TABLE OF

CONTENTS
Development Programme for 2025-2026
PRIORITY
LISTING OF PSIP for
PROJECTS....................................................................................................................................................................................... 7
APPENDIX XXI...............................................................................................................................................................................9
PROJECT NAME:
VOLTAGE
The Office of the Prime Minister
REGULATOR.................................................................................................................................................................................. 9
Central Administrative Services Tobago
PROJECT NAME:
AUTOMATIC
WEATHER
STATIONS..................................................................................................................................................................................... 17
PROJECT NAME:
UPGRADE OF TTMS
MOBILE
APPLICATION – AWS
DATA.............................................................................................................................................................................................. 25
PROJECT NAME:
SATELLITE PHONE
.......................................................................................................................................................................................................... 36
PROJECT NAME:
UNMANNED AERIAL
VEHICLE....................................................................................................................................................................................... 42
PROJECT NAME: ACCESS CONTROL INFRASTRUCTURE FACILITY......................................................................52
PROJECT NAME: CONTENT FILTER DEVICE..................................................................................................................62
PROJECT NAME: NETWORK CABLING INFRASTRUCTURE UPGRADE..................................................................72
PROJECT NAME: TECHNICAL CYBER SECURITY TRAINING AND CERTIFICATION.........................................81
PROJECT NAME: FAIL-OVER INTERNET SOLUTION....................................................................................................89
PROJECT NAME: INTRANET AND INVENTORY MANAGEMENT SYSTEM.............................................................99
PROJECT NAME: WIFI INFRASTRUCTURE UPGRADE (METEOROLOGICAL DIVISION).................................107
PROJECT NAME: REHABILITATION OF METEOROLOGICAL SERVICES DIVISION, TOBAGO......................117
PROJECT NAME: REFURBISHMENT AND OUTFITTING OF THE DAY-CARE AND GYM..................................132
PROJECT NAME: UPGRADE OF SECURITY INFRASTRUCTURE AT OPM-CAST..................................................142
 PRIORITY LISTING OF PSIP PROJECTS

Item Equipment for the

Rehabilitation of
No. Meteorological Computerization &
CAST
Services Networking of the CAST:
16/09/005/06G/003 16/09/005/06A/005 16/09/005/06F/009
Rehabilitation of the
Enterprise Content Meteorological
Voltage Regulator
Management System Services Division,
1. Tobago
Refurbishment of Day-
Access Control care and Gym
AWS
Infrastructure Facility
2. Phase II
Upgrade of Security
Upgrade of TTMS Content Filter Device Infrastructure at
3. Mobile App OPM-CAST
Wi-Fi Infrastructure
Upgrade (Meteorological
4. Satellite Phone Services Division)
Technical Cyber Security
Unmanned Aerial Training and
5. Vehicle Certification
Intranet and Inventory
6. Management System
Fail-Over Internet
7. Solution
Network Cabling
8. Infrastructure Upgrade
STRATEGIC OBJECTIVES AND ACTION PLAN

The Central Administrative Services Tobago is a Department under the Office of the Prime
Minister Trinidad and Tobago. The Office of the Prime Minister – Central Administrative
Services Tobago (OPM-CAST) is responsible for the provision of government services in
Tobago, in accordance with the Sixth Schedule of the Tobago House of Assembly (THA) Act.
The Honourable Ayanna Webster-Roy, Minister in the Office of the Prime Minister and Member
of Parliament for Tobago East has been assigned responsibility for the Central Administrative
Services Tobago.
The Department has a clear service-oriented philosophy, as it seeks to contribute to the
development of Tobago by effectively facilitating and providing central government services.
The strategic focus of OPM-CAST is therefore aligned with the second strategic theme of the
Vision 2030 National Development Strategy of Trinidad and Tobago 2016-2030 - Delivering
Good Governance and Service Excellence.
The Department seeks to be an innovative, technologically driven, service organization,
propelled by a highly skilled workforce, facilitating the sustainable development of Tobago.
OPM-CAST aims to deliver administrative, legal and meteorological services in a timely,
professional and efficient manner to the people of Tobago and are guided by the following
values:
Transparency: we function without hidden agendas and conditions, and in our interactions we
make available all information required for collaboration, cooperation, and collective decision
making.
Accountability: we accept and observe the obligation to account for our activities, to accept
responsibility for them, and to disclose the results in a transparent manner. This includes the
responsibility for money and other entrusted property.
Integrity: we are honest in all our dealings, and we can be depended on to demonstrate complete
harmony in what we say and do.
Professionalism: we perform our duties with competence, good judgment, and politeness.
Confidentiality: we can be trusted not to disclose private and secret information.
Service Oriented: we are helpful, thoughtful, considerate, and cooperative in our relationships
with internal and external clients.
 APPENDIX XXI

DEVELOPMENT PROGRAMME DRAFT ESTIMATES

PROJECT SCREENING BRIEF

EQUIPMENT FOR THE METEOROLOGICAL SERVICES 16/09/005/06G/003

PROJECT NAME: VOLTAGE REGULATOR

ITEMS
1. PROJECT FEASIBILITY

NEED The Trinidad and Tobago Meteorological Service (MET

Services Division) houses many crucial pieces of

APPENDICES
equipment and devices that are used on a daily basis to
monitor and record changes within our climate and
environment. Every piece of electrical equipment will
operate within a specified voltage range, however, not
necessarily with optimal performance.
When the Voltage level falls outside of its operational
range, some devices and/or equipment are unable to start /
operate, malfunction or become damaged. A suitable
voltage regulator will provide the required voltage stability
to protect the equipment and devices at MET.

POSSIBLE Installation of a Voltage Regulator. No possible alternatives at

this time.
SOLUTIONS/ALTERNATIVES

EVALUATE EACH Stakeholder Analysis:

SOLUTION/ALTERNATIVE

The MET staff, Civil Aviation staff and the general public of
Trinidad and Tobago. Installing a Voltage Regulator will
provide the equipment and devices with the required protection
to operate efficiently and produce and / or disseminate
meteorological data accordingly.
 Social Impact:
With the capability to better protect the meteorological devices
and equipment from voltage fluctuations and imminent damage,
the lives and livelihoods of the people of Trinidad and Tobago
can be better preserved as the MET Services Division would be
allowed to provide climatological information as required.

Environmental Impact:
Properly functioning meteorological equipment can contribute to
climatological readings that can provide the experts and the
general public with the changes in the weather patterns.

Employment Generation:
Employment of consultant to assist with drafting of tender and
contractors to install and maintain the voltage regulator and
contractors for the voltage regulator room.

Operational Analysis:
The installation of a voltage regulator at the MET Services
Division will allow for the optimal operations of the various
meteorological equipment. This will in turn increase the output
of reliable and accurate weather related information that is
disseminated to the public

Financial Analysis:
Funding will be provided by the GoTT. The price is reasonable
for the products and services. While exact returns on
investments cannot be determined at this time, due to the voltage
regulator protecting various meteorological equipment and
devices, millions of dollars can be saved as the likelihood of
replacement and repairs would be diminished.

Economic Analysis:
The benefits of the project regarding preservation of equipment
that are key in protecting lives and livelihoods national and
regionally outweigh any cost associated with the attainment of
the product.

2. PROJECT OVERVIEW

● Title The supply, delivery, installation and commissioning of a

 Voltage Regulator for the MET Services Division.

● Background and History After experiencing damages in smaller equipment such as

fridges, microwave, the Air Condition and television to name a
few, Electricians determined that this was owing to voltage
fluctuations at the MET Services Tobago. Given the importance
of the meteorological equipment to the public and the fact that
over 10 million dollars in equipment is at the Meteorological
Services Division, the voltage regulator is needed urgently to
ensure such important investments aren’t destroyed and that the
Division has the capacity to inform the public of various weather
conditions.
In fiscal 2024/2025, Trinidad and Tobago Electrical Contractors
signed a contract with the OPM-CAST to supply and install two
(2) single phase 32 step voltage regulators. The project is
currently scheduled to be completed by December 2025. A down
payment has been issued to the contractor on signing of the
contract.

● Project Objectives and To protect sensitive meteorological equipment housed at the

Goals MET Services Division, Tobago

● Outputs/Targets Different end users and stakeholders can benefit greatly from the
voltage regulator, which includes:

MET staff nationally

Civil Aviation Staff
National public

● Monitoring and This is done by the technical staff of MET Services Division and
Evaluation consultation from Contractors

● Benefit of Project The preservation of millions of dollars in Meteorological

equipment.

● Project Duration Approximately 9-10 months to build and 3 months to ship,

install and conduct training.

● Project Location Meteorological Services Division Tobago

 3. PROJECT ASSUMPTION

● Budget for Voltage Regulator will be covered in a timely manner by the Ministry of Finance,
i.e. Cost, Shipping and delivery, preparatory works for the equipment and the clearance costs
by broker.
● That the project will begin immediately after down payment is made.
● Forex will become available if needed

4. PROJECT CONSTRAINTS

● Timely acquisition of forex if required.

● Delayed shipping due to bottleneck at the Panama Canal
● Unavailability of staff at OPM-CAST with the technical capacity and other skill sets to
implement and monitor the jobs.
● Unavailability of procurement officers to properly oversee procurement process.
● The expertise of the Division of Infrastructure, Quarries and Urban Development (DIQUD) is at
times requested, however, they may be on another project at the time of request.
● Untimely releases from the Ministry of Finance to facilitate the completion of the project within
schedule.
● Competent staff to liaise with contractor during the 9-10 month building phase.
● Inclement weather can hamper the timeline of the project by stalling infrastructural works and
erection of the towers.
● No control of work environment of contractor, especially if oversees.

5. PROJECT SCOPE

● Name of Project: Supply, Delivery, Installation and Commissioning of a Voltage Regulator at

the MET Services Division three Campbell Scientific Automatic Weather Stations at different
locations in Tobago.
● Project Sponsor: Office of the Prime Minister/C.A.S.T.
● Project Manager: Crown Point Meteorological Service.
● Project date of commencement: Approx. May 2024
● Project end date: Approx. October 2024
● Construction of building to house voltage regulator.
● Shipping, installation and testing of voltage regulator.
● Training of staff
● Commissioning of equipment

6. RESOURCE REQUIREMENTS
 1. Personnel Staff of DIQUD, staff of the OPM-CAST, contractors,
members of the MET Services Division.

2. Equipment Voltage Regulator and the necessary tools to complete

the installation.

3. Utilities/Energy Sources Electricity, water

4. Raw materials Software, Sand, cement, gravel

7. PROJECT BUDGET BREAKDOWN-

10% Upon receipt of all equipment and material - Voltage Regulator and associated components,
construction and outfitting of room for aspect of voltage regulator
30% After erection of equipment - Voltage Regulator and associated components, construction
and outfitting of room for aspect of voltage regulator
20% Final payment to Contractor upon completion of testing, commissioning and handover -
Voltage Regulator and associated components, construction and outfitting of room for aspect of
voltage regulator
Total: $653,340TTD

8. DETAILED IMPLEMENTATION SCHEDULES AND PROJECT MILESTONES

Construction of kiosk to house voltage regulator: 6-8 weeks.

Shipping of voltage regulator: 12 weeks.

Installation and Testing: 3 weeks.

Training for MET staff: 2 weeks

Commissioning, Handover: 1 week

9. PROCUREMENT PLAN

Project Planning Activity Type of Tendering Process Reason / Justification

& Contract Type

Procurement of a Contractor Open Tendering (Completed) Transparent process that

for the Design, Construction facilitates competitive
and Outfitting of room to hold bidding with the hope of
voltage regulator. obtaining suitable proposals.
 10. QUALITY PLAN

Project Execution Activity Quality Control Measures Quality Assurance

Measures

Installation of voltage Tender request designed to Work is monitored by

regulator. ensure experience and external engineers to ensure
suitability for the services is compliance with tender
guaranteed via the CTB. specifications.
Milestone reports signed off
where applicable.
Frequent site visits and status
meetings to take place.
Communication plan and
kick-off meeting to take
place.

Design and Construction of a Tender request designed to Work is monitored by

voltage regulator room. ensure experience and external engineers to ensure
suitability for the services. compliance with tender
specifications.
Milestone reports signed off
where applicable.
Frequent site visits and status
meetings to take place.
Communication plan and
kick-off meeting to take
place.

11. COMMUNICATION PLAN

Type of Purpose Target Frequency Person Mode

Informatio Group Responsible
n

Site visits Review project OPM-CAST Weekly OPM-CAST On site

objectives and
& Contractor
management
 approach

Review
implementatio
n schedule

Project Team Brief OPM-CAST Monthly OPM-CAST Microsoft

Meetings discussion of Teams
& Contractor
(voltage project status
regulator)

Updates on To keep OPM- OPM-CAST As the need Contractor Email

Voltage CAST abreast & Contractor arises
production and of the progress
shipping and issues of
the project.

12. RISK MANAGEMENT PLAN

# Risk Item Likelihood Mitigation Strategy Contingency Plan

Scale 1-10
Where a score
of 10 is
considered
high and 1 is
low

1 Availability of 10 To use staff with degrees Request assistance

technical personal for in specified areas despite it from external
monitoring during not being their substantive Ministries
project cycle job.

2 Maintenance of 10 Include services in Tender Request assistance

voltage regulator requests. from electrical
engineers in external
Ministries.

3. Injuries and accidents 10 Ensure that contractors Proper safety policy

encourage workers to and trained workmen
 to workmen wear appropriate PPE and to be included in the
Safety equipment on site Tender submission
must be in place at all
times.
4. Fall from heights 6 Use appropriate fall Regularly inspect fall
protection equipment, such protection equipment
as safety harnesses and and replace any
lanyards, when working at damaged or worn
heights. components
Provide proper training on
the safe use of ladders,
scaffolding, and fall
protection equipment.

Ensure that ladders and

scaffolding are in good
condition and set up
securely on a stable
surface.
5. Electrocution 3 Certified tools and
equipment should be
utilised to avoid accidental
contact with live electrical
circuits.
13. PROJECT READINESS
The project is currently ongoing since a contractor was successfully awarded by the NIPDEC Ltd for the Supply, Delivery,
Commissioning and Acceptance of a Voltage Regulator for MET Office, Tobago.
PROJECT NAME: AUTOMATIC WEATHER STATIONS

ITEMS

1. PROJECT FEASIBILTY

NEED The Trinidad and Tobago Meteorological Service (MET

Services Division) is a member of the World Meteorological
Organisation that was mandated to monitor and report
accurate data for the Region IV zone. The more
meteorological data attained will seek to improve the
reliability of the information disseminated by the MET
Services Division.

POSSIBLE Possible solution is the procurement of three Automatic

SOLUTIONS/ALTERNATIVES Weather Stations (AWS). No other alternatives at this time.
These robust, rugged, low powered weather monitoring
equipment is second to none. Having years of experience and
being internationally recognized in the measurement and
control industry for producing accurate and dependable
instruments, there aren’t any alternatives that are suitable.
The Crown Point Meteorological Service has continuously
used this equipment effectively. Therefore, it will be wise to
continue to use the same equipment throughout the island for
data comparative reasons.

EVALUATE EACH Stakeholder Analysis:

SOLUTION/ALTERNATIVE
The technical staff employed at the MET Services Division,
(e.g. the Meteorologists or Climatologists) will be the main
benefactors of the data derived from this equipment. Placing
these Automatic Weather Stations throughout Tobago will
give the professionals a wider coverage of the weather
affecting the island, giving them more information to make
more accurate forecasts.

Social Impact:

With the capability to gather more information over a wider

area, the public will be able to get a higher quality forecast. In
remote areas that aren’t accessible regularly, the public can
be informed of the real time weather taking place.

Environmental Impact:

Information will now be gathered from areas that weren’t

before, which will allow the MET Services Division to reach
a wider market. Farmers can get data that may affect their
livestock or crops, the general public can get a more accurate
forecast if there is adverse weather, to name a few.
 Employment Generation:

Maintenance of the plot and the fence housing the equipment

is required and as such people can be employed to do so.
Contractors can be hired to do the infrastructural works
needed to erect the towers to place the sensors. Numbers can
vary from as little as three for maintenance to as many as ten
for the infrastructural work.

Operational Analysis:

The implementation of these widely used, highly accurate,

data acquisition systems, will allow data from across the
island to be accessible at the Crown Point Meteorological
Office in a timely manner. The AWS will be collecting data
continuously and will be maintained by the MET technicians.

Financial Analysis:

Funding will be provided by the GoTT. The price is

reasonable for the products and services. While the exact
returns on investments cannot be determined at this time, a
cost factor can be applied to non-governmental entities
requiring data for their day to day use.

Economic Analysis:

The benefits of the project regarding preservation of lives and

livelihoods national and regionally, outweigh any cost
associated with the attainment of the product.

2. PROJECT OVERVIEW

● Title Three Campbell Scientific Automatic Weather Stations

(AWS) with remote access capability for the Crown Point
Meteorological Service.
● Background and History Years ago, the Crown Point Meteorological Service
purchased Campbell Scientific Automatic Weather Stations
to be used at its former office and at the village of Louis D’or
(which are still functioning). Within recent time, an
additional ten stations have been installed and are functioning
adequately.

● Project Objectives and To equip the Crown Point Meteorological Office and to a
Goals greater extent, the MET Services Division with the ability
of accessing accurate meteorological data from various areas
of the island.

● Outputs/Targets Different end users and stakeholders can benefit greatly from
this increase of data gathered from these AWS. Some of these
can be, forecasters at the MET Services Division; insurance
 companies requesting data about bad weather in an area, after
a claim has been made; agriculture, effects of climate in an
area, affecting farming; disaster management, after a bad
weather spell.

● Monitoring and Evaluation This will be done by the technical staff of MET Services
Division and consultation from Campbell Scientific.

● Benefit of Project The development of a network of Automatic Weather

Stations across the island, of high quality, producing accurate
data (guided by the specifications of the WMO), to the MET
Services Division. This information that is gathered can be
real time or archived for future reference.

● Project Duration Approximately one year to install the three AWS, from
receipt of equipment, acceptance and training period.

● Project Location Pending, authorisation required from Land Management

Department (Various areas around Tobago)

3. PROJECT ASSUMPTION

● Budget for three Campbell Scientific Automatic Weather stations will be covered in a timely
manner by the Ministry of Finance, i.e. Cost, Shipping and delivery, preparatory works for
the AWS and fencing and the clearance costs by broker.
● That the project will begin one to two months after receipt of equipment.
● Approvals will be done by Land Management for the usage of the lands for the projects.

4. PROJECT CONSTRAINTS

● Acquisition of lands that satisfies the requirements needed by the World Meteorological
Organisation (WMO) guidelines.
● Unavailability of staff at OPM-CAST with the technical capacity and other skill sets to
implement and monitor the jobs.
● Limited Meteorological to properly maintain and monitor the AWS, fences and environs.
● Unavailability of procurement officers to properly oversee procurement process.
● The expertise of the Division of Infrastructure, Quarries and Urban Development (DIQUD) is at
times requested, they may be on another project at the time of request.
● Untimely releases from the Ministry of Finance to facilitate the completion of the project within
schedule.
● Availability of foreign exchange
● Inclement weather can hamper the timeline of the project by stalling infrastructural works and
erection of the towers.

5. PROJECT SCOPE
 ● Name of Project: Supply, Delivery and Installation of three Campbell Scientific Automatic
Weather Stations at different locations in Tobago.
● Project Sponsor: Office of the Prime Minister/C.A.S.T.
● Project Manager: Crown Point Meteorological Service.
● Project date of commencement: Approx. September 2024.
● Project end date: Approx. August 2025.
● Attaining appropriate lands space around Tobago from the Land Management Division,
(pending).
● Sourcing and purchasing the necessary equipment from Campbell Scientific, Utah, U.S.A.
● Clearing of Equipment using a broker.
● Verification by the MET Services Division that what was purchased, was actually sent.
● Tendering process to acquire a contractor to do the infrastructural works. (fencing of
perimeter and preparation of foundation for AWS).
● Preparatory works done on the land by the contractor. Clearing of lands, drainage, digging of
holes, erection of fencing and gates, pouring of cement for the tower bases. Land dimensions
for housing equipment 60ft x 40ft. Holes to be dug for tower bases and guy wires are 3ft x 3ft
x 4ft and 2ft x 2ft x 2ft. Pouring of ready mix concrete into holes to secure bases and anchors.
● Testing of sensors by MET Services Division.
● Installation of AWS by the technicians at MET Services Division.
● Testing of Sensors in the field to verify the readings.
● Tending for maintenance of fence and AWS sites

On completion of the project the capability of receiving data that is of the standard of the WMO
will be readily accessible at the Crown Point Meteorological Office.

