CARIB-HYCOS THIRD TECHNICAL MEETING Santo Domingo

Transcription

CARIB-HYCOS THIRD TECHNICAL MEETING
Santo Domingo, Dominican Republic
November 25 and 26, 2010
Meeting Report
Alongside the technical meeting, the PRC team, accompanied by Jean-François Boyer and
Frédéric Hernández, met on Wednesday, November 24, 2010, Mr. Francisco Rodríguez,
Executive Director of the National Institute of Water Resources (INDRHI in Spanish), and
Mr. Fidel Pérez, head of the Department of Hydrology of INDRHI. This visit was an
opportunity to discuss together the progress of the project.
The Committee was held in the Dominican Republic on November 25 and 26, 2010, in the
premises of INDRHI, Santo Domingo. It brought together participants from the countries
member of the project (except Guadeloupe), IRD, and the project regional center (see Annex
1).
The main points of discussion were:
 the approval of the report of the second steering committee
 the financial situation of the project
 the purchase of the database software

the calendar for installation and training of the database software
 the preparation of the tender for "hydrological equipments" (see Annex 2)
1. Approval of the second steering committee‟s final report
After rereading the report circulated to the members of the Steering Committee and making
minor changes, the participants approved unanimously the report of the second Steering
Committee.
The final version of the report will be put online early December on the project web-site and
an email will be sent to all members of the project to inform them about the availability of this
document.
2. Financial situation of the project
Having received new information from the project’s various donors, the co-coordinator was
able to present the latest corrected budget of the project for the operational phase.
INTERREG, the main donor, confirmed the possibility to invest outside the European Union,
as long as expenses are carried out by the project leader (Executive Agency). This important
precision allows a normal completion of the project in the eleven islands-states.
Different donors (ODE for 15 K€, DIREN Martinique for 10 K€, MAE St. Lucie for 15 k€),
which had offered to contribute to the project’s core funds during the second SC, have
confirmed their commitments. The MAE has already transferred its contribution to the
project. Thus, the project’s own funds now amount to 265 000 €, allowing a full use of the
INTERREG grant (802 000 €). As a result, the total budget for the construction phase now
rises to 1 067 000 €.
The new allocation of the budget, which was approved by INTERREG, is therefore as
follows:
Budget distribution (in €)
Hydrological equipment
IT equipment (including database software)
Training
PRC, management of the project
470 000
140 000
130 000
325 000
Total
1 067 000
3. Purchase of the data base software
Andreas Haiduk and Jean-François Boyer recalled the process for the purchase of the database
software, process which included the launch of a tender following the numerous exchanges
between members of the Committee. Mr. Haiduk, member of the Steering Committee,
participated in the bids opening session on October 05, 2010, in Marseille, at the headquarters
of IRD (see Annex 3).
Based on the recommendations of WMO (cf. meeting of October 7, 2010), the call for tenders
having been declared unsuccessful, the country representatives participating in the Technical
Committee had to pronounce themselves on the modification of the terms of reference of the
executing agency.
The members of the Technical Committee unanimously approved this amendment, thus
allowing for the acquisition of the HYDROMET software by IRD from the Companie
Nationale du Rhône (CNR in French). Each country will graciously receive a license to
operate the software. The results of this decision are included in the annexes (see Annex 4).
4. Installation and training calendar of the database software
A tentative timetable was established. Installation and training of database administrators
should begin mid-January with the English-speaking countries and end no later than late
March with the Spanish-speaking countries. A more accurate schedule will be established
according to flights availability. Jean-François Boyer will contact the countries in December
to specify computer and local Internet network conditions and architecture to deploy in each
department.
A schedule for the training sessions of software users was discussed. It was agreed that the
CIMH will host a one-week training for the English-speaking countries (over a period to be
defined between mid-March and mid-April). Training for Spanish-speaking countries will
take place in the Dominican Republic at the premises of INDRHI in April, after the training of
the English-speaking countries. The training session of the French-speaking countries will be
held at the PRC in Martinique.
For these trainings, the Executing Agency will support two participants per country.
5. Preparation of the tender for hydrological equipments
Jean-Pierre Bricquet introduced the tender for "hydrological equipment" and presented the
approximate timetable for this process: late January 2011, launching of the tender; end of
March, opening the bids; late April, beginning of deliveries to the country; April, customs
clearance procedures; mid-May, beginning of installation.
