TERMS OF REFERENCE
For
Project Management Implementation Consultants (PMIC)
For The
“Disaster and Climate Resilience Improvement Project (DCRIP)-AJK”
AJK Project Implementation Unit (PIU)
Background and Rationale
Torrential monsoon rains from 4-6 September 2014 caused flash floods in AJK, while the
Srinagar valley experienced a cloudburst. According to Pakistan Metrological Department
(PMD), 981 mm of rain fell within a 3-day period. Flood damages included but were not limited
to the following;
a. Communities suffered multiple losses in terms of their assets, livestock, agriculture etc.
b. Large scale damages to public and private infrastructure such as infrastructure,
communications networks, transport networks etc.
c. Widespread losses to crops and livestock affecting income and food security for rural
populations.
d. Floods resulted in 56 deaths and damaged 30,000 houses
Aim of the Project
The Disaster and Climate Resilience Improvement Project (DCRIP) aims to support restoration
of flood protection infrastructure to resilient standards, and institutional strengthening to improve
government capacity to manage disasters and climate variability in future.
Role of Planning and Development Department (P&D)
The Government of Azad Jammu & Kashmir (AJK) intends to undertake a coordinated and
comprehensive multi-hazard resilience improvement program in the State, for which this
assignment is meant to procure consultancy service for designing, planning, implementation, and
resident supervision of restoration works for flood protection infrastructure.
AJK government has established a dedicated Project Implementation Unit (PIU) for DCRIP
project in P&D. However, the implementation of these projects would be coordinated with the
line government departments. P&D would be the overall Executing Agency (EA) and will be
responsible for overall planning, monitoring, conducting studies, and implementation for the
structural and non-structural interventions to build resilient structures and institutional
strengthening.
Role of PIU
PIU and the concerned Sector Coordinators/line agencies would be responsible for;
i. Developing project proposals with basic designs, surveying, bill of quantities, cost
estimation
ii. Work plan, Procurement Plans & contract management;
iii. Construction resident supervision of sub-projects by the relevant line department(s);
iv.
v.
vi.
vii.
Ensuring compliance to environmental and social safeguard requirements and compliance
procedures during the design, implementation and monitoring of civil works, including
development of safeguards instruments.
Perform functions pertaining to monitoring, financial control and disbursement for the
project and provide necessary guidance to consultants of PMIC
Supervision of PMIC; and
Implement grievance redress system.
Scope of PMIC Services
Consulting services are required to provide technical services to the government line departments
i.e. Irrigation, Power Development Organization (PDO), and Physical Planning and Housing
(PP&H), in design and supervision of sub-projects for restoration of flood protection
infrastructure to resilient standards. The Project Management Implementation Consultants
(PMIC), will work under the direct supervision of PIU; and will be engaged to undertake
designing, planning and construction resident supervision, develop work plans, PC-1s, bill of
quantities, tender documents, resident supervision, monitoring environmental and social
safeguard action plans and gender action plans related to civil works. PMIC will accomplish the
following overall tasks;
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
Detailed technical designing of sub-projects, cost estimation and BOQs.
Formulation of sub-project proposals and developing PC-1s.
Preparation of tender documents and bids evaluation for award of construction contracts.
Develop tender drawings and contract documents
Provide assistance to the PIU in setting up the requirements for the environmental, social
/ gender aspects, and various safeguards instruments such as the environment and social
management plans and resettlement action plan.
Monitor the safeguards performance of the contractors during the implementation of the
civil works and the safeguards compliance of the project as a whole.
Perform monitoring and supervision of physical and financial progress on civil works
Will prepare weekly, monthly, quarterly and annual reports on the prescribed formats to
be submitted to PIU for review and onward transmittal to The World Bank.
Strengthen procurement and contract management capacity of PIU.
Review and approval of invoices/bills of contractors.
Deliverables
1. Inception Report – within two (02) months of mobilization – presenting approach
to tasks and reporting, with details of how each task will be performed, and
identifying what resources would/may be required.
2. Detailed Design of Schemes to be initiated in the First Year – within five (05)
months of mobilization - presents the outline of activities which includes project
summary, surveys, preliminary design, cost estimation, and sketchy drawings of the
feasibility.
3. Detailed Report on Projects initiated in the First Year– within twelve (12)
months of mobilization.
4. Detailed Design of Schemes to be initiated in the Second Year – within fourteen
(14) months of mobilization - presents the outline of activities which includes project
summary, surveys, preliminary design, cost estimation, and sketchy drawings of the
feasibility.
5. Detailed Report on Projects initiated in the Second Year– within twenty four (24)
months of mobilization.
6. Detailed Design of Schemes to be initiated in the Third Year – within twenty six
(26) months of mobilization - presents the outline of activities which includes project
summary, surveys, preliminary design, cost estimation, and sketchy drawings of the
feasibility.
7. Detailed Report on Projects initiated in the Third Year– within thirty six (36)
months of mobilization.