6. RESOURCE REQUIREMENTS

1. Personnel Land management staff, staff of DIQUD, staff of the

Office of the Prime Minister, contractors, staff of the
Division of Forestry, members of the MET Services
Division.

2. Equipment Three Automatic Weather Stations and the necessary

tools to complete the installation.

3. Utilities/Energy Sources Water

4. Raw materials Software, Sand, cement, gravel

7 PROJECT BUDGET BREAKDOWN-

 Purchasing of three Campbell Scientific Automatic Stations, complete with towers, sensors,
communication capabilities and Payment to Broker after clearing equipment from Customs: -
$600,000 TTD.

Preparatory works done on the proposed site by contractor (clearing of lands, erection of fences
and gates, drainage, digging of holes for tower bases and anchors, cementing bases and anchors)
for three AWS sites: - $1,800,000 TT.

8. DETAILED IMPLEMENTATION SCHEDULES AND PROJECT MILESTONES

1. After years of building a working relationship with Campbell Scientific they accept full
payment after delivery of the equipment. Preparation of equipment, shipping and clearing
can take 6-8 weeks.

2. Testing of the sensors in the workshop: 2 weeks.

3. Tendering for a suitable contractor for fencing and infrastructural works: 7-8 weeks.

4. Fencing and infrastructural works for fences: 4-7 weeks.

5. MET Services Division technicians will install the AWS and sensors: 2 weeks.

6. Testing and acceptance of the sensors in the field: 2 weeks.

7. Tendering for suitable contractor to maintain fence and AWS site: 7-8 weeks

8. Maintenance services to begin (tender to be done every 3 years):

NB processes 2 – 8 are repeated for each of the three AWS. This is done consecutively and not
simultaneously given the very limited resources at our disposal.

9. PROCUREMENT PLAN

Project Planning Activity Type of Tendering Process Reason / Justification

& Contract Type
Procurement of Contractor for Sole Select The AWS is only supplied by
Supply and Delivery of three Campbell Scientific.
AWS Additionally, it forms part of
the overall project to install
15 AWS across Tobago. Ten
are already installed.

Procurement of Broker to ship Sole select B.A.C was assigned to OPM-

voltage regulator CAST via official
 government communique.

Procurement of a Contractor Open Tendering Transparent process that

for the Design, Supply and facilitates competitive bidding
Installation of a Rust Proof with the hope of obtaining
High Security Fence and Gate suitable proposals.
and Infrastructural Works for
the AWS.

Procurement of Contractor to Open Tendering Transparent process that

Maintain Fence and AWS facilitates competitive bidding
sites for 3 years. with the hope of obtaining
suitable proposals.
10. QUALITY PLAN

Project Execution Activity Quality Control Measures Quality Assurance

Measures
Installation of Fence and Tender request designed to Work is monitored by
infrastructural works. ensure experience and external engineers to ensure
suitability for the services is compliance with tender
guaranteed. specifications.

Risk Management plan and Milestone reports signed off

HSSE plan must be included. where applicable.

Frequent site visits and status

meetings to take place.

Communication plan and

kick-off meeting to take
place.

Installation of AWS MET technician was trained Review and testing by

by Campbell Scientific on Campbell Scientific.
proper installation.

Remote guidance is also

offered by the company.

Procurement of Contractor to Properly designed Tender Continuous monitoring by

Maintain Fence and AWS Request to ensure MET personnel.
sites for 3 years. maintenance of the AWS and
sites.

11. COMMUNICATION PLAN

Type of Purpose Target Frequency Person Mode

Information Group Responsible
Project Installation Introduction of OPM-CAST Once OPM-CAST Microsoft
Kick Off Meeting OPM-CAST & Contractor Teams
(Fence and personnel and
Maintenance Contractor
Tenders)

Review project
objectives and
management
approach

Review
implementatio
n schedule

Project Team Brief OPM-CAST As the need OPM-CAST Microsoft

Meetings (Fence discussion of & Contractor arises Teams
and Maintenance project status
Tenders)
Updates on AWS To keep OPM- OPM-CAST As the need Campbell Email
production and CAST abreast & Campbell arises Scientific
shipping of the progress Scientific
and issues of
the project.
12. RISK MANAGEMENT PLAN

# Risk Item Likelihood Mitigation Strategy Contingency Plan

Scale 1-10
Where a score
of 10 is
considered
high and 1 is
low
1 Availability of for-ex 7 Ask for funds as soon as N/A
for 3 AWS Invoice is received so that
it becomes available soon
after AWS are received.
2 Availability of 10 To use staff with degrees Request assistance
technical personal for in specified areas despite it from external
tender preparation not being their substantive Ministries
and fence installation job.
3 Acquisition of 5 Conduct site visits and N/A
suitable state lands acquire as much land as
possible before actually
required.
4 Maintenance of fence 10 Includes services in Tender Request assistance
and AWS sites requests. from external
Ministries.
13. PROJECT READINESS
The process of getting approval for possible lands has begun and the OPM-CAST continues to work closely with the Land
Management in that regard. Approval granted from the Department, the project will be in a state of readiness.
PROJECT NAME: UPGRADE OF TTMS MOBILE APPLICATION – AWS DATA

ITEMS

PROJECT FEASIBILITY
NEED Many different sectors, such as agriculture, fisheries, tourism and
transportation to name a few, can reap great operational benefits
when provided with accurate, localized weather data. This is in
addition to the general quality-of-life improvement afforded to the
public with access to this information. This rationale has already
guided the Trinidad and Tobago Meteorological Service in
developing a free mobile app and investing in the purchase,
installation, and maintenance of several automatic weather stations
(AWS). Meteorological Services Division Tobago, in particular,
currently maintains ten AWS with more in the pipeline. However,
the true value of these investments can only be realized if the data
generated by the AWS is made accessible and meaningfully
utilized.
Given that the Trinidad and Tobago Meteorological Service has
POSSIBLE
already created a platform with the launch of the mobile app, the
SOLUTIONS/ALTERN-
previously described need can be addressed by the development of
ATIVES
features to support the hosting of AWS data on the existing mobile
app. Through the app, persons would be able to select an AWS
and view a curated feed of data generated by that station. Similar
functionality currently exists within the app for some AWS
managed by the Trinidad and Tobago Meteorological Service’s
Piarco office. As such, work can be done to bring feature parity to
the AWS managed by the Meteorological Services Division,
Tobago.

1. This option represents the minimum viable path for

addressing the needs described. In this option, the data is
transferred from each AWS to an existing server at the
Crown Point office and then routed as-is to the mobile app
to be displayed.
2. In this case, after data is retrieved from each AWS and
stored on the server, it is picked up by an API to be cleaned
and made available for access via the internet. As such, in
addition to addressing the described need by allowing the
mobile application to retrieve the data necessary for
display from the API, Meteorological Services Division
 ITEMS
Tobago would have the option of monetizing access to the
API for interested third-parties.
1. With the perspective that no larger changes are intended
EVALUATE EACH
concerning the functionality of the mobile app, this is a
SOLUTION/ALTERNA
perfectly viable option; it directly addresses the described
TIVE
needs. It is also likely to be the most cost-effective path,
given that this solution does not require much more than
existing infrastructure.
2. This is the more involved solution, and thus assuredly
more expensive. However, the creation of an API
introduces the potential to offset initial expenditure with
long-term earnings, depending largely on subscription
pricing decisions and the interest of potential stakeholders
such as TEMA, WASA, UWI and UTT. It also fits neatly
into the larger conversation surrounding digital
transformation efforts within Trinidad and Tobago.

SELECT MOST FEASIBLE SOLUTION

(Independent Feasibility Study is required for projects valued over $25.0 million)

Option 1 should be selected. While option 2 should definitely be explored, it represents a high-
risk investment and should potentially be discussed as an in-house project.

PROJECT OVERVIEW

● Title TT Met Office App Upgrade to Include Tobago AWS

Meteorological Services Division Tobago, over time, has invested
● Background and
in the construction of ten (10) Automatic Weather Stations in the
 ITEMS
following areas of Tobago: Buccoo, Bacolet, Flagstaff,
History
Goodwood, Louis D’or, Main Ridge, Mason Hall, Plymouth,
Signal Hill, and Crown Point. The stations are equipped with
various sensors to allow them to capture and store meteorological
data over long periods of time with minimal human interference.
These efforts are in support of the organisation’s mission to
provide meteorological information and advice consistent with
international standards towards the pursuit of national, scientific,
social, economic and cultural goals and sustainable development.
More specifically, the ability to understand conditions at more
precise locations allows staff at the Meteorological Service to
make more informed decisions.
Alongside the AWS, the Trinidad and Tobago Meteorological
Service also commissioned the creation of a mobile application
which improves the organisation’s ability to communicate
important information to its stakeholders and the general public by
making different forecasts and services more easily accessible.
This project seeks to take the next logical step by allowing data
generated by the AWS to be accessed via the mobile application.

● Project Objectives To allow for the reliable display of valid data from all existing
and Goals AWS on both the iOS and Android versions of the TT Met Office
mobile application.

● Outputs/Target Both staff and Stakeholders of the Trinidad and Tobago

Meteorological Services, the general public, and all end users of
the application.

The necessary output is a upgrade to the existing TT Met Office

mobile application.
 ITEMS

● Monitoring and Budgetary Allocation for Data Collection:

Evaluation
Budgetary allocation would not be required for data collection and
management to monitor and measure the progress of the project.

Data Collection Template:

Evaluation of the success of the project after completion will be
based on the availability of the AWS data on the mobile app. This
can be measured by an external system which pings the same data
source as the mobile app and keeps a running tally of successful
and unsuccessful responses.

Performance Data Data Frequ Who will Who will Who will Use
Indicator Source Collection ency Collect the Analyse and the Data
Method of Data Report the
Data Data
Collec
tion
Proportion of Uptime Logging by Once Automated Met Services Met Services
Successful Monitor uptime per system
Responses monitor minute

Improvement to the ability of the Meteorological Services

● Benefit of Project
Division to communicate weather conditions to the public.
Extracting additional value from existing infrastructure.
Enhanced support for other organisations which depend on data
from Meteorological Services Division.

● Project Duration Installation time to be specified by contractor.

The end goal is long-term support for access to AWS data via the
 ITEMS

mobile app.

● Project Location Meteorological Services Division, Tobago.

PROJECT ASSUMPTIONS

Project Project Project NPF NPF

Inputs 🡪 Activities 🡪 Output 🡪 National National
Output 🡪 Outcome
 ITEMS
Commissi Current There are no A means of Interested Not Required to
on of an methods of infrastructura easily stakeholders be completed by
upgrade to retrieving and l concerns to accessing such as Ministries/
the storing AWS stymie hyperlocal WASA and Agencies/
existing data remain efforts to weather data TEMA have Departments.
TT Met functional. route data to via a widely more precise
Office the app. available data to
mobile mobile support their
applicatio application operations.
n

PROJECT CONSTRAINTS
Obtaining funding and approval for the project

Ensuring appropriate network and computer infrastructure to support increased workload.

PROJECT SCOPE
● Name of Project: TT Met Office App Upgrade to Include Tobago AWS
● Project Sponsor: Ministry of Finance, GoRTT
● Project Manager: Meteorological Services Division, Tobago
● Project date of commencement: October 2025
● Project end date: --
● Implementation of mechanism for fetching, validating, normalizing and formatting data
from all existing and future AWS.
● Modification of the existing mobile application to allow for the selection of an AWS and
the subsequent display of key weather parameters using clean, easily intelligible UI
elements.
 ITEMS
● Implementation of a map-based view of stations.
● Implementation of uptime or health monitor functionality to measure, collate and
routinely report on the availability of AWS data via the mobile application.

RESOURCE REQUIREMENTS

1. Personnel Technical staff members of the Meteorological Services Division,

Tobago (Meteorological technician, ICT staff members)
Contracted software development company

2. IT Access to server on which AWS data is currently being saved.

infrastructu Sufficient network bandwidth to support the increase in requests.
re

Name of Stakeholder Responsibilities Contact

Information
Reports on progress, Carolyn De Coteau
Project Team achievements in addition to any 639-8780
issues, risks, variations as they
arise.
Shenece Gordon
Makes recommendations to
639-2652
address the risks, seeking the best
interest of the project and the
country.
Met Technician
Ensure the maintenance of the
AWS to support high availability
of data.

Ministry of Finance Releases funds in a timely

manner.

Monitors the expenditure on the

project to ensure accountability is
maintained.
OPM-CAST Submits monthly achievement
reports to the Ministry of Planning
 ITEMS
and Development.
Prepares Budget requests and
ensures Cabinet Approval is
obtained for the project.

Supplier (yet to be Executes the project work

determined) activities in accordance with the
Contract.
3. Equipment Server for AWS data
Various AWS

4. Utilities/Energy --
Sources

5. Raw Materials --

PROJECT BUDGET BREAKDOWN- (Activity Based Costing)

Project Lifecycle Estimated Cost

1. Project Planning Activities
Consultation with IT Department and Met Technician to confirm N/A
project requirements
Procurement of supplier (preparation of Tender Documents, N/A
Tender Evaluation etc.)

2. Project Execution Activities

Integration of AWS data on existing mobile application TTD $220,000.00
 ITEMS
TOTAL COST TTD $220,000.00

DETAILED IMPLEMENTATION SCHEDULE & PROJECT MILESTONES

Ministry Head Number and Name

Project Name: Upgrade of TTMS Mobile App for the Meteorological Services Division,
Tobago.
Amounts Due
Inputs/Main
Item Current fiscal
Activities Plan 10 11 12 1 2 3 4 5 6 7 8 9
to be paid in
the next fiscal
Request Implementation
Quotation and
Sign Contract Cashflow
1.
Implementation Implementation
of the
2. functionality to
view data from
existing AWS on
Cashflow $
the TT Met
Office mobile
app.
Completion and Implementation
3. sign off
Cashflow $
 ITEMS

PROCUREMENT PLAN

Type of Tendering Reason/ Justification

Project Planning
Process & Contract
Activity
Type
Procurement of a Sole Select The existing mobile application is
Contractor managed by a specific company
through whom we must solicit
upgrades and adjustments.

N.B- All the Project Planning Activities shown in the Procurement Plan should concur
with those Project Planning Activities in the Detailed Implementation Schedule and the
Project Budget Breakdown.

QUALITY PLAN

Project Execution Quality Assurance

Quality Control Measures Measures
Activity
Procurement of a Request for proposal to be Continuous
Contractor structured such that the monitoring by CAST
Meteorological Services Division is personnel
assured high availability of data
into the future.
 ITEMS

COMMUNICATION PLAN

Type of Purpose Target Frequency Person Mode

Information Group Responsible
Project Introduction of OPM- Once OPM- Microsoft
Installation OPM-CAST CAST CAST Teams or
Kick Off personnel and & Physical
Meeting with Contractor Contractor
various
contractors Review project
objectives and
management
approach

Review
implementation
schedule

Updates on To keep OPM- Bi-weekly OPM- Milestone

Status of the management CAST CAST Report
project abreast as to the &
progress, issues Contractor
related to the
project
 ITEMS
Conformity To ensure 100% Contractor Bi-weekly OPM- Physical,
to Tender adherence to the CAST Checklist
policy and guidelines and
guidelines policies listed in
the Tender
document

RISK MANAGEMENT PLAN

RISK REGISTER MATRIX

Likelihood
(e.g. on a
scale 1 – 10,
where a
# Risk Item score of 10 Mitigation Strategy Contingency Plan
is
considered
high and 1
low)
1 Network 3 Reassess existing network Redundancy in
interruptions plan with ISP network access point
affect
availability of
data
2 Malfunction of 5 Routine maintenance to Acquisition of
AWS maximize lifetime of sufficient spare parts
instruments instruments to support timely
 ITEMS
repairs

1. PROJECT READINESS- (Refer to Call Circular)

Statutory Approvals: N/A

PROJECT NAME: SATELLITE PHONE

ITEMS

PROJECT FEASIBILITY
NEED The Trinidad and Tobago MET (Meteorological Services
Division) is an essential service and as such cannot be out of
communication. In the event of failure of cellular service of one
or both local networks, it is imperative that the Meteorological
Services Division be able to communicate vital information to
all its stakeholders.
The solution is the acquisition of for the moment one (1)
POSSIBLE
Hughes 9211 Portable BGAN HDR Terminals. These systems
SOLUTIONS/ALTERN-
are robust and do not require a lot of maintenance hardware
ATIVES
wise. No other feasible solutions available at the moment.

Stakeholder Analysis- The technical staff at the MET Services

EVALUATE EACH
Division (e.g. The Meteorologist and the Climatologist) will be
SOLUTION/ALTERNA
the main benefactors of the services of the BGAN system
TIVE
provided, these benefits will trickle down to the wider
population as well.
Social Impact- The MET Services Division will be able to
effectively communicate with its stakeholders and agencies that
may have to respond to emergencies.
Environmental Impact- The proposed system presents little to
no environmental issues but provides the Meteorological
service with a robust communication backup.

Employment Generation- None.

Operational Analysis-The acquisition of the 9211 BGAN will

allow for reliable communication with its stakeholders by MET
services Division in the event of a loss of phone and internet
services from the local network providers.
 ITEMS

Financial Analysis- Funding for the project will be provided

the GOTT. The price at this time is the best that can be had.
The cost benefit of this investment cannot be quantified at this
time.
Economic Analysis- The benefits gained from the acquisition
of this device cannot be counted in comparison to the
preservation of lives and livelihoods both in the local sphere
and in our international market.

SELECT MOST FEASIBLE SOLUTION

(Independent Feasibility Study is required for projects valued over $25.0 million)

2. PROJECT OVERVIEW

● Title Hughes 9211 BGAN HDR terminal Crown Point

Meteorological Services Division
The product is being supplied by Galaxy 1 Communications
● Background and
LLC.
History

● Project Objectives To equip the Crown Point Meteorological office and to a

and Goals greater extent MET Services Division with the ability to
communicate with its stakeholders in the event of local network
failure.

● Benefit of Project To keep the MET Services Division in communication with its
stakeholders.

● Project Duration Duration expected to be (1) one week.

● Project Location At Meteorological Services Division Crown Point Tobago.

PROJECT CONSTRAINTS
 ITEMS

Unavailability of procurement officers to properly oversee various procurement processes.

Untimely releases from the Ministry of Finance to facilitate project completion within
schedule.
Funding from GOTT, subscription to suit the needs of the agency.

PROJECT SCOPE
Name of Project: The Supply, Delivery, Programming and Training for Hughes 9211
BGAN HDR Terminal to Meteorological Services Division Crown Point Tobago.
Project Sponsor: Office of the Prime Minister-C.A.S.T.
Project Manager: Crown Point Meteorological Service.
Project date of commencement: Approx. September 2023
Project end date: Approx. January 2024
Tendering processes
Engagement of contractors
Supply, Delivery, Programming and Training
Testing, Acceptance, and handover

RESOURCE REQUIREMENTS
Personnel 3 persons, IT technician, Satellite Technician and Electronic
Technician.

Hughes 9211 BGAN Terminal.

5 meters Ethernet cable, rechargeable lithium ion battery pack
and AC/DC adaptor, (3) IEC cables, one each for UK, EU and
Equipment
US connectors.
 ITEMS

Utilities/Energy Internal battery and battery charger.

sources
Raw Materials All installation materials will be provided with the Hughes
system.

