Terms of Reference for Preparation of Master Plan, detaileddesigns and supervision of works for the restoration and

re-development of 380 acre Kailasagiri hill Top Park, atVisakhapatnam

*Note: This is draft ToR document; please keep a look for the final document that will be uploaded at any time.

1. BACKGROUND OF PROJECT

With a population of 5.2 million persons (2011 census) and spread over 5573 Sq.km,

Visakhapatnam Urban Development Authority jurisdiction is one among the Largest MetroPolitian Authorities in India, Constituted in the year 1978 under the provisions of AP Urban

Areas (Development) Act 1975. With a strong industrial base and the growing IT sector,

Visakhapatnam city is the engine for growth too in the state. It is also a major port and adefense hub. The provision of ample public spaces, within the city area, along the

beachfronts and on hilltops is characteristic of the city of Visakhapatnam. These spaces

appear to be well utilized, and have become key destinations for locals and tourists.

In the aftermath of cyclone Hudhud, there is a need not only to focus on the creation

of resilient infrastructure but also better planning in its creation and maintenance. This

includes preparing and implementing a comprehensive integrated urban plan for the

waterfront area to improve overall functionality and aesthetics. The infrastructure to becreated and improved needs to be integrated with mitigation techniques so that the

vulnerabilities in future similar disasters are considerably reduced.

The Government of Andhra Pradesh (GoAP) was proactive in preparing for themanagement of the possible disaster due to cyclone “Hudhud”. In addition to the updates

from India Meteorological Department (IMD), the intensity and magnitude of the cyclone

were continuously tracked at Andhra Pradesh State Disaster Management Authority(APSDMA) and a range of preparatory measures were launched to face the cyclone. Relief

and rescue teams were deployed in the coastal districts which are most likely to be

impacted and regular warnings to vulnerable populations were issued through variouschannels. This, supplemented by the evacuation of close to 250,000 persons, mostly living in

vulnerable kutcha houses or low-lying areas, helped to limit the death toll due to the

cyclone to 61.

Cyclone “Hudhud” and the associated heavy rainfall and floods caused extensivedevastation in all the affected districts, uprooting vast number of trees, damaging roads,

public buildings, livelihoods and disrupting telecommunications and power infrastructure.

2. Project Funding:

The India (hereinafter called" Borrower”) has received for financing from

International Development Association (IDA)(the “Bank”) in the form of a “credit”(hereinafter called “credit” toward the cost of APDRP. The PIU(VUDA), DRP of Andhra

Pradesh, an implementing agency of the Client, intends to apply a portion of the proceeds of

this loan to eligible payments under the contract for Consultancy Services for DetailedEngineering and Construction Supervision under description in this document. The Loan has

been approved by the World Bank vide credit no. 5694 - IN. The Government of Andhra

Pradesh now intends to apply a part of the project fund towards the expenditure under thecontract for Consultancy Services for Detailed Engineering and Construction Supervisionunder description in this document.

3. Scope of Works Contract :

The proposed works Contracts will involve use of modern equipment and constructionpractices. As the construction activities are to be carried out in ecologically and

environmentally sensitive areas, environmental norms and guidelines developed for the

project needs to be strictly adhered to. The list of works proposed to be included in thisconsultancy work but not be limited to the following items:

The works shall include,

(a) Restoration of Lighting, Water supply arrangements, Play Equipment, Ghat Roadand retaining wall, Toilets, Drip irrigation, underground cabling, BT Roads, laser

show, Providing Granite Benches, Landscaping etc., at Kailasagiri Hill Park.

(b) Traffic management during the construction activities shall be undertaken. Theworks shall include, but not limited to, the following items.

i. Traffic diversion and management during the construction where ever required.

ii. Routine Maintenance of Project Corridors during the construction period

iii. Construction and Maintenance of Diversion roads(c) Environment management during the construction activities shall be undertaken.

The works shall include, but not limited to, the following items.i. Management of environmental protection measuresii. Ensuring due observation of Social & Environmental Safeguards/ policies/

clauses/ guidelines provided in the works contract

(d) The Works Contract documents are based on world Bank’s National CompetitiveBidding Document for NCB works (May 2007) as modified / supplemented by the

special conditions of Contract / Contract Data.

(e) The qualified agency providing consultancy services to carry out the detailed

Engineering (i.e.) DPR preparation and Construction Supervision of the above civilshall be referred to as ‘Consultant’ here after.

(f) To act as ‘Project Manager’ from the clients side as defined in the bidding

documents of contract packages and perform all duties of Project Manager asdefined in the bidding documents of work.

4. Objectives of the Consultancy ServicesThe objectives of the consultancy service is

i. To carry out detailed planning, designing for the works proposed in the project andto prepare Maser Plan, Detailed Project Report (DPR), detailed drawings, BOQ etc.

including preparing draft bid documents package wise and to assist the Employer in

inviting bids, evaluation of bids and in awarding the Contracts and

ii. To provide Construction supervision for the works proposed in the project includingproject management, supervision and monitoring, quality assurance, contract

management and furnishing engineering decisions, verification of quantity, recording

of measurements and certifications of measurement and bills of the Contractor. TheConsultancy services shall necessarily include administering to insure successful and

timely completion of works of World Bank assisted reconstruction and restoration

works.

6. Contract Management Framework

The execution of the Consultancy Contract will be governed by the Contract

Management Framework (CMF). The main features of the CMF are described below:

To administer the contracts under the project, the Government of AndhraPradesh has established a Project Monitoring Unit (PMU) to be exclusively in-charge for the Project in the State.