8. Detailed Design of Schemes to be initiated in the Fourth Year – within thirty
eight (38) months of mobilization - presents the outline of activities which includes
project summary, surveys, preliminary design, cost estimation, and sketchy drawings
of the feasibility.
9. Detailed Report on Projects initiated in the Fourth Year– within forty eight (48)
months of mobilization.
10. Final Report (Project Completion)
Period of Contract
The overall period of the contract will be four (04) years.
Indicative Payment Structure:
The ‘Consultant’ will be paid the lump-sum amount for undertaking the assignment according to
the submission and client’s approval of deliverables. All other costs would be considered
included in the lump-sum costs.
S.
No.
1.
Deliverables
Benchmark
Payment
Mobilization advance
05%
2.
Deliverable 1
3.
Deliverable 2
4.
Deliverable 3
Mobilization Advance upon the
Singing of Contract
Upon submission of Inception Report
acceptable to the Client
Detailed Design of Schemes to be
initiated in the First Year
Detailed Report on Projects initiated
in the First Year
5
Deliverable 4
10%
6
Deliverable 5
7
Deliverable 6
8
Deliverable 7
Detailed Design of Schemes to be
initiated in the Second Year
Detailed Report on Projects initiated
in the Second Year
Detailed Design of Schemes to be
initiated in the Third Year
Detailed Report on Projects initiated
in the Third Year
10%
10%
10%
10%
10%
10%
9
Deliverable 8
10
Deliverable 9
11
Deliverable 10
Detailed Design of Schemes to be
initiated in the Fourth Year
Detailed Report on Projects initiated
in the Fourth Year
Final Report
10%
05%
10%
PMIC Staffing
(i)
Team Leader/Civil Engineer: Qualified civil engineer with at least 15 years’ experience
of managing flood protection works in Pakistan or abroad. He/she will have overall
responsibility for the consulting firm, conduct and delivery of consultancy services and
contract/construction contracts, and reporting mechanisms. S/he will head the PMIC and
will work directly to manage relations with the client. S/he will be responsible for: (i) all
liaisons with and reporting to the client; (ii) financial management of the consultancy;
(iii) provide overall guidance and advise to construction supervision/contract
administration team; (iv) amicably resolve any disputes during the construction and
provide decisions whenever required, and (v) overall responsibility for progress and
completion with assistance from team members.
(ii)
Deputy Team Leader/Resident Engineer: Qualified civil engineers with at least 10
years’ experience as a resident engineer in construction supervision of flood/hydraulic
infrastructure in Pakistan whereas experience in hilly terrain would be preferable. S/He
will supervise the work directly with Assistant Resident Engineers (AREs) and rest of
construction supervision teams and will manage the construction milestones and quality
control of works. They will provide assistance to the Team Leader in overall
management, monitoring and reporting and will be responsible for day-to-day
management of works.
(iii)
Assistant Resident Engineer (Floods): Qualified civil engineers with at least 7 years’
experience in construction supervision of floods. S/he will be responsible for construction
supervision and review and approval of contractor’s bills. The Assistant Resident
Engineer will assist the Resident Engineer (RE) in the performance of assigned tasks.
(iv)
Materials /Quality Engineer: Qualified civil engineer holding bachelor’s degree or
higher with at least 7 year experience of working in the similar capacity on Hydraulic
structure/ flood protection construction projects. S/he will assist the RE and will be
responsible for quality of material used in construction by performing field and
laboratory tests and certifying their acceptance based on his/her recommended
specifications for the materials.
(v)
Geotechnical Engineer: Qualified geotechnical engineer holding bachelor’s degree in
civil engineering or masters’ degree in geology/geo-tech engineering with at least 7 year
experience of working in the similar capacity on flood/hydraulic structures protection
construction projects. S/he will review the design and if required during construction any
modification and change in design, foundation, construction method, alternate technology
of construction and provide oversight during the consultancy service.
(vi)
Hydraulic Design Engineer: Qualified civil engineer with at least 07 years of experience
in Flood Protection engineering design and coordination during construction. S/he will be
responsible for review and revision of design involving geometric design, designs for
hydraulic structure and related features, drainage designs, rehabilitation and repair plan,
traffic plans and amenities including detailed drawings and specifications. He/she will
propose if required, during construction any modification and change in design,
construction method and alternate technology of construction. He/she will provide
management’s oversight during the consultancy service.
(vii)
Flood Design Engineer: Qualified Civil engineer with at least 07 years’ experience of
structural designing whereas experience in flood structure designing is must. S/he will be
responsible for reviewing the structural drawings, methods, specifications and codes, cost
effective, multi-hazard resistant design, S/he will propose if required, during construction
any modification and change in design, construction method and alternate technology of
construction. S/he will provide management’s oversight during the consultancy services.