3. PROJECT BUDGET BREAKDOWN- (Activity Based Costing)

Project Lifecycle Estimated Cost Project Planning Activities

Project Execution Activities

Shipping and clearing of the Hughes 9211 BGAN 18,000.00TT Purchase of

the Hughes 9211 BGAN IP satellite terminal 40,000.00TT SIM Card
1,000.00TT Spare Battery Pack 3,000.00TT External Antenna Kit
28,000.00TT Acquisition of license from TATT 10,000TT

TOTAL COST $100,000.00TT

4. DETAILED IMPLEMENTATION SCHEDULE & PROJECT MILESTONES

Ministry Head Number and Name

Project Name

Amounts Due
Inputs/Main
Item Current fiscal
Activities Plan 10 11 12 1 2 3 4 5 6 7 8 9
to be paid in
the next fiscal
Request Implementation
Quotations
1. Cashflow
 ITEMS
Supply and Implementation
Delivery of
Equipment Cashflow $
2.
Installation and Implementation
3. programming of
equipment Cashflow

4. Testing and Implementation

Commissioning
of system Cashflow $

5. PROCUREMENT PLAN

Type of Tendering Reason/ Justification

Project Planning
Process & Contract
Activity
Type
Procurement of a Open Tender Transparent process that
Contractor facilitates competitive
bidding with the hope of
obtaining suitable proposals.

Procurement of License for Sole Select TATT grants licence for the
the Transmission of Data operation or use of radio
communication service or
any radio transmitting
equipment

6. QUALITY PLAN

Project Execution Quality Assurance

Quality Control Measures Measures
Activity
Procurement of Properly designed justification to Continuous
ensure quality in construction. monitoring by
Contractor for
OPM CAST
installation and personnel
maintenance
Test equipment. Test the equipment for expected MET Services
functionality as soon as possible Division personnel
will check the
device for operation
 ITEMS
according to
manufacturer
guidelines.
Acceptance Strict guidelines to be Proper
developed to guide acceptance documentation;
proper contract
administration

7. COMMUNICATION PLAN

Type of Purpose Target Frequency Person Mode

Information Group Responsible
Project Introduction of OPM- Once OPM- Microsoft
Installation OPM-CAST CAST CAST Teams or
Kick Off personnel and & Physical
Meeting with Contractor Contractor
various
contractors Review project
objectives and
management
approach

Review
implementation
schedule

Updates on To keep OPM- Bi-weekly OPM- Milestone

Status of the management CAST CAST Report
project abreast as to the &
progress, issues Contractor
related to the
project
 ITEMS
Conformity To ensure 100% Contractor Bi-weekly OPM- Physical,
to Tender adherence to the CAST Checklist
policy and guidelines and
guidelines policies listed in
the Tender
document

8. RISK MANAGEMENT PLAN

RISK REGISTER MATRIX

Likelihood
(e.g. on a
scale 1 – 10,
where a
# Risk Item
score of 10
Mitigation Strategy Contingency Plan
is considered
high and 1
low)
1 Injuries and 6 Ensure contractors encourage Effective HSSE Plan,
Accidents workers to wear appropriate PPE trained technicians
and exercise best practices.

2 Device 5 Ensure thorough testing is done Warranty to be

malfunction prior to handover provided.
s or defects

9. PROJECT READINESS- (Refer to Call Circular)

Telecommunications Authority of Trinidad and Tobago – License pending

PROJECT NAME: UNMANNED AERIAL VEHICLE

ITEMS

1. PROJECT FEASIBILITY
 ITEMS
NEED Caribbean countries and economies are highly vulnerable to the
effects of climate change. Over the last decade we have seen
several areas of concern including more frequent and severe
Tropical cyclones, and changes in the duration of both the dry and
wet seasons. The Trinidad and Tobago Meteorological Service
(TTMS) is a Regional Watch Office with responsibility for 1, 942,
500km2 of aviation space some within the Caribbean region. The
organization has acknowledged the challenges presented to the
small and highly vulnerable region by climate change, and is
always seeking new methods to combat the negative impacts of
climate change in the region.
To combat these ever-changing circumstances, national
POSSIBLE
meteorological services must adapt and utilize new technologies to
SOLUTIONS/ALTERN-
improve weather prediction. One such technology that has made
ATIVES
ground-breaking strides to improve weather prediction is the use
of Drone Technology through Unmanned Aerial Vehicles
(UAEVs)/Drones. Drones have proven helpful in measuring
hourly weather status and alerting analysts of impending extreme
weather conditions. Additionally, UAEVs allows for the
attachment of sensors that can measure important meteorological
parameters such as temperature, humidity, ultraviolet levels, wind
speed and direction, essentially ensuring accurate atmospheric data
collection. Furthermore, UAEVs have now advanced to the stage
where it has the capabilities to measure various marine parameters
such as swell heights and direction.

Stakeholder Analysis- The main stakeholders are the end users

EVALUATE EACH
such as forecasters. Drones with thermal sensors and gyroscopes
SOLUTION/ALTERNA
provide insight into weather patterns, and can assist meteorologist
TIVE
in distinguishing detailed weather patterns. This technology can
aid the MET service Division in its mission to provide
meteorological information and advice consistent with
international standards.
The ICT and Technical staff at the MET Services Division were
consulted prior to establish that the purchase of a Drone will
significantly aid in their processes.

Social Impact- The public will receive more accurate weather

forecasts when this device is used because of its high accuracy.
 ITEMS
They will be better prepared for impactful weather. Additionally,
currently there are no buoys located in Tobago’s marine area, this
device can provide real time data on sea conditions around the
island, and help mitigate/ respond to disasters such as the recent
oil spill around the island.
Environmental Impact- More accurate forecasts and modelling
means greater chance of informing public of and disaster managers
on how to deploy resources in the event of a weather related
disaster.
Employment Generation- Nil

Operational Analysis- Drones are very important and is used

worldwide in a number of fields including the military and
agriculture. This device has quickly built a sound reputation for
collecting and analysing important weather related parameters
such as temperature, pressure and the moisture content in the
atmosphere.

Financial Analysis- Funding will be provided by the Meteorological

Services Division, Tobago through its governing body OPM-CAST
(Office of the Prime Minister Central Administrative Service Tobago).
This investment will be used to enhance forecasting capabilities
for the TTMS. Additionally, in the past during critical periods in
the Hurricane season the radiosonde department of TTMS has
broken down, and no sounding data was available to assist
forecasters. This device can be used to gather sounding data from
the atmosphere, and therefore will aid the Crown Point Branch of
TTMS in being an adequate backup to Piarco in the event that they
are unable to do a sounding during the hurricane season.
Economic Analysis- The cost of this investment is approximately five
hundred and eighty thousand TT dollars (TTD $580,000.00). Drones are
capable of operating in the dark and within challenging terrain. Using its
thermal sensors drones are very effective in locating lost or missing
persons, especially post disasters natural disasters that result in flooding
and landslides.

SELECT MOST FEASIBLE SOLUTION

 ITEMS

PROJECT OVERVIEW

● Title Unmanned Aerial Vehicle (UAVs) purchase for Tobago

Meteorological Service
TTMS Piarco Regional Watch Office purchased an Unmanned
● Background and
Aerial Vehicle (UAV) in 2016 to upgrade their forecasting
History
capabilities, and to help the organization accurately assess the
damages caused by severe weather events. The Tobago section of
the TTMS proposed that an independent Unmanned Aerial
Vehicle be purchased for the office since Tobago is often times
affected by adverse weather conditions at the same time as
Trinidad, and is often left without the assistance of the drone in
these critical moments.

● Project Objectives To equip the Crown Point Meteorological Office with suitable
and Goals equipment and devices to help the Trinidad and Tobago
Meteorological Service achieve its goal or mission of providing
meteorological information and advice consistent with
international standards or the standards stipulated by its governing
body the World Meteorological Organization (WMO).

● Outputs/Targets Different end users and stakeholders can benefit greatly from the
purchase of this device, which includes:

MET Services Division staff

Civil Aviation Staff
Disaster and response correspondents
National public

● Monitoring and
Evaluation
Budgetary Allocation for Data Collection:
Budgetary allocation would not be required for data collection and
management to monitor and measure the progress of the project.
 ITEMS

Data Collection Template:

This will be done by the technical staff of MET Services Division
and consultation from Contractors.

Performance Data Data Frequ Who will Who will Who will Use
Indicator Source Collection ency Collect the Analyze and the Data
Method of Data Report the
Data Data
Collec
tion
Device Report Observation Weekly Meteorologist I Meteorologist I Meteorologist I
Functionality

MET Services

To enhance the forecasting capabilities of the Crown Point

● Benefit of Project
Meteorological Office in keeping with the TTMS mandate of
providing accurate forecasts to its stakeholders. To work with the
World Meteorological Organisation via Caribbean Meteorological
Organisation in fulfilling the mandates of the United Nations
ability to provide effective early warning systems and disaster
preparedness in order to reduce disasters through accurate impact
forecasting.

● Project Duration Approximately 3-4 months for the procurement process.

● Project Location Meteorological Services Division, Tobago.

PROJECT ASSUMPTIONS

Project Project Project NPF NPF

Inputs 🡪 Activities 🡪 Output 🡪 National National
Output 🡪 Outcome
 ITEMS
Purchase The price for Procurement A more Ability to Not Required to
of an the drone regulations accurate assist in post- be completed by
Unmanne remains stable remain measure of disaster relief Ministries/
d Aerial or decreases. favourable to atmospheric such as Agencies/
Vehicle/ allow for a conditions locating Departments.
reasonable such as persons
Drone
Timely release time frame temperature, displaced due
of funds by for award of wind and to flooding.
the Ministry contract. humidity.
of Finance

Better weather
and marine
forecast.
Earlier storm
and hurricane
predictions.

PROJECT CONSTRAINTS

Obtaining approval for the project

Obtaining funding for the device

Obtaining a license from Civil Aviation Authority (TTCAA) for UAVs

Obtaining a license from TATT

PROJECT SCOPE
● Name of Project: Purchase of Unmanned Aerial Vehicle (UAVs)
● Project Sponsor: Nil
● Project Manager: Meteorological Services Division, Tobago
● Project date of commencement: Approx. September – October 2024.
● Project end date: Approx. two (2) months after start date 2024.
 ITEMS
● Sourcing and purchasing the device
● Acquire a license from the Civil Aviation Authority (TTCAA) and ensure that the device
is registered with them.
● Verification by the technician at MET Services Division that what was purchased, was
actually sent.
● Train staff on how to properly use the device and learn the areas of the country that are
marked as ‘No Fly Zones’ for drones.

RESOURCE REQUIREMENTS

6. Personnel Technical staff members of the Meteorological Services Division,

Tobago ( Meteorologist, Meteorological technician, ICT staff
members)

Name of Stakeholder Responsibilities Contact

Information
Manages the performance of the Trevis Gardiner
Project Team contractor.
639- 9987
Reports on progress, Carolyn De Coteau
achievements in addition to any 639-8780
issues, risks, variations as they
arise. Shenece Gordon
639-2652
Makes recommendations to
address the risks, seeking the best
interest of the project and the
country.
Ministry of Finance Releases funds in a timely
manner.

Monitors the expenditure on the

project to ensure accountability is
maintained.
OPM-CAST Submits monthly achievement
reports to the Ministry of Planning
 ITEMS
and Development.
Prepares Budget requests and
ensures Cabinet Approval is
obtained for the project.
Telecommunications Authority Grants licence to authorise the 675-8288
of Trinidad and Tobago operation or use of radio
communication service or any
radio transmitting equipment
Supplier (yet to be Executes the project work
determined) activities in accordance with the
Contract.

The Drone device and the necessary additional payloads to extract

the optimum use of the technology.
7. Equipment

8. Utilities/Energy Rechargeable batteries

Sources

9. Raw Materials Nil

2. PROJECT BUDGET BREAKDOWN- (Activity Based Costing)

Project Lifecycle Estimated Cost

3. Project Planning Activities
Consultation with engineer N/A
Procurement of supplier (preparation of Tender Documents, N/A
Tender Evaluation etc.)
 ITEMS
4. Project Execution Activities
Purchase of Unmanned Aerial Vehicle/Drone. TTD $350,000.00
Software License TTD $70,000.00
Training of Staff TTD $20,000.00
Acquisition of license from TATT TTD $10,000.00

TOTAL COST TTD $450,000.00

DETAILED IMPLEMENTATION SCHEDULE & PROJECT MILESTONES

Ministry Head Number and Name

Project Name: The Supply and Delivery of an Unmanned Aerial Vehicle for the Meteorological
Services Division, Tobago.
Amounts Due
Inputs/Main
Item Current fiscal
Activities Plan 10 11 12 1 2 3 4 5 6 7 8 9
to be paid in
the next fiscal
Tender for the Implementation
Supply and
1. Delivery of an
Unmanned Cashflow $
Aerial Vehicle
for the
Meteorological
Implementation
Services
Division, Cashflow $
Tobago.
Implementation
Testing and
Acceptance of Cashflow
2. the Fire Safety
Implementation
System at the
MET Services
Tobago.
 ITEMS
staff to operate Cashflow
Unmanned
Aerial Vehicle.

PROJECT MILESTONES
Procurement of Drone
Quality Assurance Testing
Acquisition of License from TATT
Training of Relevant Staff

PROCUREMENT PLAN

Type of Tendering Reason/ Justification

Project Planning
Process & Contract
Activity
Type
Procurement of a Open Tendering Transparency, competitive bidding
Contractor to get best technical and financial
proposals.
Procurement of License for Sole Select TATT are only authorised company
the Transmission of Data that grants licence for the operation
or use of radio communication
service or any radio transmitting
equipment.
QUALITY PLAN

Project Execution Quality Assurance

Quality Control Measures Measures
Activity
Procurement of Request for proposal to be detailed Continuous
supplier for Unmanned and properly designed to ensure the monitoring by CAST
Aerial Vehicle. bidders are qualified. personnel
 ITEMS

COMMUNICATION PLAN

Type of Purpose Target Frequency Person Mode

Information Group Responsible
Project Introduction of OPM- Once OPM- Microsoft
Installation OPM-CAST CAST CAST Teams or
Kick Off personnel and & Physical
Meeting with Contractor Contractor
various
contractors Review project
objectives and
management
approach

Review
implementation
schedule

Updates on To keep OPM- Weekly OPM- Physical,

Status of the management CAST CAST Milestone
project abreast as to the personnel Report
progress, issues
related to the
project

Conformity To ensure 100% Contractor Weekly OPM- Physical,

to Tender adherence to the CAST Checklist
policy and guidelines and
guidelines policies listed in
the Tender
document
 ITEMS

RISK MANAGEMENT PLAN

RISK REGISTER MATRIX

Likelihood
(e.g. on a
scale 1 – 10,
where a
# Risk Item score of 10 Mitigation Strategy Contingency Plan
is
considered
high and 1
low)
1 Injuries and 6 Ensure that contractors Proper safety policy
Accidents encourage workers to always and trained
wear appropriate PPE and technicians to be
Safety equipment. included in the
Tender submission.
2 Device 5 Request mandatory warranty Warranty must cover
malfunctions from the supplier. all issues.
or defective

PROJECT READINESS- (Refer to Call Circular)

Statutory Approvals:

Statutory Design Approvals

License from Telecommunications Authority of Trinidad and Tobago

 DEVELOPMENT PROGRAMME DRAFT ESTIMATES
PROJECT SCREENING BRIEF

COMPUTERIZATION AND NETWORKING OF THE CENTRAL ADMINISTRATIVE SERVICES TOBAGO

16/09/005/06G/003

PROJECT NAME: ACCESS CONTROL INFRASTRUCTURE FACILITY

ITEMS

3. PROJECT FEASIBILITY
NEED Security is a critical part of our organizational infrastructure. Our current
access control system is outdated and does not provide the security and
technological resources that a modern Access Control system entails. This
means that one critical layer of our security apparatus resides in a vulnerable
state.

Two (2) possible solutions to the aforementioned issues are as follows:

POSSIBLE
SOLUTIONS/ALTERN- Solution 1: Upgrade Access Control Infrastructure.
ATIVES Solution 2: Utilization of signs to indicate restricted areas.

Contribution of Solutions to Vision 2030

 ITEMS

Stakeholder Analysis-
\EVALUATE EACH
SOLUTION/ALTERNA Stakeholder Analysis – Solution 1
TIVE The Stakeholders of this project would consist of:

⮚ Services Unit

Stakeholder Analysis – Solution 2

The Stakeholders of this project would consist of:

⮚ Services unit

Social Impact- Applicable to solutions 1 and 2

⮚ Impacts positively on the mental health of employees.

⮚ Impacts on the security culture of our organization.

Environmental Impact- Applicable to solutions 1 and 2

⮚ Does not apply.

Employment Generation- Applicable to solutions 1 and 2

Does not apply.

Operational Analysis-
Solution 1

The implementation of this project will:

⮚ Facilitate greater efficiency and effectiveness in the regulation and

monitoring of areas of interest.

⮚ Significantly decrease the margin for human error using

computerized systems.

Solution 2

The implementation of this project will:

⮚ Procuring a supplier and having them design and customize signs.

This may result in limited features to achieve the objectives of the
 ITEMS
project.

Financial Analysis- Applicable for both Solutions 1 and 2

⮚ The source of Financing will be through the GORTT.

Economic Analysis- Applicable for both Solutions 1 and 2

⮚ Without this project, our access control system will be
compromised.

⮚ With this system, our access control system will be streamlined for
efficiency and accountability.

SELECT THE MOST FEASIBLE SOLUTION

(Independent Feasibility Study is required for projects valued over $25.0 million)

Solutions (1) aligns with the Government’s National Development Goals and the Sustainable Development
Goals outlined in Vision 2030. Implementation of Solution No. 1 would ensure that there is accountability and
higher levels of management of secured zones.

PROJECT OVERVIEW

● Title Access Control Infrastructure Upgrade

⮚ To ensure the security and integrity of our organization by regulating who can
● Background and access which resources/ zones and when.
History
⮚ To address current vulnerabilities and protect against advanced threats.

⮚ To ensure that our security infrastructure can adapt to future changes in technology
and business operations.

⮚ To meet newer industry standards and regulatory requirements that demand higher
security protocols.

● Project Objectives In keeping with the Government’s National Development Strategy outlined in Vision 2030,
and Goals the project goals would be in line with the Development Themes of: “Delivering Good
Governance and Service Excellence” and “Improving Productivity through Quality
 Infrastructure and Transportation”.

⮚ The proposed upgrade to our access control infrastructure is essential for

addressing current challenges, leveraging modern technology, and ensuring the
safety and security of our organization's assets and personnel. This upgrade will
position us to effectively manage security risks today and in the future, supporting
our overall strategic objectives.

● Outputs/Targets Results Matrix: Please complete the following Table:

Project Performance Target

Baseline
Output Indicator 2024 2025 2025

To To implement Commence 100 Training

implement this updated implementation percent for staff
an access infrastructure by November of the and full
control in all divisions 2024 data implement
system that ation of
will to be projects
provide an provided
To collect and to
additional analyze real-
layer of Manage
time data of ment
security for all access
all after
control zones
personnel sign off
and assets of
of CAST Contract

● Monitoring and Budgetary Allocation for Data Collection: One percent (0%) of the Project’s
Evaluation budgetary allocation will be utilized for data collection and educational purposes to monitor
and measure the progress of the project.

Data Collection Template:

Performance Data Data Frequency Who will Who will Who will Use the
Indicator Source Collection of Data Collect the Analyze the Data
Method Collection Data Report the Data
To conduct All users Accessing Monthly ICT Unit ICT Unit & CAST
audits data from Permanent Secretary
 the

platform

and using

software to
generate

reports and

other
relevant data

● Evaluation of the project will be undertaken monthly during each stage of the project.
EVALUATION ● Recommendations for improvements would be submitted to the P.S. at the end of the project.

