Aerial contract bidders briefing, 13-17 February 1989

vcu /rEC/2.L(REVISED: I8.4.89) ONCHOCERCIASIS CONTROL PROGRAMME AERIAL CONTRACT BIDDERS' BRIEFING 73-77 FEBRUARY 1989 A. II'ITRODUCTION 1. The Aerial Contract Bidders'Briefing, relating to the award of the sixth WHO aerial contract for the three-year period 1990-1992 the Programme area during t3'L7 February 1989. Bidders were , wqs I repr']es conducted in ented by: Mr Grant BOwerman, Director, International Marketing, Evergreen Helicopters Inc. Mr Haro]d Eighme, Vice President, Materiel, Evergreen Helicopters Inc.(incomplete attendance) . Mr Didier Moinier, Vice President, Operations, Viking Helicopters Ltd. Capt. John Mclntyre, Senior Pilot, CHC Canadian Helicopters. Mr A.D. Costello, Director, Special Projects, Canadian Commercial Corporation. 2. The briefing was organized and conducted on behalf of the Programme by Dr D. Baldry, Chief Aviation Officer (C.A.O. ) and Mr P. Kabor6, AviationOfficer (A.0.) of the Vector Control Unit, OCP/HQ, Ouagadougou. 3. 0n 12 February 1989, bidders' representatives received supporting documentation as detailed in Annex 1, and were introduced to the briefing programme (see a summary in Annex 2). I 4. Those parts of the briefing conducted outside Ouagadoug?u were followed using a Bandeirante aircraft chartered from Air Burkinar 5. To facilitate the preparation of this report, some briefing sessions were recorded by Programme staff. B. OPENING PRESENTATION BY THE PROGRAMME DIRECTOR 6. Dr E. M. Sa-mba, Progranme Director, welcomed bidders' representatives to OCP/HQ hoping that the week-long briefing session could be cohducted in a spirit of partnership. The Programme belonged, not only to OCP ptaff, but also to the aerial contractor, and all parties had an obligation to the 26 million people in West Africa who directly or indirectly benefited from Programme activities and achievements. 7, Contracted aerial vector control operations formed the [argest item of the Programme and had been so successful that onchocerciasis was no longer a 2public health problem over a large part of the Programme area. Even so, the Programne was always striving for further improvements in its activities and inincreased cosE-efficiency. To achieve these objectives the Progra-mme and theaerial contractor had to work closely together, it being undersiood that the contractor had to adhere strictly to vector control directives and schedulesdictated by the Programme by virtue of its much greater knowledge and experience of onchocerciasis control, and the many parqmeters in{oIved. B. On the subject of the microfilaricide lvermect,in, the piogrammeDirector pointed out that this drug would be used in combination withlarviciding' which latter would certainly continue. The programme was wind1.ngdown and would come T6-en end in 1997, 9 ' The Programme Director stressed the importance to the pnogramme of theaerial contractor providing: I - - highly accurate and reliable custom-buiIt larvicide release equi,pment, - top quality field personnel (managers, pilots and mechanics) with goodconditions of service which would ensure staff continuity, - an efficient top management, structure in the contractor's headquarterswith a single focal point having the authority and knowledge to respondquickly and efficientry to the problems and requirements of field staflf. C. VISIT TO VCU OPERATIONS ROOM DURING VCU RADIO BRIEFING 10. The cAO and A0 explained the purpose of Monday morning nadiobriefings/anarysis of the vector control results of the previous week and thedefinition of the control strategy for the current week. participana";;r;---able to listen to planning discussi.ons and proposals between chief VCU (inKankan), chief wOA (in Banako) and chief noi (in Kara). D. VIEWING OF FILMS 11' Participants were shown the two films, I'A plague upon the land,,andttMaratt. E. INTRODUCTION TO VCU STRUCTURE AND OPERATIONS t2' The CAo gave an overview of Progra.ume structure, objectives andachievements and then continued with a more detailed explanation of thestructure and operations of the Vector control Unit (vcil) ,itr, spJciJi emprrasisbeing placed on aerial operations. 13 ' Particular attention h,as given to the dimensions of vector control andevaluation operations, treatment strategies and techniques, insecticides andinsecticide resistance' deployment of oferationaL resources, extensions andoperational studies on larvicides and application techniques. 314. The A.0. explained the most important technical adminis tion components of aerial operations making special reference to the frocurement ofaviation fuel and insecticides (l compounds), the location/operalion/ replenishment of fuel/insecticide caches, records and accounts. F. TOIJR OF ODIENNE HANGAR AND SPRAY DEMONSTRATION 15, Perticipants were given a conducted tour of Odienne hangar facilitiesby Mr A. Koiter, Evergreen project Manager. 