TERMS OF REFERENCE AND DESIGN BRIEF Abbreviations · 2020-05-27 · This ToR and Design Brief (with associate annexes) are integral to the Consultant scope of services. A Project

Samoa Parliament Complex Reconstruction Project

Design, Documentation and Supervision of Maota Fono Siteworks and Podium Reconstruction at Mulinu’u

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TERMS OF REFERENCE AND DESIGN BRIEF

Abbreviations

CMS Construction Management Specialist

DDR Detailed Design Report

EPC Electric Power Corporation

EMP Environmental Management Plan

FESA Fire and Emergency Services Authority

GoA Government of Australia

GoS Government of Samoa

IPES Institute of Professional Engineers of Samoa

LAO Legislative Assembly Office

LTA Land transport Authority

MCIL Ministry of Commerce, Industry and Labour

MWTI Ministry of Works, Transport and Industry

NBCS National Building Code of Samoa

OCLA Office of the Clerk of the Legislative Assembly

PSC Project Steering Committee

PUMA Planning and Urban Management Agency

RFP Request for Proposals

SPCRP Samoan Parliamentary Complex Redevelopment Project

SWA Samoa Water Authority

ToR Terms of Reference

VMW Value Management Workshop



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1 INTRODUCTION

In 2012 Samoa celebrated its 50 year independence anniversary. To mark the occasion the Government of Australia (GoA) announced that it will fund a significant infrastructure project to reconstruct the Samoan Parliament House (Maota Fono), and the adjacent Legislative Assembly Office (LAO), located in Apia, Samoa. The project is known as the Samoa Parliament Complex Redevelopment Project (SPCRP). The reconstruction of the Maoto Fono was completed in March 2019 and the reconstruction of the LAO will be undertaken over the period 2019 –2021. Separate to the above, reconstruction of the Maota Fono podium and associated siteworks is the subject of this RFP. The project will be implemented by the Government of Samoa, represented by the Office of the Clerk of the Legislative Assembly (OCLA). This Terms of Reference (ToR) and Design Brief sets out: • the scope of services required from a Consultant to design, document and supervise re-

construction of the Maota Fono podium and associated site works. • the technical standards and design criteria. This ToR and Design Brief (with associate annexes) are integral to the Consultant scope of services. A Project Steering Committee (PSC) comprising representatives of both GoS and GoA has been established to oversight the project as outlined in the Design Brief document. Under a separate agreement, GoA have appointed a Construction Management Specialist (CMS) to support the PSC, quality assure architectural, engineering and quantity surveying inputs, provide oversight monitoring and evaluation of the project, endorse project payments to be made by GoS and provide GoA / GoS with desk advice as required. A separate future contract will be let to undertake the construction work for podium and associated siteworks.

2 PROJECT DESCRIPTION

2.1 Expected Outcome The Consultant is expected to deliver the following outcome:

The Maota Fono podium and associated siteworks have been designed and constructed in accordance with the design brief and designated time frame and budget.

2.2 Project Stages and Timing

The project is to be designed and constructed over a 30 month period (which includes a 12 month Defects Liability Period). The program includes the following main stages / activities, with associated time frames.

STAGE ACTIVITY MONTHS 1. Concept Design and Project Plan. 1-2 2. Construction Documentation. 3-6 3. Construction Procurement (Tender). 7-10 4. Construction Supervision and Administration. 11-18 5. Post Construction. 19-30

Each of these stages activities is detailed below in terms of the required services / deliverables of the Consultant for each activity stage.



