan to ensure that the health and
safety of the general public and the Contractor’s workforce are not compromised as a
result of the construction works;
o In coordination with the CSU, support the Works employer to organize SEA/SH training
prior to start of works, ensure appropriate representation in the training and follow-up of
any agreed actions by the attendees;
o Monitor contractor’s compliance with its SEA/SH prevention and response obligations,
and take appropriate contractual actions if non-compliance is identified

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7.1.7 Site Resident Supervisor
A suitably qualified and experienced Resident Supervisor (RS) will be responsible for the day-to-day
management of all the packages of work to ensure the design and construction standards of the
project are met. The RS will oversee the Construction Supervision Technicians and work closely with
the Team Leader, the design team of Stage 1 and will provide key inputs for the certification of all as-
built drawings, final acceptance certificates and all other technical documentation. As the RS he/she
shall have the responsibility for the site management of works packages including inter alia active
monitoring of all contractor work plans, quality assurance, quality control documentation. The RS shall
communicate directly and regularly with the TL, building technicians, PMU and the contractors to
ensure that the targets set for the provision of services are met. The RS shall agree payment certificate
amounts with contractors for final approval by the Team Leader.

The Resident Supervisor shall;

• Be a degree qualified Building/Civil/ Structural Engineer or Architect from a recognised

university
• Have at least 7 years’ experience in the construction management, supervision, contract
management and quality control of infrastructure works.
• Must have demonstrated experience in the role of Resident Supervisor/Engineer/ Project
Manager in at least 3 projects of similar size and nature.
• Experience working in PICs or small island states
• Experience in World Bank funded projects and post disaster reconstruction and retrofitting
projects will be an advantage.

7.1.8 Building Construction Supervision Technicians

The Building Construction Supervision Technicians will be responsible for the supervision of day-to-
day construction works. He/she should be responsible for checking survey and layouts, the general
workmanship and quality of the materials and works, checking and recording works measurements
and checking of contractor's bills. He/she shall be responsible for record keeping and reporting to the
RS and Team Leader. They shall assist the Contractor and work with them closely with regard to quality
control aspects and responsible for ensuring all quality records are collected and documented in a
timely manner. The number of positions should be proposed by Consulting firm to meet the
assignment timeline. Two positions will be evaluated and should be clearly identified by the
Consultant. Time inputs for additional Technicians will be included in the calculation of Key-expert
time inputs. Other key requirements include;

• Diploma in Civil Engineering/Building & Construction

• 3 years of experience in construction supervision in building works
• Able to translate engineering drawings for the contractors
• Good attention to detail
• Good ability to interpret and communication drawing, specification and quality
assurance/quality control requirements
• Report writing skills

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7.1.9 Building Plumbing Supervisor
An experienced Plumber is required to provide support to the broader supervision team to oversee
any WASH construction to ensure plumbing standards and expected quality of works are achieved.
The plumber will provide support to Contractors to build their capacity to better implement WASH
related activities.

The Plumber shall;

• Acceptable levels of training and certification

• At least 5 years sanitary plumbing design and or construction experience

Environment and Social Documentation

TSRSP has been rated by the WB as having moderate environmental and social risks. Risks are
expected to be site specific with no serious adverse effects on human health and the environment.
The consultant shall provide personnel and assist in ensuring all project administrative requirements
are met, works are undertaken in accordance with the appropriate methodology in full compliance
with the WB ESF and the TSRSP E& S Instruments and that the final product are aligned with the
contractual requirements and site specific CESMP(s) in terms of quality, quantity and cost.

An Environmental and Social Management Plan (ESMP) has been prepared to support the assessment
of environmental and social risks, specifically for Component 1.1 The consultant will identify site
specific risks and impacts and will determine whether a Contractor’s Environmental and Social
Management Plan (CESMP) for major works or an Environmental and Social Code of Practice (ESCOP)
for minor works is required and must be completed prior to the commencement of works. A
stakeholder engagement plan (SEP) has been prepared for the Project to ensure meaningful
consultations with different categories of stakeholders and that all relevant information is
disseminated in a timely manner.