The call for tenders will be split into 4 lots: lots 1 and 2 are firm and relate to the stations and
hydrological equipment. Lots 3 and 4 are optional, depending on available or additional
funds. Assignment of remainders for lots 3 and 4 will be discussed at the next June 2011
Steering Committee. Details of lots 1 and 2 and the allocation of each country were then
discussed. This list of equipment, approved by all members of the Technical Committee, is
appended (see Annex 5).
Countries should send the information and documents necessary for the equipment’s of
customs clearance before December 3, 2010. Indeed, such information needs to be included
in the tender document.
6. Visit of CEHICA
The Technical Committee visited the Centre for the Sustainable Management of Water
Resources in the Caribbean Island States (CEHICA in Spanish), whose premises are located
within INDRHI. CEHICA’s mission is to generate scientific, technical, social and economic
knowledge related to water resources, to support decision-making processes in the search of
innovative solutions for the sustainable use of water. The center is supported by the United
Nations Educational, Scientific, and Cultural Organization (UNESCO). Dr. Chavas presented
to the technical Committee the activities carried out by CEHICA and gave us a tour of its
infrastructures. This regional centre coordinates the activities of the UNESCO-IHP.
7. Visit of the “Sala del Agua”
The Technical Committee then visited the “Sala del Agua of INDRHI”. This room is designed
to raise local people’s awareness through models and learning experiences. Since its inception
in 2005, the room has welcomed more than 60,000 visitors, ranging from primary school
pupils to university students. INDRHI was awarded by UNESCO in 2007 for this educational
action of awareness for the protection of water resources.
Jean-Pierre Bricquet, Coordinator of the project, then closed the Third Technical Committee
of the project.
Annex 1 - List of participants
Veronica Yearwood (Antigua y Barbuda)
Jamie Paul (Barbados)
Bernardo Lora (Cuba)
Ivanira Da Costa James (Dominica)
Sandra José Clases (Dominican Republic)
Fidel Pérez (Dominican Republic)
Yvelt Chéry (Haiti)
Andreas Haiduk (Jamaica)
Pascal Marras (Martinique)
Fitzgerald John (Ste. Lucia)
Ricardo Ramdin (Trinidad and Tobago)
Jean-François Boyer (IRD, HSM Montpellier, France)
Frédéric Hernández (IRD, HSM Montpellier, France)
Jean-Pierre Bricquet (PRC Martinique)
France-Lise Colin (PRC Martinique)
Annex 2 - Agenda of Carib-Hycos Third Technical Meeting
(Santo Domingo, November 25-26, 2010)
Place of residence: Hotel Clarion
Tel: (809) 541-6226
Web site: http://www.clarionsantodomingo.com.do/app/do/frontpage.aspx
Place of meeting: National Institute for Hydrological Resources
Site Web: http://www.indrhi.gob.do
Coordination: Jean-Pierre Bricquet and France-Lise Colin
Monday 22, Tuesday 23 and Wednesday 24 of November 2010
Reception of participants at the airport and bus transfer to Hotel Clarion
Thursday, November 25, 2010
08h30 - 09h00
09h00 - 10h00
10h00 - 10h30
10h30 - 12h30
12h30 - 14h00
14h00 - 15h00
15h00 - 15h30
15h30 - 17h00
20h00
Reception of participants
Summary of the 2nd Technical Meeting (Oct. 2009) and 2nd Steering
Committee (April 2010)
Presentation of the meeting objectives
Finalization and approval of the 2nd Steering Committee final report
Coffee break
Report (by Andreas Haiduk) on the tender process for the database
software and discussions about what to do next
Lunch
Setting up of a calendar for (1) Software installation and (2) trainings
Coffee break
Updates on the project’s financial situation
Any other business
Dinner by INDRHI
Friday, November 26, 2010
09h00 - 10h00
10h00 - 10h30
10h30 - 12h30
12h30 - 13h30
20h00
Visit of the CEHICA
Coffee break
Preparation of the tender call for the purchase of hydrological
equipments - Calendar
Provision of all the necessary documents for import, custom
clearance, and delivery of equipments
Any other business
Visit of INDRHI’s “Sala del Agua”
Closing dinner
Saturday and Sunday, November 27 and 28, 2010
Departure of participants: Bus transfer from Hotel Clarion to airport.
Annex 3 – Report of Andreas Haiduk on the Visit to the Institut de Recherche pour le
Développement (IRD) in Marseille, France and World Meteorological Organization (WMO)
Office in Geneva, Switzerland
Background
On October 5 and 7, 2010 Messrs. Jean Pierre Bricquet, Jean-Francois Boyer (both IRD) and
Andreas Haiduk (WRA, member of the Carib-Hycos steering committee) attended meetings
at the IRD in Marseille and WMO in Geneva, respectively. The meetings were held in relation
to the Carib-Hycos project and in particular to the subject of the hydrological database tender.
