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Centre of Excellence for Precision Tool and Die Making and

Leather and Leather Products

TERMS OF REFERENCE (ToR)ASSIGNMENT TITLE: Consultancy Services for Detail Engineering Design, Construction Supervision and Contract Administration of Construction Works at Federal TVET Institute.

Project Name: East Africa Skills for Transformation and Regional Integration Project (EASTRIP)

Project ID : P163399

Date of Issues of the ToR:

Address: The Federal Technical and Vocational Education and Training Institute Addis Ababa, Sub-City Yeka, (Near Lambert North Bus Station)

Office Telephone: 011 116465689 / 011 6464455, Fax: 011 6465675; P.O.Box: 190310;Contact Person: Mr. Haftom Gebregziabher (Deputy Director General for Academics) Mobile Phone: +251911566555 E-mail: [email protected])

ADDIS ABABA, ETHIOPIA

Ministry of Science and Higher Education

Federal Technical and Vocational Education and Training

InstituteEAST AFRICA SKILLS FOR TRANSFORMATION AND

REGIONAL INTEGRATION PROJECT (EASTRIP)

i

Contents1. Introduction............................................................................................................................1

1.1 Background..................................................................................................................... 1

2. The objective of the Services..................................................................................................1

2.1 Phase I (Detailed Architectural and Engineering Designs & Preparation of Tender Document).................................................................................................................................2

2.2 Phase II (Construction Supervision).................................................................................2

3. Scope of the Service...............................................................................................................3

3.1 General............................................................................................................................3

3.2 Phase I: -Detailed Architectural and Engineering Designs and Tender Document preparation................................................................................................................................3

3.2.1 Design Standards.................................................................................................................3

3.2.2 Topographical Survey...........................................................................................................3

3.2.3 Preliminary Design, Working Design and Working Documents............................................4

3.3 Phase II: -Construction Supervision...............................................................................17

4. Deliverables..........................................................................................................................20

4.1 Type & Content.............................................................................................................20

5. Team Composition................................................................................................................21

6. Selection criteria...................................................................................................................28

6.1 Average Annual turn over.............................................................................................28

6.2 Qualifications and competence of the key professional staff engaged in the consultancy service:.................................................................................................................28

7. Assignment Period................................................................................................................29

7.1 Phase-I...........................................................................................................................29

7.2 Phase- II.........................................................................................................................29

8. Facilities, Services, and Resources to be provided by Procuring Entity................................30

9. Additional Responsibilities of the Consultant.......................................................................30

iTVET Institute

Part 1: Bidding Procedures Section 3: Evaluation and Qualification Criteria

1. IntroductionThe World Bank is financing the establishment and implementation of an East Africa Skills for Transformation and Regional Integration Project (EASTRIP), which initially involves Ethiopia, Kenya, and Tanzania from East Africa. It aims to improve the quality of TVET programs and increase accessibility that will support regional integration and the skilled workers need of the economic corridors.

The initiative of the Ethiopian Government has secured financing support from the World Bank under the EASTRIP to strengthen selected TVET colleges to become Centres of Excellence for high quality skills training and development in selected priority sectors. One of the selected beneficiaries is the Federal TVET Institute to establish a Centres of Excellence for Precision Tool Making and Leather and Leather Products”.

Relative to this, the Federal TVET Institute two centres of excellence planned and prepared this terms of reference to engage various consultants that can provide technical services for detailed design, supervision and contract administration for construction of additional facilities/infrastructure in the Federal TVET Institute, Addis Ababa campus.

1.1 Background

The Federal TVET Institute has prepared a five-year Strategic Investment Plan (SIP) for Centres of Excellence in Precision Tool Making and Leather and Leather Products in order to provide quality environment and services to internal and external clients. Part of the component plan is to build new building that will include workshop and laboratory facilities, lecture rooms, library, cafeteria, offices, ICT room, first aid emergency room as well as dormitory building & guesthouse. It also includes development of sports field facilities, internal access roads, sewerage/drainage, and vehicle parking area.

2. The objective of the ServicesThe objective of engaging the services of the consultants is to ensure quality and timely implementation of the programs and activities of the project particularly in developing detailed designs, working drawings and contract procurement documents for the construction of the new facilities, supervision and contract administration during the project construction phase.

The objective of the consultancy services is ensuring a good and timely implementation of the activities related to developing Detailed Designs, Working Drawings and Contract Procurement documents for the construction of the new facilities, including Supervision and Contract Administration during the construction phase.

2.1 Phase I (Detailed Architectural and Engineering Designs & Preparation of Tender Document)

The consultant is required to:Carry out the detailed architectural, structural, sanitary, Mechanical and electrical Designs with the required statistical analysis and calculations.Prepare the detailed construction drawings, floor plans, elevations and sections to their standard scale with technical specifications, Bill of quantity (BOQ) and Engineer’s Cost Estimate (ECE).Prepare final and Complete Tender Documents

RFP-Consultancy Service (NCB) - Prepared by the FPPA (Version 1, July 2011)Document: Evaluation and Qualification Criteria Section 1 of IX Issued by:


2.2 Phase II (Construction Supervision)

The consultant is required to: Ensure that the building is constructed in accordance with the technical specification, engineering drawings or any amendments thereto provided and meet the standard quality of the end product;Optimize the use of available material resources to minimize costs to the client, to maximize the quality of the works, to expedite construction and to optimize the use of natural resources and ensure environmentally as well as socially sustainable construction; andEnsure that the building is constructed within the contract price and time for completion allowed under the contract or any agreed amendments thereto.”

3. Scope of the Service3.1 General

The Consultant will perform all services necessary to prepare a detailed design and associated drawings for the college facility in addition to the preparation of all bidding documents that will allow the launch of tender following World Bank procurement procedures. The following outlines the typical facilities and requirements for the design of the building and facilities. Specifics on facilities and associated requirements are subject to change. There is an overriding requirement for practical, realistic and appropriate designs that will provide straightforward construction with durable and maintenance free buildings.