The consultant, PMU and contractors must continue to consult during design and development of
CESMPs to communicate and elicit feedback which will assist manage the impacts and risks associated
with each of the specific construction sites.

TSRSP has a Covid-19 Safety Protocol which will be updated and made available to manage and
address Covid-19 Safety risks.

Labour Management Procedures (LMP) for the project has been prepared for the project and the
Consultant shall understand obligations and ensure proper working conditions and management of
worker relationships, OHS management and to prevent sexual exploitation and abuse, as well as
sexual harassment. Contractor and worker codes of conduct apply to this assignment.

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8.1 Environmental and Social Policy

The Consultants should follow the TSRSP ESMF as provided in Annex 6 for environmental protection,
occupational and community health and safety, gender, equality, child protection, vulnerable people
(including those with disabilities), sexual harassment, gender-based violence, sexual exploitation and
abuse), HIV/AIDS awareness, Covid awareness and prevention and wide stakeholder engagement in
the planning processes, programs, and activities of the parties involved.

This includes, but are not limited to the following:

• Shall review and monitor the contractor’s proposals, programmes and plans on behalf, and in
accordance with PMU and Client, maintain a complete record of site operations and ensure
that all Legal and Statutory Environment, Social and Health & Safety requirements are
implemented as part of the works according to World bank’s and Government of Tonga
requirements
• Develop Key Performance Indicators (KPIs) and a work plan to monitor all aspects of the
quality of the works as well as Health & Safety (e.g accidents on site.), Environmental (record
of oil spills etc.) to be reported monthly. The indicators shall be agreed to between the Client
and the Contractor.
• Review the CESMP prepared by each Contractor and ensure it covers any proposed mitigation
measures identified in the ESMP and specifically is in line with national law and the World
Bank ESF and WB Environmental Health and Safety (EHS) Guidelines.
• Ensure the Contractor’s Environmental, Social, Health and Safety (ESHS) performance is in
accordance with good international industry practice (GIIP) and delivers the Contractor’s ESHS
obligations. This includes, but is not limited to:
o Review and support the PMU in approving all site CESMPs including all updates and
revisions at frequencies specified in the Contractor’s contract (normally not less than
once every 6 months);
o Review and approve the proposed monitoring and reporting tools;
o Support the coordination of reviews of E&S instruments by the Client, PMU, MEIDECC
and World Bank.
• Review all other applicable contractor’s documents related to E&S aspects including the
health and safety manual, security management plan and SEA/SH prevention
• Review and understand the GRM process (in consultation with the CSU), undertake awareness
building and ensure appropriate response action plans;
• Review and consider the ES risks and impacts of any design change proposals and advise if
there are implications for compliance with ESIA, ESMP, consent/permits and other relevant
project requirements;
• Undertake, as required, audits, supervisions and/or inspections of any sites where the
Contractor is undertaking activities as part of the project, to verify the Contractor’s
compliance with E&S requirements (including relevant requirements on SEA/SH);
• Ensure that the Contractor is familiar with the WB Environmental and Incident Response
Toolkit (ESIRT) and appropriate reporting is undertaken in the case of incidents
• Ensure all Contractors and Workers are familiar with obligations as part of their Codes of
Conduct and that all present on site have signed

38
 • Undertake audits and inspections of Contractor’s accident logs, community liaison records,
monitoring findings and other E&S related documentation, as necessary, to confirm the
Contractor’s compliance with E&S requirements (including relevant requirements on SEA/SH);
• Determine remedial action/s and their timeframe for implementation in the event of a
noncompliance with the Contractor’s E&S obligations;
• Ensure appropriate representation at relevant meetings including site meetings, and progress
meetings to discuss and agree appropriate actions to ensure compliance with E&S obligations;