● Once the project is implemented, close monitoring and evaluation will be

conducted by the ICT Unit and a report will be submitted to the PS

● Benefit of Project The project will benefit the following

⮚ CAST and all its subsidiaries

● Project Duration 8 Weeks

● Project Location General Administration, Registrar General, and Meteorological Division

PROJECT ASSUMPTIONS
 Project Project Project NPF NPF
Inputs 🡪 Activities 🡪 Output 🡪 National National
Output 🡪 Outcome

Dialogue takes Drafting of The contract Introduce the

place between contractual is signed Project to team
the PS arrangements members
Committee and
Vendors

Prices for the

budgeted items Negotiation with Funds released
remain Acquisition of from
various vendor scope
Favorable stakeholders of works Ministry of
Finance

Quotations are
received in
accordance Quotations are Approvals
submitted to received for
with the
protocols P.S/committee payments

Preparation of Submission of
Status Reports Status

on the progress Reports to the

of the Project P.S

PROJECT CONSTRAINTS
The following may restrict the Project from meeting the desired outcomes:-

● Non-acceptance of PSIP Project Proposal by Ministry of Planning and Development

 and/or Cabinet Approval.

● Lack of funding for the project due to unplanned crises.

● The use of inadequate and low-level equipment during infrastructure development.

PROJECT SCOPE
PROJECT SCOPE

This project will support all relevant security infrastructures that are implemented at all divisions. This will
ensure that all assets and areas of interest are monitored at all times.

The project will be undertaken on a phased basis during a period of four (4) weeks. These phases include:
cabling, door infrastructure, reader installation, integration with fire alarm, integration with backup generator,
testing, and training. The tentative period is as follows: December 2024 to January 2025.

RESOURCE REQUIREMENTS

10. Pers
onnel

Name of Stakeholder Responsibilities Contact

Information
To manage and provide the technical 797-9016
ICT Unit
expertise in executing the project.

Project Sponsor: Ministry of Finance Ensures that funds are released in a

a timely manner for the project.

11. Equipment Computer

 12. Utilities/ Electricity
Energy Sources

13. Raw None

Materials

4. PROJECT BUDGET BREAKDOWN- (Activity Based Costing)

Project Lifecycle Estimated Cost

5. Project Planning Activities
Further Discussions on design
Analysis of all material/goods that will be contained in the
access control project

6. Project Execution Activities

Implementation of Access Control Infrastructure at General $ 150,000.00
Administration
Implementation of Access Control Infrastructure at Registrar $ 80,000.00
General
Implementation of Access Control Infrastructure at MET $ 190,000.00
Division
Testing
TOTAL COST $420,000.00

DETAILED IMPLEMENTATION SCHEDULE & PROJECT MILESTONES

Ministry Head Number and Name

Project Name

Amounts Due
Inputs/Main
Item Current fiscal
Activities Plan 10 11 12 1 2 3 4 5 6 7 8 9
to be paid in
the next fiscal
Implementation

1.
Cashflow $

Implementation
Cashflow $
2.
Implementation
3.
Cashflow

4. Implementation

Cashflow

5. Implementation

Cashflow

Implementation
6.

The implementation schedule must be presented as outlined in Appendix XVIII and

Appendix XIX (Call Circular) and can be supported in the form of a Gantt Chart using
Project Management software so that the progress of the project can be tracked using the
program accordingly.

PROJECT MILESTONES

PROCUREMENT PLAN

Project Planning Type of Tendering Reason/ Justification

 Process & Contract
Activity
Type
Procurement of a Contractor Open Tendering Transparency, and
competitive bidding to get
the best technical and
financial proposals

N.B- All the Project Planning Activities shown in the Procurement Plan should concur
with those Project Planning Activities in the Detailed Implementation Schedule and the
Project Budget Breakdown.

QUALITY PLAN

Project Execution Quality Assurance

Quality Control Measures Measures
Activity
Design - Comprehensive User Brief Review and Approval
- Terms of Reference include standards and processes by the Client
design codes to which the design must throughout the design
comply. stage
- Tender Submissions for Design must
include a Quality Control Plan in the
technical proposal

COMMUNICATION PLAN

Type of Purpose Target Frequency Person Mode

Information Group Responsible
Updates on the To keep the Client Client: Line Monthly Executing Report (hard
status of the abreast as to the Ministry then Agency copy and
project progress, issues, and to Ministry of electronic
financial status of Planning and copy)
the project Development

RISK MANAGEMENT PLAN

RISK REGISTER MATRIX

Likelihood
(e.g. on a
scale of 1 –
10, where a
# Risk Item
score of 10
Mitigation Strategy Contingency Plan
is considered
high and 1
low)
1 Non- Low
• Address the reasons for Non-acceptance; • Request a meeting to
acceptance of validate the project’s
PSIP Project • Review and ensure that the Project positive impact on our
Proposal meets all the requirements of the organization
Proposal by
Project Screening Brief;
Ministry of
Planning and • Confirm that the PSIP ProjectProposal is
Development aligned with the Government’s Strategic
and/or Objectives outlined in Vision 2030;
Cabinet
Approval
2 Import of High • Ensure all approvals are submitted in a • To ensure that there is
equipment timely manner. This will ensure vendors that consistent communication
(logistics) import equipment will have enough time to between client and vendor.
acquire all requested items
3
 PROJECT READINESS- (Refer to Call Circular)
This is a Software development project

Statutory Approvals:
● Statutory Outline Approvals

● Statutory Design Approvals

PROJECT NAME: CONTENT FILTER DEVICE

ITEMS

5. PROJECT FEASIBILITY
NEED The ability to monitor and control effectively incoming and outgoing
network traffic using a set of predetermined security rules.

Solution 1: To purchase an independent firewall device from an

POSSIBLE
approved supplier and have it customized to meet all the specified
SOLUTIONS/ALTERN- needs of the project.
ATIVES
Solution 2: Use our current network router to perform all firewall-
related duties.

Contribution of Solutions to Vision 2030

 ITEMS

Stakeholder Analysis-
EVALUATE EACH
SOLUTION/ALTERNA Stakeholder Analysis – Solution 1
TIVE The Stakeholders of this project would consist of:

⮚ ICT Unit

Stakeholder Analysis – Solution 2

The Stakeholders of this project would consist of:

⮚ ICT Unit

Social Impact- Applicable to solutions 1 and 2

⮚ Hardening our data security controls which will impact positively
on the mental health of employees.

⮚ Impacts on the ICT security culture of our organization.

Environmental Impact- Applicable to solutions 1 and 2

⮚ Does not apply.

Employment Generation- Applicable to solutions 1 and 2

Does not apply.

Operational Analysis-
Solution 1
The implementation of this project will:
⮚ Monitor and record intrusion attempts and breaches. Analyze
the source, type, and frequency of these attempts to assess
security postures.
⮚ Facilitate greater efficiency and effectiveness in the
regulation and supervision of cyber-attacks.

Solution 2
The implementation of this project will:
⮚ Utilization of our network router for security purposes will
result in limited performance as it is not a security device and
does not possess the feature set for complete security control.
 ITEMS
Financial Analysis- Applicable for both Solutions 1 and 2
⮚ The source of Financing will be through the GORTT.

Economic Analysis- Applicable for both Solutions 1 and 2

⮚ Without this project, our network infrastructure will be
vulnerable to outside attacks and breaches of our data.
⮚ With this system, there will be a further hardening of our
network infrastructure.

SELECT THE MOST FEASIBLE SOLUTION

(Independent Feasibility Study is required for projects valued over $25.0 million)

Solutions (1) aligns with the Government’s National Development Goals and the Sustainable
Development Goals outlined in Vision 2030. Implementation of Solution No. 1 would ensure that the
possibility of data breaches on of organization's network is mitigated.

PROJECT OVERVIEW

● Title Network Firewall Solution

⮚ Our Meteorological division handles vast amounts of sensitive and critical
● Background and
data that is used for weather forecasting and climate monitoring. This data
History must be accurately collected, processed, and disseminated without
interference.
⮚ Data is often shared with other national and international meteorological
agencies, requiring robust network interfaces that are secure and reliable.

● Project Objectives In keeping with the Government’s National Development Strategy outlined in
and Goals Vision 2030, the project goals would be in line with the Development Themes of:
“Building Globally Competitive Businesses” and “Improving Productivity through
Quality Infrastructure and Transportation”.
⮚ Data Protection: To protect meteorological data from unauthorized access
and cyber threats, ensuring the integrity and confidentiality of sensitive
weather data.
⮚ System Availability: To help maintain the availability of meteorological
 systems, preventing denial-of-service attacks which could cripple the ability
to forecast and disseminate weather warnings.
⮚ Regulatory Compliance: The Meteorological division often needs to
comply with national and international data protection regulations, and
firewalls help enforce these compliance requirements by securing data
transfers.

● Outputs/Targets Results Matrix: Please complete the following Table:

Project Performance Target

Baseline
Output Indicator 2024 2024-25 2025

To Metric: Commence 100 Training

implement Number of implementation percent for staff
a robust successful vs. by November of the and full
firewall attempted 2024 data implement
solution breaches; ation of the
that will number of to be project.
assist in intrusions provided
mitigating detected and to
the prevented. Manage
potential of ment
cyber after
attacks Efficiency: sign off
Directly of
relates to the Contract
firewall's
ability to
safeguard
sensitive
meteorological
data from
unauthorized
access and
attacks.

● Monitoring and Budgetary Allocation for Data Collection: One percent (0%) of the Project’s
Evaluation budgetary allocation will be utilized for data collection and educational purposes to monitor
and measure the progress of the project.

Data Collection Template:

Performance Data Data Frequency Who will Who will Who will Use the
Indicator Source Collection of Data Collect the Analyze the Data
Method Collection Data Report the Data
To conduct All Gateway Accessing Daily ICT Unit ICT Unit ICT Unit
audits Devices data from
the

platform

and using

software to
generate

reports and

other
relevant data

● Evaluation of the project will be undertaken monthly during each stage of the project.
EVALUATION
● Recommendations for improvements would be submitted to the P.S. at the end of the project.
● Once the project is implemented, close monitoring and evaluation will be
conducted by the ICT Unit and a report will be submitted to the PS

● Benefit of Project The project will benefit the following

⮚ Meteorological Division

● Project Duration 12 Weeks

● Project Location Meteorological Division

PROJECT ASSUMPTIONS

Project Project Project NPF NPF

Inputs 🡪 Activities 🡪 Output 🡪 National National
Output 🡪 Outcome

Dialogue takes Drafting of The contract Introduce the

place between contractual is signed Project to team
the PS arrangements members
Committee and
Vendors

Prices for the

budgeted items Negotiation with Funds released
remain Acquisition of from
various vendor scope
Favorable stakeholders of works Ministry of
Finance

Quotations are
received in
accordance Quotations are Approvals
submitted to received for
with the
protocols
 P.S/committee payments

Preparation of Submission of
Status Reports Status

on the progress Reports to the

of the Project P.S

PROJECT CONSTRAINTS
The following may restrict the Project from meeting the desired outcomes:-

● Non-acceptance of PSIP Project Proposal by Ministry of Planning and Development

and/or Cabinet Approval.

● Lack of funding for the project due to unplanned crises.

● The use of inadequate and low-quality equipment during implementation.

PROJECT SCOPE
PROJECT SCOPE
To improve the security posture of the meteorological division by implementing a new firewall
solution to protect sensitive meteorological data and ensure reliable data communication across the
network. With the consistent increase in cyber threats and the critical nature of meteorological data
for public safety and climate research, enhancing network security is paramount.
 RESOURCE REQUIREMENTS

14. Pers
onnel

Name of Stakeholder Responsibilities Contact

Information
To manage and provide the technical 797-9016
ICT Unit
expertise in executing the project.

Project Sponsor: Ministry of Ensures that funds are released in a

Finance a timely manner for the project.

15. Equipment Computer

16. Utilities/ Electricity

Energy Sources

17. Raw None

Materials

6. PROJECT BUDGET BREAKDOWN- (Activity Based Costing)

Project Lifecycle Estimated Cost

7. Project Planning Activities
 Further Discussions on design
Analysis of all material/goods that will be contained in the
access control project

8. Project Execution Activities

Implementation of a Firewall Solution at the Meteorological $ 250,000.00
Division of OPM-CAST
TOTAL COST $250,000.00

DETAILED IMPLEMENTATION SCHEDULE & PROJECT MILESTONES

Ministry Head Number and Name

Project Name

Amounts Due
Inputs/Main
Item Current fiscal
Activities Plan 10 11 12 1 2 3 4 5 6 7 8 9
to be paid in
the next fiscal
Implementation

1.
Cashflow $

Implementation
Cashflow $
2.
Implementation
3.
Cashflow

4. Implementation

Cashflow

5. Implementation

Cashflow
 Implementation
6.

The implementation schedule must be presented as outlined in Appendix XVIII and

Appendix XIX (Call Circular) and can be supported in the form of a Gantt Chart using
Project Management software so that the progress of the project can be tracked using the
program accordingly.

PROJECT MILESTONES

PROCUREMENT PLAN

Type of Tendering Reason/ Justification

Project Planning
Process & Contract
Activity
Type
Procurement of a Contractor Open Tendering Transparency, and
competitive bidding to
get the best technical
and financial proposals

QUALITY PLAN

Project Execution Quality Assurance

Quality Control Measures Measures
Activity
Design - Comprehensive User Brief Review and Approval
- Terms of Reference include standards processes by the Client
and design codes to which the design throughout the design
must comply. stage
- Tender Submissions for Design must
include a Quality Control Plan in the
technical proposal
 COMMUNICATION PLAN

Type of Purpose Target Frequency Person Mode

Information Group Responsible
Updates on the To keep the Client Client: Line Monthly Executing Report (hard
status of the abreast as to the Ministry then Agency copy and
project progress, issues, and to Ministry of electronic
financial status of Planning and copy)
the project Development

RISK MANAGEMENT PLAN

RISK REGISTER MATRIX

Likelihood
(e.g. on a
scale of 1 –
10, where a
# Risk Item
score of 10
Mitigation Strategy Contingency Plan
is considered
high and 1
low)
1 Non- Low
• Address the reasons for Non-acceptance; • Request a meeting to
acceptance of validate the project’s
 PSIP Project • Review and ensure that the Project positive impact on our
Proposal by Proposal meets all the requirements of the organization
Ministry of Project Screening Brief;
Planning and
• Confirm that the PSIP ProjectProposal is
Development aligned with the Government’s Strategic
and/or Objectives outlined in Vision 2030;
Cabinet
Approval
2 Import of High • Ensure all approvals are submitted in a • To ensure that there is
equipment timely manner. This will ensure vendors that consistent communication
(logistics) import equipment will have enough time to between client and vendor.
acquire all requested items
3

PROJECT READINESS- (Refer to Call Circular)

This is a network development project that requires a physical device. Infrastructure is
available.
PROJECT NAME: NETWORK CABLING INFRASTRUCTURE UPGRADE

ITEMS

7. PROJECT FEASIBILITY
NEED Issues: The advancement of meteorological technologies, such as
high-resolution weather models, remote sensing techniques, and
numerical weather prediction systems, requires robust networking
infrastructure to handle the increased volume and complexity of data.
Effects: Currently the network at the Meteorological Division cannot
facilitate the data transmission requirements needed by a modern
weather station.

Two (2) possible solutions to the aforementioned issues are as

POSSIBLE
follows:
SOLUTIONS/ALTERN-
ATIVES Solution 1: To utilize internal resources to upgrade our cabling
infrastructure and to transfer the MDF to the second-floor data-
facility
Solution 2: To engage the services of a certified contractor to upgrade
Contribution of Solutions to Vision
the2030
current network cabling infrastructure and to transfer the MDF to
the second-floor data facility.
Solution 2:
 ITEMS

Stakeholder Analysis-
EVALUATE EACH
SOLUTION/ALTERNA Stakeholder Analysis – Solution 1
TIVE
The Stakeholders of this project would consist of:
⮚ ICT Unit
⮚ Meteorological Supervisor
⮚ Permanent Secretary
Stakeholder Analysis – Solution 2
The Stakeholders of this project would consist of:
⮚ ICT Unit
⮚ Meteorological Supervisor
⮚ Permanent Secretary

Social Impact- Applicable to solutions 1 and 2

⮚ Has the potential to help communities prepare for severe
weather events such as hurricanes, tornadoes, and floods.
⮚ Provide access to critical weather information and alerts to
the public through various communication channels,
including websites, mobile apps, and social media platforms.

Environmental Impact- Applicable to solutions 1 and 2

Network facilities require cooling and air conditioning systems to
maintain optimal operating temperatures for networking equipment.
While energy-efficient cooling technologies can reduce energy
 ITEMS
consumption, they still contribute to overall electricity usage which
has an environmental impact.

Employment Generation- Applicable to solutions 1 and 2

Does not apply

Operational Analysis-
Solution 1
The Implementation of this project will:
⮚ Improved efficiency of our network infrastructure.
⮚ Utilize internal resources to upgrade the cabling
infrastructure.

Solution 2
The implementation of this project will:
⮚ Define the objectives of the network cabling upgrade project,
such as improving network performance, enhancing
reliability, or increasing scalability.
⮚ Facilitate greater efficiency and effectiveness of our network
infrastructure as data and resources can be disseminated more
efficiently.
⮚ Conduct a cost-benefit analysis to compare the costs of
outsourcing this project.

Financial Analysis- Applicable for both Solutions 1 and 2

⮚ Source of Financing will be through the GORTT.

Economic Analysis- Applicable for both Solutions 1 and 2

⮚ Without this project, the network infrastructure at the
Meteorological Division will be outdated and inadequate.
⮚ With this Project, the network infrastructure at the
Meteorological Division will be able to facilitate the high
demand for an increase in network performance and
throughput.

SELECT THE MOST FEASIBLE SOLUTION

 ITEMS

(Independent Feasibility Study is required for projects valued over $25.0 million)

The two (2) solutions align with the Government’s National Development Goals and the Sustainable
Development Goals outlined in Vision 2030; however, it is more technically feasible to apply
Solution No. 2 as it would ensure that the Meteorological Division has an updated and modern
network infrastructure and that all required objectives are achieved.

PROJECT OVERVIEW

● Title Network Cabling Infrastructure Upgrade (Meteorological Division)

The current network cabling infrastructure at the Meteorological division is
● Background and
outdated and prone to issues such as signal degradation, interference, and
History connectivity issues. It is also important to note the current Main Distribution
Facility (MDF) is located on the ground floor of the building. Ground-floor
locations are more susceptible to flooding from various sources, including heavy
rainfall, storm surges, or burst pipes which can completely destroy all networking
equipment.

● Project Objectives In keeping with the Government’s National Development Strategy outlined in
and Goals Vision 2030, the project goals would be in line with the Development Themes of:
“Delivering Good Governance and Service Excellence” and “Improving
Productivity through Quality Infrastructure and Transportation”.
⮚ Upgrade network cabling infrastructure to support faster data transmission
speeds and higher bandwidth capabilities.
⮚ To ensure timely and reliable transfer of meteorological data from weather
stations, satellites, and sensors to the central data processing and analysis
systems.

● Outputs/Targets Results Matrix: Please complete the following Table:

Project Performance Baseline Target

 Output Indicator 2024 2025 2026

Improved Faster data Commence 100 Completio

performance, transfer speed implementation percent of n by
reliability, by December the data February
and 2024 2025
efficiency of to be
Resilience of provided to
the network network
infrastructure performance Developer
upon

sign off of
Contract

● Monitoring and Budgetary Allocation for Data Collection: One percent (0%) of the Project’s
Evaluation budgetary allocation will be utilized for data collection and educational purposes to
monitor and measure the progress of the project.

Data Collection Template:

Performance Data Data Frequency Who will Who will Who will Use the
Indicator Source Collection of Data Collect the Analyze and Data
Method Collection Data Report the Data

To conduct All Accessing Monthly Network ICT Manager CAST

audits Network data from Specialist
equipment network
devices

● Evaluation of the project will be undertaken monthly during each stage of the project.
EVALUATION
● Recommendations for improvements would be submitted to the P.S. at the end of the project.
● Once the project is implemented, close monitoring and evaluation will be
conducted by the ICT Unit and will be submitted to the P.S.