This report presents the results of both meetings.
October 5, 2010 – IRD Marseille
The meeting at IRD headquarters was held to observe the tender opening process for the
hydrological database. This tender for requesting bids for the supply of a hydrological
database was published in BOAMP (Bulletin officiel des annonces des marchés publics) and
JOUE (the Official Journal of the European Union) on September 10, 2010:
JOUE:
http://ted.europa.eu/udl?uri=TED:NOTICE:273184-2010:TEXT:FR:HTML
BOAMP:http://www.boamp.fr/index.php?action=avis&num_parution=B20100178&num_ann
once=190&total=1&_s=0&indice=0.
The deadline for the bid submission was October 4, 2010 at 5 p.m. and the opening was
scheduled for October 5, 2010 at 2 p.m.
At the opening session Messrs. Bricquet, Boyer, and Haiduk and Mesdames Lori, Lawyer
responsible for the markets, and Bursachi, head of Administrative department. Caroline Lori
as the person in charge of the procurement procedure reported that 10 companies had
downloaded the tender documents (Annex 1) but none of these companies has provided a bid.
The tender process was considered „sans suite‟ or terminated without further pursuit.
A declaration (Annex 2) to that effect was signed by Eric Servat, head of the Mixed Unit of
Research HSM of the IRD.
For further information the tender document (Annex 3) has been attached to this report.
October 7, 2010 – WMO Geneva
The meeting was held on October 7, 2010 and attended by Messrs. Tyagi and Arduino
(WMO), Bricquet and Boyer (IRD), and Haiduk (WRA). The objective of this meeting was to
report to WMO on the tendering result and to obtain further advice from the WMO with
respect to a way forward.
Mr. Bricquet gave an overview over the project for the benefit of Dr. Gabriel Arduino who
took over the Carib-hycos project instead of Mr. Mohamed Tawfik, retired (Gabriel joined
WMO 15 years ago). Mr. Haiduk then presented the outcome of the tendering process for the
hydrological database. The question as to why none of the companies returned a bid arose.
Two possible reasons were identified: a) the software packages developed by the companies
(Annex 1) do not match the specifications as spelt out in the tender document or b) the
software packages match the specifications but the cost for providing the licenses is higher
than what was specified in the tender document.
A number of options for further consideration were then presented.
Option 1: Directly Approach Software Developer
In this approach a software developer that did not participate in the tender process was
considered. Kisters Compny, from Germany, and producing the WISKI software, has been
identified as a potential provider for the software as it matches all specifications spelt out in
the tender document. However, as Mr. Bricquet reported based on information provided by
Kisters representatives in France, Mr. Bruno COURTOIS (KISTERS France SAS – 11, Bd de
la République - 78400 Chatou – France, Tél.: +33 1 41209200 | Mobile: +33 6 32510867 | EMail: [email protected] | WWW: http://www.kisters.fr), the cost for the software
for all participating countries would be 250,000 Euros and would attract an annual fee of
50,000 Euros for the project. In addition the provider would design the software in such a way
that it could only be used for data coming from the stations considered under the Carib-Hycos
project and not for existing stations. This approach was considered unfeasible.
A second software provider considered was NIWA (National Institute of Water and
Atmospheric Research of New Zealand). This institute provided TIDEDA software to the
Pacific-Hycos project. The issue with this provider is that it operates outside of the European
Union which would be in contravention to funding requirements of the donors, and is
available only in English.
Option 2: Change the Terms of Reference of the Executing Agency to Provide Software
In this option the Terms of Reference of the Executing Agency (IRD) is to be changed to
include a paragraph about the provision of a software package that matches the specifications
of the tender document. Under this option IRD would provide the HYDROMET software
package that was developed by the Compagnie Nationale du Rhône (CNR) and the IRD at the
cost not exceeding the budget as finalized at the 2nd steering committee meeting (125,000
Euros).
Discussion
Dr. Tyagi questioned firstly the approach taken by IRD for not having circulated the tender
documents prior to publication to the WMO as well as to other members of the steering
committee. This request was made via email. Mr. Bricquet acknowledged that omission. Dr.