(viii) Contract Management Specialist: The procurement & contracts specialist will have a
Master’s degree in business administration, engineering or other related field with
preferably 7 years’ experience in procurement of works and goods, recruitment of
consultants, preparation of tender and contract documents, evaluation of bids, and
contract management including one donor funded project. He /she will have
demonstrated ability to work in a multidisciplinary team and excellent communication
(written and oral) skills. The Specialist will provide support to the Team Leader: to (i)
assist the PIU in preparing bidding documents; (ii) assist PIU in the evaluation of bids/
proposal, prepare bid evaluation reports/submission for recruitment of contractors
required under DCRIP (iii) assist PIU in negotiations and finalizing contract agreements
for works, goods and services; (iv) develop, and organize contract management capacity
building and training covering FIDIC, and the Bank procurement guidelines and
procedures for the project implementation staff of the PIU; (v) assist Project Director PIU
on the progress reporting, quality control and inspection systems to be followed during
execution of civil work contracts; and (vi) assist PIU in resolving contractual issues.
(ix)
Monitoring & Evaluation Specialist: The specialist will have a Master’s degree in
related field with preferably 8 years of relevant work experience designing system,
carrying out monitoring and evaluation and preparing reports. S/he will have experience
working with national consultants preferably in donor funded projects. S/he will have
demonstrated ability to work in a multidisciplinary team and will possess excellent
communication skills in spoken and written English. The specialist will: (i) establish the
project performance monitoring system (PPMS) and update every six months; (ii)
establish data collection, analysis and reporting mechanism for the PPMS; (iii) collect
benchmark/baseline data for performance indicators; (iv) prepare quarterly progress
reports (QPRs), annual reports, project completion report and ensure compliance with
World Bank procedures.
(x)
Social Safeguards/Resettlement Specialist: The specialist will have Master’s degree in
social sciences with at least 7 years of relevant work experience working with national /
international consultants, preferably in donor funded projects and government institutes.
He/she will have experience of working on the Bank financed projects and fully familiar
with the Bank’s Safeguard Policy & Frameworks. He/she will have demonstrated ability
to work in a multidisciplinary team and excellent communication skills in spoken and
written English. Tasks include: (i) screen subprojects for involuntary resettlement
impacts to determine eligibility of the subproject for financing under the project; (ii) for
subprojects with involuntary resettlement impacts, prepare Resettlement Plans in
accordance with the Resettlement Framework; (iii) assist and supervise detailed design of
subprojects to ensure involuntary resettlement impacts are minimized, if not avoided; (iv)
based on detailed design, conduct detailed measurement survey and update the
Resettlement Plan in accordance with the Resettlement Framework; (v) assist in
organizing and conducting consultations with affected people to ensure that the
Resettlement Plan have been fully discussed and agreed; (vi) assist PIU and field staff in
the implementation of Resettlement Plans in the subproject areas; (vii) develop and
conduct training modules to ensure proper understanding and implementation of
Resettlement Plans; (viii) monitor implementation of Resettlement Plans; and (ix)
contribute to the PPMS for monitoring and reporting on resettlement by developing
monitoring and evaluation indicators for involuntary resettlement and assisting in the
preparation of monitoring reports for involuntary resettlement.
(xi)
Environmental Specialist: The specialist will have: (i) master’s degree or higher in
environmental sciences/management or related field; (ii) at least 7 years of experience in
environmental management, monitoring, and/or impact assessment; (iii) familiarity with
the World Bank environmental safeguards requirements and national environmental
management procedures; (iv) ability to communicate and work effectively with local
communities, contractors, and government agencies; (v) ability to analyze data and
prepare technical reports; (vi) ability to regularly visit the sub-project sites; and (vii)
proficiency in spoken and written English. Working closely with the PIU and other
relevant personnel and agencies, the specialist will assist in all aspects of the
implementation of the project ESMF and subproject ESMPs. The specialist will: (i)
Ensure that the steps of the ESMF covering environmental screening and impact
assessment are followed by PIUs and contractors; (ii) Deliver training, and assist in the
preparation of the ESMF procedures for screening and assessing environmental impact,
and assist in the preparation of the Environment and Social Management Plans (ESMPs);
and (iii) Assist the PIU in the public consultations, (iv) to establish and publicize the
grievance redress mechanism (GRM) for sub-projects, ensuring that the GRM publicity is
appropriate to the scale and complexity of the sub-project and includes, as a minimum,
the disclosure of all contact persons for lodging complaints; (v) Assist the PIU to prepare
quarterly (during construction) and semi-annual project monitoring progress reports
(otherwise) for submission to the World Bank within stipulated period after each
reporting period, and (vi) contribute to the PPMS for monitoring and reporting on
environmental safeguards actions.
Selection Process
Procurement will be based on Quality and Cost-Based Selection (QCBS) method in accordance
with World Bank’s Guidelines: Selection and Employment of Consultants [under IBRD Loans
and IDA Credits & Grants] by World Bank Borrowers, January 2011 (July 2014).
The construction works will be executed in accordance with the Conditions of Contract
contained in WB’s standard documents as appropriate and in accordance with Conditions of
Contract. Accordingly, the Project Director PMU will be the Employer, and the consultant will
be the Engineer for all civil work contracts.
Submission of Request for Proposal (RFP)
RFPs will be issued to all shortlisted firms and will be required to be submitted the deadline
mentioned in the RFP.