The
Development Planning Unit
Government of the British Virgin Islands

Beef Island International Airport
Phase 1 Developments

PROJECT OVERVIEW

48k

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1014k

 October 1999

Prepared by:
Airport Project Management Unit
Ministry of Communications & Works
Central Administration Complex
Road Town, Tortola
British Virgin Islands

1.   Existing Airport

1.1   The existing airport on Beef Island is the main port of entry by air to the BVI. It is the key link to the remainder of the world for both visitors and residents.

1.2   In 1998 approximately 180,000 people entered the BVI by air. Of these 173,000 traveled through Beef Island International airport. A similar number departed.

1.3   The airport has received minor improvements over the years. However, the existing terminal building is no more that 1,000 sq. m. in area. Given that the accepted design standard for terminal buildings suggests that approximately 10 – 12 sq. m. of floor area is required per passenger handled in the design hour, the existing building can comfortably handle no more than 100 passengers per hour.

1.4   The airport currently deals with one way flows in excess of 1,000 per day, with peaks of 150 per hour. Hence there is serious under capacity.

1.5   The aircraft parking apron is 13,000 sq. m. in area. During peak periods this becomes congested and careful marshalling of aircraft is required.

1.6   The existing runway is 1,115 metres long. During most of the year, this restricts the payload of the ATR 42 aircraft operated by the main airline operator, American Eagle, such that seats have to be left unused. The runway length also restricts the choice of aircraft that operators may wish to operate.

1.7   The airport presently occupies approximately 35 hectares (86.5 acres) of Beef Island.

2.   Components of Phase 1 Expansion

2.1   The principal objectives of the Phase 1 Development are to address the shortfalls in capacity identified above, particularly in the areas of:

• Passenger handling capacity
• Aircraft parking
• Runway capacity

2.2   The airport area has been increased by 23 hectares (56.5 acres) to 58 hectares. This includes 8 hectares reclaimed by the filling of Conch Bay. The main directions of this expansion are to the south to provide space for the new terminal building, car park and approach road, and to the east for the extension of the runway.

2.3   The new passenger terminal provides modern yet simple handling facilities for a peak hour passenger flow of 430 within approximately 4,300 sq. m. of floor area.

The building consists of a steel structure on concrete foundations. The main roof consists of curved elements of 8.4 metres each, with perforated steel profiled sheet decking, insulation and an aluminium profiled covering.

Air conditioning is provided in the offices and in the departure holding area.

Flight information is displayed on TV monitors. A cafeteria and a racetrack type baggage reclaim conveyor are other improvements over the existing terminal.

2.4   A separate cargo building is included. This small building of 300 sq. m. floor area provides a facility to handle air cargo and mail separately from the passenger handling. This allows the passenger terminal to be designed for the specific purpose of passenger handling and the cargo building for the more "industrial" needs of cargo.

2.5   A new access road is needed to make way for the new taxiway and holding area at the runway end and to provide access to the site of the new cargo building and the passenger terminal. This road feeds to the terminal forecourt with 170 metres of set down space and a car park initially for 150 private and rental cars and 40 taxis.

2.6   New incoming water mains, electricity supplies and telephone services will be routed along the verges of the new access road. All services will be underground.

2.7   Between the new passenger terminal and the runway an enlarged aircraft parking apron is to be constructed. This will provide 35,000 sq. m. of parking space; more than three times the size of the existing apron. Up to eight 50/ 70 seat aircraft may be parked simultaneously with a separate area for general aviation aircraft.

This apron is constructed partly over the site of the existing passenger terminal and apron. This requires the apron to be constructed in stages in order to keep space available for continuing operations throughout the construction period.

2.8   The final element of the Phase 1 Development is the improvement and extension of the runway. The runway is to be extended by 300 m. by filling Conch Bay. This will provide a runway 1,415 m. (4,650 ft.) long that will permit unrestricted operation of the existing and slightly larger aircraft.

The graded strip that contains the runway is widened from 80 m. to 150 m. to comply with the international regulations applicable to the extended runway length.

At the western end of the runway a turning and holding loop is to be constructed. This will allow aircraft to be held clear of the runway prior to take off to permit other aircraft to land. This arrangement enables the runway to be used for a higher frequency of landings and take offs than would be the case without this facility.

3.  The procurement process

3.1   The procurement process commences with the development of a Master Plan. This identifies:

• The demand for facilities;
• The space requirement and optimum location of components needed to meet the long term development;
• The timing of providing various stages of development;
• The phased development towards the ultimate development

3.2   Having established the scope of work included in the first phase, preliminary layout plans are developed and costed. A financial evaluation of the development is included, an environmental study carried out and a business plan for the implementation of the phase completed.

3.3   Preliminary discussions with funding agencies may be commenced at this stage or during the preliminary design stage that follows.