The Programme Manager, PIU (VUDA) will act as Employer’s representativefor this Consultancy. The Programme Manager, for and on behalf of the

VUDA, will award and administer the contracts, take management decisionsand arrange payments, as per the contract agreements and obtain requisite

approvals from the Bank and the Vice Chairman, VUDA.

The Concerned Executive Engineer of VUDA will function as representative ofthe Employer at the field level and shall certify the data provided by theEngineer for setting out of works as per provisions of Construction Contract

Documents.

Project accounts will be kept by the Program Manager, PIU(VUDA), and other

accountants of VUDA, attached to the Project Director in the Project

Monitoring Unit (PMU) of APDRP.7. Scope of services

The Consulting Firm will be the part of World Bank assisted Andhra Pradesh Disaster

Recovery Project for component of works to be taken up by VUDA (PIU). Its primary role

will be to prepare the Master Plan, DPRs of the proposed damage restoration andsustainable development works, supervision of works as per specifications, overall project

management at the site, co-ordination among client, contractor and other stakeholders

involved in the project and to ensure quality of works as per specifications. The firm will becollecting all the technical, social and environmental and other related information required

with the help of other project team members and or consultant in the respective field.

The scope of the consultancy service will include but not limited to the following:A. Investigation, design and DPR Preparation works

i. Conduct preliminary and detailed survey of the project locations.

ii. Collect inventory data and to conduct specific survey of damages occurred andcompile the information in an acceptable computerized data base format.

iii. Perform necessary field investigation and tests required for the design of repair,restoration, development and protection works.

iv. Design the structural components needed under the project as per relevant codesand specifications and as per good engineering practices.

v. Prepare plan and profile and detailed working drawings good for construction,prepared to international standard using CAD, containing all details required forConstruction / execution of the project.

vi. Prepare detail of measurements, bill of quantities and estimate adopting currentSOR of government of Andhra Pradesh.

vii. Take good quality photographs of damaged sites and put them in DPRs as perrequirement.

viii. Collect Socio economic data of the project area.

ix. Carry out studies for environmental clearance requirement as per the guidelines ofMOEF and IRC SP-19-2001, and assist the department by providing the data requiredlike environmental/forest clearance if required.

x. Investigate for using the locally available materials and identify suitable quarries forthese materials and make suitable provisions in the estimates.

xi. Prepare DPRs of the works as per World Bank requirement according to thepackages decided by the department.

xii. Identification of environmental and social impacts of sub-projects as per World Bankguidelines.

xiii. Filling of Environmental and Social data sheet in the format given by World Bank forscreening by the client as well as by the World Bank authorities.

xiv. Categorization of sub-project as per World Bank guidelines, conducting acomprehensive environmental impact assessment (EIA) and preparation ofEnvironmental Management Plan (EMP)/Abbreviated Resettlement Action Plan(ARAP) as per requirements.

B. Supervision, Project Management and Quality Assurance of Works:

The principal responsibilities / duties and Responsibilities of the Team Leader whowill act as ‘Project Manager’ in terms of works contract will be, but not limited to, thefollowing:

a. Assist the Client in contract administration and management of the project andsupervise the works of the contractor strictly in accordance with the milestoneindicators provided in the Special Conditions of Contract/ Contract Data.

b. Interpretation of the Technical Specifications and Contract Documents.c. Review design, drawing, BOQ provisions and specification with respect to site

condition and suggest modification, if any required.d. Scrutinize the Contractors’ detailed work programe, suggest necessary

modifications in the work program, if any, after a careful study. To ensure timelycompletion and to assist the contractor in preparing the work programme withinstipulated time.

e. To prepare monthly/quarterly cash flow projections for the employer related toindividual roads and contract package wise before the start of calendar years andfinancial year and submit the same to the PIU.

f. To organize an orientation program for the contractors awarded with the workand their key personnel, PIU’s staff on the major requirements of agreement,obligations, duties and responsibilities of various personnel involved in contractmanagement.

g. Scrutinize and / or review Contractor’s superintendence, personnel and suggestmodifications, if any with approval of the PIU.

h. Initiate advance actions for handing over of site and/ or issue of drawings, and /or advise the Client.

i. Scrutinize the Construction Methods proposed by the Contractor for carrying outthe works to ensure that these are satisfactory with particular reference to thetechnical requirements, project implementation schedule and environmentalaspects as well as safety of works, personnel and the general public.

j. Obtain quality assurance system of Contractor and approve it after detailedscrutiny with the PIU.

k. Review of Alignment Plan and Profile for the works based on review of tenderdrawings and the survey carried out by the Contractor.

l. Issue of all detailed drawings including drainage (inclusive of drainage schemethrough the built-up areas), junctions, road signs and makings, safety measures,km stones, protection works etc.

m. Scrutinize and approve the Contractor’s working drawings and drawings fortemporary works, as required under the contract.

n. Review and ensure conformity of Contractor’s securities in approved formats.o. Associate with the tests being carried out by staff of the Contractor and undertake

additional tests as necessary to ensure the quality of works.p. Review the test results/certificates of all construction materials and / or sources

of materials and undertake additional tests as necessary to assess the quality ofworks and associate the PIU Staff in the Quality Assurance Process.

q. Prepare updated and additional drawings as required during the contract periodand supply to the contractor in time.

r. Measurement of quantities and certification, recording of measurements, andverification of invoices of the contractor in consultation with the PWD Staffdesignated for this by the Officer-in-charge PIU.

s. Examine the requests for advances and monthly statements and bills ofcontractors and give recommendations to the client regarding the payment ofcontractor’s bills.