The scope of the services shall include all the services necessary to achieve the objectives described under Section 2 above; and in so doing, the consultant shall expeditiously execute, not less than, the following services:

3.2 Phase I: -Detailed Architectural and Engineering Designs and Tender Document preparation

3.2.1 Design Standards

The Consultant shall assess all available design standards including any recommended and appropriate standard for the design of the required building and submits to the client with the justification for approval.

3.2.2 Topographical Survey

The Consultant shall carry out all topographic surveys, site investigations and foundation investigations, utilities and associated services as necessary and determine the sufficiency of the information to design all building structures, site drainage, services, and accesses.

The Consultant’s proposals and the survey program shall be clearly proposed in their tender. A Provisional Sum shall be identified to carry out a comprehensive ground investigation, factual and interpretive report, including foundation designs. All benchmarks established by the Consultant during the design stage shall be constructed in a robust manner to ensure that these are available at the commencement of the construction works.

Any survey must have a plotted scale of 1:500 with contours at 0.2-meter intervals for building/structural works.



3.2.3 Preliminary Design, Working Design and Working Documents

The envisaged services at the preliminary design stage are:

Architectural and Structural Design

The Consultant will design the foundations for the buildings, roads, and facilities appropriate for their intended functions, and shall include in the design any measures to improve the founding conditions as may be deemed necessary.

The consultants should discuss the building requirements with all key project stakeholders including Federal TVET Institute, Addis Ababa and the local planning authorities in order to confirm provision and arrangement of building facilities.

The design of the buildings must be in accordance with all current and relevant requirements and regulations in force in the Democratic Republic of Ethiopia that govern Civil, Structural, Mechanical or Electrical Works. Backup power systems are required.

Creativity and innovations are emphasize to deliver world class Centre with distinctive features. Use of recycled materials is encouraged, where its economical.

The consultant will be required to obtain all necessary construction permissions and must ensure that constructed facilities adequately provide access for disabled persons.

Associated Civil and Drainage Works Design

The Consultant is required to carry out all necessary studies and designs for associated civil and drainage works including septic tank and must carry out a check of all existing culverts, side drains, and other drainage systems and prepare the improved drainage designs as required.

The Consultant in consultation with Federal TVET Institute, Addis Ababa and representatives of the Addis Ababa city administration construction Bureau, incorporate shall design measures regarding health, safety, and environmental protection, and will introduce appropriate and agreed measures into the design of the external civil and drainage works, and necessary drainage and effluent requirements may be needed for the laboratories. The Consultant will prepare layouts with levels and schedules for the construction options for access pavement roads and parking areas, drainage, location of the back-up generator and all associated and necessary structures. The Consultant will prepare detailed layouts and drawings for any drainage structures (either new or replacement) required.

IT, Mechanical and Electrical Design

The designs of facilities must concur with appropriate international standards in line with the objective of establishing a world class Centres of excellence. All professional, technical and administrative buildings/offices/accommodation will be supplied with unlimited internet access and have full access to data storage, library, standards, and associated facilities. All meeting rooms will have access to computer presentation facilities and video/tele conferencing facilities. Laboratories and Workshops will be supplied with specialist features such as exhaust/extractors, hydraulics, and high-pressure gas/water. The conference building will house State-of-the-Art facilities.

Environmental and Social Aspects

The Consultant is required to consider the nature and type of environmental impact on the physical features and local socio-economy. This assessment will include all direct and indirect, short term and



long term, local and strategic, adverse and beneficial, reversible and irreversible, quantitative and qualitative, actual and perceived and impacts and effects of the site development.

The Consultant will take account of construction equipment noise and safety; visual impact (obstruction and intrusion); air pollution; any community severance; ecological impacts; disruption due to construction; pedestrians and cyclists; the view from the building; and community stress. The consultant will prepare a schedule of environmental mitigation measures with checklists for inclusion of specification clauses for the works tender.

The Consultant will allow for environmental monitoring by the Supervisor during the works. This will be done through an environmental management plan prepared by the Consultant at the start of the works. It shall also be the responsibility of the Consultant to conduct environmental audits.

The Consultant will advise on any matter pertaining to social aspects and impacts taking into account all current government requirements. Due consideration should be given to impacts on disadvantaged groups, employment opportunities, community participation in works, and the like.

Sustainability Aspects

The consultant will use local and national materials and crafts where practical and economic and include natural ventilation and heating, where possible. Creativity and innovation on technologies for construction and facilities are encouraged.

Use of renewable energy and natural energy is encouraged, including wind and solar power, where economic.

Presentation and Technical Audit

The Consultant will be required to provide milestone presentations of their design and Drawings to Federal TVET Institute, Addis Ababa and representatives of the Addis Ababa city administration construction Bureau. before finalizing the design and tender documents. A technical audit shall be conducted by the Addis Ababa city administration construction Bureau. aims in providing value engineering and the incorporation of appropriate health & safety measures. This will follow the presentation, and the Consultant should be available to comment on matters raised in the technical audit within the week following the presentation.

Confidential Cost Estimates

The Consultant shall prepare preliminary and detailed confidential cost estimates, as required, using the latest available cost information for similar projects in Ethiopia. It will adjust to reflect conditions in the project area and a realistic program for implementation. Necessary whole life cost comparisons based on design options should be made for discussion purposes, with due regard to long-term performance and function of the buildings and site. Cost estimates should also include future maintenance and renewals.

The Consultant’s estimate of the works period should, in calendar days. The performance period will include all possible statutory shutdowns, public holidays, etc. The Consultant will take into account the impacts of wet and dry seasons to likely start and completion dates.

The estimates should allow for preliminary and general items, all works and day works. The estimate should be in Birr with details of the assumptions made, including those relating to taxes and customs duties. An estimate of any compensation for payment of ERA to third parties is also required.



The cost estimates, the schedule of quantities and the tender documents will be prepared in a manner to allow maximum flexibility in the award of contract.