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3 STAGE ACTIVITY

3.1 Concept Design and Project Plan (Output 1) This output will comprise the following key activities:

i. Value Management Workshop. ii. Concept Design.

iii. Project Plan. 3.1.1 Value Management Workshop Based upon the initial Design Brief, the consultant will conduct a Value Management Workshop (VMW) to be held in Apia that will include members of the PSC, OCLA staff and other relevant GoA / GoS stakeholders. The objective of the VMW will be to agree a final scope of works and identify preferred technical solutions considering issuing of cost, buildability and long-term operation and maintenance. 3.1.4 Concept Design Based upon the outcomes of the VMW, the Consultant will prepare a draft concept design for the Works and issue to the Client for comment. 3.1.5 Project Plan Following the consideration and incorporation of comments, the updated Concept Design will be incorporated into the Project Plan. The Project Plan will include:

(a) The final Concept Design which will include:

(i) preliminary designs comprising sketch site plan, floor plans, elevations, sections, isometrics and perspectives;

(ii) structural design concept; (iii) building services design concept that addresses sustainability and maintenance

considerations, and (iv) 3D modelling of the proposed works. (v) A narrative and pictorial statement as to how the proposed Works integrates with

the new Maota Fono from both functional and aesthetic perspectives.

(b) A Cost Plan which provides an elemental cost breakdown of the estimated cost of the Concept Design.

(c) A Project Program in the form of a GANTT diagram or bar-line graph for the design and

construction works.

(d) A Risk Management Plan that identifies the main risks to the project and proposes mitigation strategies to deal with those risks.

3.1.7 Approval The Project Plan incorporating the Concept Design will be presented to the PSC. The PSC will review the Project Plan and Concept Design. The final Project Plan and Concept Design will incorporate the PSC’s comments. Written approval of the Project Plan from the PSC will be required prior to the Consultant proceeding to the next stage.



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Planning Approval in the form of a Development Consent from PUMA will then be applied for by OCLA. The Consultant will submit all necessary documentation to support the application. OCLA will payment the Development Consent fee directly to PUMA. Any design amendments required by the Development Consent will be incorporated by the Consultant into the construction documentation.

3.2 Construction Documentation – Detailed Design Report (Output2)

This output will comprise the development of all necessary construction documentation to enable the project to be tendered and a construction contract awarded. The Detailed Design Report (DDR) will comprise:

• Final architectural construction drawings and specifications. • Structural and civil engineering construction drawings and specifications. • Services engineering construction drawings and specifications. • Bills of Quantities (prepared in accordance with the current edition of Australian

Standard Method of Measurement of Building Works or other format as approved by the GoS).

• Pre-Tender construction cost estimate that confirms that the designs are within the budget allowances;

• Update project program. • Updated risk management plan.

The Pre-Tender estimate will need to confirm that the Works can be constructed within the approved budget and will need to propose a strategy for cost saving in the event that the tenders received exceed the Pre-Tender estimate. The Pre-Tender estimate will be required before the construction tender is issued to Contractors for bidding. In the event that construction tenders received are above the budget, the Consultant will be required to either re-design/ retender the Works or negotiate a revised tender with the preferred tenderer. This may involve removing or redesigning some of the works. Due to these budgetary requirements, the Consultant is required to maintain vigilant cost control throughout the entire design and construction process and maintain responsibility for same. The Consultant will be responsible for obtaining all building approvals from the GoS once the DDR is complete. This will include submission of all required documents to the MWTI and other relevant authorities, including but not limited to, Lands Transport Authority (LTA), Samoa Water Authority (SWA), Electric Power Corporation (EPC), Fire and Emergency Services Authority (FESA) and SamoaTel. Any statutory charges associated with obtaining the building approvals will be paid for directly by OCLA. An independent review of the structural design for compliance with all design requirements may be undertaken. The procurement of the reviewer (if required) will be undertaken directly by the GoS. The consultant will provide all necessary documentation to the independent reviewer; undertake all liaisons and necessary alterations to documentation required as a result of the review.

3.3 Procurement of Construction (Output 3)

3.3.1 Procurement Process



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OCLA will be responsible for the procuring of Contractors to construct the Works, with the specific approval from the PSC and in accordance with all GoS processes, procedures and approvals. The Consultant is responsible for providing all necessary construction documentation to facilitate the procurement process. The Consultant is required to be a member of the construction tender bid evaluation committee and participate fully in the bid evaluation process. This will include reviewing tender submissions, participating in discussions and contributing to the preparation, review and finalisation of the tender evaluation report. The tender evaluation report will be submitted by OCLA to the PSC for approval.