Tyagi further questioned the suitability of the HYDROMET software as it has had some
problems in the Niger-Hycos and Volta-Hycos projects. The IRD representatives confirmed
that the program problems have been ironed out and that the issue is now one of adequate
training of the end-users. Dr. Tyagi stated also a need for deeper cooperation between IRD
and WMO as per agreement that was signed between the two agencies.
Conclusion
The WMO according to Dr. Tyagi provides technical assistance where needed and does not
involve itself in tendering procedures. However, he suggested that if option 2 would be
further considered this option should be presented to all steering committee members
and that a vote on this issue be added to the agenda for the technical meeting in the
Dominican Republic at the end of November 2010. The decision could then be made
based on simple majority.
Actions to be taken:
Action Item
To get written confirmation
from donors that a change
of the TOR is acceptable
Submitting tender
documents for technical
equipment to WMO
Response by WMO on
tender documents for
technical equipment
Providing this draft report
to JP Bricquet for
translation and then
submission to all steering
committee members
By whom
JP Bricquet
Timeline
Immediately
JP Bricquet
By November 15, 2010
WMO (Dr. Tyagi/Dr.
Arduino)
Within 5 working days after
receipt of tender documents
A Haiduk
By October 22, 2010
Annex 4 – Approval for the modification of the Terms of Reference of the Executing
Agency
Annex 5 - Equipments
Lot 1: Hydrometric stations
Item
1.1
1.2
1.3
Designation
1 Measuring stations for Antigua y Barbuda
Unit
Quantity
Complete station according to technical specifications
1.11 Data logger
1.12 Solar panel
1.13 Battery and regulator
Unit
Unit
Unit
2
2
2
Transmission vector
1.21 Modem GSM/GPRS
1.22 Cable and external antenna
Unit
Unit
2
2
Sensor
Multi parameters probe (depth, pH, conductivity, dissolved
1.31
oxygen)
1.32 Accessories
1.33 Tipping bucket rain gauge
Unit
2
Unit
Unit
2
2
2.11 Data logger
2.12 Solar panel
Unit
Unit
Unit
3
3
3
Transmission vector
2.21 Modem GSM/GPRS
Unit
Unit
3
3
2 Measuring stations for Barbados
2.1
2.2
2.3
Sensor
2.31 Multi parameters probe (depth, pH, conductivity, dissolved
oxygen)
2.32 Accessories
Unit
3
Unit
Unit
3
3
3.11 Data logger
3.12 Solar panel
Unit
Unit
Unit
4
4
4
Transmission vector
3.21 Modem GSM/GPRS
Unit
Unit
4
4
Sensor
1.31 Shaft encoder with float
1.32 Accessories
Unit
Unit
Unit
4
4
4
3 Measuring stations for Cuba
3.1
3.2
3.3
Lot 1: Hydrometric stations (continued)
Item
4.1
4.2
4.3
Designation
4 Measuring stations for Dominica
Unit
Quantity
4.11 Data logger
4.12 Solar panel
Unit
Unit
Unit
2
6
6
Transmission vector
4.21 Modem GSM/GPRS
Unit
Unit
6
6
Sensor
4.31 Pressure probe
Unit
Unit
2
6
5.11 Data logger
5.12 Solar panel
Unit
Unit
Unit
3
3
3
Transmission vector
5.21 Modem GSM/GPRS
Unit
Unit
3
3
Sensor
5.31 Pressure probe
Unit
Unit
3
3
6.11 Data logger
6.12 Solar panel
Unit
Unit
Unit
0
4
4
Transmission vector
6.21 Modem GSM/GPRS
Unit
Unit
6
6
Sensor
6.31 Radar
6.32 Accessories
Unit
Unit
Unit
1
1
5
5 Measuring stations for Haiti :
5.1
5.2
5.3
6 Measuring stations for Jamaica
6.1
6.2
6.3
Lot 1: Hydrometric stations (continued)
Item
7.1
7.2
7.3
Designation
7 Measuring stations for Dominican Republic
Unit
Quantity
7.11 Data logger
7.12 Solar panel
Unit
Unit
Unit
4
4
4