3.4   A specialist consultant is appointed to develop the scope of work identified in the Master Plan through preliminary design to detail design and tender documents. At this stage it is important for the user to identify a project co-ordinator to ensure that the consultant is clearly briefed on the end users requirements in terms of project performance. It is at this stage that clear definition of requirements is most effective in establishing that the correct solution to the brief developed.

3.5   As part of the design development the contract strategy is developed. The division of the work into particular contract packages may be influenced by:

• Inclusion of specialist work in separate contracts;
• Preference of donors to fund certain elements of the project;
• Policy on involvement of available local contracting resources;

3.6   Before the tender documents are finalised the funding arrangements for the project should be agreed. Funding agencies have particular requirements that may be attached to the use of funds made available. These can include:

• Restriction on source of materials;
• Residency of contractors;
• Technical and financial capability of contractors;
• Particular contract forms and tender procedures.

All of these "conditions" affect the structure of the contract documents and the method of tendering, evaluation and award.

3.7   After approval of the tender documents by the Government and funding agencies tenders are invited. After receipt these are evaluated by a technical panel; a recommendation on award is made by the Tender Board to EXCO and the contract is awarded.

3.8   Construction and commissioning then proceeds in accordance with the contract timetable.

3.9   After hand over and taking into use the contractor retains an obligation to repair any work that is shown to be faulty in operation for a fixed period, usually twelve months, after hand over.

4.   Management of the Project

4.1   Various groups have defined responsibilities in the delivery of the project. These groups include:

• The Employer (the BVI Government)
• The Employer’s Representative (the Government’s Project Manager)
• The Consultant (the Government’s engineering consultant NACO)
• The Contractors (various contractors appointed through the procurement process).

4.2   The Employer represents the end user of the project. He is also responsible for the provision, and eventual recovery, of the funds needed to construct the project. Once the scope of work is defined and the contract strategy agreed the direct involvement of the Employer in the management of the construction phase is limited to payment of interim amounts due. The Employer may also be called upon to agree or disagree with changes to the contract costs or time for completion.

4.3   The Employer’s Representative is appointed to provide a single point of reference for the compliance of the Employer with his obligations under the contracts. These include making the site of the works available at the time required, ensuring that other contractors and utility suppliers that have interfaces meet their obligations, and co-ordinating the final completion and commissioning so that the Employer takes over the works in the manner intended.

The Employer’s Representative does not instruct the contractors directly nor does he supervise the work or certify that it has been satisfactorily completed.

4.4   The Engineer is responsible during the development stages for preparing the designs and contract documents that define the Employer’s requirements. It is these documents that provide the basis for contractors to bid for the work.

After award the Engineer is appointed to manage the construction process on behalf of the Employer. It is the Engineer that:

• Issues the order to commence the construction work;
• Issues the working drawings and specifications to the contractor;
• Inspects the work during construction to ensure that it complies with his specifications;
• Agrees the regular measurement of work completed and amounts due for payment to the contractor from time to time;
• Issues instructions to the contractor to vary the work if required;
• Co-ordinates the interfaces between the contractors where these occur;
• Inspects the work on completion and certifies the hand over;
• Agrees with the contractor and certifies the final amount due on completion.

It is through this procedure that control of the quality, scope and cost of the work can be effectively controlled. The Engineer maintains an independent position between the Employer and Contractor in matters of contract performance, scope and cost.

4.5   The Contractor is responsible for constructing the work described in the contract documents to the quality described in the specifications and within the time period stated in the contract documents. The contract is usually awarded after a competitive tender process. Provided that the Employer and the Engineer meet their obligations under the contract to provide the facilities and information required by the contractor to carry out the work, the Contractor is obliged to deliver the works accordingly.

5.   Current programme and progress

5.1   Design work and tender documents for most of the work packages have been completed. Tender documents for specialist equipment such as baggage handling conveyors will proceed after award of the main building contract.

5.2   Tenders have been received for Package 1 – Buildings and Package 2 – Landside Infrastructure. The two packages comprise approximately 40% of the total construction cost. Recommendations on award are presently being placed before EXCO. The contracts should be awarded in the near future.

5.3    The tender documents for the runway extension are in final draft. After approval by the Government and Caribbean Development Bank, tenders will be invited from selected specialist contractors who have been pre-qualified. Tenders will be returned early in the new year and the contract awarded by February 2000. With the award of this contract more than 80% of the project will be in the construction stage.

5.4   During 2000 and early 2001 when these three packages are running concurrently, construction work will be proceeding at a rate of $2 million per month.

5.5   Other contracts for the airside infrastructure, building equipment, landscaping, etc., will be tendered and awarded throughout 2000 and early 2001.

5.6   It is expected that the new terminal, its approach roads and car parks, and the extended runway will be commissioned by July 2001. The last section of the new apron, to be completed after the existing terminal is closed and demolished, will be completed by January 2002.

Attachments: Existing airport layout
Airport layout after Phase 1 Development
New Passenger Terminal – Floor Plan
New Passenger Terminal – Elevations

Beef Island International Airport
Phase 1 Developments
Funding Allocations

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