Terms of Reference

Individual Consultant on Renovation (Design and Construction) of………

Brief Introduction and Objectives:

TERMS OF REFERENCE OBJECTIVES
The objective of this document is to ensure:
• the cost efficiency and timely execution of architectural design and
• all works, supply & installation of plant and machinery, and goods and
equipment
conform to standards and performance acceptable to the Client.

Project should be designed in such a way that it provides a best

combination of “Quality/ Functionality/ ergonomic/ comfort/ modern
technologies/ appearance/ accessibility to equipment and the building
technical infrastructure
work is expected to result in safe and economical design for all items of
the works keeping in view the latest interior codes/ standards and the
requirements of the client.

Scope of Work:
The scope of work includes the following facilities but is not limited to
these items:
 Architectural design drawings and specifications.
 Construction of a resource centre, auditorium, kitchen and eating
area.
 Landscape design and construction of walkway.
 Installation of piping, drainage and electrical works as required.
 Civil works including earthworks and water impoundment
development, foundations, and reticulation and drainage;

Part- E.
SCOPE OF SERVICES
All engineering work shall be performed by experienced personnel, and
service provider shall use the necessary tools to perform the engineering
work in a professional manner and in accordance with accepted
engineering practices.
The scope of work broadly includes engineering, procurement assistance,
construction management and mechanical completion of the required
units. This shall include, but not limited to, engineering design, design
survey layout, scheduling and cost control, procurement services,
contractor coordination, construction supervision, testing materials,
quality control, equipment and site inspection and expediting.
It is not the intention of this document to completely specify all detailed
services required during engineering, procurement and construction
phases of the project, however, any additional services which are not
specifically mentioned here, but which are required to make the facility
complete in every respect and in accordance with the intent, technical
specification for safe operation and guaranteed performance, shall be
deemed to be covered under the scope of work.

Part- F. Schedule of activities

Stage- 1 Survey and documentation works
(Design, layouts and cost estimation with market standards and approval
from the committee)
Stage- 2 Preparation of the bidding documents, detailed layout plan
Stage- 3 Approval of the layout plan and preparation of the TOR for the
contractor (s) and award of contract
Stage- 4 Execution and detailed supervision of works as resident
engineer
Stage- 5 Prepare final report to the committee and approval for the
payment of the Contractor (s).

Part- G. Professional Liability

If the client suffers any loss or damages as a result of proven fault, error
or omission in the design/execution of the project, the consultant shall be
responsible to make good such loss or damages in accordance with
provisions mentioned in contract documents.

Part- I. Mode of payment: Payment will be made on each milestone of

the project. There is a scope of partial payment. Suppliers are also
requested to clearly mention about the term of the total payment.

Part- I. Project Planning: Proposals shall, as a minimum, be presented

as three phases
(i)Pre-construction Phase,
(ii) Procurement Phase.
(iii) Construction Phase.
(iv) Closeout Phase.

Proposal shall clearly identify which services will be provided as part of

each phase. The team will perform both (i), (ii) and (iii). However, the
client reserves the right to terminate the contract at the end of (i) or (ii), if
the consultants performance is not found to be of acceptable quality and
award (ii) and/or(ii) to another party.

A. Pre-Construction Phase Tasks

(i) Conceptual Design
Tasks to be performed by the design team and project manager are:
 Site Survey.
 Gathering reliable information concerning the proposed project.
 Establishing a conceptual estimate, schedule and program.

(ii) Schematic Design

 The project team investigates alternative design solutions, materials
and solutions.

(iii) Design Development.

  Designing the main systems and component of the project.

(iv) Contract Documents.

 Final preparation of documents necessary for bid package such as
drawings, specifications, general conditions and bill of quantities.
 A detailed and complete cost estimate for the project can be done
when the contract documents are almost complete.

B. Procurement Phase(Bidding and award phase)

 Project finally transits from design to construction.
 In fast-track of projects, this phase shall overlap with the design
phase.

C. Construction Phase
 The actual physical construction of the project stage.
 At this stage the bulk of the owner’s funds will be spent.
 Deployment of Project Construction Manager for contract
administration and construction supervision.
 (i) Construction Project Management
 A construction manager is the person responsible for planning, co-
ordination and control of a construction project from its inception to
the time it is completed. He is responsible for ensuring that the
client’s requirements regarding the functionality and standards are
met. He is also responsible for ensuring that that the construction
project is concluded successfully. The construction manager is
usually responsible for dealing with any delays that may happen in
the construction site, emergencies or the bad weather that may
occur. The construction manager is also known as project managers,
construction superintendents, program managers, general
contractors or construction supervisors.