Transmission vector
7.21 Modem GSM/GPRS
Unit
Unit
4
4
Sensor
7.31 Pressure probe
Unit
Unit
4
4
8.11 Data logger
8.12 Solar panel
Unit
Unit
Unit
3
3
3
Transmission vector
8.21 Modem GSM/GPRS
Unit
Unit
3
3
Sensor
8.31 Pressure probe
Unit
Unit
3
3
9.11 Data logger
9.12 Solar panel
Unit
Unit
Unit
4
4
4
Transmission vector
9.21 Modem GSM/GPRS
Unit
Unit
4
4
Sensor
9.31 Pressure probe
Unit
Unit
4
4
8 Measuring stations for Sainte Lucia
8.1
8.2
8.3
9 Measuring stations for Trinidad et Tobago
9.1
9.2
9.3
Lot 1 : Hydrometric stations (end)
Item
Designation
Unit
Quantity
10.1
10.11 Data logger
10.12 Solar panel
Unit
Unit
Unit
1
1
1
10.2
Transmission vector
10.21 Modem GSM/GPRS
Unit
Unit
1
1
10.3
Sensor
10.31 Pressure probe
Unit
Unit
1
1
Unit
Unit
Unit
2
2
2
Unit
Unit
4
10 Measuring stations for the Regional Center in Martinique
11 Spare parts (PRC)
10.1
10.11 Data logger
10.12 Solar panel
10.2
Transmission vector
10.21 Modem GSM/GPRS
Cable and external antenna
10.3
10.31 Sensor
10.32 Pressure probe
Unit
4
2
Lot 2: Hydrological equipment
Item
Designation
Unit
Quantity
Unit
1
1 Antigua y Barbuda
1.1
Portable multi-parameters probe with recorder
Temperature, Conductivity, pH, Dissolved Oxygen, Nitrate
1.2
Netbook, screen 10", English keyboard, English operating
system
Unit
1
1.3
GPS 1 m resolution
Unit
1
Unit
1
Unit
1
Unit
2
Unit
4
Unit
Unit
Unit
2 (1)
2
2
Unit
1
Unit
1
2 Barbados
2.1
Temperature, Conductivity, pH, Dissolved Oxygen, Nitrate
2.2
system
3 Cuba
3.1
3.2
3.3
3.4
Temperature, Conductivity, pH, Dissolved Oxygen, Turbidity
Netbook, screen 10", Spanish keyboard, Spanish operating
system
Current meter QLINER
3.31 Digital current meter Doppler effect
3.32 Accessories (recorder, cable, Rod fixation…)
3.33 Post processing software
GPS 1 m resolution
4 Dominica
4.1
4.2
system
Unit
2
4.3
GPS 1 m resolution
Unit
1
Unit
1
Unit
2
5 Haiti
5.1
5.2
Netbook, screen 10", French keyboard, French operating
system
5.3
5.4
Topographic survey set
5.31 Automatic level
5.32 4m gauge
5.33 Adjustable tripod
Unit
Unit
Unit
1
1
1
GPS 1 m resolution
Unit
1
Lot 2: Hydrological equipment (continued)
Item
Designation
Unit
Quantity
Unit
1
Unit
3
Unit
Unit
Unit
3
3
3
Topographic survey set
6.41 Automatic level
6.42 4m gauge
6.43 Adjustable tripod
Unit
Unit
Unit
1
1
1
6 Jamaica
6.1
6.2
6.3
6.4
system
7 Dominican republic
7.1
7.2
7.3
Netbook, screen 10", Spanish keyboard, Spanish operating
system
Unit
2
Unit
4
Unit
Unit
Unit
1
1
1
7.4
Piezometric probe
Unit
4
7.5
GPS 1 m resolution
Unit
1
Unit
1
8 Sainte Lucia
8.1
8.2
system
Unit
2
8.3
GPS 1 m resolution
Unit
1
Lot 2: Hydrological equipment (end)
Item
Designation
Unit
Quantity
Unit
1
Unit
2
Unit
Unit
Unit
1
1
1
Unit
1
9 Trinidad and Tobago
9.1
9.11 Temperature, Conductivity, pH, Dissolved Oxygen, Turbidity
9.2
system
9.3
9.4
GPS 1 m resolution
10 Martinique - Guadeloupe
10.1
Gauging probe with Doppler effect
Unit
3
10.2
system
Unit
2
Unit
1
Unit
0
Unit
Unit
Unit
1
1
1
11 Project Regional Center
11.1
11.2
system
11.3
12 Transport
12.1
Packing / Transport / Transport insurance / Local insurance
Antigua and Barbuda
NA
12.2
Barbados
NA
12.3
Cuba
NA
12.4
Dominica
NA
12.5
Haiti
NA
12.6
Jamaica
NA
12.7
Dominican Republic
NA
12.8
Sainte Lucia
NA
12.9
Trinidad and Tobago
NA
12.10
Martinique
NA

CARIB-HYCOS THIRD TECHNICAL MEETING Santo Domingo

Transcription

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