● Benefit of Project The project will benefit the following

⮚ Meteorological Division
 ⮚ Public

● Project Duration 2-3 Months

● Project Location Central Administrative Service Tobago: Meteorological Division

PROJECT ASSUMPTIONS

Project Project Project NPF NPF

Inputs 🡪 Activities 🡪 Output 🡪 National National
Output 🡪 Outcome

Dialogue takes Drafting of the The MOU is Funds released

place between MOU signed from
the PS and
Vendor Ministry of
Finance

Prices for the

budgeted items Negotiation/ Acquisition of
remain Persuasion with vendor scope
Favorable of works
various
stakeholders

Quotations are
received in Quotations are Approvals
accordance submitted to received for
with the P.S/committee payments
protocols
 Preparation of Submission of
Status Reports Status

on the progress Reports to the

of the Project P.S

PROJECT CONSTRAINTS
The following may restrict the Project from meeting the desired outcomes:-

● Non-acceptance of PSIP Project Proposal by Ministry of Planning and Development

and/or Cabinet Approval.

● Lack of funding for the project due to unplanned crises.

● Difficulty in procuring networking upgrade equipment.

PROJECT SCOPE
PROJECT SCOPE
This will include the following: cable installation, termination, testing, documentation, labeling, and
cleanup.

The project will be undertaken on a phased basis during a period of between 2-3 months. The
tentative period is as follows: December 2024 to February 2025.

RESOURCE REQUIREMENTS
 18. Pers
onnel

Name of Stakeholder Responsibilities Contact

Information
To manage and provide the technical 797-9016
ICT Unit
expertise in executing the project.

Project Sponsor: Ministry of Ensures that funds are released in a

Finance a timely manner for the project.

Network Specialist Project Management Team Member

19. Equipment Computer

20. Utilities/ Electricity

Energy Sources

21. Raw
Materials None

8. PROJECT BUDGET BREAKDOWN- (Activity Based Costing)

 Project Lifecycle Estimated Cost
9. Project Planning Activities
Further Discussions on design
Analysis of all material/goods that will be contained in the
delivery of this project.
10. Module Development
Procurement of All equipment $175,000.00
Implementation $225,000.00
TOTAL COST $400,000.00

DETAILED IMPLEMENTATION SCHEDULE & PROJECT MILESTONES

Ministry Head Number and Name

Project Name

Amounts Due
Inputs/Main
Item Current fiscal
Activities Plan 10 11 12 1 2 3 4 5 6 7 8 9
to be paid in
the next fiscal
Implementation

1.
Cashflow $

Implementation
Cashflow $
2.
Implementation
3.
Cashflow

4. Implementation

Cashflow
5. Implementation

Cashflow

Implementation
6.

The implementation schedule must be presented as outlined in Appendix XVIII and

Appendix XIX (Call Circular) and can be supported in the form of a Gantt Chart using
Project Management software so that the progress of the project can be tracked using the
program accordingly.

PROJECT MILESTONES

PROCUREMENT PLAN

Type of Tendering Reason/ Justification

Project Planning
Process & Contract
Activity
Type
Procurement of a Contractor Open Tendering To get the best service
provider that is available on
the market.

QUALITY PLAN

Project Execution Quality Assurance

Quality Control Measures Measures
Activity
Design - Comprehensive User Brief Review and Approval
- Terms of Reference include standards and processes by the Client
design codes to which the design must throughout the design
comply. stage
- Tender Submissions for Design must
include a Quality Control Plan in the
technical proposal
 COMMUNICATION PLAN

Type of Purpose Target Frequency Person Mode

Information Group Responsible
Updates on the To keep the Client Client: Line Monthly Executing Report (hard
status of the abreast as to the Ministry then Agency copy and
project progress, issues, and to Ministry of electronic
financial status of Planning and copy)
the project Development

RISK MANAGEMENT PLAN

RISK REGISTER MATRIX

Likelihood
(e.g. on a
scale of 1 –
10, where a
# Risk Item
score of 10
Mitigation Strategy Contingency Plan
is considered
high and 1
low)
1 Procurement 5 Have continued discussions with the To contract services as
of vendor early as possible
Equipment
2 Equipment 5 Ephasize the need for high-level Only approve
performance equipment reputable brand
products
 3

PROJECT READINESS- (Refer to Call Circular)

This is a Hardware development project
PROJECT NAME: TECHNICAL CYBER SECURITY TRAINING AND CERTIFICATION

ITEMS

9. PROJECT FEASIBILITY
NEED Cybersecurity training for ICT (Information and Communications
Technology) staff is not merely a strategic necessity; it also presents
numerous opportunities and benefits for the individuals involved and the
organization as a whole. The two main areas are as follows:

⮚ Enhanced Security Posture

⮚ Reduction in Security Incidents

Two (2) possible solutions to the aforementioned issues are as follows:

POSSIBLE
SOLUTIONS/ALTERN- Solution 1: To engage a reputable cyber security organization/ vendor that
ATIVES will provide certified Technical Security Training for ICT staff members.

Solution 2: To procure the services of an external party to manage our cyber

security needs requirements.
Contribution of Solutions to Vision 2030
 ITEMS

Stakeholder Analysis-
EVALUATE EACH
SOLUTION/ALTERNA Stakeholder Analysis – Solution 1
TIVE The Stakeholders of this project would consist of:

⮚ ICT Unit

⮚ Permanent Secretary

Stakeholder Analysis – Solution 2

The Stakeholders of this project would consist of:

⮚ ICT Unit

⮚ Permanent Secretary

Social Impact- Applicable to solutions 1 and 2

⮚ The implementation of this project will benefit the public and our
entire organization.

⮚ Provides efficiency in acquiring resources.

Environmental Impact- Applicable to solutions 1 and 2

⮚ Does not apply

Employment Generation- Applicable to solutions 1 and 2

Does not apply

Operational Analysis-
Solution 1
⮚ Reduction in Security Incidents: Training that will lead to a
measurable decrease in security incidents, such as malware
infections, data breaches, or unauthorized access attempts.
⮚ Improvement in Incident Response: To equip ICT staff
members with the tools needed to detect, respond to, and
mitigate cybersecurity incidents effectively.
⮚ Enhanced Compliance: To ensure OPM-CAST is in
adherence to regulatory requirements and industry standards
 ITEMS
related to cybersecurity.

Solution 2
The implementation of this project will:
⮚ Loss of Control: Entrusting cybersecurity management to a
third party means relinquishing some level of control over
security decisions, strategies, and implementations.
⮚ Confidentiality Concerns: Sharing sensitive information with
a third-party cybersecurity provider introduces confidentiality
risks.

Financial Analysis- Applicable for both Solutions 1 and 2

⮚ Source of Financing will be through the GORTT.

Economic Analysis- Applicable for both Solutions 1 and 2

⮚ Without this training: ICT staff will not be exposed to ther
most modern techniques currently used to mitigate security
rick.
⮚ With this training there will be: Productivity gains resulting
from improved ICT staff efficiency and effectiveness in
managing security-related tasks, such as system hardening,
vulnerability assessments, and security incident handling.

SELECT THE MOST FEASIBLE SOLUTION

(Independent Feasibility Study is required for projects valued over $25.0 million)

The two (2) solutions align with the Government’s National Development Goals and the Sustainable
Development Goals outlined in Vision 2030; however, it is more feasible to apply Solution No. 1 as it
would ensure that the ICT personnel at OPM-CAST is exposed the most current Cyber Security
techniques currently in used to managed Cyber Security threats.

PROJECT OVERVIEW

● Title Technical Cyber Security Training and Certification

The increasing frequency and sophistication of cyber threats pose significant risks
● Background and
to government agencies, including OPM-CAST. Threat actors target government
 entities to steal sensitive information, disrupt operations, and undermine national
History
security. Human error and insider threats are significant contributors to
cybersecurity incidents. Comprehensive training programs are essential for
equipping ICT staff with the knowledge and skills needed to identify, mitigate, and
respond to cyber threats effectively.

● Project Objectives In keeping with Government’s National Development Strategy outlined in Vision
and Goals 2030, the project goals would be in line with the Development Themes of:
“Delivering Good Governance and Service Excellence” and “Improving
Productivity through Quality Infrastructure and Transportation”.
⮚ Empower ICT staff to assess, prioritize, and manage cybersecurity risks
effectively to protect critical assets and support organizational objectives.
⮚ Foster a culture of cybersecurity awareness and accountability among ICT
staff, encouraging proactive engagement and responsible behavior in
protecting organizational assets.
⮚ Promote a culture of continuous learning and adaptation to keep pace with
evolving cyber threats, emerging technologies, and changing regulatory
requirements.

● Outputs/Targets Results Matrix: Please complete the following Table:

Project Performanc Target

Baseline
Output e Indicator 2024 2025 2026

To have Assess the Commence Training Completion Higher

highly ability of implementatio of ICT of training Level
aware and ICT staff to n by October Staff and full Training
skilled apply 2024 implementa to be
ICT staff cybersecurity tion impleme
members knowledge nted
that can and skills
manage learned
Cyber during
Security training to
threats address new
and and
concerns. emerging
cyber threats
or attack
techniques.

Measure the
effectiveness
 of ICT staff
in
maintaining
business
continuity
and
minimizing
disruption
during
cybersecurity
incidents or
emergencies.

● Monitoring and Budgetary Allocation for Data Collection: One percent (0%) of the Project’s
Evaluation budgetary allocation will be utilized for data collection and educational purposes to monitor
and measure the progress of the project.

Data Collection Template:

Performance Data Data Frequency Who will Who will Who will Use the
Indicator Source Collection of Data Collect the Analyze and Data
Method Collection Data Report the Data
To compile data Training Evaluation Monthly ICT Manager ICT Manager OPM-CAST
from all Module/Prog Forms to
divisions ramme obtain ICT Manager
feedback
from
trainees

● Evaluation of the project will be undertaken monthly during each stage of the project.
EVALUATION
● Recommendations for improvements would be submitted to the P.S. at the end of the project.
● Once the project is completed, close monitoring and evaluation would be
conducted by the ICT Unit and would be submitted to the P.S.

● Benefit of Project The project will benefit the following

⮚ ICT Unit
 ⮚ OPM-CAST and all its subsidiaries

● Project Duration 3-Months

● Project Location Central Administrative Service Tobago: Online Platform

PROJECT ASSUMPTIONS

Project Project Project NPF NPF

Inputs 🡪 Activities 🡪 Output 🡪 National National
Output 🡪 Outcome

Dialogue takes Drafting of the The MOU is

place between MOU signed
the PS and
Vendor Funds released
from

Ministry of
Finance

Prices for the

budgeted items Negotiation/ Acquisition of
remain Persuasion with vendor scope
Favorable of Training
various
stakeholders

Quotations are
received in Quotations are Approvals
accordance submitted to received for
with the P.S/committee payments
protocols
 Preparation of Submission of
Status Reports Status

on the progress Reports to the

of the Project P.S

PROJECT CONSTRAINTS
The following may restrict the Project from meeting the desired outcomes:-

● Non-acceptance of PSIP Project Proposal by Ministry of Planning and Development

and/or Cabinet Approval.

● Lack of understanding of the training by trainees

● Lack of funding for the project due to unplanned crises.

● Inability of users to access web service due to unstable internet connection.

PROJECT SCOPE
PROJECT SCOPE
This project will provide Technical Cyber Security training and certiciation for ICT staff members of
OPM-CAST.
The project will be undertaken over a three (3) month period. The tentative period is as follows:
October 2024 to January 2025.
 RESOURCE REQUIREMENTS

22. Pers
onnel

Name of Stakeholder Responsibilities Contact

Information
To manage and project time line and 797-9016
ICT Manager
deliverables.

Project Sponsor: Ministry of Ensures that funds are released in a

Finance a timely manner for the project.

23. Equipment Computer / Laptop

24. Utilities/ Electricity

Energy Sources

25. Raw
Materials None

10. PROJECT BUDGET BREAKDOWN- (Activity Based Costing)

Project Lifecycle Estimated Cost

11. Project Planning Activities
Further discussions on training schedule and scope.
 12. Project Execution Activities
Training & Certification $200,000.00
TOTAL COST $200,000.00

DETAILED IMPLEMENTATION SCHEDULE & PROJECT MILESTONES

This project will provide Technical Cyber Security training and certiciation for ICT staff members of
OPM-CAST.
The project will be undertaken over a three (3) month period. The tentative period is as follows:
October 2024 to January 2025.

PROCUREMENT PLAN

Type of Tendering Reason/ Justification

Project Planning
Process & Contract
Activity
Type
Procurement of a Contractor Open Tendering Process To get the best option
available

COMMUNICATION PLAN

Type of Purpose Target Frequency Person Mode

Information Group Responsible
 Updates on the To keep the Client Client: Line Monthly Executing Report
status of the abreast as to the Ministry then Agency (hard copy
Training progress, issues, to Ministry and
and financial of Planning electronic
status of the and copy)
project Development

RISK MANAGEMENT PLAN

RISK REGISTER MATRIX

Likelihood
(e.g. on a
scale of 1 –
10, where a
# Risk Item
score of 10
Mitigation Strategy Contingency Plan
is considered
high and 1
low)
1 Training 5 Have continued discussions with all Strategically
Schedule team members to confirm Scheduled Training
availability on off work hours
2 Internet 5 Have discussions with ISP in- Provide a temporary
Access regards to any disruption in service internet solution.
3

PROJECT READINESS- (Refer to Call Circular)

This is an online Training project for ICT Staff
PROJECT NAME: FAIL-OVER INTERNET SOLUTION

ITEMS

11. PROJECT FEASIBILITY

NEED Failure or disruption of our singular cable-based internet connection
has led to extended periods of downtime, leading to interruptions in
critical HR services, accounting services, communication channels,
and online operations.

Two (2) possible solutions to the aforementioned issues are as

POSSIBLE
follows:
SOLUTIONS/ALTERN-
ATIVES Solution 1: To procure a cable /fiber base secondary internet
connection from a recognized ISP.
Solution 2: To procure a secondary satellite-based internet connection
from a recognized service provider.

Contribution of Solutions to Vision 2030

 ITEMS

Stakeholder Analysis-
EVALUATE EACH
SOLUTION/ALTERNA Stakeholder Analysis – Solution 1
TIVE
The Stakeholders of this project would consist of:
⮚ ICT Unit
Stakeholder Analysis – Solution 2
The Stakeholders of this project would consist of:
⮚ ICT Unit

Social Impact- Applicable to solutions 1 and 2

⮚ Has the potential to benefit the public and our entire
organization.
⮚ Provides efficiency in acquiring resources

Environmental Impact-
Applicable to solutions 1
⮚ Does not apply

Applicable to solution 2
⮚ Energy Consumption: The overall environmental impact of
satellite internet infrastructure remains significant,
particularly in terms of energy consumption and emissions.
Mitigating techniques will be discussed with all regulatory
bodies and stakeholders.

Employment Generation- Applicable to solutions 1 and 2

Does not apply

Operational Analysis-
Solution 1
⮚ Network Design: Assess the design requirements for cable or
fiber-optic networks, including topology, capacity,
scalability, and coverage area.
 ITEMS
⮚ Physical Installation: Evaluate the process of laying cable or
deploying fiber-optic lines, considering factors such as
trenching, aerial installation, permits, and environmental
considerations.
⮚ Equipment Installation: Analyze the deployment of network
equipment, such as switches, routers, and termination points,
to ensure optimal performance and reliability.
⮚ Quality Assurance: Implement measures to verify the
integrity of cable or fiber installations, including testing for
signal strength, attenuation, latency, and noise levels.

Solution 2
⮚ Satellite Selection: Evaluate available satellite options based
on coverage area, bandwidth capacity, latency, and service
availability to meet the requirements of our organization.
⮚ Ground Station Setup: Establish ground stations and earth
terminals for uplink and downlink communication with
satellites, considering factors such as location, antenna size,
power requirements, and regulatory compliance.
⮚ Satellite and Orbits: Consider orbital placement to optimize
coverage, minimize latency, and ensure redundancy in case
of satellite failures or malfunctions.
⮚ Network Architecture: Design the network architecture for
satellite internet delivery to maximize scalability, reliability,
and performance.

Financial Analysis- Applicable for both Solutions 1 and 2

⮚ Source of Financing will be through the GORTT.

Economic Analysis- Applicable for both Solutions 1 and 2

⮚ Without this project, we would not have a failover /backup
internet solution.
⮚ With this system, We would have a secondary backup
internet solution.

SELECT THE MOST FEASIBLE SOLUTION

(Independent Feasibility Study is required for projects valued over $25.0 million)
 ITEMS

The two (2) solutions align with the Government’s National Development Goals and the
Sustainable Development Goals outlined in Vision 2030; however, it is more technologically
feasible to apply Solution No. 2 as it would ensure that OPM-CAST is less susceptible to
local outages caused by factors like weather, construction, or equipment failures that can
disrupt terrestrial networks. Additionally, redundancy in satellite networks ensures consistent
connectivity even if one satellite fails.

PROJECT OVERVIEW

● Title Satellite Internet Backup Solution

Central Administrative Services Tobago is responsible for providing critical central
● Background and
government services to the island of Tobago. Internet service plays a critical role as
History a vehicle for disseminating these services. Over the last (5) years regular disruptions
in cable-based internet service have become prevalent as Internet Service Providers
(ISP) struggle to provide redundancy of services to customers on the island of
Tobago. The implementation of a satellite-based internet services would ensure the
following:
⮚ Reliable Backup Internet connection
⮚ Continuity of business operations
⮚ Reliability
Satellite internet is less susceptible to local outages caused by factors like damaged
poles, broken cables, or fiber lines which can disrupt terrestrial networks based on
their location. The implementation of this project will mitigate the issue of internet
redundancy if/ when the need arises.

● Project Objectives Implementing a satellite internet solution for (OPM-CAST) would serve several
and Goals strategic objectives aligned with ensuring efficient operational continuity, and
resilience. Here are some main objectives and goals of this project:
⮚ Establish a robust backup communication system that can operate
independently of terrestrial networks during emergencies such as natural
disasters, or infrastructure failures.
⮚ Diversification of OPM-CAST internet infrastructure that reduces single
points of failure by incorporating satellite internet as a backup or
supplementary connectivity solution alongside existing terrestrial networks.
 ⮚

● Outputs/Targets Results Matrix: Please complete the following Table:

Project Performance Target

Baseline
Output Indicator 2024 2025 2026

To Throughput Commence 100 Training

provide a implementatio percent for staff
Latency
redundant n by of the and full
internet Jitter November data implement
service 2024 ation of
Packet loss to be
when the projects
provide
main Availability d to
internet
facility Signal Contract
fails. Strength -or upon
Fault sign off
Resolution of
Contract

● Monitoring and Budgetary Allocation for Data Collection: One percent (0%) of the Project’s
Evaluation budgetary allocation will be utilized for data collection and educational purposes to monitor
and measure the progress of the project.

Data Collection Template:

Performance Data Data Frequency Who will Who will Who will Use the
Indicator Source Collection of Data Collect the Analyze and Data
Method Collection Data Report the Data

To conduct All users Accessing Monthly Network ICT Manager CAST

audits data logs of Specialist
network
devices

● Evaluation of the project will be undertaken monthly during each stage of the project.
EVALUATION
● Recommendations for improvements would be submitted to the P.S. at the end of the project.
● Once the project is implemented, close monitoring and evaluation will be
conducted by the ICT Unit and will be submitted to the P.S.

● Benefit of Project The project will benefit the following

⮚ OPM-CAST

⮚ Island of Tobago

● Project Duration 3 Months

● Project Location Central Administrative Service Tobago- General Administration Building

PROJECT ASSUMPTIONS

Project Project Project NPF NPF

Inputs 🡪 Activities 🡪 Output 🡪 National National
Output 🡪 Outcome
 Dialogue takes Drafting of the The MOU is Funds released
place between MOU signed from
the PS and
Vendor Ministry of
Finance

Prices for the

budgeted items Negotiation/ Acquisition of
remain Persuasion with vendor scope
Favorable of works
various
stakeholders

Quotations are
received in Quotations are Approvals
accordance submitted to received for
with the P.S/committee payments
protocols

Preparation of Submission of
Status Reports Status

on the progress Reports to the

of the Project P.S

PROJECT CONSTRAINTS
The following may restrict the Project from meeting the desired outcomes:-

● Non-acceptance of PSIP Project Proposal by Ministry of Planning and Development

and/or Cabinet Approval.

● Lack of understanding of the system by users

 ● Lack of funding for the project due to unplanned crises.