3.4 Construction Supervision and Administration (Output 4)

The Consultant will be responsible for supervising construction of the Works and administering the construction contract between the GoS and the Contractor. The specific tasks of the Consultant during the construction phase include, but are not limited to:

• supervise, manage and coordinate the construction work ensuring compliance with approved designs, required standards of workmanship and requirements of the contract;

• ensure protection all site building, particularly the Maota Fono, monuments etc. • prepare Monthly Construction Reports; • administer the contract and provide management services for the construction work

including requests for information, instructions, progress payments, variations to contract, selections and recommendations, and preparing any drawings and information associated with contract variations;

• hold weekly site meetings and prepare regular monthly updates of the program required by the contract detailing schedules and actual progress;

• providing day-to-day on-site supervision of the performance of the construction work dealing with any issues that may arise and notifying the PSC immediately of any event or circumstances which affects progress or performance of the work;

• maintain comprehensive hard and e-copy files of all correspondence, contract documentation, claims, notices and any other written material in relation to the contract which may be reviewed by PSC at any time, and

• when the Consultant considers that the Construction Work is about to reach Practical Completion, notify PSC and certify the date when it considers Practical Completion to have been reached and a Taking Over Certificate can be issued, the Taking Over Certificate and Penultimate Progress Claim to be incorporated into the Final Monthly Construction Report;

3.4.2 Monthly Construction Reports The Monthly Construction Reports will include:

• Minutes of site meetings. • Certification of the Contractor’s monthly progress payment claim.

• An update of any provisional sums expended under the project and any approved or pending Contract Variations.

• A full reconciliation of the construction contract funds which are expended under the Project, including an estimated cost to complete the construction, and the overall surplus/deficit position of the contract.

• A comparison of the original cash flow forecast, the actual cash flow and the revised cash flow forecast.



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• A comparison of the original construction program with the updated construction program and a summary of any likely delays, and the estimated date of Practical Completion.

• A description of any matters which in the Consultant’s opinion have the potential to significantly affect the execution of the Project (either in a positive or negative way) and particulars of the preventative and remedial action which has been, is being or may be taken, in respect of the matters.

• Details of any other matters affecting or likely to affect the time, cost or quality of the Project.

The Consultant is required to provide to project status updates in person at all PSC meetings.

3.5 Post Construction (Output 5)

During the Post Construction phase the Consultant will:

• oversee and monitor the contractual Defects Liability Period, and upon completion, carry out full inspection of the works and prepare a Defects Liability Certificate;

• prepare an Operating and Maintenance Manual; and • prepare a Final Statement of Account and Letter of Discharge.

The Operating and Maintenance manual is to include a maintenance plan and identify OCLA staff to oversee its implementation.

4. REPORTING

The Consultant will be expected to provide the following reports to the PSC:

ACTIVITY MONTH

DUE

3.1: CONCEPT DESIGN AND PROJECT PLAN 2

3.2: DETAILED DESIGN REPORT 6

3.3: CONSTRUCTION TENDER 10

3.4 CONSTRUCTION SUPERVISION AND CONTRACT

ADMINISTRATION

Monthly Construction Reports x 8(estimated) 11-18

3.5 POST CONSTRUCTION

Operation and Maintenance Manual 18

Final Statement of Account, Letter of Discharge and

Completion Report

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These reports will be submitted to the PSC. The PSC will hold meetings on average every 2 months and / or at key milestones (e.g. Project Plan, DDR). The Consultant’s team leader will be expected to be available to attend all PSC meetings, either in person or via remote access. During the construction period, the Consultant’s site superintendent will provide in-person progress reports at all PSC meetings.