75. An Evergreen helicopter then gave an in-flight demonstration oflarvicide application techniques (dribbles and nozzles) and of the operation ofthe emergency dump. G. PRESE}'ITATIONS BY VCU STAFF IN ODIENNE 17. Dr B. Philippon, Chief VCU,Units's requirements for aircraft, i opened this session by describing his e - for the application of larvicides to productive breeding sites of thevectors, - for conducting entomological evaluation personnel to inaccessible breedingsites to monitor the effects of larvicide applications on target rarvalpopulations, - for liaison purposes, - in support of studies on new larvicides and formulations, on larvicideapplication techniques and on the environmental aspects of vectorcontrol. 18' The staffing of VCU operational bases, aerobases, sectors, and sub-sectors was described. Attention was also drawn to a number of items of greatinportance to the successful execution of vector control operations,especially: - the need for the strict adherence to the J-day treatment interval, - the need for great accuracy in larvicide dosages, to ensure maximal- effecton the target, econony and minimal effect on non-target organisms; emphasising the paramount importance of larvicide r"le"=e equipment beingvery accurate and reliable, - the great geographicar and seasonal variabirity of hydrologicalconditions, requiring staff of both the Programme and the contractor (hispilots) having good knowledge and experience of hydrological situations intheir zone of operation, in order to ensure the most efFective adjustmentof treatment tactics throughout the year, I I tra 4the implications ofl extension of vector control operations to the West; longer ferry flights, geographical difficulties/complexities (vegetation, hydrology and relief), presence of insecticide resistance and nany logistical problems. L9. The VCU Chief of Odienne Aerobase described the aerial operations in his sector (covering about SOO,OOO kr2), paying special attention to vector control, pilot training, briefings, definition of treatment circuits and the logistics of fuel/insecticide caches. As far as possibte statenents hrere supported by reference to operational naps, computer printouts and reporting forms. 20. The VCU Technical Officer of Odienne Aerobase demonstrated the use of the teletransmission receiving station for hydrology and the computerization of operational and logistical data. Computer printouts of treatment data forpilots were viewed and discussed. It was also stressed that piloting treatment aircraft was very hard work; bad weather (atmospheric dust and ash, rain, high temperatures), navigational problems in areas where visibility is poor and where there are few landmarks, loading of insecticide and fuel, etc. 2L. The VCU scientist responsible for the testing of insecticides and release equipnent talked on these two topics. Since the appearance of temephos resistance, release equipmentr especially for heticopters, had become increasingly sophisticated. Insecticides were usually applied undiluted and some were corrosive. Release equipment had to make provision for: many dosage changes, rapid dosage changes, changes of nozzles and nozzJ.e configurations, some requirements to apply smal1 amounts of insecticide rapidly over large areas, other requirements to apply large amounts of insecticide slowly over sma1I areas. 22. Many release equipment. modifications had been made to improve performance and accuracy, taking into account that with some of the newer insecticides the margin ofl safety was quite small. 23. The various clauses of the Invitation to Bid concerned with release equipment were reviewed and additional comments made for clarifj-cation. H. TOUR OF ODIENNE TOWN 24. Participants were taken on a conducted tour of Odienne town and shownits main facilities. 5I. TOUR OF KARA HANGAR 25. Participants were given a conducted tour of Kara hangar facilities by Mr J. Misner, Evergreen Base Manager. J. PRESENTATIONS BY VCU STAFF IN KARA 26. Dr J.F. Walsh, Chief EoA, opened this session pointing out that aerial operations were much more closely integrated in the EOA (at Kara) than waspossible in the WOA (aerobase in Odienne, operational base in Bamako). 27. The VCU Chief of Kara Aerobase described activities conducted from Kara, in much the same terms as his counterpart in Odienne. Particular attention was given to the differences between dry season and wet season treattrent operations; two helicopters spraying chlorphoxim and B.t. H-14 in the dry seasonr compared to three helicopters and one fixed-wing aircraft spraying five larvicides in the wet season. In the latter season, onehelicopter could be required to apply all five compounds in the course of one week. 28. The VCU scientist concerned with hydrology described, from the users viewpoint, the exploitation of hydrological data obtained from conventionalhydrological stations and from teletransmission beacons. There were now ]!beacons in the EOA and another four would soon be installed in Ghana. There were still sone problems with the teletransmission system, but on the whole, very good resul-ts were being obtained. 