t. Prepare monthly progress reports fully describing the progress of work and theservices rendered by the consultant during the month under review, indicatingalso the problem areas and key actions required to be resolved by the Employerand suggest methods to overcome them.

u. Prepare Financial Statements.v. Maintain a day-to-day diary recording all events relevant to the works.w. Finalizing as-built drawings and maintaining all test data and results.x. Certify “As constructed’ drawings for each component of the works furnished by

the Contractor.y. Obtain requisite insurances and ensure confirmation of their validity.z. Ensure validity of various securities furnished by contractor.aa. Monitor closely and regularly the mobilization and progress of work and advise

the Contractor about corrective measures.bb. Carry out detailed checking and verification of the setting-out data for the work

including lines, levels and layout to ensure conformity with the working drawingscc. Carry out supervision of all works as per approved method statement of various

items of work and ensure proper supervision as per requirement and report thedetails of supervision to the Officer in-charge designated by the in-charge PIU.

dd. Examine Contractor’s preparation and the completed portion of work as per‘requests for inspection’ and promptly advise the Contractor with mutually agreedupon periodic/regular information to the PIU with a copy of the ‘request forinspection’.

ee. Ensure taking requisite samples during execution and promptly advise thecontractor about the results.

ff. Carry out regular inspection of the Contractor’s equipment, Plant, Machinery,installations, housing and medical facilities etc. and ensure they are adequate andare in accordance with the terms and conditions of the Contract.

gg. Direct the Contractor to carry out all such works or to do all such things as may benecessary to avoid or to reduce the risk in case of any emergency affecting thesafety of life or of the works or of the adjoining property and advise the clientthereof as soon thereafter as is reasonably practicable.

hh. Supervise the Contractor in all matters concerning safety and care of the work andmaintenance of road during construction including environmental aspects andlabour welfare and maintain the appropriate data.

ii. Conduct monthly management meetings involving Contractor’s representatives,Employer’s representatives and issue proceedings duly fixing the time frame forattending the issue and by whom. Action taken report on all the issues identifiedto be reflected in the MPR of the subsequent month.

jj. Evolve and implement a system for the quality assurance of the works. Thesystem of control of quality of materials and completed works shall also includesampling methods and criteria and acceptance criteria. The sampling methodsand the acceptance criteria shall be based on statistical methods and therecommendations of the relevant IRC and MORTH / MORD publications andinternational practices.

kk. Maintain a permanent record of all measurements in the Measurement Booksissued by the PIU for the work quantities to be paid for and the results of all testscarried out for monitoring the quality of works. Records in any form other thanthe prescribed measurement books shall not be accepted.

ll. The quantity surveyor to record all the measurements in the Measurement booksissued by the Department and shall be checked by the Supervisor. ResidentEngineer shall check measure at least 20% of the measurements.

mm. Maintain permanent records of all the levels in the level books issued by the PIU.nn. Inspect the Works on Completion before taking over and indicate to the PIU In-

Charge any outstanding work to be carried out by the Contractor during theDefect Liability Period.

oo. Inspect the works at appropriate intervals during the Defect Liability Period andcertify the Defect Liability certificate.

a. In case of variation above 10% on BOQ Items – the consultant will obtainthe permission of the Client before issue of variation order.

b. Approval of Non-BOQ items – with the approval of Client.pp. Review of the DPR designs and tender drawings, issue of ‘Good for Construction

Drawings’ in consultation with the DPR consultants.qq. Review the Bill of Quantities for the Contract Package and submit any revisions in

quantities before the start of actual constructions works at site.rr. Ensure implementation of the Environment Monitoring and Management Plans.ss. Develop and operate a quantitative and qualitative project performance

monitoring system (PPMS) in consultation with World Bank and EA to monitor andevaluate the performance of the project in relation to its goals, purposes andoutputs. Baseline values should be established fori. traffic volumes and journey times,

ii. freight tariffs and bus fares,iii. environment and social impact indicators,iv. socio – economic indicators and

v. Social and poverty reduction impact indicators. Implementation andevaluation monitoring indicators would be measured at necessary agreedfrequency during the project. Measurements of these indicators, togetherwith relevant comments would be included in the Quarterly Progress reportsand the Final Completion report

tt. The consultant shall mobilize his team as per the mobilization plan of thecontractor.

uu. Any other assignment given by the client.vv. Maintain proper coordination with the PIU and Other Client’s Representatives.

In addition to what is mentioned above the consultant has to perform the followingworks also:

1. The Consultant shall designate its CEO or one of the full time Directors of thefirm/company) to act as Project Manager for the civil works Contract. TheTeam Leader of the consultant’s team resident at the project site shall benominated as Project Manager’s Representative and shall act on behalf of theProject Manager. The Project Manager will delegate such authority to theProject Manager’s Representative as may be necessary for day to day work.However, the consultant’s firm/the Project Manager shall be responsible forall actions taken by Project Manager’s Representative and his team. For thispurpose the Project Manager shall undertake regular visits to the project site.

2. The Supervision Consultant will make the necessary measurements andensure the quality of works. The Supervision Consultant shall furnish allengineering decisions required during the implementation of the Contractunder intimation to the PIU. The Supervision Consultant shall consider anysuggestions and advice from the Client/ Client’s Representative.

