Home › Tenders › TERMS OF REFERENCE – Project Manager

TERMS OF REFERENCE – Project Manager

 

 

Project Location

Jamaica

Title:

Project Manager

Project Name

Kington Public Hospital Redevelopment Project

Funding Source

Government of Jamaica/Ministry of Health and Wellness

Proposed Start date

November 2024

 

  1. BACKGROUND  

Public institutional medicine was first established in Jamaica with the opening of the Kingston Public Hospital on December 14, 1776. In 1859, the hospital began offering 24-hour service seven days per week. A number of buildings were added in the 20th century, the original design of which catered to the tropical climate in which the facility is located. In 1936, the then Senior Medical Officer, Dr. Westmoreland separated surgical from medical cases for the first time. Four new operating theatres were built in 1962, in addition to the two previously built in 1928.

 

The Kingston Public Hospital (KPH) is located in the South East Regional Health Authority (SERHA), which is a statutory body of the Ministry of Health and Wellness. SERHA is one of four Regional Health Authorities formed pursuant to the promulgation of the National Health Services Act,1997. SERHA is responsible for the delivery of health care services to the residents of St. Catherine, St. Thomas, Kingston, and St. Andrew. This represents 47% of the population of Jamaica.

 

KPH has evolved into the largest multidisciplinary hospital in the Government Health Service as well as the largest trauma centre in the public hospital system. The facility is the main provider of critical services such as Hemodialysis and Radiotherapy for Jamaica and the English-speaking Caribbean. The facility is identified as the Public Hospital of South East Regional Health Authority (SERHA) and is classified as a ‘Type A’ Hospital providing tertiary care, in-and outpatient. It has a bed capacity of 455 and the services provided are as follows: 

  • Diagnostic imaging 
  • Diagnostic laboratory
  • Pharmacy 
  • Medical and Surgery 
  • Physiotherapy
  • Dietary 
  • Radiotherapy 
  • Maxillofacial 
  • General and emergency surgery 
  • Neurosurgery 
  • Rheumatology 
  • Ear Nose Throat Surgery 
  • Urology 
  • Orthopeadic 
  • Anaesthesia and intensive care 
  • Pain management services 
  • Gastroenterology 
  • Haemotology 
  • Oncology 
  • Nephrology dialysis 
  • Neurology 
  • Endocrinology

 

The Ministry of Health and Wellness (MOHW) is mandated to ensure the provision of quality health services and to promote healthy lifestyles and environmental practices. Over the years, tremendous efforts have been made with the aim of rehabilitation of the facilities of the Kingston Public Hospital. The Government with the help of a number of stakeholders have made significant investments in restoration of the waiting area, bathrooms, and the operating theatres. 

 

Notwithstanding the foregoing, services continue to be hampered by many issues, inter alia, inadequate financial resources for rehabilitation and purchase of equipment and its maintenance, infrastructural damages caused by weathering and design deficiencies, outdated infrastructural characteristics which are no longer permitted and insufficient access to parking subsequently resulting in the Kingston Public Hospital’s inability to efficiently provide its mandated.

In order to maximize any investments to be made by the Government and its partners in the rehabilitation of the KPH and its surrounding available parking, it is important to develop a feasible and sustainable business model.

 

Accordingly, the Ministry of Health and Wellness and the South East Regional Health Authority is embarking on a rehabilitation programme of the Kingston Public Hospital with the following objectives:

 

  1. Rehabilitation of 70% of operating theatres to full capacity
  2. Creation of a new car park for staff
  3. Transfer of oncology and nephrology services to St Joseph Hospital
  4. Rehabilitation of electrical systems at the facility
  5. Repair roofing at the facility 
  6. Create a maintenance programme for the facility.

 

  1. OBJECTIVES 

The services of a Project Manager will be required to manage   the KPH redevelopment project to ensure the timely and effective rehabilitation. Responsibilities will involve working closely with Oversight Committee and the Technical team, the South East Regional Health Authorities (SERHA), private service providers and international development partners to determine and implement appropriate arrangements for the rehabilitation of KPH which also includes the transfer of the Oncology and Nephrology Unit to the St. Joseph’s Hospital, which are the primary focus of the project. 

 

  1. SCOPE OF WORK

In accordance with the overall objectives of the project, the Project Manager will manage and provide end-to-end coordination and support for the design, management, and monitoring of all administrative and logistical arrangements related to the overall project.