29- The two most important hydrological problems rrere presented by: the many branches of some rivers which had no hydrological stations andfor which discharge estimates had to be made on the basis of basin area and Iimited gauge data. the relatively poor hydrological network in Ghana. 30. Participants also visited the laboratory of the VCU cytotaxonomist to exami-ne brackfries (adurts and larvae) and rarval chromosomes. Theidentification of species through cytotaxonomic examination was explained. K. TOUR OF KARA TOWN 31. Participants were taken on a conducted tour of Kara town and shown its main facilities. L. DEMONSTRAT]ON OF HELICOPTER LARVICIDE TREATMEI.MS, RIVER KARA 32. From Kara town road bridge participants observed different types of Abate treatments made to the R. Kara by a helicopter. 6M. DEBRIEFING ON VISITS TO ODIENNE AND KARA 33. The main purpose of the debriefing was to give participants the opportunity to discuss their impressions gained by the field visits and to raise topics requiring clarification. The main points raised by participants were: (i) The importance of the human factor in the selection and employment of the contractor's field staff.; (ii) Additional briefing benefit could have been obtained had theparticipants been given the opportunities to go on a treatment mission and to examine rest-over-night facirities for pirots rn reply, vcu staff explained that the main rimiting factor for this type of briefing activity was time. (iii) Taking into account the very limited facilities available in Odienne town it was considered draconian to expect pilots to remain there forthe fuIl duration of the wet season. This point was noted by vcu staff. ( iv) The importance of high performance and accurate rarvicide release equipment. (") rt wourd have been helpfur to participants if they had known in advance the anount they were required to contribute to the cost ofthe aircraft hired to visit Odienne and Kara. rn reply, vcu staff explained that due to the late arrival in Ouagadougou of preciseinformation on the number of bidders' representatives attending thebriefing and the necessity to make c-rasE minute change in the size of the chartered aircraft, such information could not be provided tothe bidders' representatives before they commenced their travel to 0uagadougou. (vi ) The importance of providing the successfur bidder with a detairedtimetable for the evaluation and approval of release equipment in the OCP, at the earliest opportunity. AII these points were noted on the understanding that appropriate replies would be sent to bidders as soon as possible. N. PRESENTATION BY CHIEF EPI 34. Dr G. De SoIe, Chief EPI, explained that one of the most importantfunctions of his Unit was to evaluate the impact of vector control activitiesin the original OCP area. Another important EPI activity in recent years hadbeen the collection of baseline data and the mapping of endemicity levels inthe Western Extension. Blinding onchocerciasis had recently been detected inthe south of sierra Leone, with implications for vector controL. 735. The drug Ivermect,in would be employed mainly in the Western Extension where there were extensive hyper-endemic foci of onchocerciasis and where there were high risks of blindness. Ivermectin and larvicides would be usedjointly in many areas. 36- In recent years EPI staff had increasingly used aircraft for studying human population distribution and in support of drug triars. O. REVIEW OF INVITATION TO BID 37. Participants, CAO and A0 worked through the Invitation to Bid and BidSubmission documents, paragraph by paragraph (with the exception of theintroductory section). The nain comments of the participants are sunmarizedbelow: Section 5.1. p age L2 The statement that all contracted aircraft would be in position in theProgramme area by 1 December 1989 seemed harsh, considering that the fixed-wingaircraft were not required to enter service until 1 June figO (Section J.Jrefers ) . Section 7.1 (b), page 13 It was felt that provision should be made for the waiver of the US$lgg/daypenalty for non-approval of release equipnent by 1 April 1990. Section 7.1 (g), page 13 The term "harf a day" shourd be defined in terms of hours.also be told how many hours of notice would be given. Bidders should tion 8.2 18 This section required re-writing as follows: Receiver: Sensitivity O.! uv for 10 dB Si + noise in the SSB mode. nor_se Section 11.2 (b). 