8. Actions requiring Specific Approval of the ClientThe Engineer(Project Manager) will be required to obtain the specific approval ofthe Employer before taking any of the following actions specified in the General

Conditions and Particular Conditions of Construction Contract Documents:

(i) Approving sub-contracting of any parts of the works;

(ii) Certifying additional cost;

(iii) Determining time extensions;

(iv) Issuing variation orders except;

- In an emergency situation as reasonably determined by the Engineer or

- When such variation orders increase the contract price by less than 10% perindividual variation and/or add up to less than 1% in aggregate in which case

it shall be notified to the Employer immediately following such approval;

(v) Ordering suspension of work;

(vi) Issuing variations in work quantities, fixing rates or prices;

(vii) Specifying the amounts payable in each of the applicable currencies;

(viii) Recommending new rates either for existing items of work which arises fromthe variation quantities beyond the limit, defined in the contract or fixing ratesof non-priced works involving any extra item and certifying any additional cost

determined under the provisions of contract;

(ix) Issuing order for special tests not provided for in the Contract and determiningthe costs of such tests which shall be added to the Contract price

(x) Issuing/approving Technical Specifications if not provided for an item of worksin the construction contract document and similarly, for any change in TechnicalSpecification of any item of work;

(xi) Instructing acceleration measures to reduce delays;

(xii) Revise the design if required based on site requirement as directed by theEmployer.

(xiii) However, the Engineer shall have no authority to relieve the Contractor of anyof their duties or obligations under the contract or to impose additionalobligations not included in the contract without sanction by the client.

The Supervision consultant will be a part of the World Bank assisted Andhra PradeshDisaster Recovery Project and will assist the Client in all matters pertaining to contractmanagement as and when required.

The Project Manager will be responsible for deployment/withdrawal of certainstaff/additional staff in consultation with the PIU for efficient and complete supervisionof works, so that the total inputs do not exceed the man-months included in thecontract. However, the CVs of personnel shall be got approved, as required.

Any realignment, redesign/modification desired for completion of the project will bedone by supervision consultants within the Project time without affecting the intendedcompletion date. All related approvals from concerned authorities will be obtained bythe Supervision Consultant.

9. OTHER RELEVANT INFORMATION

a. The detailed engineering for the project work, shall be as per Indianstandards/other relevant standards

b. The Consultant shall perform the services in accordance with the laws andany other instruments having the force of Law in India, as they may be issuedfrom time to time.

10. Data, services, and facilities to be provided by the Employer

(a) Data and Services

i. The data available of all the roads included in the project will be madeavailable to the Consultant.

ii. The entire copies of various Contract Package Agreements will be madeavailable to the Consultant.

(b) Accommodation, communication and Vehicles

The Consultant will be responsible for making his own arrangements for all hisaccommodation (including the office of the Team Leader and associated staffstationed in Visakhapatnam and his site staff at various works sites). The Consultantshould also make his own arrangements for office furniture, equipment,stationeries, photocopiers, communication facilities like telephones, webconnections, facsimiles, etc. including maintenance thereof and vehicles fortransportation of office staff/ field staff etc. (including operation, maintenance,insurances and repairs thereof).

(c) Laboratory facilities

Access will be provided to the construction Contractors’ established lab facilities.The construction Contractor(s) will establish and maintain a laboratory for eachconstruction package including testing equipment, water supply, electricity andcooling/heating equipment, which shall be made available for use by theConsultant. Maintenance of the laboratory by the Construction contractor shallinclude the cost of electricity, water and all consumable for testing. Theconstruction contractor will be responsible for carrying out tests for quality ofsoils/materials, etc. The Material Engineers/Lab Technicians of the Consultants shallbe required to monitor lab testing and to carry out test checks as necessary to verifycompliance with the construction contract.

11. Reports: The Consultant will prepare and submit to the Employer in required no. ofcopies of each of the following reports:

Inception Report

(5 copies) The Consultant shall submit an Inception Report within 15 days of thecommencement of the services containing full details of deployment of office &personnel and the time of their mobilization along with the other items indicated belowalong with soft copy.

a) Minutes of meeting with concerning executive engineer at the field

b) Damage assessment reports of the project & proposed works

c) Planning and methodology for DPR preparation according to contractguidelines.

d) Mapping of the project locations

e) Report of key persons employed at the site (name, contact no. and emailetc) and their mobilization plan.

f) Summary of proposed variation.

Project Preparation Manual:- 10 copies along with soft copy.

The Consultant shall submit project preparation Manual within 20 days of thecommencement of the services containing detailed methodology, standards to be adopted,optimum use of local available material etc complete.

Draft DPRs of the Project- 5 copies along with soft copy Final DPR with packaging along with draft bid document- 10 copies along with

soft copy

The Consultant shall submit final DPRs phase wise within the period specified in thetable below duly incorporating the comments/ suggestions of the department alongwith draft bid document package wise/ slice wise as directed.

Construction Supervision Manual/ Quality Management – 10 copies

The Consultant shall submit a Construction and Landscaping Supervision Manualidentifying the quality requirements and /or standards for the project and documenting howthe project will demonstrate compliance. The Construction Supervision Manual shall providenecessary processes and metrics for Quality Management and shall include but not limitedto the following.

i. The quality standards that apply to the project, with reference to thetechnical specifications and codes

ii. Quality control, quality assurance and process improvement approaches forthe project

iii. Quality control tools and techniques

iv. The responsibility chart/ matrix showing who will be involved in managingquality, when and what their specific duties will be

v. The metrics that shall be used to measure quality

vi. Specific mentions about the parts of the projects or deliverables that will bemeasured and their time and frequency

vii. Check lists for inspection of material and processes

viii. Flow chatting of processes to detect potential quality problems

ix. Scope for periodically quality audit

x. Balance the needs of the of quality with scope, cost, time, resources andrisk

The start of the Quality Management involves setting quality targets. The "QualityAssurance Process" and "Quality Control Process" shall be undertaken, to measure andreport the actual quality of deliverables, as parts, phases or complete project. As part of theQuality Management, all quality issues shall be identified and resolved quickly.