 The service provider will have overall responsibility for establishing
and maintaining both the design and construction interfaces with
contractors, suppliers, vendors external utilities, professional staff,
the facility operator, and Client.
 The service provider will be have overall responsible for

 General Functions
 1. Contract co-ordination, Administration and Scheduling
 The service provider will coordinate site meetings with the
Contractor(s), Suppliers, Vendors, external utilities, professional
staff, facility operator, ESIA consultant, and Client as required to
ensure the smooth delivery of contract services, and preparation
and distributing meeting minutes.
 The service provider will review Contractor(s) contract execution for
compliance with contractual requirements (i.e. labor compliance,
etc.), and review Contractor(s) work schedule & method statement
and assess compatibility with the overall construction schedule.
 The service provider will make measurements of bid items installed,
quantities or percentages, review the Contractor(s) recovery
schedules, and obtain monthly updates from Contractor(s)
incorporating actual progress, delays, and other impacts.2.
Overseeing the entire construction project or part of a project.
 3. ) Cost Control
 The service provider will furnish the Client with estimated
expenditure forecasts (monthly, quarterly & annually) during the
construction management phase. The expenditure estimate
forecasts for each unit constructed and installed must be within an
accuracy of + / - 10% of the Clients commercial evaluation of bids
for that unit.
 The service provider must submit to the Client the basis for post
order expenditure variations where the estimated expenditure
forecast for each unit exceeds the Clients commercial evaluation of
bids for units constructed and installed.
 The service provider must monitor, review and submit to the Client
an updated Project expenditure estimation based on the forecasts
with the quarterly expenditure forecast.
 The service provider will approve progress payment release
requests for the Client confirming that all works, services,
equipment covered by the payment requests are complete,
inspected and expedited. The service provider will either sign off on
the payment request and submit to the Client for payment
authorization or, return the payment request to the Client with a
report detailing any works, services or equipment covered by the
payment request which are incomplete or have not been expedited
to the service provider’s satisfaction.
 . Records keeping
 The service provider will maintain and update construction
management records, including the construction management
schedule (incorporating Contractor(s) work schedules, testing plan,
and commissioning plans for all plant, equipment and systems), and
a Submittal Log of Requests for Information (RFI),and contract
change orders and compensation claims.
 . REPORTING
 The service provider will submit monthly progress reports for the
Client including description of key issues, quality (incl. Quality
Assurance materials testing summary results) and cost status,
schedule status, inspection and site observations, and minutes of
contractor(s) coordination meetings, as required.
 The service provider will report non-compliance with regulatory
permits, environmental management and mitigation plans, and
workplace safety and health standards as soon as practicable after
the service provider becomes aware of the non-compliance.
 The service provider will furnish the Client with any other report
required from time to time and as described in this Terms of
Reference during the course of the assignment.

  4. Selecting, hiring, and overseeing the work done by the
contractors.
 5. Overseeing the construction workers and their immediate
supervisors.
 6. Ensuring that the project is completed within a specified time.
 7. Determine the best source of construction materials.
 8. He is responsible for scheduling and estimating the time required
completing the project.
 9. Overseeing the selection of trade contractors and general
contractors who are ideal for the completion of a project.
 10. Determining the labour requirements.
 11. Supervising or monitoring the hiring and firing of construction
workers.
 12. Perform duties of “Engineer in Charge” as per Client’s
agreement with the contractor (s) to supervise construction with the
best professional and consulting standards to ensure that that
building is constructed satisfactorily.
 13. Ensuring that the construction work is completed on schedule.
 14. Monitoring and directing the progress in the construction site.
 15. Overseeing the delivery of materials, construction tools and
equipment.
 16. Ensuring that the construction resources are used well.
 17. Ensuring that the construction workers adhere to all safety
precautions.
 18. Obtaining the necessary licenses or permits.
 19. Monitoring the compliance with set regulations.
 20. Make measurements of the work done as basis of running
payments (if any) to the contractor (s).

The client may regularly check with the consultant for the quality of work
executed by the contractor and issue necessary instructions to the
consultant or contractor (s) for proper execution of the work.

D. Closeout Phase.
 This is when transition from design and construction to the actual
use of the constructed facility.
 The service provider will perform routine construction closeout site
inspections to determine if facilities/ units are complete and in
compliance with Contract Documents, prepare punch lists and
inspect punch list item corrective actions, and prepare
recommendations to Client as to the release of retention payments
to Contractor(s), vendors and suppliers.
 The service provider will submit, in a format acceptable to the
Client, all construction completion certificates for works units,
mechanical completion certificates supply and installation of plant &
machinery, and acceptance certificates for goods and brought out
equipment.
  The service provider shall coordinate with, and assist the Operator
for the purpose of a
 Performance Guarantee Test Run before handover to the Operator
and ensure that all contractual obligations are met, and
implementation of necessary remedial measures in case of non-
conformance to any of the guaranteed parameters.