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7. PROJECT MANAGEMENT, DESIGN, DOCUMENTATION AND CONSTRUCTION SUPERVISION PERSONNEL REQUIREMENTS

To perform the above activities, a suitably qualified and experienced Consultant team will be engaged comprising: • Team Leader • Architect; • Structural/Civil Engineer; • Services Engineer (including electrical / lighting and hydraulic engineering); • Quantity Surveyor; • Site Superintendent (Clerk of Works), and

such other professional and technical personnel required to manage, design, engineer, supervise, inspect and coordinate constructions and renovations under the Project. The team leader need not necessarily be a separate role, but could be undertaken by one of the specialist design team if appropriate. The Consultant’s proposal must satisfy, as a minimum, the requirements set out in respect of the key members of the Consultant team as outlined in the Duty Statements incorporated into this ToR (see below).

7.1 Engineering Qualifications and Registration

GoS has a legal requirement that all Engineers, including Engineers who are members of international engineering companies and associations, be members of the Institute of Professional Engineers of Samoa (IPES). For qualification/evaluation purposes, membership of an accredited foreign professional body will be sufficient. However, obtaining a Certificate of Registration with IPES is required to be obtained within three months of contract signing.

8. DUTY STATEMENTS

8.1 TEAM LEADER

The Team Leader will provide direction and leadership for all activities and be responsible for all stakeholder liaison and the quality and appropriateness of all reports and the design and documentation outputs.

Duties:

• Assume responsibility of the overall management of the project. • Represent the Consultant at all client and PSC meetings. • Manage the mobilisation of the Consultant Project team and facilities and develop

appropriate financial logistic and security support for the life of the Project. • Maintain on-going coordination and communications with stakeholders to ensure smooth

implementation of the project. • Assume overall responsible for all project reporting. • Ensure timely quality project outputs to achieve project budgets and milestones. • Ensure that team members have a common view of the objectives of the project together

with any constraints. • Manage all risks associated with the Project. • Provide on-going monitoring support to the GoS during the 12 months Defects Liability

Period. • Oversight the preparation of an Operations and Maintenance Manual at construction

completion.



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Experience and Qualifications:

• Tertiary qualifications in architecture, engineering, construction or project management, recognised by an approved institution in Australia or New Zealand, and have a minimum of fifteen years experience in the project management of the design and construction of buildings.

• Sound knowledge and experience of infrastructure design and construction in developing countries, preferably in Samoa and/or the Pacific Islands, including significant experience of liaising with host Governments.

Specific skills include:

• Experience in the motivation, direction and management of a team of multi-disciplined professional specialists.

• Demonstrated experience in the management, design and implementation of infrastructure projects and familiarity with the Samoan building approval process.

• Proven ability to operate effectively in a cross – cultural environment and communicate at a senior level with government officers and with project personnel.

• Demonstrated ability in report writing and review.

8.2 ARCHITECT The Architect will address architectural and other design issues during the initial phases of the project and be responsible for developing and finalising any architectural design and documentation of the Works, including co-ordination of engineering input and building services where applicable. Duties:

• Participate in consultations and workshops with stakeholders to confirm design assumptions and requirements from the Design Brief, and explore current opportunities leading to finalisation of the scope of the Works.

• Review relevant Samoan infrastructure standards, codes, guidelines and policies (including GOA’s universal access guidelines) and ensure design compliance with them.

• Develop concept design for the Works based on the results of the Value Management Workshop and review of the Design Brief and prepare documentation sufficient to present options to key stakeholders in Samoa.

• Develop narrative and pictorial statement as to how the proposed Works integrates with the new Maota Fono from both functional and aesthetic perspectives.

• Finalise construction documentation to suit the agreed tender strategy, and ensuring compliance with all standards, guidelines, policies etc.

• Provide support during the construction phase as necessary. • Assist the with the preparation of an Operations and Maintenance Manual at completion. • Prepare As-Built drawings at construction completion for incorporation into the O&M

Manual. Experience and Qualifications:

• Tertiary qualifications in Architecture, recognised by an approved institution in Australia or New Zealand and have a minimum of ten years experience in building design and the management of building construction projects of similar complexity and scale.