The Consultant shall perform Quality Assurance for consistency in quality;undertake Quality Control for meeting Quality Targets, Standards and acceptability criteria.They shall identify quality issues and initiate quality improvement, and implement QualityManagement. To ensure further quality control, the Consultant shall carry out independentlaboratory tests in OWD’s own and/or approved Laboratories and record the findings forappropriate action. The Consultant shall report all non-conformances and order removaland substitution of improper materials and/or works as required.

As a part of the quality management, the Consultant shall make documentation onLessons Learnt including the causes of variances, reasoning behind the corrective actionchosen, and any other types of lessons learned from quality control so that they become apart of the historical database for both project and for the Client.

The Consultant shall prepare the Construction and Landscaping Supervision Manualfor approval by the World Bank and the Client. It is expected that the Consultant will sharethe draft versions of the above plan and manuals before finalization.

Interim and final payments to Contractors;

a. The Project Manager to follow the format decided by the Employer duringthe initial kickoff meeting.

b. The Project Manager shall process interim and payment certificates of theContractor. Interim certificates shall be processed by the SupervisionConsultants following applications submitted by the contractor inprocessing certificates, the project Manager shall certify that he haschecked the measurement books. Whenever measurements are to bemade, the Engineer’s representative will inform the Contractor in advance.

c. The Project Manager shall promptly submit the payment certificates dulycertified in accordance with the above sub-clause to the PIU/P.D. forpayment.

d. In processing of contractual payments, 100% of the measurements will bechecked and certified by the persons indicated and the Resident Engineerswill check and certify at least 20% of the measurements. In packages

where supervisor will check and certify 100% of the measurements.

e. Whenever measurements are to be made, the Consultant’s representativewill inform the Contractor and the Employer. The Employer's participationin such measurements will not be mandatory; however should he wishesto participate, he will be empowered to do so and to check anymeasurement.

Communication Management

The Consultant shall manage communication processes to ensure timely andappropriate collection, distribution, storage, retrieval and ultimate disposition of projectinformation. They shall make use of multiple communication modes such as post, e-mail,fax, telephone and web, and account for these costs in their financial proposal. Theresponsibility of the Consultant shall be, but not limited to the following.

(i) To prepare the formats, templates for the project communications;

(ii) To issue order to commence the work;

(iii) To communicate approvals to the Contractor regarding Key experts, drawings,Schedule Baseline, and other like materials ;

(iv) To clarify any inconsistency in the Contract document of civil works to theClient and/or Contractor;

(v) To install a computerized documentation control system to record/ receive/issue/approve/ reject/ monitor RFIs and all contractual correspondences. Thesystem should have real time interface with client and the contractor;

(vi) To issue orders for removal and substitution of improper materials and/orworks as required; to issue orders for suspension of works;

(vii) To record issues related to the work and alerting the client and contractorregarding their urgency and impact

(viii) To communicate the change orders to the Contractor and to the Client;

(ix) To communicate the performance and status reports in approved formats tothe Client;

(x) To communicate authorization of Client’s approval for time extensions to theContractor

(xi) To issue orders for special tests not provided for in the contract;

(xii) To hold meetings / participate in the meetings, as given below, andcommunicate the minutes/ proceedings to all concerned;

a. Conduct monthly status review meetings/ Management Meetings (on thefirst working day of each month);

b. Conduct quarterly meetings (A fortnight before end of every quarter)with the Contractor and Client for setting the physical and financialforecast for the coming quarter;

c. Participate in the coordination meetings and contract managementmeetings held by the Client;

d. Make presentations of the project performance, forecast, risks and issuesbefore the Client and the World Bank, during reviews and Missions;

(xiii) To handover all the project records that include correspondences, memos,meeting minutes, and other documents describing the project in anorganized manner sorted on month wise to the Client upon completion of theassignment, in hard copy and in soft copy.

Risk Management;

This is a vital area of focus for the Consultant as a part of overall projectmanagement. Risks affecting the project have to be identified and listed along with theanalysis. The risk management shall include, but not limited to the following.

(i) To identify and record the risks that shall affect the project and analyze theroot cause of the risks;

(ii) To categorize the risks as external, internal, technical, legal or unforeseen;

(iii) To perform a qualitative analysis of the risks and rank them;

(iv) To assess the likelihood of their occurrence, their urgency and potentialimpacts, give recommendations for overcoming the issues along with thetime required for their solution in order to keep the project on schedule, costand within scope;

(v) To plan responses for the risks so as to avoid, transfer, mitigate or accept therisks;

(vi) To get ready with contingency plans and fallback plans that would keep theproject on track;

(vii) To indicate the Client regarding the Reserves for Schedule and Cost.

12. Reporting Requirements and Time Schedule/ Deliverables:The Consultant shall prepare and submit to the Client ten hard copies along with the

soft copy of each of the following reports. The soft copy of project monitoringcomponent shall be prepared using any computer aided project management tool (e.g.MS projects or Primavera) and shall be provided to the client in their respective filetypes, and not in scanned or non-editable formats (e.g. pdf). Actions related to reportingshall be followed as per the schedule agreed with the Consultant, and shall be viewed asa major indicator of performance of the Consultant. Reporting activities should not be

posed as an excuse for retarding the field activities by the Consultants at any point oftime, under any circumstances.