● Technical Issues with equipment configuration and integration

PROJECT SCOPE
PROJECT SCOPE
The project scope for implementing a satellite internet solution encompasses various aspects and
deliverables required to successfully deploy and integrate the technology into the organization's
infrastructure. These are as follows:
⮚ Stakeholder Identification and Engagement
⮚ Requirements Gathering and Analysis
⮚ Infrastructure Assessment and Readiness
⮚ Satellite Terminal Deployment
⮚ Network Configuration and Optimization
⮚ Testing and Validation
⮚ Training and Knowledge Transfer
⮚ Deployment

The project will be undertaken on a phased basis during a period of (3) months. The tentative period
is as follows: November 2024 to February 2025.

RESOURCE REQUIREMENTS

26. Pers
onnel

Name of Stakeholder Responsibilities Contact

 Information
To manage and provide the technical 797-9016
ICT Unit
expertise in executing the project.

Project Sponsor: Ministry of Ensures that funds are released in a

Finance a timely manner for the project.

Network Specialist Manage Implementation

27. Equipment Computer

28. Utilities/ Electricity

Energy Sources

29. Raw
Materials None

12. PROJECT BUDGET BREAKDOWN- (Activity Based Costing)

Project Lifecycle Estimated Cost

13. Project Planning Activities
Further Discussions on design.
Analysis of all equipment that will be used in the
implementation.

14. Project Execution Activities

 Equipment, Implementation, & Subscription $125,000.00
TOTAL COST $125,000.00

DETAILED IMPLEMENTATION SCHEDULE & PROJECT MILESTONES

Ministry Head Number and Name

Project Name

Amounts Due
Inputs/Main
Item Current fiscal
Activities Plan 10 11 12 1 2 3 4 5 6 7 8 9
to be paid in
the next fiscal
Implementation

1.
Cashflow $

Implementation
Cashflow $
2.
Implementation
3.
Cashflow

4. Implementation

Cashflow

5. Implementation

Cashflow

Implementation
6.
 PROCUREMENT PLAN

Type of Tendering Reason/ Justification

Project Planning
Process & Contract
Activity
Type
Procurement of a Contractor Open Tendering To get the best service
provider that is available on
the market.

N.B- All the Project Planning Activities shown in the Procurement Plan should concur
with those Project Planning Activities in the Detailed Implementation Schedule and the
Project Budget Breakdown.

QUALITY PLAN

Project Execution Quality Assurance

Quality Control Measures Measures
Activity
Design - Comprehensive User Brief Review and Approval
- Terms of Reference include standards processes by the Client
and design codes to which the design throughout the design
must comply. stage
- Tender Submissions for Design must
include a Quality Control Plan in the
technical proposal

COMMUNICATION PLAN
 Type of Purpose Target Frequency Person Mode
Information Group Responsible
Updates on the To keep the Client Client: Line Monthly Executing Report (hard
status of the abreast as to the Ministry then Agency copy and
project progress, issues, and to Ministry of electronic
financial status of Planning and copy)
the project Development

RISK MANAGEMENT PLAN

RISK REGISTER MATRIX

Likelihood
(e.g. on a
scale of 1 –
10, where a
# Risk Item
score of 10
Mitigation Strategy Contingency Plan
is considered
high and 1
low)
1 Equipment 5 Have continued discussions with the Have a timeline built
procurement contractor on delivery timelines. into contract
logistics
2 Network 5 Allow for adequate testing timelines Provide a temporary
Integration and modifications. internet solution.

PROJECT READINESS- (Refer to Call Circular)

The project will be undertaken on a phased basis during a period of (3) months. The tentative period
is as follows: November 2025 to February 2026.
PROJECT NAME: WIFI INFRASTRUCTURE UPGRADE (METEOROLOGICAL DIVISION)

ITEMS

13. PROJECT FEASIBILITY

NEED Issues: Need to replace Old outdated wireless Access Point (AP)
devices at the Meteorological Division because of limited coverage
and performance degradation.

Effects: Staff unable to effectively utilize portable devices to share

information and data.

Two (2) possible solutions to the aforementioned issues are as

POSSIBLE
follows:
SOLUTIONS/ALTERN-
ATIVES Solution 1: To engage the services of a contractor to procure modern
Access Points (Aps) with the required specifications as requested.
Solution 2: To engage the services of a contractor to procure wireless
routers with the required level of specifications as requested.

Contribution of Solutions to Vision 2030

 ITEMS

Stakeholder Analysis-
EVALUATE EACH
SOLUTION/ALTERNA Stakeholder Analysis – Solution 1
TIVE
The Stakeholders of this project would consist of:
⮚ ICT Unit
⮚ Meteorological Division
Stakeholder Analysis – Solution 2
The Stakeholders of this project would consist of:
⮚ ICT Unit
⮚ Meteorological Division

Social Impact- Applicable to solutions 1 and 2

⮚ To enable seamless communication and collaboration among
employees, researchers, and partner organizations.
⮚ To support education and capacity-building initiatives by
providing access to online learning resources, training
materials, and virtual collaboration platforms for students,
educators, and professionals in meteorology and related
fields.

Environmental Impact- Applicable to solutions 1 and 2

Does not apply

Employment Generation- Applicable to solutions 1 and 2

Does not apply

Operational Analysis-
Solution 1
The Implementation of this project will:
⮚ Diversify the communication channels for the dispensation of
weather information.
⮚ Improved efficiency in our wireless infrastructure.
⮚ Reduce the burden on the (LAN) by providing high-quality
and highly sophisticated wireless technology.
 ITEMS
Solution 2
The implementation of this project will:
⮚ Diversify the communication channels for the dispensation of
weather information.
⮚ Implementing a router wifi infrastructure may have
limitations in terms of coverage and technology.

Financial Analysis- Applicable for both Solutions 1 and 2

⮚ Source of Financing will be through the GORTT.

Economic Analysis- Applicable for both Solutions 1 and 2

⮚ Without this project, there could be an increase in
communication costs.
⮚ With this Project, Multiple communication channels become
a reality. This would ensure a reduction in the cost of how we
communicate.

SELECT THE MOST FEASIBLE SOLUTION

(Independent Feasibility Study is required for projects valued over $25.0 million)

The two (2) solutions align with the Government’s National Development Goals and the
Sustainable Development Goals outlined in Vision 2030; however, it is more technically
feasible to apply Solution No. 1 as these devices are designed for high-performance wireless
networking, with support for the latest Wi-Fi standards and technologies. They typically
offer faster data rates, improved signal strength, and better overall performance.

PROJECT OVERVIEW

● Title WIFI Infrastructure Upgrade (Meteorological Division)

The Meteorological Division (MET) plays a crucial role in forecasting weather

● Background and
patterns, monitoring environmental conditions, and ensuring public safety.
History However, the current Wi-Fi infrastructure at MET faces challenges in meeting the
demands of modern meteorological operations. These demands include: enhancing
connectivity, reliability, and security to support MET's mission-critical activities
effectively.

● Project Objectives In keeping with the Government’s National Development Strategy outlined in
 and Goals Vision 2030, the project goals would be in line with the Development Themes of:
“Delivering Good Governance and Service Excellence” and “Improving
Productivity through Quality Infrastructure and Transportation”.
⮚ Improve Wi-Fi coverage and connectivity across the MET facility,
including offices, laboratories, and remote monitoring stations.
⮚ Enhance network performance to support data-intensive meteorological
applications, real-time monitoring, and collaboration among staff and
stakeholders.
⮚ Strengthen network security measures to protect sensitive meteorological
data, prevent unauthorized access, and mitigate cyber threats.
⮚ Facilitate future expansion and scalability to accommodate growing data
volumes, technological advancements, and evolving user needs within
MET.

● Outputs/Targets Results Matrix: Please complete the following Table:

Project Performanc Target

Baseline
Output e Indicator 2024 2025 2026

Improved Network Commence 100 Completion

performanc Speed and implementatio percent of by February
e, Throughput n by the data 2025
reliability, December
to be
and 2024
provided
efficiency Coverage
to
of our WIFI Area
infrastructu Developer
re upon
Signal
sign off of
Strength
Contract

Reliability

Capacity and
Scalability
 ● Monitoring and Budgetary Allocation for Data Collection: One percent (0%) of the Project’s
Evaluation budgetary allocation will be utilized for data collection and educational purposes to
monitor and measure the progress of the project.

Data Collection Template:

Performance Data Data Frequency Who will Who will Who will Use the
Indicator Source Collection of Data Collect the Analyze and Data
Method Collection Data Report the Data

Network All Users Accessing Monthly Network ICT Manager ICT Unit
Speed and data from Specialist
Throughput network
devices

Coverage Area

Signal
Strength

Reliability

Capacity and
Scalability

● Evaluation of the project will be undertaken monthly during each stage of the project.
EVALUATION
● Recommendations for improvements would be submitted to the P.S. at the end of the project.
● Once the project is implemented, close monitoring and evaluation will be
conducted by the ICT Unit and will be submitted to the P.S.

● Benefit of Project The project will benefit the following

⮚ Meteorological Division
⮚ Public
● Project Duration 2 Months

● Project Location Central Administrative Service Tobago: Meteorological Division

PROJECT ASSUMPTIONS

Project Project Project NPF NPF

Inputs 🡪 Activities 🡪 Output 🡪 National National
Output 🡪 Outcome

Dialogue takes Drafting of the The MOU is Funds released

place between MOU signed from
the PS and the
Vendor Ministry of
Finance

Prices for the

budgeted items Negotiation/ Acquisition of
remain Persuasion with vendor scope
Favorable of works
various
stakeholders

Quotations are
received in Quotations are Approvals
accordance submitted to received for
with the P.S/committee payments
protocols
 Preparation of Submission of
Status Reports Status

on the progress Reports to the

of the Project P.S

PROJECT CONSTRAINTS
The following may restrict the Project from meeting the desired outcomes:-

● Non-acceptance of PSIP Project Proposal by Ministry of Planning and Development

and/or Cabinet Approval.

● Lack of funding for the project due to unplanned crises.

● Shipping logistics of equipment.

PROJECT SCOPE
PROJECT SCOPE
This will include the following:
⮚ Phase 1: Needs Assessment
⮚ Phase 2: Technology Evaluation
⮚ Phase 3: Procurement
⮚ Phase 4: Order of Items by vendor
⮚ Phase 5: Installation by ICT Staff
⮚ Phase 6: Testing
⮚ Completion
The project will be undertaken on a phased basis during a period of 2-months. The tentative period is
as follows: December 2024 to February 2025.
 RESOURCE REQUIREMENTS

30. Pers
onnel

Name of Stakeholder Responsibilities Contact

Information
ICT Unit To manage and provide the 797-9016
technical expertise in executing
the project.
Project Sponsor: Ministry of Ensures that funds are released in
Finance a
a timely manner for the project.

Network Specialist Project Management Team

Member

31. Equipment None

32. Utilities/ None

Energy Sources

33. Raw None

Material

14. PROJECT BUDGET BREAKDOWN- (Activity Based Costing)

 Project Lifecycle Estimated Cost
15. Project Planning Activities
Further Discussions on design
Analysis of all material/goods that will be contained in the
delivery of this project.
16. Module Development
Procurement of All equipment $200,000.00
TOTAL COST $200,000.00
DETAILED IMPLEMENTATION SCHEDULE & PROJECT MILESTONES

The project will be undertaken on a phased basis during a period of 2-months. The tentative period is
as follows: December 2024 to February 2025.

PROCUREMENT PLAN

Type of Tendering Reason/ Justification

Project Planning
Process & Contract
Activity
Type
Procurement of a Contractor Open Tendering To get the best service
provider that is available on
the market.

QUALITY PLAN

Project Execution Quality Assurance

Quality Control Measures Measures
Activity
Design - Comprehensive User Brief Review and Approval
- Terms of Reference include standards processes by the Client
and design codes to which the design throughout the design
must comply. stage
- Tender Submissions for Design must
 include a Quality Control Plan in the
technical proposal

COMMUNICATION PLAN

Type of Purpose Target Frequency Person Mode

Information Group Responsible
Updates on the To keep the Client Client: Line Monthly Executing Report
status of the abreast as to the Ministry then Agency (hard copy
project progress, issues, to Ministry and
and financial of Planning electronic
status of the and copy)
project Development

RISK MANAGEMENT PLAN

RISK REGISTER MATRIX

Likelihood
(e.g. on a
scale of 1 –
10, where a
# Risk Item
score of 10
Mitigation Strategy Contingency Plan
is considered
high and 1
low)
1 Procurement 5 Have continued discussions with the To contract services as
of vendor early as possible
Equipment
2 Equipment 5 Emphasize the need for high-level Only approve
performance equipment reputable brand
products
3

PROJECT READINESS- (Refer to Call Circular)

The physical infrastructure is in place to facilitate these new devices.

PROJECT NAME: INTRANET AND INVENTORY MANAGEMENT SYSTEM

ITEMS

1. PROJECT FEASIBILITY
NEED We currently use a physical inventory system. This system lacks accuracy, is
not efficient, is not cost-effective, and cannot be integrated with other digital
systems.

Two (2) possible solutions to the aforementioned issues are as follows:

POSSIBLE
SOLUTIONS/ALTERN- Solution 1: To procure a ready-made inventory solution.
ATIVES Solution 2: To engage the current Intranet vendor to develop a computerized
inventory Management System module on our Intranet that will meet the
needs of CAST.

Contribution of Solutions to Vision 2030

Stakeholder Analysis-
EVALUATE EACH Stakeholder Analysis – Solution 1
SOLUTION/ALTERNA The Stakeholders of this project would consist of:
TIVE  Services Unit
Stakeholder Analysis – Solution 2
The Stakeholders of this project would consist of:
 ITEMS
 Services unit
Social Impact- Applicable to solutions 1 and 2
 Has the potential to benefit the public and our entire organization.
 Provides efficiency in acquiring resources
Environmental Impact- Applicable to solutions 1 and 2
 Digital Systems will replace the need for record and inventory
books.
Employment Generation- Applicable to solutions 1 and 2
Does not apply

Operational Analysis-
Solution 1
 Purchasing a software package from an approved supplier and
having it customized may result in limited features to achieve the
objectives of the project.
 May have technical issues between the intranet vendor and 3 rd party
vendor. These issues may include matters such as programming and
integration.
 Possible subscription requirements annually.

Solution 2
The implementation of this project will:
 Ensure instant integration with the current intranet platform.
 Ensure continuity in our intranet development.
 Central repository for all crucial services
 One-time cost for implementation into our system
Financial Analysis- Applicable for both Solutions 1 and 2
 Source of Financing will be through the GORTT.

Economic Analysis- Applicable for both Solutions 1 and 2

 Without this project, our inventory system will remain inefficient
with very little accountability.
 With this system, our inventory procedures will be streamlined for
efficiency and accountability.

SELECT THE MOST FEASIBLE SOLUTION

(Independent Feasibility Study is required for projects valued over $25.0 million)

The two (2) solutions align with the Government’s National Development Goals and the Sustainable
Development Goals outlined in Vision 2030; however, it is more feasible to apply Solution No. 2 as it would
ensure that there is a seamless integration into our current platform and that all required objectives are achieved.

2. PROJECT OVERVIEW
  Title Computerized Inventory Management System
 To digitalize our current inventory system.
 Background and  To promote accountability with government resources
History  To have the system integrated into our current Inratnet platform to centralize access
to our services and resources.
 This will ensure that stock-taking and distribution are done efficiently and that at
every stage there is accountability throughout the process.
 Project Objectives In keeping with Government’s National Development Strategy outlined in Vision 2030, the
and Goals project goals would be in line with the Development Themes of: “Putting People First:
Nurturing Our Greatest Asset”; “Delivering Good Governance and Service Excellence” and
“Improving Productivity through Quality Infrastructure and Transportation”.
 The implementation of technology enhances the service and delivery levels of our
organization.
 To provide accurate and efficient requests for information on item status by those
in authority.
 Outputs/Targets Results Matrix: Please complete the following Table:

Project Performance Target

Baseline
Output Indicator
2026 2026 2027
To design To leverage Commence 100 Training
an the time frame implementation percent for staff
inventory between by January 2026 of the and full
manageme requests for data implement
nt system resources and to be ation of
that entails delivery. provided projects
both to
accountabil Ease of access Develope
ity and to inventory r upon
efficiency status sign off
as its of
primary Contract
focus.

 Monitoring and Budgetary Allocation for Data Collection: One percent (0%) of the Project’s
Evaluation budgetary allocation will be utilized for data collection and educational purposes to monitor
and measure the progress of the project.
Data Collection Template:

Performance Data Data Frequency Who will Who will Who will Use the
Indicator Source Collection of Data Collect the Analyze and Data
Method Collection Data Report the Data
To conduct All users Accessing Monthly Heads of Unit Heads of Unit CAST
audits data from
 the
platform
and using
software to
generate
statements
and
other
relevant
reports

● Evaluation of the project will be undertaken monthly during each stage of the project.
EVALUATION ● Recommendations for improvements would be submitted to the P.S. at the end of the project.
● Once the project is implemented, close monitoring and evaluation will be
conducted by the Services Unit and will be submitted to the P.S.

 Benefit of Project The project will benefit the following.

 CAST and all its subsidiaries
 Auditors

 Project Duration 6-7 Months

 Project Location Central Administrative Service Tobago: Online Platform (INTRANET)

3. PROJECT ASSUMPTIONS

Project Project Project NPF NPF

Inputs  Activities  Output  National National
Output  Outcome
Dialogue takes Drafting of the The MOU is Introduce the
place between MOU signed Project to the
the PS and the public
Vendor including
educational
institutions

Prices for the Negotiation/ Acquisition of Funds released

budgeted items Persuasion with vendor scope from
remain. various of works Ministry of
Favorable stakeholders Finance
 Quotations are Quotations are Approvals
received in submitted to received for
accordance P.S/committee payments
with the
protocols Preparation of Submission of
Status Reports Status
on the progress Reports to the
of the Project P.S

4. PROJECT CONSTRAINTS
The following may restrict the Project from meeting the desired outcomes: -
● Non-acceptance of PSIP Project Proposal by Ministry of Planning and Development
and/or Cabinet Approval.
● Lack of understanding of the system by users
● Lack of funding for the project due to unplanned crises.
● Inability of users to access web service due to unstable internet connection.

5. PROJECT SCOPE
PROJECT SCOPE
This project will support employees by providing accurate inventory numbers and keeping products organized.
This will assist CAST in managing its stock, filling orders, and tracking abuse of resources.

The project will be undertaken on a phased basis over a period of three (3) months. The tentative period is as
follows: January 2026 to April 2026.

6. RESOURCE REQUIREMENTS

1. Personnel

Name of Stakeholder Responsibilities Contact

Information
To manage and provide the technical 797-9016
ICT Unit
expertise in executing the project.

Project Sponsor: Ministry of Finance Ensures that funds are released in a

a timely manner for the project.
 Stores Clerk Enter data

2. Equipment Computer

3. Utilities/Energy Electricity
Sources

4. Raw Materials
None

7. PROJECT BUDGET BREAKDOWN- (Activity Based Costing)

Project Lifecycle Estimated Cost

1. Project Planning Activities
Further Discussions on design
Analysis of all material/goods that will be contained in the
inventory system

2. Project Execution Activities

Intranet development $70,000.00
Module Development $50,000.00
Inventory integration $50,000.00
Backend Programming $30,000.00
Testing
Implementation $100,000.00
TOTAL COST $300,000.00
 8. DETAILED IMPLEMENTATION SCHEDULE & PROJECT MILESTONES

Ministry Head Number and Name

Project Name

Amounts
Inputs/Main Due Current
Item
Activities fiscal to be Plan 10 11 12 1 2 3 4 5 6 7 8 9
paid in the
next fiscal
Implementation

1.

Cashflow $

Implementation

2. Cashflow $
Implementation
3.
Cashflow

4. Implementation

Cashflow

5. Implementation
 Cashflow

Implementation
6.

The implementation schedule must be presented as outlined in Appendix XVIII and

Appendix XIX (Call Circular) and can be supported in the form of a Gantt Chart using
Project Management software so that the progress of the project can be tracked using the
program accordingly.