Tender Documents

The Consultant will prepare tender documents for an open international competition incorporating the full requirements, format, regulations, and conditions of the World Bank. The Consultant will be required to provide a presentation of his tender (including

design philosophy) to Federal TVET Institute, Addis Ababa city administration construction Bureau. The agreed design philosophy shall be stated in the design report.

The Consultant shall prepare final complete sets of tender documents, which will serve as a basis for tendering the project based on International Competitive Bidding (ICB) procurement method as agreed by the client, using World Bank procurement procedures and standard procurement documents. Bank’s standard procurement document for small works shall be used incorporating the following sections: -

Volume I

Section I Invitation for BidsSection II Instructions to BiddersSection III Bidding DataSection IV Conditions of Contract Part I: General Conditions of ContractSection V Conditions of Contract Part II: Conditions of Particular Applications

Section IX Forms of Agreement, Performance Guarantee (Unconditional and Conditional) and Bank/Insurance Guarantee for Advance Payment (Unconditional and Conditional), Anti-Bribery Pledge Form, Form of Advance Payment Disbursement Agreement, and Advance Payment Disbursement Schedule

Section XI not usedSection XIII Dispute Settlement ProcedureSection XIV Eligible countries

Volume II

Section XII Qualification Questionnaire

Volume III

Section VII Form of Bid, Appendix to Bid and Form of Bid Security Section VIII Bill of Quantities

Volume IV

Section VI Technical Specifications

Volume V

Section X DrawingsThe Consultant will prepare twelve (12) sets of tender documents.

Design Requirements

Accommodations



Refer to Annex 1 for requirements and regulations of the municipal “planning consent” forms.Building to comprise a ground floor plus 8 floors and above

Functional Requirements Vehicular access and circulation in accordance with the road and driving situation of the area and convenient vehicular movement at parking. Convenient and designated access to prospective staff and visitors at the ground and upper floors.Electricity, water, telephone mains, and garbage disposal requirements at basement levels (this includes a design for transformer, generator, electric main distribution boards, It architecture, water reservoir pumps, main telephone equipment, and groundwater pumping facility space)Provide duct/shaft for sewage, water, electric and IT cables, telephone lines and rainwater disposal at appropriate locations and maintain vertical alignment for good construction and maintenance.Provide fire escape staircase for a tower block, but it should not be the circular-shaped metal type. Wheelchair accessibility for disabled from the street to the lifts and at toilets.Landscaping and development of all associated recreational facilities, storage, and accommodation blocks.

Environmental Concerns Design with natural ventilation possibilities.Provision of daylight for all rooms is desirable Concern for view and strong sun/UV protection.

Aesthetics Simple but elegant volumetric compositionAttractive facade configurations without excessive displacement of the building enclosures. Application of curtain wall to be in consideration of its environmental, heat transmission and maintenance problems. Interesting and vibrant interior spaces especially at lower floors and entrance lobby.Auditorium, restaurant, recreational areas and public spaces inside the building to receive creative interior space with light, exterior manifestation to give the building a unique identity. The whole building to manifest a unique architectural external identity, including traditional and national features, not of overworked volumes but one of creative modern image, reflecting some of the architectural characters of the buildings of the neighbourhood.The project’s future place among future adjacent buildings must be taken into consideration.

Structure, Construction, and Economy Well-conceived structural system.Appropriate and ample spacing of columns.Appropriate durable, easily available, maintenance free construction materials. The design should try to maintain the economy as a major factor so that the project shall be cost-effective.



Draft Schedule of Accommodations, based on Design ConceptThe following schedule is preliminary and subject to change. It is indicative and does not reflect any design considerations. The design consultant will make any necessary changes to comply with the Institute’s requirements and comply with relevant design Standards and Regulations.