• Sound knowledge and experience of infrastructure design and construction in developing countries, preferably in the Pacific Islands.

• Excellent interpersonal skills and a clear understanding of the advisory role in a development cooperation project.



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• Experience working with stakeholders to determine infrastructure requirements; • Design team management, problem solving and mediation skills; • Excellent written and oral communication. • Public presentation skills.

8.2 STRUCTURAL/ CIVIL ENGINEER

The Structural / Civil Engineer is responsible for developing and finalising all structural / civil engineering design and documentation of the Works. Duties:

• Participate in consultations and workshops with stakeholders to confirm design assumptions and requirements from the Design Brief.

• Review relevant Samoan infrastructure standards, codes, guidelines and policies

(including GOA’s universal access guidelines) and ensure design compliance with them.

• Assist to develop the detailed concept design. • Manage the preparation of all structural/civil engineering documentation. • Finalise all structural/civil construction documentation and ensuring compliance with all

standards, guidelines, policies etc. • Provide support during the construction phase as necessary. • Assist with the preparation of an Operations and Maintenance Manual at completion.


• Tertiary qualifications in civil / structural engineering recognised by an approved institution in Australia or New Zealand and have a minimum of ten years experience in building design on projects of similar complexity and scale.

• Full member, or eligible to become a full member, of the Samoa Institute of Professional Engineers, and willing to take out such membership upon appointment.

• Sound knowledge and experience of infrastructure design and construction in developing countries, preferably in the Pacific Islands.


• Extensive experience in all aspects of civil / structural engineering documentation of institutional infrastructure.

• Experience working as a team member within a multi-disciplined design team. • Excellent written and oral communication.

8.3 SERVICES ENGINEER

The Services Engineer is responsible for developing and finalising all services engineering design and documentation of the Works.

Duties:

• Participate in consultations and workshops with stakeholders to confirm design assumptions and requirements from the Design Brief.

• Review relevant Samoan infrastructure standards, codes, guidelines and policies (including GOA’s universal access guidelines) and ensure design compliance with them.

• Assist to develop the detailed concept design. • Manage the preparation of all services engineering documentation.



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• Finalise all services construction documentation and ensuring compliance with all standards, guidelines, policies etc.

• Provide support during the construction phase as necessary. • Assist with the preparation of an Operations and Maintenance Manual at completion.


• Tertiary qualifications in electrical and hydraulic engineering, recognised by an approved institution in Australia or New Zealand and have a minimum of ten years experience in building design on projects of similar complexity and scale.

• Full member, or eligible to become a full member, of the Samoa Institute of Professional Engineers, and willing to take out such membership upon appointment.

• Knowledge and experience of appropriate building services design and construction in developing countries, preferably in the Pacific Islands, would be desirable.



8.4 QUANTITY SURVEYOR

The Quantity Surveyor will be responsible for all cost management including cost planning, cost input to Value Management Workshops and outcomes, estimating, preparation of Bills of Quantities and construction cost management, including progress payment certification, variation management, cash flow monitoring and completion of the final account with the Contractor. Management of costs will be a key project concern and will require high level vigilance. The budget for the project is fixed and cannot be increased. Any cost overruns will need to be "designed" out of the project. Duties:

• Develop detailed cost plan for the concept design plan. • Confirm that the concept design proposals can be built within the allocated budget. • Provide estimating inputs as required during the construction documentation stage. • Prepare Bills of Quantities (in accordance with the current edition of Australian Standard

Method of Measurement of Building Works or other format as approved by the GoS).

• Prepare a pre-tender estimate of the cost of the Works which will form the basis of the financial comparison of tenders for the construction works.

• Provide cost management support during the tender evaluation and construction phases. Experience and Qualifications:

• Tertiary qualifications in cost management, recognised by an approved institution in Australia or New Zealand.

• Knowledge and experience of cost management strategies for infrastructure design and construction in developing countries, preferably in the Pacific Islands would be desirable.


• Registered Quantity Surveyor with appropriate construction experience in the Pacific Islands region.