 

The services of the Project Manager shall include, but not limited to: 

  1. Provide technical and administrative support for the management and oversight of the day-to-day activities related to the management and implementation of the Kingston Public Hospital Rehabilitation Project, including procurement, project monitoring and evaluation, progress, and financial reporting.
  1. Assist with the preparation of terms of reference and selection of consultants/ institutions to undertake activities in accordance with the project plan.
  1. Provide support to the provision of responses to information requests related to Rehabilitation of Kingston Public Hospital activities and provide documented updates as needed, within required deadlines. 
  1. Prepare a detailed plan to guide project implementation process. 
  1. Plan, organize and participate in the tender bidding or request for proposal processes for the selection of consultants/firm and ensure the preparation of the relevant reports. 
  1. Organize and conduct at least one sensitization session for key administrative and technical health professionals critical to the project implementation.  
  1. Develop and implement a Monitoring and Evaluation Framework for the Project. 
  1. Coordinate internal resources and stakeholders for the flawless execution of the redevelopment of Kingston Public Hospital. Ensure that the final phase of the KPH Redevelopment Project is delivered on-time, within scope and within budget.
  1. Define the project scope and objectives, involving all relevant internal stakeholders and ensuring technical feasibility.
  1. Ensure resource availability and allocation.
  1. Develop a detailed project plan to monitor and track progress. The comprehensive project plan is to be shared with clients as well as other stakeholders.
  1. Manage changes to the project scope, project schedule, and project costs using appropriate verification techniques.
  1. Measure performance using appropriate project management tools and techniques.
  1. Report and escalate to the Head of Procuring Entity as needed.
  1. Manage the relationship with the client and relevant stakeholders.
  1. Perform risk management to minimize potential risks.
  1. Establish and maintain relationships with third parties/vendors.
  1. Create and maintain comprehensive project documentation.
  1. Meet with clients to take detailed ordering briefs and clarify specific requirements of each project.
  1. Track project performance, specifically to analyze the successful completion of short and long-term goals.
  1. Meet budgetary objectives and make adjustments to project constraints based on financial analysis.
  1. Develop spreadsheets, diagrams and process maps to document needs.
  1. Use and continually develop leadership skills
  1. Represent the Ministry of Health and Wellness at conferences and stakeholder meetings
  1. Ensure training as needed for hospital staff and other stakeholders in respect of the renovation inputs
  1. Perform any other duties connected directly with the implementation of the Project as may be required.

 

  1. DELIVERABLES 

 

Deliverables

Timeframe

% of Contract
  1.  

Inception Report inclusive of Workplan – This is the operational document for the Project Manager. The Workplan shall include:

  • Methodology 
  • Resources required 
  • Timeline

Within 15 business days of signing the contract

10 %
  1.  

Project Plan inclusive of a Risk Management and Mitigation Plan

Within two (2) months of contract signature

10%
  1.  

Monitoring and Evaluation Framework inclusive of Monitoring and Evaluation Plan

Within three (3) months of contract signature

10%
  1.  

20 Monthly progress reports, to include:

  • progress made during the period (planned vs.

actual targets, etc.)

  • proposed activities for the ensuing month 
  • adjustments to be made to project plans as required.

 

Due by the 5th day of the following month 

60%
  1.  

Close-Out Report, to include:

  • Overall summary of the project
  • Implementation plan and methodologies employed
  • Full documented reports 
  • Constraints/Obstacles
  • Summary conclusion of overall project
  • Recommended action(s) (if any)

 

Due 10 days before the close of the contract period.

10%

 

  1.  CONDITIONS
  • Required to work beyond regular working hours where critical construction activities necessitate
  • Exposed to various site conditions
  • Frequent travelling to project site
  • Frequent deadlines
  • Participation and presentation in the Oversight Committee Meetings will be required, for which prior notice will be given. 
  • All information obtained during the delivery of this consultancy is the property of    the Ministry of Health and Wellness and request to use same must be made in writing to the Permanent Secretary. 

 

  1. DURATION

The duration of the contract is twenty-four (24) months.   

  

  1.  QUALIFICATIONS AND EXPERIENCE

 The consultant should satisfy the following requirements:  

  • Bachelor’s Degree in Construction, Civil Engineering or Equivalent
  • Project Management training and certification (preferably PMP Certification)
  • At least five (5) years’ experience coordination or managing  infrastructure projects
  • Prior experience working within the public sector will be a distinct asset  
  • At least three (3) year’s experience in the use of MS, Projects, CAD.  
  • Strong problem-solving/critical thinking skills
  • Ability to work on own initiative.
  • Ability to track multiple processes.
  • Knowledge of GOJ laws, policies or procedures
  • Outstanding organizational/coordination abilities; ability to process and prioritize information and plan effectively.
  • Excellent communication, facilitation and report writing skills.
  • Effective team management skills

 

  1. SPECIFIC KNOWLEDGE REQUIRED
  • Knowledge of Jamaican Building and Electrical Codes and or codes of practice for building construction and infrastructure works
  • Knowledge of Government of Jamaica procurement guidelines
  • Project management principles
  • Knowledge base in structural engineering principles

 

  1.  REQUIRED SKILLS AND SPECIALISED TECHNIQUES
  • Ability to interpret construction working drawings and provide sketches where required to guide contractors
  • Ability to undertake building surveys, formulate solutions and interpret bills of quantities for remedial works
  • Use of excel software
  • Use of AutoCAD software
  • Ability to supervise contractors
  • Ability to communicate effectively to various levels of project personnel in both oral and written format
  • Good interpersonal skills and ability to work with a team; and
  • Excellent time management skills.