A) Center of Excellence for precision Tool and die Making Technology

Description No. User No. of Rooms

Indicative Room size m2

Total size Remarks

A Library

1Periodicals 1 50 50

2Information desk 1 9 9

3Back office 1 12 12

4Toilets 2 12 24

5Media loaning counter 1 9 9

6Computer lab 4 24 96

7Book stack /media stack 2 80 160

8Reading areas 2 100 200

9Individual study suits 8 9 72

10Media store and reparation 2 24 48

11Delivery with office 1 24 24

12Researchers offices 6 12 72

13Offices 4 12 48

Subtotal 824

B Café and Restaurant

1Cafe 1 400 400

2Restaurant 1 150 150

3Toilets 2 24 48





Total size Remarks

4Kitchen 1 80 80

5Stores 3 20 60

6Cold rooms 3 9 27

7Dish wash 1 60 60

8Changing room 2 24 48

9Staff 3 12 36

10Office 1 12 12

11Waste management 1 9 9

Subtotal 930

C Student Accommodations

1Dormitories 270 16 4320

2Toilets with showers 50 25 1250

3Porters 4 15 60

4Laundry 4 36 144

5Study and training spaces 8 60 480

Subtotal 6254

D Physical Education

1kombi-sports court as needed

2Indoor gym and games 1 612 612 Multi-purpose

Gym

3Tennis court, badminton, etc. 2 1008 2016 Outdoor as

needed

Subtotal 2628

EWorkshops and maintenance





Total size Remarks

Machine shop/Lab 1 (40x18) 720 720

1.Material Testing Lab 2(15x10) 150 300

2.Material store 3(12x10) 120 360

3.CNC Lab/ workshop 1 (30x16) 480 480

4.Foundry lab/ workshop 1 (15x16) 240 240

5.CAD/CAM Lab 1 (8x12) 96 96

6.Metrology Lab 1 (12x10) 120 120

7.Welding workshop 1 (30x16) 480 480

8.Hydraulics and pneumatics lab 1 (15x3) 195 195

9.Heat treatment lab 1 (15x16) 240 240

10.Forming lab 1 (20x16) 360 360

11.Shower and dressing room 2(6*5) 30 60

12.Compressor room 1(4*4) 16 16

13.Generator Room 1(4*4) 16 16

14.Incubation center and learning factory

1(10x10) 100 100

15.Subtotal 3683

F Guest Building

1Lobby 1 20 20

2Guest Bedrooms 40 25 1000

3Restaurant & Café 1 150 150

4Kitchen & Service room 1 80 80

5Guest Gym 1 60 60





Total size Remarks

6Laundry 1 40 40

7Staff changing room 2 25 50

8Instrument maintenance 1 50 50

Subtotal 1,490

G Class Room and Lecture RoomWith academic staff offices 40 50 2000

Conference hall/ Seminar hall 5 70 350

HAdministration Building (Ground plus 8) 23 - 720

B) Center of Excellency for leather and leather products



Total size Remarks

A Library1 Periodicals 1 50 502 Information desk 1 9 93 Back office 1 12 124 Toilets 2 12 245 Media loaning counter 1 9 96 Computer lab 4 24 967 Book stack /media stack 2 80 1608 Reading areas 2 100 2009 Individual study suits 8 9 7210 Media store and reparation 2 24 4811 Delivery with office 1 24 2412 Researchers offices 6 12 7213 Offices 4 12 48

Subtotal 824

B Café and Restaurant1 Cafe 1 400 4002 Restaurant 1 150 1503 Toilets 2 24 484 Kitchen 1 80 80





Total size Remarks

5 Stores 3 20 606 Cold rooms 3 9 277 Dish wash 1 60 608 Changing room 2 24 489 Staff 3 12 3610 Office 1 12 1211 Waste management 1 9 9

Subtotal 930

CStudents Lounge Typical to the main

campus

D Student Accommodations1 Dormitories 135 16 21602 Toilets with showers 25 25 6253 Porters 2 15 304 Laundry 2 36 725 Study and training spaces 4 60 240

Subtotal 3127

E Physical Education1 kombi-sports court as needed

2 Indoor gym and games 1 612 612 Multi-purpose Gym

3 Tennis court, badminton, etc. 2 1008 2016 Outdoor as needed

Subtotal 2628

FWorkshops and Maintenance

1 Footwear Lab/ workshop 1 (30x16) 480 4802 Leather Goods Workshop 1 (30x16) 480 4803 Leather Garments Workshop 1 (30x16) 480 4804 Leather process Lab with ETP 1 (40x18) 720 7205 Leather Testing Lab 2(15x10) 150 3006 Material store 3(12x10) 120 360

7 Advanced CAD Lab for Leather Products 1 (15x10) 150 150

8 Incubation canter and learning factory 1(10x10) 100 100

Subtotal 2970

G Guest Building1 Lobby 1 20 20





Total size Remarks

2 Guest Bedrooms 40 25 10003 Restaurant & Café 1 150 1504 Kitchen & Service room 1 80 805 Guest Gym 1 60 606 Laundry 1 40 407 Staff changing room 2 25 508 Instrument maintenance 1 50 50

Subtotal 1,490

H Class Room and Lecture RoomWith academic staff offices 1452 7260

Class room 5 50 250Lecture Room 2 112.5 225Academic staff offices 5 15.81 79.05Toilet and Shower 4 26.25 52.5

I

Administration Building (Ground plus 8) - 720

Office 12 425Toilet 2 24Meeting hall 1 126

Scope of Design Services

The scope is:Execution of a topographic survey and site investigation;Develop the given concept design into final detailed design and associated documentation;Tender document and engineer’s estimate preparation;Supervision of works and contract administration.

Topographic Survey and Site Investigation

The selected Firm will scope and direct all necessary topographic and geotechnical investigations and will produce relevant factual and interpretive reports and results. Foundation designs, earthworks and groundwater requirements will be produced.

Detailed Design

The final working drawings will include:

Architectural

Site plan to scale of 1:200Floor plans to a scale of 1:50 to 1:100 or 1:200Special drawings and schedules for doors, windows, stairs, fixed interior decoration to a scale of 1:20 or 1:10 or 1:5



Structural

Plans of formwork to a scale of 1:50Plans for slab reinforcement to a scale of 1:50Foundation plans to a scale of 1:50Structural sections to a scale of 1:20 or 1:10Beam, column, and foundation reinforcement drawings to a scale of 1:20 or 1:10Drawings for wooden or steel structure to a scale of 1:20 or 1:10Details to the scale of 1:10, 1:5, 1:1 or as requiredBar bending schedulesStructural calculations

Sanitary and Mechanical

Site plan to a scale of 1:100 or 1:200Floor plans for water supply, wastewater discharge, firefighting systems to a scale of 1:50Detail drawings for special items to a scale of 1:20 or 1:10 or 1:5 or 1:1Hydraulic and other necessary calculations

Electrical

Site plan to scale of 1:200Floor plans for electric lighting, call systems, data, telephone, socket, TV and other installations to a scale of 1:50Detail drawings for special items to scale of 1:20 or 1:10 or 1:5 or 1:1Distribution layout and wiring diagrams for all distribution boards

Design reports

Each of the above shall be supported by design reports along with design calculation for a clear understanding of various documents.

Technical specification and bill of quantities

The project technical specification shall be prepared using standard specifications and project specific specifications as an addendum to ensure all the detailed information is incorporated in the project documents. The specifications should:

Ensure that suitable specifications are available or that reference is made to an applicable standard; and that the referenced standard would easily be achieved by, or available to, the contractor along with supplies for items not included in the standard specifications.Include sufficient catalogue cuts and references in the addenda to the specifications to define precisely the quality of materials to use.Be structured to allow for flexibility in using alternative equivalent materials within the limits of the budget.



Make provision for inclusion of the requirement of deliverables to the client such as as-built drawings, maintenance and operating manuals of plant and equipment, and testing requirements.

The bill of quantities should incorporate:Accurate quantities and descriptions;Provision of references to specifications and drawings wherever required;Inclusion of the possibility of the client procuring materials if requested;Segregation of work items that are not necessarily included in a work.