9. PROCUREMENT PLAN
Type of Tendering Reason/ Justification
Project Planning
Process & Contract
Activity
Type
Procurement of a Contractor Sole Selection Because the current Intranet
vendor has a working knowledge
of the Intranet back-end and is
under contract until 2024 for
maintenance and development
best practice should dictate that
the same vendor be used to ensure
ease of integration and
implementation between systems.

N.B- All the Project Planning Activities shown in the Procurement Plan should concur
with those Project Planning Activities in the Detailed Implementation Schedule and the
Project Budget Breakdown.

10. QUALITY PLAN

Project Execution Quality Assurance
Quality Control Measures Measures
Activity
 Design - Comprehensive User Brief Review and Approval
- Terms of Reference include standards and processes by the Client
design codes to which the design must throughout the design
comply. stage
- Tender Submissions for Design must
include a Quality Control Plan in the
technical proposal

11. COMMUNICATION PLAN

Type of Purpose Target Frequency Person Mode

Information Group Responsible
Updates on the To keep the Client Client: Line Monthly Executing Report (hard
status of the abreast as to the Ministry then Agency copy and
project progress, issues, and to Ministry of electronic
financial status of Planning and copy)
the project Development

12. RISK MANAGEMENT PLAN

RISK REGISTER MATRIX

Likelihood
(e.g. on a
scale of 1 –
10, where a
# Risk Item
score of 10
Mitigation Strategy Contingency Plan
is considered
high and 1
low)
1 Data entry 5 Have continued discussions with the Allocation of other
unit head resources to assist in
fast-tracking the data
 entry process.
2 Internet 5 Have discussions with ISP in- Provide a temporary
Access regards to any disruption in service internet solution.
3

13. PROJECT READINESS- (Refer to Call Circular)

Project Approved by Ministry of Digital Transformation.
 DEVELOPMENT PROGRAMME DRAFT ESTIMATES
PROJECT SCREENING BRIEF

REHABILITATION OF THE CENTRAL ADMINSITRATIVE SERVICES TOBAGO 16/09/005/06F/009

PROJECT NAME: REHABILITATION OF METEOROLOGICAL SERVICES DIVISION, TOBAGO

ITEMS
PROJECT FEASIBILITY
NEED This project focuses on the rehabilitation of the Meteorological
Services Division Office, Tobago which was subject to a recent
electrical fire. Although the fire was confined to the lobby area,
soot and smoke would have spread throughout the building
causing significant damages. Therefore, comprehensive and
professional fire restoration works must be conducted to ensure
effective recovery. Certified specialists possess the expertise to
identify underlying issues that may go unnoticed, such as
concealed structural vulnerabilities or deeply embedded smoke
residues, ensuring a thorough and safe restoration process.
The project focuses on re-establishing a secure, functional, and
welcoming space for the staff of the Meteorological Services
Division, Tobago by addressing all aspects of the fire damage;
structural, smoke, water, air quality etc.

POSSIBLE The Tobago Meteorological Office is now plagued by a number

SOLUTIONS/ALTER of issues related to HVAC, fire protection, infrastructural and
N- ATIVES electrical systems to name a few. Staff are subjected to unsafe,
uncomfortable conditions and have not been able to perform the
full scope of their duties. The impact of the recent fire within
the lobby area has led to the inability to adequately staff the
building. Presently, some of these issues have been flagged as
health concerns by the Occupational Safety and Health
Authority and Agency (OSHA). This poses a health hazard for
staff, who are performing their duties in extreme discomfort.
In an effort to extend the lifespan of the building and improve
the working environment at the Meteorological Services
Division, it is important to invest in rehabilitation works to
restore and improve the current working conditions at the
office. These works can help to extend the lifespan of the
building and reduce the need for costly repairs and
replacements in the future and prevent any associated
workplace incidents.
ITEMS

EVALUATE EACH Stakeholder Analysis- The technical staff employed at the

SOLUTION/ALTERN OPM-CAST and the MET Services Division, were consulted
A TIVE prior to determine that completing security upgrades to the
security systems at both institutions is the suitable way
forward.
Social Impact- With a sturdy, safe and comfortable
structure,
the staff can perform more efficiently and the lives and
livelihoods of the people of Trinidad and Tobago can be
better
preserved.
Environmental Impact- The renovation of the MET Services
Building can enable higher system efficiency in resource use,
thereby lowering carbon footprint.
Once staff are in a safe, comfortable working environment,
they can now provide key stakeholders with changes in the
weather pattern and the relevant environmental measures can
be implemented.

ITEMS

Employment Generation- employment of contractors

Operational Analysis-

The anticipated refurbishments of this building will allow

for a safer work environment subsequently improve the level
of services offered to the stakeholders
Financial Analysis- Funding will be provided by the
Government of Trinidad and Tobago (GoRTT). The price is
reasonable for the intended refurbishment works. While
exact returns on investments cannot be determined at this
time, there are significant savings that can be obtained from
having a secure work perimeter.
Economic Analysis- Conducting refurbishment works as soon
as possible, will reduce the need for a larger scale of
refurbishment in the future or construction of a new building.
Therefore, conducting refurbishment work as soon as possible
would be the most economically feasible option.
PROJECT OVERVIEW
Title Rehabilitation of the Meteorological Services Division,
Tobago
Background and The Fire Department Investigative report indicated that fire service
History personnel found the lobby at the Meteorological Services Division,
Tobago, engulfed in flames and smoke on arrival on 22nd September,
2024 at around 14:00 hours. Firefighting efforts were initialized by
the Crown Point Fire Station which was handed over to the
Scarborough Fire Station crew on arrival. The report also states that
there was significant damage to the lobby area since a “V” shaped
burnt pattern was observed in the area which was also corroborated
by camera footage. The footage showed that the fire originated in the
lobby area due to an electrical anomaly within a fan placed on the
receptionist desk. The fire was therefore classified as “Accidental”.
The fire affected the building differently based on materials,
structural design, and the extent of exposure to flames. The effects of
the fire extend beyond visible burns and scorch marks which may
have compromise the structural integrity, leaving weakened areas that
may collapse if not carefully addressed. Smoke and soot residues
penetrated surfaces, walls, and fabrics, resulting in lingering odours
and potential health risks for staff. The chemicals and water used to
extinguish the fire may also lead to secondary issues, like mold
growth, which will complicate the restoration process. Each of these
elements therefore require specialized attention to ensure a complete
and safe recovery.
Understanding these variables is crucial to planning an effective
restoration strategy. For instance, wood-frame structures may suffer
extensive charring, while concrete buildings may experience surface
damage and potential compromise in load-bearing capacities. It is
fundamental that these particular challenges in the fire-damaged
structure are addressed during the damage restoration process.

ITEMS
Project Objectives and The Rehabilitation Project’s initiative is designed with clear
Goals and measurable objectives that focus on the comprehensive
restoration and improvement of all systems and superstructure
affected by the fire.
Objectives
1. “To repair all systems affected by the fire by 31st July
2025”
2. “To provide a safe and comfortable working environment
for staff by 31st July 2025”
Outputs/Targets Different end users and stakeholders can benefit greatly from
 the refurbishment, which includes:
Staff at OPM-
CAST MET staff
nationally Civil
Aviation Staff
National public
Monitoring Budgetary Allocation for Data Collection:
and Budgetary allocation would not be required for data
Evaluation collection and management to monitor and measure
the progress of the project.
Data Collection Template:
This will be done by the technical staff of OPM-CAST,
MET Services Division and consultation from Contractors.
Performa Data Data Freque Who Who will Who
nc e Sour Collectio nc y of will Analyze will
Indicator ce n Data Collec and Use
Method Collecti t the Report the
on Data the Data Data
Project Miles Observatio Bi Monthly Informa Information Information
Milestones ton e n tio n Communicatio Systems
Plan Commu n Assistant Specialist
nic
ation
Assistan
t

Benefit of Project In an effort to extend the lifespan of the building and improve the
working environment at the Meteorological Services Division, it is
important to invest in rehabilitation works to restore and improve
the current working conditions at the office. These works can help
to extend the lifespan of the building and reduce the need for costly
repairs and replacements in the future and prevent any associated
workplace incidents.

ITEMS
Project Duration Approximately 6-10 months for rehabilitation works and associated
procurement processes.
Project Location Meteorological Services Division, Tobago.

PROJECT ASSUMPTIONS

Projec Project Project NPF NPF

t Activities Output ◻ National Nation
Inputs ◻ Output ◻ al
Outco
◻ me
Upgrade of Prices for Labour Safe, Security
the raw materials relations Comfortable upgrades will
Security remain stable with and ensure visitors
Systems at or decrease. contractors convenient to the
OPM- remain working compounds are
CAST Local access favourable. environment safe.
and to materials for staff to
MET and labour Procurement carry out
Services remains regulations their daily
favourable. remain duties.
favourable to
Timely allow for a Protection of
release of reasonable time staff and
funds by frame for award sensitive
the
of contract. items on the
Ministry of
compounds.
Finance.
ITEMS
PROJECT CONSTRAINTS

Untimely releases from the Ministry of Finance to facilitate project completion within
schedule.

PROJECT SCOPE

Name of Project: The Rehabilitation Works at the Meteorological Services Division,

Tobago.
Project Sponsor: Office of the Prime Minister/C.A.S.T
Project Manager: Crown Point Meteorological Service.
Project date of commencement: October 2025
Project end date: June 2026
Tendering processes
Engagement of contractors
Refurbishment works
Assessment and handover
ITEMS
RESOURCE REQUIREMENTS
Personnel

Name of Stakeholder Responsibilities Contact

Information
Project Team Manages the performance of the Carolyn De
contractor.
Coteau
Reports on progress,
Selverne Cuffie
achievements in addition to
any issues, risks, variations as 639-8780
they arise.
Shenece
Makes recommendations to
address the risks, seeking the Gordon 639-
best interest of the project and 2652
the country.
Ministry of Finance Releases funds in a timely
manner.
Monitors the expenditure on the
-
project to ensure accountability
is maintained.

OPM-CAST Submits monthly achievement Earland Kent

reports to the Ministry of
Planning and Development.
Prepares Budget requests and 639-2652
ensures Cabinet Approval is
obtained for the project.

Consultant Provides expert advice.

DIQUD

Contractors Executes the project work To be confirmed

activities in accordance with
the Contract.
ITEMS

Equipment To be determined by the contractor.

Utilities/Energy Sources Electricity.

Raw Materials To be determined by the contractor.

ITEMS
PROJECT BUDGET BREAKDOWN- (Activity Based Costing)

Project Lifecycle Estimated Cost

Project Planning Activities

Project Execution Activities

Cleanup and Disposal

$250,000.00
Air Quality Testing $50,000.00
Fresh Air System (HVAC)
$450,000.00

Air Conditioning System $825,000.00

 Fire Protection System
$500,000.00

Electrical Retrofitting
$1,000,000.00

CCTV, Access Control, BMS System $300,000.00

Ceiling Restoration
$200,000.00

Painting and Tiling Works

$380,000.00
Automatic Door and Glass Facades
$200,000.00

Elevator Repairs $20,000.00

Fixtures, Furniture & Equipment $350,000.00
TOTAL COST $3,700,000.00TT

ITEMS
DETAILED IMPLEMENTATION SCHEDULE & PROJECT MILESTONES

Ministry Head Number and Name: Head 16 - Central Administrative Services Tobago

Project Name: 16/09/005/06F/009 - Rehabilitation of Central Administrative Services Tobago

Inputs/Main Amounts
Item Due
Activities Plan 1 1 1 1 2 3 4 5 6 7 8 9
Current
0 1 2
fiscal to be
paid in the
next fiscal
Cleanup and Implementatio
Disposal of n
Remnants Cashflow

Repairs to Fresh Implementatio

n
 Air System Cashflow
(HVAC)
Upgrade of Fire
Protection
System

Electrical Implementatio
n
Retrofitting
Cashflow
CCTV, Access
Control, BMS
System

Ceiling Implementatio
Restoration n
Cashflow
Painting and
Tiling Works
Automatic Door Implementatio
and Glass n
Facades Cashflow

Elevator Repairs Implementatio

n
Air Quality Implementatio
Testing and n
Acceptance
Fixtures, Implementatio
Furniture & n
Equipment

ITEMS
PROCUREMENT PLAN

Type of Tendering Reason/ Justification

Project Planning
Process &
Activity
Contract Type
Procurement of a Contractor Open Tendering Transparency, competitive
for Cleanup and Disposal of bidding to get best technical
Remnants and financial proposals

Procurement of a Contractor Open Tendering Transparency, competitive

for Air Quality Testing bidding to get best technical
and financial proposals
 Procurement of a Contractor Sole Select Pre-existing contract with the
for Fresh Air System selected company

Procurement of a Contractor Open Tendering Transparency, competitive

for Fire Protection System bidding to get best technical
and financial proposals

Procurement of Contractor Open Tendering Transparency, competitive

for Electrical Retrofitting bidding to get best technical
and financial proposals

Procurement of contractor for Open Tendering Transparency, competitive

CCTV, Access Control, BMS bidding to get best technical
System and financial proposals

Procurement of a contractor Open Tendering Transparency, competitive

for Ceiling Restoration bidding to get best technical
and financial proposals

Procurement of a contractor Open Tendering Transparency, competitive

for Painting and Tiling works bidding to get best technical
and financial proposals

Procurement of a Contractor Open Tendering Transparency, competitive

for Automatic Door and Glass bidding to get best technical
Facades and financial proposals

Procurement of a Contractor for Sole Select Pre-existing contract with the

Elevator Repairs selected company

Procurement of a Contractor for Open Tendering Transparency, competitive

FF&E bidding to get best technical
and financial proposals

ITEMS
QUALITY PLAN

Project Quality
Quality Control Measures
Execution Assurance
Activity Measures
Procurement of Complete terms of reference and Continuous monitoring
Contractor for Rehab justification to ensure quality in by OPM CAST
works construction. personnel

Implementation works Strict policy to be developed to guide the Work is to be

works monitored by
 Information Systems
Specialist to ensure
compliance with
proposed
specifications.

Proper
documentation;
proper contract
administration
Maintenance works Strict policy to be developed to guide the Communication such
works that the Client is copied
on all correspondence
so they will be aware of
all issues
- Close monitoring
of projects by
Client

COMMUNICATION PLAN

Type of Purpose Targ Frequen Person Mode

Informatio et cy Respons
n Grou ible
p
Project Introducti OPM-CAST Once OPM-CAST Micro
Installatio on of soft
OPM- & Contractor
n Kick Off Team
Meeting CAST s or
with personnel Physi
various and cal
contractor Contracto
s r

Review
project
objectives
ITEMS
 management
approach

Review
implementation
schedule

Updates on To keep OPM-CAST Weekly OPM-CAST Physic

Status of the management personnel al,
project abreast as to the Milest
progress, issues one
related to the Report
project

Conformity To ensure 100% Contractor Weekly OPM-CAST Physic

to Tender adherence to the al,
policy and guidelines and Check
guidelines policies listed in list
the Tender
document

ITEMS
RISK MANAGEMENT PLAN
RISK REGISTER MATRIX

Likelihoo
d

(e.g. on a
scale 1 –
# Risk Item Mitigation Strategy Contingency Plan
10, where
a
score of
10 is
consider
ed high
and 1
low)
1 Injuries 6 Ensure that contractors encourage Proper safety policy
and workers to wear appropriate PPE and trained workmen to
Accident and Safety equipment on site must be included in the
s to be in place at all times. Tender submission
workmen
2 Falls 8 Use appropriate fall protection Regularly inspect fall
from equipment, such as safety harnesses protection equipment
height and lanyards, when working at and replace any
heights. damaged or worn
components
Provide proper training on the safe
use of ladders, scaffolding, and fall
protection equipment.

Ensure that ladders and scaffolding

are in good condition and set up
securely on a stable surface.
3 Electrocution 8 Certified tools and equipment should
be utilised to avoid accidental
contact with live electrical circuits.
-

4 Injuries and 6 Areas to be cordoned off from staff All staff and employee to
accidents to and all employees be briefed of ongoing
staff and works and accessible
employees areas
ITEMS
PROJECT READINESS-

Project is ready to begin as soon as funds are assigned and released.

PROJECT NAME: REFURBISHMENT AND OUTFITTING OF THE DAY-CARE AND
GYM
ITEMS

PROJECT FEASIBILTY

NEED The Day-care and Gym Rehabilitation project

commenced in fiscal 2023/2024.
The following works were completed in the
fiscal:
Demolition of existing gypsum board walls
Construction of partition/ walls
Masonry and Metal
works Tiling of the
floors Painting of the
walls
Cabling and Electrical works
Plumbing work
Installation of doors and windows
Removal and carting away of all
unwanted material
OPM-CAST seeks to solicit tenders for the
requisite refurbishment and outfitting of the day
care and gym in the upcoming fiscal year
(2024/2025). These works form an integral part
of the rehabilitation project and as such must be
completed to allow for the operability of the
facilities to serve all stakeholders.
The outfitting process will consist of the
following:
Supply and Installation of A/C units
Supply and Installation of electrical fixtures
Supply and installation of plumbing fixtures
Retrofitting of day care and gym furniture and
accessories

EVALUATE EACH Stakeholder Analysis:

SOLUTION/ALTERNATIVE
The OPM-CAST staff and the general public of
Trinidad and Tobago

Social Impact:

With a sturdy, safe and comfortable

environment, the staff and members of the
public can operate much more effectively as
they access the services offered by the OPM-
CAST
Environmental Impact:

The renovation of the MET Services Building can

enable higher system efficiency in resource use,
thereby lowering carbon footprint.

Once staff are in a safe, comfortable working

environment, they can now provide key
stakeholders with the services offered. There are
no associated environmental risks.

Employment Generation:

Employment of contractors for the following:

Supply and Installation of A/C units
Supply and Installation of electrical fixtures
Supply and installation of plumbing fixtures
Retrofitting of day care and gym furniture and
accessories
Renovation works to the walls of the adjoining
Vault and Storeroom.
Operational Analysis:
The anticipated refurbishments of this building
will allow for increased productivity, boost
employee morale and subsequently improve the
level of services offered to the stakeholders.
 Financial Analysis:
Funding will be provided by the Government of
Trinidad and Tobago (GoTT). The price is
reasonable for the intended refurbishment
works.

Economic Analysis:

Conducting refurbishment works as soon as

possible, will reduce the need for a larger scale
of refurbishment in the future. Therefore,
conducting refurbishment works would be the
most economically feasible option.

PROJECT OVERVIEW

Title Refurbishment and Outfitting of the Day-care

and Gym – Phase II
Background and History The Day-care and Gym are in dire need of
refurbishment with areas being flagged as a
health and safety concern. The Day-care and
Gym have been non-functional due to flooring
slab upheaval and other subsequent issues.

Project Objectives and Goals To refurbish the day-care and gym area and
to provide a suitably operational
environment for the staff and members of the
public.
Outputs/Targets Different end users and stakeholders can
benefit greatly from the refurbishment, which
includes: Day-care services
Gym Services

Monitoring and Evaluation This will be done by engineers of the Division

of Infrastructure, Quarries and Urban
Development and consultation from Health and
Safety personnel at OPM-CAST.
Benefit of Project A safe and comfortable area to provide day-care
and gym services.

Project Duration Approximately 6-7 months for all refurbishment

works and associated tendering processes.

Project Location Office of the Prime Minister – Central

Administrative Services Tobago

PROJECT ASSUMPTION

Release of payments in a timely manner by the Ministry of Finance

Prices for construction materials remain stable or decrease.

Local access to materials and labour remains favorable.

PROJECT CONSTRAINTS

The expertise of the Division of Infrastructure, Quarries and Urban Development

(DIQUD) is requested, they may be on another project at the time of request.
Limited allocation of funds from the Ministry of Finance to facilitate the completion of the
project within schedule.

