| EISA Frequently Asked Questions |  |  |  |
Q1: Is the bid for local consultants only or international consultants can also bid? A: The bid is for both local and international consultants. However the international consultants will need to partner with local consultants. The bid documents on our Website stipulate how local consultants should be involved if you are an international bidder.
Q2: What are the end usages of the sugar produce from both facilities? We understand that Presscane will produce fuel grade ethanol at its distillery. How about Ethco? Is it also for ethanol production for fuel or alcohol production? Please clarify. A: The primary end use for the feedstock at both EthCo and PressCane is fuel (anhydrous) ethanol, in view of Malawi's 20% blending policy and the adoption of hydrous ethanol as a fuel in its own right. Both plants have the capacity to produce up to 18 million litres of ethanol (total from both plants will be 36 million litres) in hydrous and anhydrous form.
Q3: What is the status of Land acquisition for each mill? Are the lands already acquired or the ESIA consultant will be responsible for conducting census survey and prepare Land Acquisition and Resettlement Plan? A: At the moment, EthCo is in the process of acquiring approx 3Ha for the first phase. The ESIA consultant should conduct the census survey and prepare the Land Acquisition and Resettlement Plan to ensure that everything is well documented and executed accordingly. The PressCane Juice mill will be constructed on land that PressCane already owns
Q4: What is the duration for each study? A: We expect the ESIA process to take six months. We are consulting DEA to get the benchmark based on similar projects
Q5: Are the project information notes (PIN) already prepared and submitted? A: Yes. Project Briefs were submitted to the Department of Environmental Affairs on 8/08/2014 in order to obtain the ESIA requirements for both projects. The requirements were received on 3/9/2014
Q6: Will Presscorp provide furnished office space and logistics (printer, copier etc.) to the team during the EIA execution? If yes, what would be the location of the office? If not, do you want us to consider these costs in the quotations? A: The selected EIA consultant will be given access to an office and some degree of access to telephones and printing.
Q7: Are you planning to apply for international funding from development banks for project implementation? A: Yes, and for this reason the SEIA’s will need to comply with international (FIDIC) standards in order to access these donor funds.
Q8: Do Consultants need to indicate which particular projects we are interested to bid for on the Form of acknowledgement?'' A: Yes, please indicate clearly the project no. for the project you are interested to bid for. If you did not do it correctly during the first time you submitted the form, please resubmit the form.
Q9: Would you be able to advise regarding submitting queries and clarifications on the RFP documents? We have a few questions we would like to resolve as we prepare our bids. A: Yes. Address all your questions to the same address you sent your acknowledgement form.
Q10: Our company is interested in submitting a bid for the services outlined in the Presscane Distillery RFQ for EIA Services (Presscane RAMA 02). In reviewing the RFQ for the required services, we note from Section 4 - Scope of Supply that the tenderer is required to price for the supply of a full EIA Study among others. This appears to be in contradiction to the letter from the Malawi Department of Environmental Affairs (Annexure 1 of the RFQ) which requires the submission of an Environmental Management Plan. A: The letter should be followed.
Q11: To assist us in preparing and pricing the correct scope of work, could you please clarify whether the scope of work is as listed in Section 4 of the RFQ or whether the tenderer should prepare the scope in accordance with the letter in Annexure 1 of the RFQ. A: Go by what the letter stipulates. It is imperative that the scope is outlined as per the Malawi DEA requirements.
Q12: We would like to have clarification on the following queries so that we ensure that we scope and price the services correctly;
A: We would be most grateful if the process is completed within three months or even earlier since the approval process may take another three months but in any case the whole process of conducting the EIA, submitting the report and getting approval shouldn't go beyond 21 May 2015
A: The feasibility study looks at the basic economic indicators and social demographic information for Malawi and briefly describes the economic activity that is happening on the ground at present. It also evaluates the existing food security situation in the proposed project area, illustrating how the project will improve the economic well-being of all the communities concerned. It also discusses the economic spin-offs that could be generated from such a development.