3.3 Phase II: -Construction Supervision

The Consultant shall fulfil all the duties and responsibilities of the Engineer and the Engineer’s Representative, as detailed under the contract for construction of the Works.The Services consist of furnishing complete engineering services in all respects, including all field and office work strictly in accordance with the highest standards of the civil engineering profession and with the proper interpretation of the duties and responsibilities of the Engineer.The scope of services shall include all the services necessary to achieve the objectives described in “2” above and in so doing, the consultant shall execute not less than the following tasks:

i. Supervise the construction of the works to ensure execution with high skill and workmanship in accordance with the drawings and specification.

ii.Supervise test of construction materials.iii. Check and approve samples of materials and supplies submitted by the contractor for

conformity with the material and supplies indicated in the specifications.iv. Advice the client on the need for a special inspection or testing other than those referred

to in the contract document.v.Check and verify, on a regular, basis the validity of all insurances/guaranties, which the

contractor is obliged to have in place.vi. Check that the contractor follows safe working practices in all operations and immediately

draw attention to any instances where this policy is not followed, advising the contractor to carry out all such works deemed necessary in case of an emergency affecting the safety of personnel, works, and adjacent property.

vii. Check, and if necessary prepare bar bending schedules and further designs and drawings for any additional work, which may be necessary for the proper completion of the project.

viii. Perform all required design changes/modification/ amendments / additional design necessary or advisable as an outcome of the above services and/or to suit field conditions during construction. The outcome should be prepared as a review report and submitted to the Client with a recommendation.

ix. Preparation of work plan and schedule of activities?x.Issue the Contractor with all necessary copies of Technical Specifications and Contract

Documents or timely provide any such supplementary information requested by the Contractor, necessary for the Contractor to carry out the Works

xi. Prepare Instruction and Variation Orders (VO) as recommended or necessary, complete with the associated measurement and payment instructions. Issue such instructions and VO’s and for the associated implications. (The Particular conditions of contract may require the Client’s approval prior to the issue of some instructions or variations).

xii. Ensure that the required design changes/modifications/amendments/additional design should take into consideration issues such as economy, locally available construction



material, applicable construction method, the objective of the project, etc.xiii. Routinely and at not more than quarterly intervals, advise the Client of the estimated total

cost to completion of the work with a detailed reasoning for the increase or decrease of the project cost, if any.

xiv. Approve the Contractor’s setting out of the Works and preparation of the Works, prior to issuing approval to begin a new activity or proceed with the following activities.

xv. Routinely inspect the Works under Construction, for compliance with the Specifications and the agreed method of working, as a basis for payment

xvi. Keep and maintain up-to-date detailed daily site diary and records, making them available for inspection by the Client or his representative. Make available all records regarding contractual correspondence and data on all work stoppages or delays, accidents on Site, official visitors to Site, all weather records, all activities in progress at any time on Site showing the start and end time and full details of the resources employed per activity.

xvii.Keep and maintain detailed records (and make available for inspection) of the Contractor’s equipment on Site and its precise date of arrival on or removal from Site, its date of manufacture, previous hours worked and condition, the date commissioned to commence work, its availability, and utilization. Establish equipment availability figures for each category of equipment.

xviii. Review the Contractor’s proposed work programs, associated work method statements, resource analysis, requirements, and approve or reject the proposals accordingly. Identify any changes or additional resources required.

xix. Continuously monitor the Contractor’s progress against the program and his method of working in respect of each and all construction activities and produce a resource analysis against production needs. Advise the Contractor when additional resources or revised methods of working or reprogramming of the works are necessary.

xx. Review the proposed workshop drawings/plans and associated calculations. Approve or reject the proposals accordingly, and identify any changes required.

xxi. Institute a detailed quality control system to ensure adequate supervision and positive control of all works at all times. The qualified personnel shall apply all levels of control to ensure adherence to the finished levels and the standards of acceptance.

xxii.Review and check the Contractor’s payment applications and, after verifying the accuracy of the measurement and costing calculations and the sufficiency of the supporting documentation, prepare and issue Interim Payment Certificates for processing by the Client and advise the Client for liquidated damages.

xxiii. Monitor the payment process and alert the Client when payment delays accrue to the point when; (a) interest charges will become due and (b) the Client will be in Default for late payment.

xxiv. Thoroughly review and analyze all the Contractor’s applications for extensions of time or claims for additional payment and furnish the Client with the Consultant detailed analysis of such applications and recommended rulings and, subject to the Client’s approval (where necessary), advise the Contractor accordingly.

xxv.Submit progress reports, final reports, and records and other hard outputs regarding construction progress and the status of the works contract and the consulting services contract in accordance with the reporting schedule.

xxvi. Collect, review and submit two full sets of as-built drawings, prepared by the contractor, within two months of completion of the works.



xxvii. Conduct inspection and reporting of provisional acceptance of the project.xxviii. Conduct inspection and reporting of final acceptance of the project.

4. Deliverables4.1 Type & Content

The Consultant shall prepare and submit the following types of documents for the assignment. The Consultant will submit a proposed Contents Page for each report to the Client for approval before finalizing the first draft of each report.The Consultant shall prepare and submit directly by hand or by courier to the Client the following reports and documents in the numbers stated as per the format that will be provided by the Client and/or as per the format developed by the Consultant and approved by the Client.

Phase I: - Detailed Engineering Design and Preparation of Tender Document

I.No Types of Reports/Documents Draft No. Final No.

i. Progress Report – every month until completion of the contract

- 5

ii. Soil and Materials Report 3 5iii. Preliminary Design Report 3 5iv. Topographical Survey Report 3 5v. Complete set of Drawings 3A3 15A3 & 5A1

vi. Cost Estimate 3 5vii. Tender Documents 3 15

viii. Consultancy completion Report 3 5

Phase II: - (Construction Supervision)

Types of Reports/Documents Draft No. Final No.Inception Report 3 5Contractor’s Mobilization Report 3 5Monthly Progress Report - 5Quarterly Progress Reports - 5Annual Progress Report - 5Contract completion Report 3 5Consultancy Completion Report 3 5Consultant’s Quality Assurance Manual 3 5

Submission of electronics reports, papers, and presentations shall be in CD ROM; compatible with latest versions of Microsoft Office and Windows XP and as a pdf file).