.1 The following table shows

S. No. Deliverable Document Scheduled TimeNo. of hardcopies along

with soft copy

1Inception Report Within 15 days from the Commencement

of Services of the Consultant5

2

Draft DPR of the project

As and when the draft DPRcompleted, it will be done

in three phases (first phase-30%, second phase- 50%,

and third phase- 20%)

First phase-within 45 days,

second phase-within 60 days and

third phase-within 75 days aftercommencement of services.

5

3

Final DPR with packagingand bid document

As and when the Final DPRcompleted, it will be done

in three phases (first phase-30%, second phase- 50%,

and third phase- 20%)

First phase-within 60 days,

second phase-within 75 days and

third phase-within 90 days aftercommencement of services.

5

4Test report Immediately after the testing at site and

findings of the result in the prescribedformat

2

5Construction Supervision

Manual

30 calendar days from theCommencement of Services of the

Consultant

10

6Installation of computerizedRFI/ documentation control

system

45 calendar days from theCommencement of Services of the

Consultant

7Monthly Progress Report

(MPR)5 business days after end of every month

10

8Quarterly Progress Report

(QPR)5 business days after end of each quarter

10

9Manual for Maintenance

during DLPWithin 6 months of commencement of

Civil Works10

10Sectional SubstantialCompletion Reports

After substantial completion10

11 Contract Completion Report During DLP 10

12

Training programs for clientEngineers and contractors

Engineers as a part oftechnology transfer

At least on program in a quarter

Material to beprovided to

theparticipants.

Maintenance Manual

(10 copies) The Maintenance Manual shall be submitted 2 months prior to thecompletion of the first contract package, outlining the routines to be adopted, includingC.D. works and bridges

Monthly Progress Report

(10 copies) The Consultant will, no later than the 10th of each month, submit progressreport summarizing the component wise progress vis-à-vis targets,

-problems encountered (administrative, technical or financial) and recommendations toovercome,

-expenditure statement,

-variation orders proposed and approved, status of claims or time extensions requestedby Contractors,

-status of removal of encumbrances and hindrances, safety precautions and trafficdiversion during construction,

-Status of mobilization/deployment of men, machineries and plants, functioning ofCrusher, HMP, WMM plant, Pavers and Rollers,

-the probable requirement of key materials like bitumen, cement, steel, aggregates fornext month and their availability at the end of the month,

-Attendance sheet of the key and technical personnel deployed by the consultant in thefield etc.

Quarterly Progress Report

(10 copies) The Consultant will prepare a comprehensive report summarizing all activitiesas cited above at the end of each quarter.

Sectional and Substantial / Contract Completion Reports

a. The Consultant will prepare a comprehensive final Completion Report for eachdefined section of the construction contract, after such sections reaches a stageof substantial completion during the period of the services. These reports mustbe submitted immediately after the completion of the work by the contractorand before taking over of such sections by the Client.

b. The report shall incorporate summary of the methods of construction, theconstruction supervision performed, as built construction drawings, problemsencountered & solutions undertaken thereon and recommendations for futureprojects of similar nature to be undertaken by the Client.

c. The reports shall contain documentation on Lessons Learnt from the risks andissues, and reasoning behind the action chosen for overcoming the issues.Lessons learned shall include suggestions for future in order to keep a project onschedule, cost and within scope.

d. The Consultant shall summarize and consolidate in a single report the keyinformation from each sectional completion reports to prepare the finalCompletion Report for the entire construction package.

Manual for Maintenance during DLP

This document shall be submitted within 6 months of commencement of Works.

Transfer of Technology:

The Consultant through their key experts shall organize regular training programs forthe Engineers on client side and contractor side as part of technology transfer in ContractManagement, Quality Management, Construction Management and other related subjects.This shall be continuous process during the Contract period at least one program in aquarter.

Contract Completion Reports

(10 copies, each) The Consultant will prepare a comprehensive completion report foreach contract within 30 days of issuance of Completion Certificate for each constructioncontract. The report shall summarize all relevant issues pertaining to the contract in theformat acceptable to the Employer.

Final Completion Report

(10 copies) The Consultant will prepare a comprehensive final completion report within

90 days after issuance of Completion Certificate of the last Construction contract or

before the end of Consultancy assignment.

A review committee comprising the officers of the PIU will be reviewing all the reports

submitted by the Consultant:

13. PERFORMANCE REVIEW

The Consultant’s performance would be reviewed periodically and monitoredthrough the performance reports. A review committee consisting of the following officerswill review the work of the Consultant from time to time.

a. Programme Manager, PIUb. Concerning Executive Engineer, PIU

Actions related to reporting shall be followed as per the schedule agreed with theConsultant, and shall be viewed as a major indicator of performance of the Consultant.Reporting activities should not be posed as an excuse for retarding the field activities bythe Consultants at any point of time, under any circumstances.

Any correction/ modification/ alteration to the deliverables suggested by the Bank/ PMUshall be done promptly by the Consultant and resubmitted in the same manner withinfifteen days of intimation.

The duration of the services shall be of about 24 months. The Consultant, in

consultation with the Employer, has to maintain a skeleton staff with a ResidentEngineer and a quantity surveyor during the Defect Liability period.

14. DEFICIENCIES OF SERVICES

Deficiencies in the services on part of supervision consultants may attract penalprovisions in the form of fines, up to a maximum amount of 5% of contract price and/ordebarment etc. by the Employer. Sample deficiencies may include:

Not acting impartially or acting in collusion with Contractor in award of variation,fixation of new rates etc

Not keeping proper records regarding quality control, inspection,rejection/rectification of work etc.