A: In absence of local costing information, the consultant should give an estimate of the number of trips (flights) envisaged, days in country (accommodation required) etc as it is possible that EthCo/PressCane can arrange better prices through preferential in-country rates
A: The potential sugar cane development areas as well as the sites for the mills have been represented on the maps provided. These areas can only be finalised once the various farmer groupings/sizes have been agreed upon and institutionalized. This has been and still is an ongoing process involving continuous community training and sensitisation. The precursor to the agricultural development will be a detailed Topographical or LIDAR study to survey and map the final development areas.
A: There will be no resettlement on the agricultural side. It should be included to cover for the mini mill sites in the case of EthCo. The ESIA consultant should conduct the census survey and prepare the Land Acquisition and Resettlement Plan to ensure that everything is well documented and executed accordingly. The PressCane Juice mill will be constructed on land that PressCane already owns.
A: High level samples and observations were conducted for the purposes of the feasibility study, to determine irrigation, yield and agronomic potential. This process was made easier by the presence of high yielded cane in areas surrounding the planned new development areas. Some of the proposed development areas already have dryland sugar cane growing on them.
A: Extensive consultations have already be done with the communities during the sensitisation process and we think it will be a good idea to leverage off the social specialists that have been involved from the beginning of the project. W do however feel that independent consultations with the communities, to verify certain study outcomes, would be beneficial to ensure the objectiveness of the SEIA.
Q13: Are we able to present consolidated proposals for more than one RFP to maximise efficiencies? A: This is possible as long as each study should have a separate report for submission to the DEA as stipulated in their requirements
Q14: Are there .kmz files available for the project sites and infrastructure which could be sent through? A: .kmz files are available and will be given out to the successful/shortlisted bidders if required.
Q15: How progressed are the agreements with the local outgrowers? A: An MOU (partnership agreement) has been signed between EthCo and Kabadwa Cane Growers for the Nkhotakota project, however the institutionalisation of the farmers into economically viable farming units is a work in progress and ongoing. For the Presscane project, sensitisation was done, and the farmers are keen, and have signed a letter of intent.
Q16: How are you planning to dispose of waste produced from the Mills? A: Bagasse will be used to fire the boilers for steam and electricity production. Waste water will generally be clean. It will be monitored and treated where possible for recycle or directed to the canals for irrigation of the cane. The vinasse from the ethanol factories will be recycled through CMS evaporators into a form that will be returned to the fields as a source of fertiliser for new cane crops (high in Potassium).
Q17: Could you provide further details of the current land uses, landusers, and existing landscape? A: Some of it is idle, some is already being used for cane and food crop farming by the same farmers we are engaging with. Since the project will have irrigation, land use will be optimised so as to have people have irrigated food cropping and have food production throughout the year. The plan is install sufficient irrigation capacity to allow for approximately 6-10% use of the land for food crops. These food crops will be intensively farmed and will obtain much higher yields on lot smaller areas as a result of the access to irrigation. Income earned from the cane crops can also be partially used to purchase fertiliser & pesticides for the food crops, thereby ensuring improved crop yields.
Q18: Do they anticipate any resettlement for the establishment of the new cane fields? A: No resettlement is being encouraged in both models. Farmers may do this at their own will as they will be the owners of the cane farms
Q19: The RFP lists specific specialist studies for each of the ESIAs. Are we able to propose additional/ different or fewer studies, with a justification? A: As long as all the requirements as per the Malawi DEA are met in full. We also need to ensure that the EIA’s/EMP’s comply with international standards as this will be essential when sourcing international donor funds. Thus no shorts cuts should be taken in this process.
Q20: Is there an electronic copy available of General Conditions of Contract (1998, 3rd edition) as published by the Federation Internationale des Ingenieurs-Conseils which you are able to distribute? A: A copy of these General Conditions of Contract can be found on the following links: http://222.197.192.76/jpkc/fidic/Knowledge.files/FIDIC1999.pdf OR
Q21: Should we expect an additional RFP for the resettlement action plan for the Ethco Mills , or would you like us to scope this ourselves? Is it possible to get an extension to the due date for the submission of this component? A: You can scope this yourselves. The date can be extended as long as the plan is not part of the submission to DEA
Q22: For PressCane RAMA 02: since the scope of the services is now an EMP can you confirm we are able to present the Pricing in a different format? A: Yes.
Q23: Is sending one signed acknowledgment form but referencing all four RFPs sufficient for EthCo's and PressCane's requirements? A: It is sufficient
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