Monitor that the Contractor’s actual reporting (content and timeliness) is in accordance with the
Contractor’s contractual obligations;

• Review and critique, in a timely manner, the Contractor’s E&S documentation (including
regular reports and incident reports) regarding the accuracy and efficacy of the
documentation;
• Undertake liaison, from time to time and as necessary, with project stakeholders to identify
and discuss any actual or potential E&S issues;
• Ensure that the GRM is maintained in line with the CSU process which includes reporting on
types of grievances to be recorded and how to protect confidentiality e.g. of those reporting
allegations of SEA/SH.
• Carry-out the following activities consistent with the Works contract to be supervised
including but not limited to the following:
o Ensure that the traffic management measures proposed will in no event compromise
the health and safety of any users of facilities in the vicinity;
o Review the Contractor’s occupational health and safety plan to ensure that the health
and safety of the general public and the Contractor’s workforce are not compromised
as a result of the construction works;
o In coordination with the CSU, support the Works employer to organize SEA/SH
training prior to start of works, ensure appropriate representation in the training and
follow-up of any agreed actions by the attendees;
o Monitor contractor’s compliance with its SEA/SH prevention and response
obligations, and take appropriate contractual actions if non-compliance is identified,
including upon identification of potential non-compliance by a dispute board;
o Ensure that any allegation of SEASH that are received by the Consultant are
documented, maintaining appropriate confidentiality, and promptly submitted to the
Employer and the Contractor;
o Prior to its engagement for the Works, verify that, a subcontractor not named in the
contract, is qualified in accordance with the provisions of the SEA/ SH performance
declaration for sub-contractors;
o Provide appropriate support and relevant documents that a dispute board may need
in reviewing SEA/SH contractual compliance;

Please see the details in ESMP in Annex-6 to comply completely.

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 Schedules of payments
The Client proposes that two separate consulting services contracts will be signed between the parties
to cover this assignment; a lump-sum contract to cover the full Stage 1 and Stage 2 services as
described above, and a separate time-based contract to cover the full Stage 3 services.

Payments for deliverables will be made on acceptance (not submission) of each deliverable. Schedule
of payments for the lump-sum contract for the outputs defined above in Section 6 will be defined in
the Request for Proposals (RFP) for shortlisted firms. Schedule of payments for time-based contract
will be on a monthly basis (or as agreed).

Output Percentage of contract

amount for Stage 1 and 2
(Lump Sum)

1. Inception Report 10%

2. Preliminary Findings Reports 20%

Project Procurement Strategy for Procurement

3. 5%
(PPSD) & Procurement Plan (PP)

Environmental and Social Documentation

4. 10%
Report

5. School Design Reports 15%

6. Bid Documents and Drawings 20%

7. Draft Bid Evaluation Reports 20%

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Annexes (to be provided)
1. Annex 1: TC Gita Resources

PREP Lessons Learned Workshop Report

QA-QC Documentation
PREP DLP Resources– DLP Guide, Performance Certificate, Performance Order,
Final Certificate, Pre-handover inspection list and Taking Over Certificate

2. Annex 2: MET Standard Designs for new construction

• Tonga Standard School Designs Index

• Standard WASH Designs (6 cubicle)
• Additional WASH Schematic Design Options
• MET Standard House Design

3. Annex 3: TSRSP design standards for new construction

• TSRSP Agreed Technical Approach to the Repair and Strengthening of Existing

Buildings

4. Annex 4– Retrofit Technical Approach

• TSRSP – Agreed Technical Approach to Retrofit

5. Annex 5 – School Infrastructure Assessment Documentation

• List of Schools (Phase 1 & Phase 2)

• 62 schools’ Site Plan

6. Annex 6 – TSRSP Environmental and Social Documentation

• Environmental and Social Management Plan (ESMP)

• Environmental and Social Commitment Plan (ESCP)
• Labour Management Procedures (LMP)
• Stakeholder Engagement Plan (SEP)
• COVID-19 Protocol

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