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• At least ten years experience in all aspects of cost planning documentation of institutional infrastructure.


8.5 SITE SUPERINTENDENT (CLERK OF WORKS)

The Site Supervisor (Clerk of Works) is responsible for the supervision and contract management of the Contractor during the construction phase of the project.

Duties:

• Effectively supervise all construction works, ensuring compliance with approved drawings and specifications.

• Perform the services of a “Construction Supervision Engineer” as defined in the Works Contract (also known as a "Clerk of Works').

• Issue site instructions as required. • Prepare monthly progress payment certificates and Practical Completion Certificates. • Establish coordination procedures. • Conduct site meetings for proper and timely implementation of the Project. • Maintain project documentation. • Maintain a site diary of weather conditions, workers on site, deliveries, incidents etc. • Establish and maintain a status reporting system. • Process work changes and work variation orders. • Work with and coordinate government regulatory agencies. • Inspect and monitor the Contractor's compliance with labour and payroll laws. • Monitor the Contractors compliance with relevant Occupational Health and Safety

standards including safety in design, construction & personnel safety guidelines, safe work methods, personnel protective equipment, Job Safety Analysis (JSA), regular safety audits and OHS record keeping.

• Establish and implement a quality control and commissioning program by providing inspection and oversee pre-functional testing activities.

• Track the project cost by reviewing the Contractor's cost breakdown and providing estimate on change order costs.

• Review time extensions and change orders. • Monthly review and approve the updated program of the contractor and report progress

against original. • Verify and check the delivery and installation/construction invoices to justify

expenditures and project milestones. • Handle and advise on contractor's disputes. • Advise the GoS for advance actions required to be taken for handing over of the site. • At the completion of the contract, verify the “as-built drawings” as a true record of the

works as constructed. • Carry out additional duties as required and instructed by the Project Manager.


• Trade or tertiary qualifications or equivalent in a building or construction related profession or trade.

• At least 10 years experience in supervising building projects. • Experience working as a team member within a multi-disciplined and multi-cultural

team. • Experience of working in developing countries, preferably Pacific Islands.




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• Diligence and attention to detail. • Record keeping. • Excellent written and oral communication.

• Excellent inter-personal skills.



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9. DESIGN BRIEF

9.1 Scope of Works

The indicative scope of works for the design, documentation and supervision of the Maota Fono siteworks and podium reconstruction includes:

A. New podium concrete slab (to falls), retaining walls, ceremonial steps (with insert lighting and drainage channel to base), including balustrading and infilling existing ramps to north western and south western corners.

B. Porte Cochere and vehicular / pedestrian access to Maota Fono main entry. C. Vehicle entry access ramp from existing road with boom gate, guardhouse and pedestrian

footpath to MTEA building. D. Vehicle exit access ramp to existing carpark and service road. E. Conversion of existing carking bays to disabled carparking bays. F. Disability compliant pedestrian access ramp connected to carpark and bus set down

layby. G. Bus set down layby with pedestrian footpath connections to carpark, Justice building,

ceremonial steps and pedestrian access ramp. H. Decorative timber framed covered walkway from Fono rear steps to LAO office.

I. Service access steps. J. Disability compliant pedestrian access ramps (2 No.) and steps connecting rear of Fono

to plant area, public toilets and overflow carpark, respectively.

K. Disability compliant male and female WC’s. L. Maota Fono standby generator plinth, sound and weather proofing. Note: Standby

generator procurement and installation procured separately.

M. Demolition of existing Luafatasaagna podium and replacement with hardstand overflow

carpark.

N. Pedestrian footpath from bus layby to public toilets.

O. Updated masterplan of entire Parliamentary complex.

The final scope of work shall be agreed with the Client at the Value Management Workshop and incorporated into the project plan.

9.2 Indicative Concept Drawing

An indicative concept drawing for siteworks and podium reconstruction is included as Appendix 1 to this Design Brief. The Drawing is indicative only and intended to guide the Consultant in the development of the design solution. It does not represent the full scope of works required. The Consultant remains responsible for developing the overall design solution and ensuring that it is integrated aesthetically and functionally with the Maota Fono.