Failure to give proper and timely advice to Employer/Contractor to enablecorrection during execution

Delay in design and with holding approvals etc

Recommending extension to the Contractor with a view to extending duration ofsupervision services

Refusing to give reasons for decisions when called for by the Employer

Not being fully conversant with manuals, specifications, standards, Ministry’sguidelines and requirement of the project to be followed during construction

Certifying substandard work for payment

Notexercisingrequiredscrutiny/nonapprovaloftemporarystretch/work

Lack of proper coordination with Contractors and Employer to ensuresmooth implementation of projects

Permitting subletting of any part/major works withoutauthorization

16. EXPECTED INPUTS/ Staffing Schedule

The composition and duration for Design and Supervision Services for theSupervision Team will be as per the suggestions given in Table 1.

Table -1 for each packageS.No Expert Numbers Man

monthScope Input

1 Team leader* 1 22 DPR &supervision

Full time

2 Structural Engineer 1 4 DPR Intermittent input3 Horticulture

Specialist1 4 DPR Intermittent input

4 Environmentalexpert

1 3 DPR &supervision

intermittent input

5 Social expert 1 3 DPR &supervision

intermittent input

6 senior surveyor 2 6 DPR intermittent input7 DPR and

procurement expert1 2 DPR intermittent input

8 CAD Draftsman 2 6 DPR intermittent input9 Resident Engineer 2 36 Supervision intermittent input

10 Quality control incharge

2 36 Supervision intermittent input

11 site engineer 4 36 Supervision intermittent input12 site supervisor 6 108 Supervision intermittent input13 MIS Expert 1 23 DPR and

SupervisionIntermittent input

14 GIS Assistants 1 1 Survey Intermittent input15 Data Entry

Operators2 6 Survey and DPR Intermittent input

16 ProcurementAssistants

1 2 Bid processmanagement

Intermittent input

17 IT Assistants 2 40 Supervision Intermittent input* Includes three months after project completion.

17. ADDITIONAL SERVICESThe supervision consultant shall, if so required by the Client, provide any additionalservice at rates or on man-month rates as per the contract, or as mutually agreedupon, as a variation order.

The Commencement Report shall contain the details of all meetings held withthe Client and the Contractor and decisions taken therein, the resources

mobilized by the Consultants as well as the Contractor and the Consultant’sperception in the management and supervision of the project. The report shall

also include the Master Work Programme and Resources Mobilization for the

Project. Just after the commencement of services of contractor, Consultant will

start submitting their compliance report with respect to activities to beperformed by the contractor as covered in the bidding document/work

programme.

The Progress Report (Monthly and Quarterly) shall contain details of all meetings,decisions taken therein, mobilization of resources (Consultants’ and theContractors’) including actual mobilization plan for the previous month and

proposed mobilization plan for the next month w.r.t. consultant’s resources,

detailed compliance report of each activity, physical and financial progress and

the projected progress for the forthcoming periods. The Report shall clearly bringout the delays, if any, reasons for such delay(s) and the recommendations for

corrective measures. The Report shall also contain the performance data for

contractor’s plant and equipment.

Final Report:The consultant (The Project Manager) will prepare a comprehensive final completion

report of the construction contract package after completion of the work. The report

shall incorporate summary of the method of construction, the constructionsupervision performed, as built construction drawing, problems encountered and

solutions undertaken thereon and recommendations for future projects of similar

nature to be undertaken by the client. The consultant shall submit the self appraisalreport within the prescribed time summarizing the following details:

1. Details of Personnel including substitution made during the assignment.

2. Details of variation orders issued

3. Details of extension of time granted to the Contractor.4. Details of Quality Assurance System

5. Quality observed at site by the consultant.

6. Details of claims.7. Special preventive measures for maintenance suggested by the consultant.

(iv) Review

Review the progress achieved in the previous month and revised schedule withapproval of the client, if any; and,

Review of any changes required in the schedule due to extraneous reasonsbeyond the control of the contractor, with prior approval of the client.

(v) Supervision ManualThe primary objective of the Supervision Manual will be to evolve guidelines foradministration, supervision and management of the project. Such a manual is not

intended to be a contractual document nor is it to take precedence over the

specifications. The Manual will merely act as a guide and reference to the variousstaff in the management and supervision of the project in discharging their duties in

a smooth and systematic manner.

(vi) Quality Assurance DocumentThe Quality Assurance (QA) Documents shall be evolved on the basis of the relevantmanual for quality system for highways published by the Indian Road Congress (IRC).

18. Payment Schedule

Sl.No.

Payment Condition Percentage of cost of Agreement

1 Mobilization Advance 5% of DPR Consultancy Cost1. Submission of Inception Report 10% of DPR Consultancy Cost2. Approval of Draft DPRs of the

sub project30% of DPR Consultancy Cost

3. Approval of Final DPR withpackaging and bid document

35% of DPR Consultancy Cost

4. Approval of Final Report of DPRConsultancy work

20% of DPR Consultancy Cost

5. Payment for SupervisionConsultancy*

Monthly on the basis of staff deployment

*The supervision will start immediately after the date of start of work given to the

contractor which will also be intimated to consultant and will be continued till the

completion of the work contract.Any DPRs prepared, incomplete/inadequate or part submission shall be deemed as invalid

submission. The adequacy of any submission shall be determined at the sole discretion of

the client. Client will generally accord approval within 30 days of submission of reports.The criteria for the payment for DPR work will be based on per km preparation of DPR while

for the supervision work, the payment criteria will be staff deployment at the site.