Based on the approved detailed design drawings and documents, the Consultant shall prepare the draft tender documents and construction cost estimate for the procurement of contracting services to construct the building complexes and facilities. The consultant shall prepare tender documents and conduct the bidding process, evaluate the offers, select the winning building contractor and prepare a contract agreement between the Federal TVET Institute, Addis Ababa and the prospective contractor. The Final Report includes detailed design and associated documents, and shall be submitted to Federal TVET Institute, Addis Ababa within 4 months of the start of the project.



The consultant shall submit three (3) hard copies and one (1) soft copy of the final working drawings and documents (tender documents and engineer’s estimates, technical specifications, bill of quantities and final design reports) to Federal TVET Institute, Addis Ababa along with soft copy of the drawings in Auto CAD format and the associated documents in MS Word.

5. Team CompositionThe Consultant shall provide competent personnel for the services and manage by the Team Leader who will represent the Consultant in performing the services. All the Consultant’s personnel shall be fluent in the full use (i.e. the writing, reading and speaking) of the contract language, which is in English. In addition, all the key staff described herein shall be fully computer literate in word processing and spreadsheets.The Consultant shall provide competent personnel for the performance of the services. All experts who have a crucial role in implementing the project refer to as key experts. It emphasizes that the required professional competences and experience outlined below are not necessarily specific team positions. It expects that individual expert will be involved in both Phase 1 and Phase 2. The project team will include national experts who have extensive knowledge of Ethiopia’s conditions and characteristics of the Ethiopian public and private sectors. The Consultants may, with the Authorities consent, contract out some specific tasks to sub-contractors when this is considered to be more feasible than extending the study team capacity. The consultants shall carry overall responsibility for all study activities under their management. Some of the required specializations and expected time duration herein indicated below:

Table: Number of Professionals in Phase 1 and Phase 2

Key Staff Estimated Staff Man Month InputPhase 1 Phase 2

a) Team Leader/Senior Professional Architect 4 5b) Resident Engineer 0 25c) Professional Architect 3 3d) Professional Structural Engineer 3 8e) Professional Sanitary Engineer 2 3f) Mechanical Engineer 2 3g) Electrical Engineer 2 3h) Geotechnical Engineer 3 3i) Professional IT expert 2 3j) Contracts Specialist 2 3k) Quantity Surveyor 2 10l) EIA Specialist 1 1Total Man-Month 26 70

The profiles of the key experts for this contract are as follows:

i) Team Leader/Senior Architect

A Minimum of B.Sc/M.Sc degree level in Architecture, with 10 years of experience with building design and supervision management, preferably prestigious developmentsTrack record in similar establishments (e.g. training, research, or educational)8 year experience on building construction in Ethiopia



Demonstrable experience in building regulations of EthiopiaMember of the professional body in Ethiopia and appropriately registered architectExperience of bespoke building projects would be a significant advantage and significant and relevant experience of working with government departments

ii) Resident Engineer

A minimum of B.Sc/M.Sc degree in Civil Engineering or Construction Management with 10 years of experience with building design and supervision management, respectively, preferably in prestigious developmentsTrack record in similar establishments (eg training, research, or educational)8 year experience on building construction in EthiopiaDemonstrable experience in building regulations of EthiopiaMember of a professional body in Ethiopia and appropriately registered EngineerExperience of bespoke building projects would be a significant advantageGood understanding of Contracts, variations, measurement, dispute management, and cost controlExperience in Value Management

iii) Professional Architect

A Minimum of B.Sc./M.Sc. degree level in Architecture, with 6 years of experience with building design and supervision management, respectively, preferably in prestigious developmentsTrack record in similar establishments (e.g. training, research, or educational)4 year experience on building construction in EthiopiaDemonstrable experience in building regulations of EthiopiaMember of a professional body in Ethiopia and appropriately registered architectExperience of bespoke building projects would be a significant advantage and significant and relevant experience of working with government departments

iv) Structural Engineer

BSc/MSc Degree in Civil/ Structural EngineeringMinimum of 8 years’ experience with building design and supervision, respectively Minimum of 8 years of building design and supervision experience in Ethiopia with a track record of design achievements related to the construction of institutional buildings and demonstrable experience in building regulations of Ethiopia out of which one (1) year of experience in the design of structural elements under vibration load effect conditions.Experience of bespoke building projects would be a significant advantage

v) Quantity Surveyor

A Minimum of B.Sc Degree/Advance Diploma in Civil/Building Engineering with 10 years of professional experience in the Field



Minimum 6/8 years of professional experience in Quantity Surveying for Buildings in Ethiopia

vi) Sanitary Engineer

A Minimum of B.Sc/M.Sc Degree in Sanitary/hydraulics engineering with 6 years of professional experience in Civil engineering, respectively.5 years’ experience in sanitary design and construction of Buildings with demonstrable experience in building regulations of Ethiopia Track record in similar establishments (e.g. training, research, or educational)

vii) Mechanical Engineer

A Minimum of B.Sc/M.Sc Degree in Mechanical Engineering with 8 years of professional experience in electro-mechanical devices installation, respectively.5 years’ experience electro-mechanical devices installation works for laboratory and/or similar facilitated Buildings in EthiopiaTrack record in similar establishments (e.g. training, research, or educational)

viii) Electrical Engineer

A Minimum of B.Sc/M.Sc Degree in Electrical Engineering with 8 years of professional experience in electrical installation design and supervision, respectively. 5 years of experience in installation work for laboratory and/or similar facilitated Buildings in EthiopiaTrack record in similar establishments (e.g. training, research, or educational)

ix) Geotechnical Engineer

BSc/MSc Degree in Civil/ Geotechnical Engineering Minimum of 10 year experience in Design of building a foundation and retaining walls Minimum of 8 years of Design of building foundation and supervision experience in Ethiopia with a track record of design achievements related to the construction of institutional buildings and demonstrable experience in building regulations of Ethiopia. Moreover, experience in Geotechnical investigation, testing, and interpretation of results for the design of structural foundation of building out of which one (1) year of experience in the design of foundation in expansive soil under vibration load effect conditions.Experience of bespoke building projects would be a significant advantage

x) IT Expert

M.Sc/B.Sc. Degree or equivalent in Information Technology/Computer Science/Computer Engineering/MIS or related fields with 8 years of relevant experience.Certified as a Microsoft Certified Systems Administrator (MCSA) and/or Microsoft Certified Systems Engineer (MCSE) Minimum of 2 years specific professional experience on Microsoft operating systems and office suite Demonstrable practical experience of computer hardware and maintenance