9.3 The Site

The Parliamentary Complex is located on the Mulinu'u Peninsula to the west of Apia. The 5.5 hectare site is bordered to the north by a relatively newly built court complex, to the west by a mangrove swamp that adjoins Vaiusu Bay and to the east by the main peninsula access road that abuts Apia Harbour. The site is located in the Coastal Environment Hazard Zone and is subject to high wind forces from cyclones, high risk from earthquakes, flooding due to storm surge and tsunami. Some protection is provided by a flood bank that protects the site from storm surge and flooding from Vaiusu Bay and a seawall provides protection from Apia Harbour.



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The Complex comprises four buildings: • Maota Fono (Parliamentary Chamber) – reconstruction completed in March 2019. • Legislative Assembly Offices (OCLA) – now demolished (only ground slab remains). • Parliamentary Members Offices (Maota Tofilau EtiAlesana) – currently occupied by OCLA. • Reception Hall (the Luafatasaga building) – now demolished (only podium remains).

Figure 2 - Aerial Photo of the Parliamentary Complex

9.4 Protection of the Maota Fono and Site Monuments

It is imperative that all buildings / structures on the site, and in particular the newly completed Maota Fono, is fully protected during the construction of the Works. The Consultant is required to develop a fully detailed protection plan and ensure that the plan is fully complied with during construction. The protection plan will indicate hoardings and /or similar protection solutions to be incorporated into the Works. The site also contains historical monuments and these will also need to be include in the Consultant’s protection plan. Further, it is anticipated that construction Works will not proceed whilst Parliament is Sitting and this will need to be factored into the Contsruction Tender. The Client will provide known Parliamentary sitting dates to the Consultant.

9.5 Topographical, Environmental Issues and Sustainability

A Topographical survey of the site has been prepared and is attached as Appendix 2. The site is generally flat and is located on a low-lying peninsula that is generally around 1m above mean sea level (amsl). The peninsula is oriented north-south. It receives flood protection from a natural reef bed to the west and mangroves to the east. A seawall to the east and flood bank to the west also aids in flood protection. Nevertheless, the site is at risk of:

• future flooding due in part to projected increases in sea level, storm surge, and extreme rainfall, and;

• more damage by future storms which are projected to be more intense than current storms. A Climate Change Report (which will be made available to the appointed consultant) identifies that Samoa is very susceptible to climatic hazard - particularly cyclone and earthquake activity.



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Specifically, the Climate Change Report has also recommended: 1. Water harvesting initiatives be investigated due to the anticipated frequency of drought. 2. The increase in mean sea level should be taken into account for any on-site stormwater

conveyance systems. 3. During the geotechnical design component of the project consideration should be given to

the risk of reduced bearing capacity of the underlying materials resulting from an increase in groundwater tables.

The design solution must be cognisant of these environmental issues. Design of fittings will need to take into consideration the high salt loadings prevalent in the Mulinu'u Peninsula environment. Equipment and fixtures specified must be low maintenance and easily operated with readily available replacement parts. This will minimise the recurrent operating costs and the requirement for specialised training and maintenance personnel.

9.6 Site Services

9.6.1 Sewerage System

The new Maota Fono and allied public toilets have been connected to the Apia Sewerage system via a new rising main as identified in the site services as-built drawings (Appendix 3). The new disabled toilet facilities will also connect with the Apia sewerage system. The Consultant is responsible for liaising with the Samoa Water Authority (SWA) to identify an efficient and acceptable means of connection.

9.6.2 Water

The site is connected to the Apia Town Water supply as identified in the site services as-built drawings (Appendix 3). The new disabled toilet facilities will also connect with the Apia water system. The Consultant is responsible for liaising with the Samoa Water Authority (SWA) to identify an efficient and acceptable means of connection. Rainwater harvesting options for the toilet facilities should be considered as part of the design solution.