b) Final Documentation Package (FDP), Construction Management

Files and
At the time of handing over of the completed facility the service provider
shall prepare and submit to the Client one original and one copy of Final
Document Package (FDP) for the entire project. The service provider shall
check the FDP for its correctness and completeness including the
incorporation of an amendments, additions/deletion, DCNs (Document
Change Notes). The FDP may include but is not necessarily limited to the
following:
 Final vendor & suppliers drawings,
 ‘As Built’ drawings
 PFD, P&ID
 Equipment General Arrangement Drawings
 Piping General Arrangement Drawings
 Civil/Structural Drawings
 Electrical & plumbing Line Drawings
 Performance test reports
 Stage-wise inspection reports
 Support Specifications
 Material and soil test certificates
At the time of handing over of the completed facility to the Client the
service provider shall submit to the Client one original and one copy of the
construction management files and for archiving.
 Issuing of completion certificates and final payments by the client.
 Handing over.

10. DELIVERABLES
All final reports and documents will be submitted in English in 1 (one) hard
copy, and 1 (one) soft copy on CD. Draft reports and documents may be
submitted to the Client electronically.
All reports and documents will be submitted in Draft. The Client will review
the reports and documents and provide comments to the service provider
within 2 (two) weeks of receipt.
The deliverables and indicative time schedule is as follows:
No later than 2 (two) calendar months after the commencement of the
assignment the service provider shall submit to the Client:-
(i) All conceptual, architectural, elevation, profile, admeasurement,
electrical & plumbing line drawings, and spot plans and plot layouts, Bills
of Quantities, equipment lists, data sheets and specifications etc. as
required for inclusion in each standard World Bank bidding document
package for Works, Supply & Installation of Plant & Machinery, and Goods
& equipment.
(ii) A plan and schedule for the sequencing of procurement of construction
works, and supply and installation of plant & machinery, and goods &
equipment.
(iii) A construction management schedule for the facility construction,
including but not necessarily limited to commencement of construction
management phase, major construction, installation and equipment
supply milestones, activity sequencing, construction closeout, post
construction services, and final document handover.
For each sequential 30 (thirty) calendar day period from the
commencement of construction management phase the service provider
shall submit a monthly progress report including description of key issues,
quality (incl. Quality Assurance materials testing summary results) and
cost status, schedule status, inspection and site observations, and
minutes of contractor(s) coordination meetings, as required. With the
exception of the first report each subsequent report must be submitted no
later than 45 (forty five) calendar days of the previous report.
Not later than 14 (fourteen) calendar days after construction closeout the
service provider shall submit, in a format acceptable to the Client all
construction completion certificates for works units, mechanical
completion certificates supply and installation of plant & machinery, and
acceptance certificates for goods and brought out equipment
No later than 21 (twenty one) calendar months after commencement of
the assignment the service provider shall submit (handover) the Final
Documentation Package (FDP) all construction management files for
archiving and Operating Manuals.

11. PROJECT DURATION

The successful service provider must be available to commence the
services in ……………….. The estimated services provided under the
proposed contract will be for a period of ……………..calendar months. The
estimated duration of each phase is given below:

• Pre-construction Phase: …………………

• Procurement Phase (NOT a deliverable under this assignment):
……………..
• Construction Phase: …………………..
• Post Construction Phase (service provider): …………………

12. SERVICES AND FACILITIES PROVIDED BY THE CLIENT

The Client will provide the service provider’s staff with transportation for
construction supervision, and meetings as required and subject to
availability of the MEMP vessel.
The Client will provide the service provider’s staff with accommodation
and basic office facilities on an inhabited island with reasonable access of
the R.Vandhoo project site.
The Client will make available a focal person to co-ordinate procurement
approvals, and other clearances, approvals and required from the Client
(with technical assistance provided by service provider as necessary). The
focal person will also facility access to the MEMP vessel as required by the
service provider’s staff subject to availability.
The Client will make available procurement services for the purpose
advertising Expressions of Interest (EoI’s), preparing and issuing final
Requests for Proposals (RFP’s) and other bidding related documents,
establishing bid evaluation committees, facilitating negotiations, and
preparing and awarding final contracts in accordance with the relevant
World Bank’s procurement guidelines, processes and procedures.
The Client will enter into contract agreements with Contractors, Vendors
and Suppliers, handle litigation dispute, arbitration cases, if any (with
technical assistance provided by service provider as may be required from
time to time).
The client will make available to the service provider a copy of each and
every contract awarded under the packages.
The Client will make available to the service provider for review any
operating manuals of brought out equipment, and for the incinerator plant
and equipment and associated utilities received directly from suppliers.
The Client will manage the procurement register, authorize payments, and
make payments directly to contractors, vendors and suppliers as per the
terms of the contracts issued. The
Client will manage and maintain the financial management and reporting
system in accordance with the Projects Financial Management Manual and
the World Banks fiduciary processes and procedures.
The Client will make all relevant project documents available to the
service provider, including but not limited to the Financial and Technical
Feasibility Study, and approved
Environmental and Social Impact Assessment.