Experience in the establishment or management of IT support systems for organizations.Extended work relation with the firm/Associate firm.

xi) Contract Specialist

B.Sc/M.Sc Degree in Civil Engineering/Construction Technology and Management or related field with 8 year experience in public procurement systems4years experience in development of tenders across a range of procedures and conditions of contract3 year of experience in direct involvement in handling claims on building construction in Ethiopia

xii) EIA specialist should be involved

B.Sc/M.Sc Degree in environmental engineering and related field with 5 year experience in construction environmental control

All experts must be independent and free from conflicts of interest in the responsibilities accorded to them. CVs for experts other than the key experts are not examined prior to the signature of the contract. The Consultant shall select and hire other experts as required according to the profiles identified in his Organization & Methodology and/or this Terms of Reference. These profiles must indicate whether they are to be regarded as long-term/short-term, international/local and senior/junior so that it is clear which fee rate in the budget breakdown will apply to each profile. For the purposes of this contract, international experts are those whose permanent residence is outside the beneficiary country while local experts are those whose permanent residence is in the beneficiary country.

The selection procedures used by the Consultant to select any other experts shall be transparent and based on pre-defined criteria, including professional qualifications, language skills, and work experience. The final selection of experts shall be subject to approval by Federal TVET Institute, Addis Ababa. Note that civil servants and other staff of the public administration are not eligible for recruitment as experts under this project. Backstopping costs and the costs of all support staff must be included in the fee rates of the key experts.

6. Selection criteria

6.1 Qualifications and competence of the key professional staff engaged in the consultancy service:

Design Stage

Practicing Professional Architect

Practicing Professional Structural Engineer

Practicing Professional Sanitary Engineer

Practicing Professional Mechanical Engineer

Practicing Professional Electrical Engineer

Professional Geotechnical Engineer

Professional Engineer



Technicians

Construction Stage

Project Team Leaders

Office Engineers

Resident Engineer (project site)

Site Supervisor (project site)

The number of points to be assigned to each of the above positions or disciplines shall be determined considering the following three sub-criteria:

(a) General qualifications and experience

(b) Adequacy for the assignment

(c) Experience in region and language

Adequacy of the proposed methodology and work plan

(a) Technical approach and methodology

(b) Work plan

(c) Organization and staffing

The Consultant has successfully completed at least five similar or related Projects with a budget of each 300 million ETB, or these projects has to be completed more than 90% of the contract value.

7. Assignment Period7.1 Phase-I

The duration of the services from the date of commencement of the contract to the completion period of the services is four (4) months.

7.2 Phase- II

The Duration of the services is extended from the date of commencement of the contract to the end of the defect liability (maintenance) period of the works, which is envisaged to be a period of approximately 24 months of construction including one (1) month of mobilization and twelve (12) months of defect liability period. A one (1) man-month input for the Resident Engineer with the required provisions during the one year of defect liability period is envisaged. During the Contractor’s mobilization period, the Consultant shall operate with a skeleton staff agreed with the client. There are only two staffs and only the Resident Engineer will be there during the defects liability period. Staff mobilization and demobilization plans are to form part of the Consultant’s technical proposal and related financial proposal. The continuation of the downstream phase i.e. the construction supervision will be dependent upon the satisfaction of the client on the performance of the consultant during Phase I and the availability of fund for the construction of the project.The maximum duration between the end of Phase I and the beginning of Phase II shall be 1 year.



8. Facilities, Services, and Resources to be provided by Procuring Entity1. The Procuring Entity will avail to the Consultant free of charge all available documents

relevant to the project.2. The Procuring Entity will provide liaison with other Ministries/Departments of the

Government in order to introduce the Consultant. The Consultant shall be fully responsible for the collection of data and information from these agencies.

3. The Procuring Entity may assign staff (maximum of 2 at any one time) to the Consultant for on the job training in the various aspects of the Consultant’s duties.

9. Additional Responsibilities of the ConsultantPhase I: Detailed Engineering Design and Tender Document Preparation

The consultant shall provide himself with office facilities, accommodation, transport, equipment, consumables, staff, support staff and any other resources necessary for the complete excision of the service. The cost of all the provisions mentioned above shall be detailed on the Consultant’s financial proposal.

The Consultant shall attend monthly joint/progress meeting with the college and shall take minutes of those meeting and submit the minutes to Federal TVETI.

The Consultant shall make the necessary presentations of the findings as well as the reports submitted as required by the Client.

Phase II: Construction Supervision

The consultant shall have site office, office equipment including computers, furniture and communication facilities, and Joint Laboratory equipment after the first month of the construction period by the works contractor for his site staff.

All documents and correspondence shall be in English

Brief descriptions of the contents of the reports for submission by the Consultant are as follows:

Phase-I

Progress Report

The submission of Progress Report shall be at monthly intervals from the date of the contract and shall give a brief statement of work performed during the preceding month and a schedule of work for the next month. The progress report shall also contain comments and recommendations describing the effects of the accomplishment on future activities and any proposed change to the work plan for a future month.The submission of the report shall not be later than the first week of each month including idle months, if any, and are serially numbered.

Soils and Materials Report

The soil and materials report shall summarize all the geotechnical findings and adoption of those findings to design. This report shall be a factual report.