19. STAFFING SCHEDULE

i. The site supervision team would be mobilized on the date of actual commencement

of works by the contractors or as decided by the Employer. During the defect liabilityperiod, the ‘Project Manager’ along with other staff as in Tables 2 will be required to

continue on a part time basis, as and when required for which the matter shall be

dealt separately at the appropriate stage towards the completion of the project.

ii. After award of the contract the client expects all the proposed key personnel to be

available during implementation of the contract as per the agreed staffing schedule.The client will not consider substitutions during contract implementation except

under exceptional circumstances (such as death and/or extreme nature of ailments

for which medical certificate shall be produced form Hospital/ Nursing Home).

The general policy for replacement would be

In case of exceptional circumstances (such as death and/or extreme nature ofailments for which medical certificate shall be produced form Hospital/Nursing Home) the replacement will be done with the person having same orhigher qualification and experience and no reduction in the remuneration ofthe key person will be assumed for the calculation of cost of consultancywork.

If the key personnel have left the firm then a certificate mentioning this willbe produced by the consultant and for the first replacement, no reduction &a reduction of 20% in the remuneration of the key person for eachreplacement after first replacement will be assumed for arriving at the cost ofthe consultancy work. In no circumstances, replacement with a personnelhaving less qualification and experience than that of the previous one will beadmissible.

20. CONSULTANT’S PROPOSAL SUBMISSION

a. The TOR is prepared to address the design and supervision consultancy packages in ageneral way. The consultants are advised to understand fully the specificrequirements of the supervision consultancy package of their concern, for whichthey will be short-listed and for which they are submitting the proposal .This aNational Shortlist with only national positions in the terms of reference; every expertproposed by a short listed firm in its technical proposal must be citizen of India to beeligible for evaluation. The consultants are also advised to inspect the projectstretches and acquaint themselves with the ground realities before submission ofproposal and include the provisions required thereof meeting the contractrequirements.

b. The consultant’s submission should be focused to the project requirements as perthe TOR details. The methodology to be submitted should address to the projectstretch requirements. All specific issues for which references have been made in thevarious paragraphs of TOR should be addressed effectively. General descriptionsshould be avoided.

a. Qualification and experience requirements for Key Personnel of theConsultants are as suggested below:

Qualification and Experience Requirement of Key PersonnelTeam Leader

i) Educational QualificationEssential Graduate in Civil Engineering

ii) Essential Experiencea) Total ProfessionalExperience

10 years

c) Experience in similarcapacity

Independent Supervision of projects in similartopographic conditions (Hills). 3 years as Team Leaderand in contract administration, and min 7 years insupervision of civil works

Horticulture Specialisti) Educational Qualification

Essential Graduate in Horticulture sciences/Agriculture sciencesii) Essential Experience

a) Total ProfessionalExperience

10 years

b) Experience in similarcapacity

Independent planning, design and supervision insimilar topographic conditions (Hills)

DPR and Procurement Experti) Educational Qualification

Essential Graduate in Civil Engineeringii) Essential Experience

a) Total Professional Experience 3 yearsb) Experience in Preparation ofDPRs

2 years in preparation of DPRs of projects for theGovt. of India projects or State Govt. projects.Experience in handling Procurement in respect ofWorld Bank / ADB for 2 years is necessary.

Resident Engineeri) Educational Qualification

Essential Graduate in Civil Engineeringii) Essential Experience

a) Total Professional Experience 5 yearsb) Experience in Similar Capacity Supervision of at least 10 number projects in

similar topographic condition (Hills)Environmental Expert

Educational QualificationEssential Graduate in Civil Engineering / Masters in

Environmental Sciences or EquivalentEssential Experiencea) Total Professional Experience 5 yearsb) Experience in Similar Projects 03 years in construction supervision projects in

executing similar kind of works as defined inthe TOR. Should be conversant with WB/ADBnorms.

Social ExpertEducational QualificationEssential Masters in Sociology or EquivalentEssential Experiencea) Total Professional Experience 5 yearsb) Experience in Similar Projects 03years in construction supervision projects in

executing similar kind of works as defined inthe TOR. Should be conversant with WB/ ADBnorms.

Quality control in-chargei) Educational Qualification

Essential Diploma in Civil Engineeringii) Essential Experience

a) Total ProfessionalExperience

8 years

c) Experience in similarcapacity

Supervision of projects in similar topographicconditions (Hills)

Site Engineeri) Educational Qualification

Essential Diploma in Civil Engineering with 8 years experience.ii) Essential Experience

a) Total ProfessionalExperience

8 years

c) Experience in similarcapacity

Supervision of projects in similar topographicconditions (Hills)

Senior Surveyori) Educational Qualification

Essential Diploma in Civil Engineering.ii) Essential Experience

a) Total ProfessionalExperience

5 years

b) Experience in road sector Min. 03 years as Topographic Surveyor road projectsc) Experience in similarcapacity

Supervision of projects in similar topographicconditions (Hills)MIS Expert

i) Educational QualificationEssential Degree/ MCA in Computer Science

ii) Essential Experiencea) Total ProfessionalExperience

5 years of experience in MIS operations, data entry,reporting etc.

Note: (i) Fitness certificate including ID proof with Photograph of the candidates need to befurnished

(ii) For non-key technical support professionals, CVs will not be included in the

evaluation but must be submitted prior to deployment in the project, as negotiated during

the contract negotiations, to determine the adequacy of qualifications and experience.

However, qualification and required experience of important support staff should be as

detailed below.