Request for Quotation (RFQ) – Development of Early Warning System for the Climate Resilient Cities Project

Catholic Relief Services

CRS is seeking a consultant with technical expertise and proven experience in the development and implementation of early warning systems including procurement of necessary automated weather stations and sensors. These deliverables are outlined in the Annual Implementation Plan (AIP) of the CRC project for Year 3, which spans from October 1, 2023, to September 30, 2024. For this year, the EWS will be implemented in the cities of Batangas, Borongan, Cotabato, and Zamboanga. The assignment will happen between June 2024 to September 30, 2024.

Expected Deliverables
1) Procurement and installation of additional automated weather stations and sensors
The first deliverable focuses on identification, procurement, and installation of additional automated weather stations and sensors needed for the early warning system’s development. This will be done in partnership with the Manila Observatory (MO) as guided by the Hazard Assessment Reports and the City Hydro-Meteorological Capacity Assessment Report produced by the Philippine Disaster Resilience Foundation (PDRF).

MO deployed the earlier procured automated weather stations for the cities of Batangas, Borongan, Cotabato, Iloilo, and Legazpi. A backend system was designed and developed where real-time weather observations are accessible to the clients. The system is the repository of all weather data measured by the network of weather stations and sensors installed for the project.

The consultant together with MO will conduct a site evaluation of the selected cities for the installation of the AWS and sensors needed for the early warning system (EWS). The CRC project team was able to identify strategic locations for the placement of the additional AWS and sensors. MO will conduct a survey of the recommended sites for AWS deployment and work with the supplier on the proper placement at the sites. The AWS and sensors the supplier procured will be field tested by MO to evaluate its performance, data access platform development, and sensor mounting fabrication for equipment deployment. Afterwards, the AWS and sensors will be installed at the sites selected for the four cities (Batangas, Borongan, Cotabato, and Zamboanga).

Kindly take note that the AWS and sensors to be procured by the consultant should be calibrated by PAGASA prior to its installation to ensure weather data observations accuracy and reliability.

A backend database system will be developed by MO in partnership with the consultant for data storage and access to real-time and historical data of the sensors. This will serve as a backup to the supplier-provided system and for data redundancy. Finally, the entire AWS and EWS system will be evaluated to
ensure system performance. The documentation of the whole system will be produced so that it shall be the basis for developing training modules and user’s guide for its operations and maintenance.

2) Development and deployment of early warning system
Upon the completed installation of the needed AWS and sensors, the consultant will facilitate the integration of the weather observations and data to the cloud storage server. The consultant shall develop a program to conduct real-time and historical data processing for comprehensive hazard and risk assessment.

A dashboard shall be developed to view real-time and forecast analysis in a simple integrated interface with the monitoring and analysis of multiple locations or clusters available to be translated into maps, tables, and graphs.

The consultant shall lead the development of localized monitoring and early warning reports based on programmed thresholds. An automated daily hazard and risk report shall be delivered efficiently to the city LGU through the assigned city department or office. Critical information should be provided to aid the city LGU in communicating risk and hazard information for effective preparedness and response needed by the affected communities. MO will be working with the consultant in conducting capacity building of the city LGU personnel on AWS and EWS. Climate 101 trainings are scheduled for the Batangas and Borongan this coming August.

Lastly, the consultant will prepare for the EWS integration to the LGU emergency operations center (EOC) and CRC knowledge management platform.

Here is the detailed Request for Quotation and Scope of Work:

How to apply

  1. Submission of offers. Proposals must be submitted, handed over to CRS Manila Office or send via email to [email protected] with protected file or password, not later than May 24, 2024, 5:00pm. You will be asked of the password during bid opening. At a minimum, offers must show:
    a. The name, address, and telephone number of the Bidder;
    b. Terms of any express warranty; c. Price and any discount terms; d. “Remit to” address, if different than mailing address;
    e. A completed copy of the certifications/licenses: Business Permit, BIR registration Certificate, DTI Certificate (for Sole Proprietorship) or SEC Registration – 1st page only (for corporation)
    f. Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information).
  2. All applications should include the following documents:
    • The CV of the consultant/s and organization profile.
    • A cover letter demonstrating how the consultant/team meets the experience and expertise specification (1 page).
    • A brief technical proposal and workplan that outlines a draft methodology proposed for carrying out the scope of this consultancy. (5 pages maximum).
    • A separate financial proposal with a clear distinction between professional fee rate and expected logistics costs, and other fees (using the provided budget template).
    • A sample report/document or links of similar work / assessment reports that can be shared to CRS.
    • The consultant should be licensed in consultancy and should attach their VAT registration and TIN number registration certificate.
    • The names and contact details of at least 2 previous clients to contact for reference.
    • The last date for submission of tender document is on May 24, 2024, before 5:00 PM (bid closing time) through EMAIL.
    • Only short-listed candidates will be contacted.
    • CRS reserves the right to reject any or all bids.

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