9.6.3 Electricity

The site is connected to the Apia Electricity Grid. A new transformer has been provided to support the new buildings (both the Maota Fono and the future LAO offices), as identified in the site services as-built drawings (Appendix 3). Solar lighting options should be investigated for the street and ceremonial step lighting. If not feasible, the Consultant will be required to design and document an integrated wiring solution connected to the site electricity supply. A new standby generator is to be procured separately for the Maota Fono. OCLA will be responsible for supply and installation of the generator. However, the associated civil works will form part the Works under this project. As such, the consultant is required to liaise with the EPC and identify, design and document all necessary civil works for the standby generator (e.g. plinth, noise barrier, roof protection etc).

9.7 Geo-technical Investigation

A number of geotechnical and geophysical investigation reports were prepared to inform the design of the Maota Fono. The most recent reports are consolidated and included in Appendix 4.



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It is assumed that these reports provide sufficient information for the Consultant to undertake the design of the Works required under this RFP. Bidders shall confirm in their technical proposals that the geo-technical reports provided are sufficient for design purposes and that no further geo-technical investigation is required.

9.8 Design Standards

The Works will be designed to satisfy the provisions of the National Building Code of Samoa 2017, including all Australian and New Zealand Standards and other documents referenced therein. In the case of any circumstance not covered by the NBCS, the relevant Australian Standard will apply. In particular, the design of the Works will: 1. Be fit for purpose. 2. Be cost effective in terms of capital and recurrent costs. 3. Be climate resilient and environmentally sustainable. 4. Be accessible to persons with disabilities. 5. Be compatible both functionally and aesthetically with the new Maoto Fono in

particular, and the overall Parliamentary Complex in general.

9.9 Approvals and Permits

A Development Consent will be obtained by OCLA during the concept design stage as identified above. The Consultant will provide all supporting documentation required to support the Development Consent application. The Consultant will also obtain construction approval by way of a Building Permit issued by MoWTI (Building Asset Management Division) as provided for in the Ministry of Works Act 1992. A building contract will not be executed until a building permit has been issued. Other required permits and inspections may include: 1. Endorsements of Compliancy Confirmation from the Land Transport Authority (LTA),

Samoa Water Authority (SWA), Electric Power Corporation (EPC), Fire and Emergency Services Authority (FESA), and SamoaTel.

2. Inspections of foundations work, steel work for slabs, frame, drainage and sanitation by the MWTI.

3. Inspection certificate from FESA. The Consultant is responsible to ensure that all relevant permits and inspections are obtained / completed. Payment of statutory fees will be made directly by OCLA to the relevant Authority.

9.10 Disability Inclusive Design

GOA’s Disability Inclusive Development Strategy, Development for All: Towards a disability-inclusive development program 2009-2014, has identified inaccessible built environments, roads and transport as major obstacles to achieving one of the strategies key outcomes “improved quality of life for people with disability”. Improving access to the physical environment is one of the strategy’s priorities and will be a crucial element in reducing the vulnerability and isolation of people with disabilities and increasing their participation in society both economically and socially.



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Universal Design Guidelines have been developed as a companion to the Development for All: Towards a disability-inclusive Australian aid program 2009-2014 strategy. The purpose of the Guidelines is to ensure that all of the Australian aid program’s activities relating to the physical environment are designed as far as practicable to be accessible to persons with disabilities, and that the barriers to participation they may encounter in social and economic life are minimised. These guidelines will be made available to the Consultant at the commencement of the project. Additionally, The National Building Code of Samoa 2017 (Section D Access) identifies regulatory requirements for accessibility for people with disabilities and also references Samoa’s Disability Access Guideline, 2008, published by PUMA. The Consultant must ensure that the design complies with all of the above and any other relevant regulatory requirements.

Documents

TERMS OF REFERENCE AND DESIGN BRIEF Abbreviations · 2020-05-27 · This ToR and Design Brief (with associate annexes) are integral to the Consultant scope of services. A Project