 

NB: The Individual Consultant must possess a current and valid TCC at the time of bid submission.

 

 

  WORKING CONDITIONS ASSOCIATED WITH THE JOB

  • Required to work beyond regular working hours where critical construction activities necessitate
  • Exposed to various site conditions
  • Frequent travelling to project site
  • Frequent deadlines. 

 

  1. REPORTING

The Project Manager will report directly to the Permanent Secretary or designate, Ministry of Health and Wellness, who will be responsible for the review and official approval of the project deliverables.  

 

  1.  ADDITIONAL DETAILS

Selection Method

Quality and Cost Based Selection (QCBS) 

Nature Of the Assignment: 

The assignment is based on an individual services contract arrangement 

Level Of Effort:

Full time level of effort, Mondays through Fridays. Some weekend or evening hours may be necessary.

Period Of Contract

24 months 

Payment Method

Deliverable based contract. Payments will be made in equal monthly instalments based on the delivery of monthly reports.

Funding 

Funding will be provided by the Government of Jamaica.

Reporting Arrangements

The consultant will report to the Permanent Secretary, MOHW

Intellectual Property

All information obtained during the delivery of this Consultancy is the property of the Ministry of Health and Wellness and requests to use same must be made in writing to the Permanent Secretary

 

 

ANNEX A

 

EVALUATION CRITERIA

The Proposals will be evaluated on the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria as follows:

 

 

Evaluation Criteria of Technical Proposal

Points

1

Experience of the Consultant / Relevant Experience Coordinating or Managing Infrastructure Projects  

Max – 20 points

 
  • Years of Experience 
  • Greater than 5 years in the related field with at least one (1) project of similar nature.

 

  • 5 years in the related field with at least one (1) project of similar nature.

 

  • Less than 5 years in the related field with at least one (1) project of similar nature.

 

 

20

 

 

15

 

 

0

 

 

 

2

Qualification & Competence of the Project Manager

Max- 15 points 

 
  1. Qualification:
  2. Bachelors’ Degree in Construction, Civil Engineering or Equivalent 
  3. Project Management training and certification (preferably PMP Certification).  

 

10

 

 

5

3

Proposed Methodology/Workplan Technical Approach to the Terms of Reference (TOR)

Max- 30 points

 
  • Methodology/Workplan reflects a clear understanding of the assignment and suitably responds to each element of the TOR.
  • Methodology/Workplan reflects a very good understanding of the assignment and suitably responds to each element of the TOR.
  • Methodology/Workplan reflects an acceptable level of understanding of the assignment and responds to most elements of the TOR.
  • Methodology/Workplan reflects a partial understanding of the assignment and does not respond adequately to the TOR.

 

30

 

 

20

 

 

15

 

 

5

 


 

 

4

Client References

Max 15 points

 

A Minimum of three (3) client references of similar within the last five (5) years 

  • Excellent         5
  • Good               4
  • Satisfactory    3
  • Poor                0

A = Total score achieved

A = 3 x 5

 

5

Interview assessment

Max 20 points

 

An interview to assess the Consultants suitability for the assignment

Applied Knowledge and competences                                                10 

Confidence Expression and Clarity                                         5 

Audience Strategic Focus                                                           5

 

 

 

TOTAL SCORE 

100

 

Bids must attain a minimum of 60 points on the Technical area in order to be considered for interview assessment. 

 

Bids must attain a minimum of 75 points on the complete technical evaluation in order to be considered for financial assessment.

 

Bidders are advised that the Minimum Technical Proposal score required to facilitate evaluation of the Cost Proposal is 75 points. Proposals shall be deemed non – responsive at this stage if it fails to achieve the minimum score. The quality and cost-based methodology will be utilized with a weighting of (a) Technical: 70 and (b) Cost:30 which is detailed below:

 

The bids will be evaluated accordingly: 

TECHNICAL PROPOSAL (TP) –  70%

 

Weight for Technical Proposal (TP) = Bidder’s TP Points x 70 

                                                                                                    100      

COST PROPOSAL (CP) –  30%                

Weight for Cost Proposal (CP) = Lowest Cost × 30% 

                                                                                Other Tender

 

TOTAL SCORE = Technical Proposal (TP) + Cost Proposal (CP)

 

Financial Evaluation Criteria 

Description 

Maximum Score 

Cost

Cost will be apportioned as under:

  • The bidder with the lowest bid price will receive the full marks of 30 points
  • All other bid price will be prorated using the following formula:

Lowest Bid price            X    Allocated Score (30)

Bid sum being evaluated

30 points