2t One participant did not feel comfortable with the third sentence of thissection. He would consult his lega1 adviser and then suggest a modification to tdHo. Section 13.4. 24 It was considered to be too hard on pilots to expect them to work for 6 months during the wet season without being arlowed to take reave. Sec BSection 15.5, page 2a Participants agreed that aircraft provided under contract should not betoo old but they could not agree on a definition of acceptable age. Some feltthat only aircraft manufactured since 1p82 should be used; others thought 1!BBto be more appropriate. Section 17.2, 31 With regard to the second and third sentences it was presumed that, WHO would pay for increased insurance. This point needs clarification. tion 1 One participant wondered if it would not be possible for WHQ to consider aprogressive reduction of the PerformErnce Bond during the satisfactory executionof the contract. AND ANSWERS 38' During this final briefing session CAO and AO provided clarificationand further information on a number of points. 39- With regard to Section 11.1 (d) of the Invitation to Bid, it wasexplained that, at the present time, the progremme was not in a position to saywhether or not the re-rocation of a base rro,.rid become necessary. 40. Additional information was provided on the dinension" oa an"extensions and operational areas, on hydrological variabilities (especiatly inlarge complex rapids), on studies designed to clarify river flow patterns(Rhodanine technique) and on the importance of good maps and napping. - 4f' Finally, it was reiterated that it was very imporEant to the progranmethat the aerial contractor had a very sound management structure and the properattitudes towards collaboration and cooperation. 2 P Dr D.A.T. c. A.0. BaIdry 28 February 1989 Mr. P.A. Kabore A.O. Sec i Annex 1 Paee 1 of 2 ONCHOCERCIASIS CONTROL PROGRAMME AERIAL CONTRACT BIDDERST BRIEFING I2-L7 FEBRUARY 1989 DOCIIUENTATION PROVIDED TO BIDDERS REPRESENTATIVES BY THE OCP DOCUMENTS t. List of participating bidders' representatives. 2' Programe for the Aerial cont.ract, Bidders' Brief ing. ocp Area , r2_r7February 1989. 3. OCP document rrliving conditions in Kara (Togo),,. 4. OCP document rrConditions de vie i Odienn6,,. 5' Information document, rrAn overview of the onchocerciasis control progranrmein I.Iesr Af rica (OCp), 19gg,,. 6 ocP Aerial contract Bidders' Briefing, t2-17 February 19g9, r'Larviciderelease equipmentrr. OCP Aerial Operarions Annual Report for 19g5. OCP Aerial Operations Annual Report for 19g6. OCP Aerial Operarions Annual Report for 19g7. Sample of FIight Report Sample Fuel and Insecticide Record Sheet. wHo Technical Report series 597, r'Epidemiorogy of onchocerciasis.,, oMS ttltonchocercoserr sous la direction de A.A. Buck. ocP document rtrhe aeriar operations component of the ocp., Reprint "onchocerciasis and sioilium control in the volta River Basin.,, TIORLD HEALTH, Ocrober 19g5. 'rTen Years of Onchocerciasis Control.,r Onchocerciasis Control programme brochure. ;:il:'ir;::'i:rl;:lth orsanizarion onchocerciasis conrrol programne in rhe 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 77. 18. 19. a) I{APS Page 2 of 2 20. OCP/VCU Table rrRevenue flight hours 1988" 2L. OCP/VCU Table rrlnsecticide consumpElon (lirres) 1988" OCP-VCU oap of t,he Progran'me Area (9-2-88) Set of three OCP-VCU -aps showing the locations of aviatign fuel/insecti- cide.caches. I 3. OCP-VCU map of Niger Rapids, Guinea. 4. OCP-VCU map of Danangoro Rapids, C6te drlvoire. 1 2 Received on behatf of Canadian Co"'mercial Corporation. Signed ) DatC l3 .n6 \ I w Coste I lo Received on behalf of Viking Helicopters Linired. l: a Signed Date dier Moinie a Received on behalf of Evergreen Helicopters lnc. Signed Grant Bowerman Date (z RS B9 Received on alf of Evergreen lcopEers Inc. Signed Hp Ld Eighne Received on behalf of CIIC Canadian Helico Date Z J Slgned Pters. DaEe I,L F,i }.,- ANNEX 2 ONCHOCERCHIASIS CONTROL PROGRAMME AERIAL CONTRACT BIDDERS' BRIEFING OCP AREA. 72-77 FEBRUARY 1989 PROGRAMME SUMMARY Y. 12 FEBRUARY rntroductory meeting with cAo and AO at Hotel silmande to receiveprogramme and supporting documentation. MONDAY, 1 FEBRUARY Meeting with Dr E. M. sanba, progranne Director, cAo and A0. Visit to VCU Operations Room during radio briefing. Discussion of arrangenents for field trips (CAO/AO). Meeting with rAT for traver arrangements at the end of the briefingperiod. Viewing of filns: "A Plague Upon the Land" (35 min. ) - "Mara" (35 min. ) rntroduction to VCU structure and operations (cAO and AO). TUESDAY 14 FEBRUARY By air from Ouagadougou to Odienne. Tour of OcP hangar instalration and demonstration of helicopterlarvicide operation techniques. Visit to OcP office, odienne, and presentation by chief VCU, chief wOA,chief Aerobase, T.o. Aerops and Rerease Equipment scientist. Tour of Odienne town.