PROJECT SCOPE

Name of Project: Phase II - Refurbishment of the Gym and

Day-care
Project Sponsor: Office of the Prime Minister/C.A.S.T.
Supply and Installation of A/C units
Supply and Installation of electrical fixtures
Supply and installation of plumbing fixtures
Retrofitting of day care and gym furniture and accessories (FF&E)
Servicing of equipment
Painting of Interior/ Exterior Walls

RESOURCE REQUIREMENTS

Personnel

Name of Stakeholder Responsibilities Contact

Information
 Project Team Manages the performance of the Shenece Gordon
contractor.
639-2652
Reports on progress,
achievements in addition to
any issues, risks, variations as
they arise.
Makes recommendations to
address the risks, seeking the
best interest of the project and
the country.

Ministry of Finance Releases funds in a timely

manner.
Monitors the expenditure on the
-
project to ensure accountability
is maintained.
OPM-CAST Submits monthly achievement OPM-CAST
reports to the Ministry of
Planning and Development.
Prepares Budget requests and 639-2652
ensures Cabinet Approval is
obtained for the project.
Consulting Engineer Provides expert advice.
Keave Crooks
Contractors Executes the project work To be procured
activities in accordance with
the Contract.

Equipment To be determined by contractors.

Utilities/Energy Sources Electricity, water, telecommunication

Raw materials Sand, cement, gravel, steel, concrete board etc.

PROJECT BUDGET BREAKDOWN

Project Lifecycle Estimated Cost

Supply and Installation of A/C units Material - $600,000.00
Supply and Installation of electrical Manpower and Equipment - $200,000.00
fixtures Supply and installation of
plumbing fixtures Retrofitting of day care Total Cost - $800,000
and gym furniture and accessories (FF&E)
Servicing of equipment
Painting of Interior/ Exterior Walls

8. DETAILED IMPLEMENTATION SCHEDULES AND PROJECT MILESTONES

Site Mobilization – 2 days

Demolition of existing gypsum walls – 2 days Demolition/
removal of existing flooring slabs – 2 days Removal of
debris and site preparation – 2 days
Store, check and safeguard reusable material and items – 1-day
Installation of A/C units – 8 days
Installation of electrical fixtures – 3 days
installation of plumbing fixtures – 5 days
Retrofitting of gym and day-care area - 7days
Renovation to vault and storeroom – 6 days
Clean-up and demobilization – 3 days Project
handover – 1 day

9. PROCUREMENT PLAN
Project Planning Type of Tendering Reason / Justification
Activity Process & Contract
Type
Procurement of Open Tendering Transparent process that
contractors for facilitates competitive
refurbishment works. bidding with the hope of
obtaining suitable
10. QUALITY PLAN

Project Execution Quality Control Quality Assurance

Activity Measures Measures
Procurement Properly designed Continuous monitoring by
of Tender Request to DIQUD and CAST
Contractor ensure quality in personnel
for construction
refurbishmen
t
Implementation of Strict policy to be Work is to be monitored by
refurbishments developed to guide the DIQUD consulting
works works. engineer to ensure
compliance with tender
specifications.

Proper documentation;
proper contract
administration
Technical Inspection and Approval
Specifications by Engineer in
stipulating required tests accordance with
on materials and Conditions of Contract
procedures for
executing works
(workmanship)
11. COMMUNICATION PLAN

Type of Purpose Tar Freq Person Mode

Information get u Responsib
Gro ency l
up e
Project Introduction OP Once OPM-CAST Micros
Installation Kick of OPM- M- oft
Off Meeting CAST CA Teams
with various personnel ST or
contractors. and & Physic
Contractor Contracto al
r
Review
project
objectives
and
management
approach
 Review
implementatio
n
schedule
Updates on To keep OP Wee OPM-CAST Physical,
Status of the management M- kl y Milestone
project abreast as to CA Report
the progress, ST
issues related personnel
to the
project.

Conformity to To ensure Contracto We OPM Physic

Tender policy 100% r ekl - al,
and guidelines adherence to y CAS Checkl
the guidelines T, ist
and policies DIQ
listed in the UD
Tender
document
12. RISK MANAGEMENT PLAN

# Risk Item Likelihood Mitigation Strategy Contingency

Scale 1-10 Plan
Where a
score of 10 is
considered
high and 1 is
low
1 Dust 6 Contractor must have A relocation
water truck on the Site plan, to
to ensure that the relocate
ground is constantly wet persons
during the dry season to exposed to the
minimize the dust level dust;

Commence
operations
after hours of
work
2 Noise 5 Work activities that -
involve high powered
equipment that would
result in high frequency
 noise should not be
scheduled during
working hours.
Injuries and 5 Area to be cordoned off -
Accidents to from staff and other
staff and personnel
other
personnel
Injuries 8 Ensure that contractor Proper safety
and encourage workers to policy and
Accidents wear appropriate PPE trained workmen
to and Safety equipment to be included in
workmen on site must be in place the Tender
at all submission
times.
Availability 10 To request consulting External
of technical engineer from DIQUD engineer to be
personal procured if
for needed.
monitorin
g
 during
project
cycle

Release 6 Request relevant -

of funds documents from
to Contractor beforehand
finance to ensure request for
the releases
project are made on time
13. PROJECT READINESS- (Refer to Call Circular)

Project is contingent on the completion of Phase I of the rehabilitation works which

concluded in May 2024. The project is therefore ready to begin as soon as funds are
assigned and released.
 PROJECT NAME: UPGRADE OF SECURITY INFRASTRUCTURE AT OPM-CAST

ITEMS
PROJECT FEASIBILITY
NEED An assessment of the security architecture was conducted by
the Trinidad and Tobago Police Service, Special Branch on
the 13th February 2023 at the General Administrative
Services, Main Building, Office of the Prime Minister –
Central Administrative Services Tobago.
The TTPS indicated that there are a number of security
issues at OPM-CAST, which pose numerous security risks
for staff and visitors.
The building currently houses the Honourable Minister in
the Office of the Prime Minister, Ayana Webster-Roy,
Minster of Sport, Shamfa Cudjoe, Permanent Secretary,
Earland Kent, eighty-three members of staff along with six
members of staff from the Ministry of Social Development.
The office also houses the sub treasury which stores
physical monies.
To improve the security architecture of the building and
provide a safe working environment, it is therefore important
to invest in maintenance and security upgrades to the
building.
The OPM-CAST is currently exposed to the following
threats: Trespassing
Larcen
y
Sabota
ge
These threats exist since there are no security screening and
vehicular entry devices at the building. Also, in the event of
a power outage or telecommunication outage there are no
other means of communication while the barbed wire along
the perimeter of the walls is in a derelict and dilapidated
condition.
 Moreover, the Meteorological Service Division of Trinidad
and Tobago, which is a very important arm of OPM-CAST
and the general population, also has its own safety concerns.
This section offers weather-related information to the public;
sensitive and expensive gadgets located on the premises must
be secured. A new key-card control system with biometric

ITEMS
features can assist in adding a layer of security to the
premises. Many of the building’s doors are currently
unprotected and need to be secured to avoid valuable
equipment and information being taken.

POSSIBLE Maintenance and security upgrades to the following areas:

SOLUTIONS/ALTER
N- ATIVES Installation of access card system at the Minister and
Permanent Secretary’s office
Installation of X-ray bag scanner at main entrance
Installation of walk-through scanner at main entrance
Provision of Hand-held metal detector wands for security
guards
Provision of Wireless Radio Transmission System for
security guards
Installation of Automatic Barrier Gates at points of vehicular
entrance and egress at OPM-CAST
Fastening of the three safes to the floor of the Vault
Removal, disposal and replacement of razor wire
Installation of a new biometric control system at the MET
Services Division, Tobago.
EVALUATE EACH Stakeholder Analysis- The technical staff employed at the
SOLUTION/ALTERN OPM-CAST and the MET Services Division, were consulted
A TIVE prior to determine that completing security upgrades to the
security systems at both institutions is the suitable way
forward.
 Social Impact- With a safe and comfortable structure, the
staff can perform more efficiently and the lives and
livelihoods of the people of Trinidad and Tobago can be
better preserved.
Staff can feel a sense of security while working knowing
that extensive measures are being taken to ensure their
safety.
Environmental Impact- With the upgrade of these security
systems throughout both buildings, the staff members at
OPM- CAST and MET Service Division will feel safer,
especially

ITEMS
those in the technical and accounting areas of the building.
The upgrades can enable higher system efficiency in
resource use, thereby lowering carbon footprint.

Employment Generation- employment of contractors

Operational Analysis-

Productivity can be increased as staff will feel safer within

the workplace.
Financial Analysis- Funding will be provided by the
Government of Trinidad and Tobago (GoRTT). The price is
reasonable for the intended refurbishment works. While
exact returns on investments cannot be determined at this
time, there are significant savings that can be obtained from
having a secure work perimeter.
Economic Analysis- Upgrading of the security systems will
reduce the likelihood of unauthorized individuals entering
the buildings and sensitive rooms. In turn, this will reduce
the likelihood of losses due to theft or other unwanted
events.

PROJECT OVERVIEW
Title Security Upgrades to OPM-CAST and the MET Services
Division, Tobago
Background and Analysis done by the TTPS at OPM-CAST has uncovered
History that several safety issues and concerns currently plague the
institution. The building and its occupants are currently
exposed to threats such as larceny, trespassing and sabotage.
As such, the building is in dire need of a security upgrade.
At the MET Services Division, Tobago, with the current
key- card system, anyone who has access to a card that may
have been misplaced or stolen can gain access to the
building, which can result in items turning up missing.
These security upgrades will result in a safer and more
secure environment for both staff and visitors.

ITEMS
Project Objectives and To upgrade the security systems at the Office of the
Goals Prime Minister, Central Administrative Services,
Tobago and the Meteorological Services Tobago to
provide a safe working environment for the staff.
Outputs/Targets Different end users and stakeholders can benefit greatly from
the refurbishment, which includes:

Staff at OPM-
CAST MET staff
nationally Civil
Aviation Staff
National public
Monitoring Budgetary Allocation for Data Collection:
and Budgetary allocation would not be required for data
Evaluation collection and management to monitor and measure
the progress of the project.
Data Collection Template:
This will be done by the technical staff of OPM-CAST,
MET Services Division and consultation from Contractors.
Performa Data Data Freque Who Who will Who
nc e Sour Collectio nc y of will Analyze will
Indicator ce n Data Collec and Use
Method Collecti t the Report the
 on Data the Data Data
Project Miles Observatio Bi Monthly Informa Information Information
Milestones ton e n tio n Communicatio Systems
Plan Commu n Assistant Specialist
nic
ation
Assistan
t

Benefit of Project Benefits of security upgrades can be numerous, and may include:

The installation of an access-card system to the doors on the executive

floor can allow for the Ministers and Permanent Secretary to be in a
more secure environment and protect the sensitive information store in
their offices.

The installation of an x-ray bag scanner and walk-through scanner can

save the security time as it allows for a quick, thorough and non-invasive
way of
conducting security searches. These devices will be able to detect if
persons

ITEMS
entering the compound may have any concealed items that can cause
harm to personnel within the building.
The fastening of safes to the floor in the Vault at OPM-CAST will
enhance safety and prevent unauthorized removal.

Replacement of Razor Wire around the fence at OPM-CAST will

deter anyone from attempting to enter or flee the compound by
climbing the fence.

Currently, anyone can access the compound through the main entrance,
which causes a great safety concern. The installation of a Barrier Gate at
entrance of OPM-CAST will allow security to do an initial screening of
the vehicles driving into the compound, which will reduce the likelihood
of unwanted visitors.

Prevention of the misplacement of key-cards by adding a second option,

which is the finger print, to enter and exit the building and to provide a
safer and more secure environment for all workers on the MET Service
Division compound.

Staff of both institutions can feel a sense of peace knowing that the
buildings are secure which will lead to higher levels of productivity.

Project Duration Approximately 6-10 months for security upgrades and associated
procurement processes.
Project Location Office of the Prime Minister and the Meteorological Services Division,
Tobago.

PROJECT ASSUMPTIONS

Projec Project Project NPF NPF

t Activities Output ◻ National Nation
Inputs ◻ Output ◻ al
Outco
◻ me
ITEMS
Upgrade Prices for Labour Safe, Security Not Required to
of the raw materials relations Comfortable upgrades be completed by
Security remain stable with and convenient will ensure Ministries/
Systems or decrease. contractor working visitors to Agencies/
at OPM- s remain environment the Departments
CAST Local access to favourable for staff to compounds
and materials and . carry out their are safe.
MET labour remains daily duties.
Servic favourable. Procurement
es regulations Protection of
Timely remain staff and
release of favourable to sensitive items
funds by the allow for a on the
Ministry of reasonable compounds.
Finance.
time frame
for award of
contract.
PROJECT CONSTRAINTS

Unavailability of procurement officers to properly oversee various procurement processes.

Untimely releases from the Ministry of Finance to facilitate project completion within
schedule.
Sufficient staff to liaise with contractors during the refurbishment phase.
PROJECT SCOPE

Name of Project: The Upgrade of the Security Systems at OPM-CAST and the
Meteorological Services Division, Tobago.
Project Sponsor: Office of the Prime Minister/C.A.S.T.
Project Manager: Office of the Prime Minister and Crown Point Meteorological Service.
Project date of commencement: October 2023
Project end date: August 2024
Tendering processes
Engagement of contractors
Security Upgrades
Assessment and handover
ITEMS
RESOURCE REQUIREMENTS
Personnel

Name of Stakeholder Responsibilities Contact

Information
Project Team Manages the performance of the Carolyn De
contractor.
Coteau 639-
Reports on progress,
8780
achievements in addition to
any issues, risks, variations as Keldon
they arise.
Gray 797-
Makes recommendations to
address the risks, seeking the 9016
best interest of the project and Shenece
the country.
Gordon 639-
2652
Ministry of Finance Releases funds in a timely
manner.
Monitors the expenditure on the
-
project to ensure accountability
is maintained.

OPM-CAST Submits monthly achievement Earland Kent

reports to the Ministry of
Planning and Development.
Prepares Budget requests and 639-2652
ensures Cabinet Approval is
obtained for the project.

Consultant Provides expert advice.

TTPS
 Contractors Executes the project work To be confirmed
activities in accordance with
the Contract.

ITEMS

Equipment To be determined by the contractor.

Utilities/Energy Sources Electricity.

Raw Materials To be determined by the contractor.

ITEMS
PROJECT BUDGET BREAKDOWN- (Activity Based Costing)
 Project Lifecycle Estimated Cost
Project Planning Activities

Project Execution Activities

Supply and Installation of Access-Card and Biometric $160,000.00

Systems

Supply and Installation of X-ray bag scanner at main $410,000.00

entrance

Supply and Installation of Walk-through body scanner at $60,000.00

main entrance

Supply of Hand-held metal detectors for security guards $20,000.00

Supply of Wireless Radio Transmission System for security $50,000.00

guards

Installation of Automatic Barrier Gates $20,000.00

Fastening of Safes to the Floor of the Vault 10,000.00

Replacement of Razor Wire 20,000.00

TOTAL COST $750,000.00TT

ITEMS
DETAILED IMPLEMENTATION SCHEDULE & PROJECT MILESTONES
Ministry Head Number and Name: Head 16 - Central Administrative Services Tobago

Project Name: 16/09/005/06F/009 - Rehabilitation of Central Administrative Services Tobago

Inputs/Main Amounts
Item Due
Activities Plan 1 1 1 1 2 3 4 5 6 7 8 9
Current
0 1 2
fiscal to be
paid in the
next fiscal
Tender for Implementatio
Security n
Upgrades at Cashflow
OPM-CAST
and
the
Meteorologi
cal Services
Division,
Tobago.
Installation Implementatio
and n
Programming Cashflow
of the Access
Card System
at OPM-
CAST
Supply and Implementatio
Installation X- n
Ray Bag Cashflow
Scanner at
OPM-CAST.
Supply and Implementatio
Installation of n
walk-through Cashflow
scanner at
OPM- CAST.

Supply and Implementatio

Delivery of n
Hand-held
Cashflow
Metal
Detectors to
OPM-CAST.
Supply and Implementatio
Delivery of a n

ITEMS
Wireless Cashflow
Radio
Transmission
System to
OPM- CAST.
Supply and Implementatio
Installation n
of Automatic
Barrier
Gates at Cashflow
OPM-CAST

Fastening of Implementatio
Safes to the n
floor in the Cashflow
vault at OPM-
CAST
Supply, Implementatio
Replacement n
and Cashflow
Installation of
Razor Wire at
OPM-CAST
Supply and Implementatio
Installation n
of Cashflow
Biometric
System at
the MET
Services
Tobago.
ITEMS
PROCUREMENT PLAN

Type of Tendering Reason/ Justification

Project Planning
Process &
Activity
Contract Type
Procurement of a Contractor Open Tendering Transparency, competitive
for Access-Card System bidding to get best technical
Installation and financial proposals

Procurement of a Contractor Open Tendering Transparency, competitive

for installation of X-Ray bag bidding to get best technical
scanner and financial proposals

Procurement of a Contractor Open Tendering Transparency, competitive

for the installation of walk- bidding to get best technical
through scanner and financial proposals

Procurement of a Contractor Open Tendering Transparency, competitive

for the supply of hand-held bidding to get best technical
metal detectors and financial proposals

Procurement of Contractor Open Tendering Transparency, competitive

for the supply of a wireless bidding to get best technical
transmission radio system and financial proposals

Procurement of contractor for Open Tendering Transparency, competitive

the installation of barrier bidding to get best technical
gates and financial proposals

Procurement of a contractor Open Tendering Transparency, competitive

for the fastening of the safes bidding to get best technical
to the vault floor. and financial proposals

Procurement of a contractor Open Tendering Transparency, competitive

for the replacement of the bidding to get best technical
razor wire. and financial proposals

Procurement of a Contractor Open Tendering Transparency, competitive

for Installation of Biometric bidding to get best technical
Control System and financial proposals
ITEMS
QUALITY PLAN

Project Quality
Quality Control Measures
Execution Assurance
Activity Measures
Procurement of Properly designed Justification to ensure Continuous monitoring
Contractor for installation quality in construction. by OPM CAST
and maintenance personnel

Implementation works Strict policy to be developed to guide the Work is to be

works monitored by
Information Systems
Specialist to ensure
compliance with
proposed
specifications.

Proper
documentation;
proper contract
administration
Maintenance works Strict policy to be developed to guide the Communication such
works that the Client is copied
on all correspondence
so they will be aware of
all issues
- Close monitoring
of projects by
Client

COMMUNICATION PLAN

Type of Purpose Targ Frequen Person Mode

Informatio et cy Respons
n Grou ible
p
Project Introducti OPM-CAST Once OPM-CAST Micro
Installatio on of soft
OPM- & Contractor
n Kick Off Team
Meeting CAST s or
with personnel Physi
various and cal
contractor Contracto
s r

Review
project
objectives
ITEMS
management
approach

Review
implementation
schedule

Updates on To keep OPM-CAST Weekly OPM-CAST Physic

Status of the management personnel al,
project abreast as to the Milest
progress, issues one
related to the Report
project

Conformity To ensure 100% Contractor Weekly OPM-CAST Physic

to Tender adherence to the al,
policy and guidelines and Check
guidelines policies listed in list
the Tender
document
ITEMS
RISK MANAGEMENT PLAN

RISK REGISTER MATRIX

Likelihoo
d

(e.g. on a
scale 1 –
# Risk Item Mitigation Strategy Contingency Plan
10, where
a
score of
10 is
consider
ed high
and 1
low)
1 Injuries 6 Ensure that contractors encourage Proper safety policy
and workers to wear appropriate PPE and trained workmen to
Accident and Safety equipment on site must be included in the
s to be in place at all times. Tender submission
workmen
2 Falls 8 Use appropriate fall protection Regularly inspect fall
from equipment, such as safety harnesses protection equipment
height and lanyards, when working at and replace any
heights. damaged or worn
components
Provide proper training on the safe
use of ladders, scaffolding, and fall
protection equipment.

Ensure that ladders and scaffolding

are in good condition and set up
securely on a stable surface.
3 Electrocution 8 Certified tools and equipment should
be utilised to avoid accidental
contact with live electrical circuits.
-
ITEMS
PROJECT READINESS- (Refer to Call Circular)

Project is ready to begin as soon as funds are assigned and released.