Preliminary Design Report



A Preliminary Design Report shall contain the findings of the consultant on the issues of Architectural Design, Structural Design, sanitary, electrical and electromechanical designs for the project with the proposed provisional cost estimate for the client’s approval. The submission of the report shall not be later than 45 days, to have sufficient time for the college’s approval and Final Working Design and Working Documents.

Topographic Survey Report

This report contains detail description of the survey report, list of established control points with their coordinates, method of approach to the established control points, location of traverse control points, list of indivisible control points, list of scale factor for each established control points, check control points, etc. The report should be detailed so as to make the supervision consultant and the contractor full of survey information and for easy reference during the construction stage.

Complete set of Drawings

The consultant shall prepare and submit a complete set of drawings, which are so required under Item no. 3.2.4 of this section and shall be the final construction drawings with the required type and number.

Engineering Cost Estimate

Confidential Engineering cost estimate of the works based on calculated quantities of the works shall be prepared and submitted. The Consultant shall estimate realistic bill rates based on his assessment of labour, material, plant/equipment, overhead and profit for each individual BOQ item, and come up with a stand-alone cost estimate. The consultant shall compare the project-specific rates with the rates of recent similar construction works in Ethiopia taking into account the location and size of the project as well as the prevailing construction market situation.Detailed breakdown for each bill item (labour, equipment, material, overhead, profit, and tax) should be part to the priced BOQ. The submission of confidential cost estimate shall conforms to the agreed format with the client.

Tender Documents

The Consultant shall prepare sets of final and complete tender documents for the contract to call for bids on International Competitive Bidding (ICB) for the Building Construction works to implement satisfactorily with the Standard Condition of Contract to be approved by the client.

Consultancy Completion Report

This preparation and submission of completion report is the responsibility of the Consultancy service. It shall be a comprehensive report on the Consultancy services throughout the project. It shall describe the aims of the project, the achievements, any problems encountered and any recommendation made by the consultant, etc. It shall also include the Consultants final statement.

Phase II

(i). Inception Report

Not later than 25 days after the commencement of the Consultant’s contract, the Consultant shall submit and present an inception report to the Client. The report shall outline the Consultant’s initial findings and confirm the methodology and detailed work program proposed for adoption in the light of initial findings,



while also identifying constraints and proposed solutions, together with any action required by the college to facilitate the successful implementation of the Services.

(ii). Contractor’s Mobilization Report

On completion of the Contractor’s mobilization phase, the Consultant shall report on the following:Contractor’s mobilizationOrganization and correspondenceLines of communicationContractors’ detailed work programmeProposed resources schedulesProposed cash flowEquipment schedulesFormat of forms and their use and presentationSchedule of site meetingsContractor’s obligationsAny other submitted contractual documentation

(iii) Monthly Progress Reports

Progress reports shall be prepared monthly using an agreed standard report format to detail progress against programme in respect of all project elements and outputs. During the Implementation Phase, the reports shall additionally include details relating to the quantity of each activity performed, particulars of any non-compliance penalties applied for and comments regarding any quality issues that have arisen.A suitable number of photographs with date imprint should be included. This will illustrate progress and any difficulties encountered on the site, and will show permanent progress record. The submission of reports are in three copies within two weeks of the reporting period.

(iv) Quarterly Progress Report

These will be similar to the monthly reports but will be more detailed and include record photographs. The Resident Engineer shall prepare the reports and give an overview of the progress within the project.The quarterly progress report shall also include important information of the last month of the quarter so that submission of a separate monthly report will not be required for that specific month.

(v). Annual Progress Report

The report will summarize the activities performed within a year in a format similar to the monthly reports. In particular, it will comment and discuss any trends and serious issues, which may affect the outcome of the Project. The submission of the report shall be at the end of each fiscal year of Ethiopia (end of June).

(vi). Consultancy Completion Report

This report is to be prepared at the end of the Consultant’s Services. It will comprehensively report on the Services throughout the Project. It will describe the aims of the Project, the achievements and lessons learned. It will present detailed financial account details for the Works contract.

(vii). Consultant’s Quality Assurance Manual



This manual describes the methodology and procedures to follow in attaining the desired quality of the service at each stage. The report should also detail the assignment of responsibilities with regard to quality assurance to the respective personnel in the team. The content of the manual shall be suggested by the consultant for review by the college and will be finalized following taking into account the comment. The draft manual shall be submitted within one month of the date of effectiveness of the consultancy contract.

(viii). Fit out and commissioning Reports

Phase 1

Table-1- Reporting Type & Submission Deadline

Types of Reports/Documents

Draft Final

No. Submission Date No. Submission Date

1 Inception Report 3Within one month from the commencement of the service

5 Within one week of receipt of the Client’s comments

2 Monthly Progress Report - - 5 Within one week of receipt of the Client’s comments

3 Geotechnical, Soils and Materials Report 3

Within one month from the commencement of the service


4 Preliminary Design Report 3Within two months from the commencement of the service


5 Topographic Survey Report 3

Within one and a half month from the commencement of the service


6 Technical Reports 5 As required by the college 10Within two weeks of receipt of the Client’s comments

7Complete set of Drawings, Engineering Cost Estimate and Tender Documents

3A3 for drawings and 5 for others

Not later than 4 months from the commencement of the service

12A3 for drawings and 12 for others

Within two weeks of receipt of the Clients comments

8 Final Report and Consultancy completion Report

5Not later than 4 months from the commencement of the service

10Within two weeks of receipt of the Clients comments

Phase 2Table-2- Reporting Type & Submission Deadline



Types of Reports/DocumentsDraft Final

No. Submission Date No. Submission Date

Inception Report 3 Within one month from the commencement of the service


Progress Report,Including measurement and contract administration

- - 5 Not later than the first week of each month

Technical Reports 5 As built drawings at agreed key milestones 10

Within two weeks of receipt of the Client’s comments

Fit out and commissioningReports 5 Within 20 months 10

Within two weeks of receipt of the Clients comments

Completion and commissioning Report 5

As-built drawings and commissioning within 24 months 10 Within two weeks of

receipt of the Clients comments
