OUTLINE TERMS OF REFERENCE FOR DESIGN AND SUPERVISION CONSULTING SERVICES1 A. Background and Objective 1. The Viet Nam Railway Corporation (VNR), the Executing Agency (EA), has the responsibility to implement the proposed Asian Development Bank (ADB)-financed Yen Vien– Lao Cai Railway Upgrading Project (the Project), which is a part of the Greater Mekong Subregion (GMS) Kunming–Hai Phong Transport Corridor.2 Within VNR, the Railway Project Management Unit (RPMU) will be the implementing agency responsible for project preparation, procurement, implementation, liaison with ADB, and related activities. A firm of international consultants will be recruited under the Project to assist with detailed design, procurement activities, and construction supervision and to monitor various other loan and Project-related activities. The recruitment of consulting services will be done in accordance with ADB’s Guidelines on the Use of Consultants and on the basis of the detailed terms of reference (TOR). 2. The main objectives of the consulting services are to ensure that the procurement of civil works and materials under the proposed Project are undertaken in an economical and efficient manner, consistent with widely accepted engineering standards and practices for such works, and to the satisfaction of the Government, VNR, ADB, and cofinanciers. The international consultants should ensure that on-the-job training is provided and transfer of engineering and project management experience is transferred to associated VNR and RPMU staff. 3. The project preparatory technical assistance (PPTA) consultant prepared the Project Feasibility Study including preliminary designs. The PPTA consultant has identified four major contract packages for procurement. Three contract packages for civil works (including track renewal), financed by ADB and AFD, will be procured using international competitive bidding (ICB) procedures as per ADB’s Procurement Guidelines. The fourth contract package for rails, track switches and fittings that will be financed by DGTPE tied-assistance will be procured only from French contractors, in accordance with the French Ministry of Finance’s guidelines for procurement under the Emerging Countries Facility (ECF) loans. 4. In general the works to be carried out under each civil works contract will comprise: (i) Realignment of railway tracks in some section, including rebuilding of new bridges; (ii) Rehabilitation of selected existing bridges; (iii) Replacement of steel girders in selected bridges; (iv) Repairs to bridge substructures; (v) Building new station complete with tracks and station facilities; (vi) Constructing new passing loop tracks and extension of existing passing loops at selected stations; (vii) Renewal of track complete with new rails and switches/turnouts (supplied under a separate contract), concrete sleepers, elastic fastenings; and ballasting; (viii) Civil works related to stabilization of embankment/side slope, protection of embankment slopes, and drainage; (ix) Safety works including road over bridges (over passes) and improvements to level crossings; and (x) All building works at stations, including access road to stations, platform, upgrading/extension, and stores and freight facilities (where applicable). 1 This outline terms of reference is based on the detailed terms of reference for consulting services for detailed design, construction supervision, and monitoring under the Project. 2 The Project is cofinanced with Agence Française de Développement (AFD) and the Treasury and Economic Policy General Directorate (DGTPE) of the French Ministry of Finance. B. Scope of the Services 5. The services to be provided by the consulting services will include but will not be limited to the following: a. Detailed Design (i) review of preliminary design done by the PPTA consultants; (ii) conduct environmental, socioeconomic, geographic, and geodetic surveys at sites; (iii) provide the technical specifications for the procurement and construction contracts, including procurement of rails, switches, fastenings, and related materials; (iv) prepare detailed designs of all civil works and track works, including getting approval of the relevant designs by VNR; (v) prepare the detailed and general cost estimates based on the detailed design; and (vi) it is expected that at the stage of detailed design the consultant will review the requirements and the preliminary design proposals and come forward with innovative solutions that will facilitate efficient and economic project implementation. As for example while considering the replacement of girders it should be investigated if replacing some steel members and/or strengthening of others, replacement expenditure on the whole girder can be avoided. It may be possible to economize in other areas. b. Procurement and Contract Supervision 6. The consultant is responsible for preparation of the prequalification documents, bid documents, criteria for assessment of prequalification submissions, and tender documents for all bidding packages of the Project in compliance with relevant regulations of the Government, ADB, and other cofinanciers. The contract packages that are jointly financed by ADB and AFD will be procured in accordance with ADB’s Procurement Guidelines. The contract package of rail and switch procurement financed by DGTPE will be in accordance with DGTPE guidelines. The consulting services will provide assistance for evaluation of bids up to the stage of contract award. 7. In all stages, the consultant will ensure compliance with the Government and VNR requirements and standards and relevant international engineering standards wherever practicable. The consultant will assist RPMU including, but not limited to the following: (i) compile prequalification and bid documents for international procurement as per ADB’s Procurement Guidelines; (ii) submission of prequalification and bid documents and criteria of assessment to the Government, ADB, and the cofinanciers (if needed) for approval; (iii) draft the invitation to bid and specific procurement notices for inclusion in the Asian Development Bank Business Opportunities and UNDP; (iv) revise prequalification and bid documents based on the comments of the Government, ADB, and other cofinanciers; (v) convene the prebid meeting and field trip; (vi) respond to bidders’ queries; (vii) check conformity of the prequalification and bid s to eligibility criteria in the bidding documents, (viii) bid evaluation in accordance with ADB’s and Government’s requirements, (ix) clarify of any issues with bidders, (x) prepare a bid evaluation report to ADB and Government for approval, and (xi) assist in contract award procedures and submission of contract documents to ADB and Government. 8. The consultants will assist RPMU in the procurement of technical support equipment following the ADB’s international shopping procedures. c. Supervision of Procurement, Construction Supervision, Monitoring of Project Progress and Budget Control 9. The consultant will assist the RPMU in the day to day supervision of international procurement activities that will include, but limited to, the following: (i) prepare documents to finalize the contracts with the successful bidders, (ii) provide advisory assistance to VNR in completing the signing of contracts, (iii) issue orders for supplying and commissioning the equipment, (iv) administer contracts (including management of performance securities, return of bid bonds, advance payments etc.), (v) manage contractual queries, (vi) check and monitor supplier’s delivery program, staff training, spare parts, and commissioning proposals and warranties, (vii) review supplier’s quality control program, (viii) assist the RPMU in inspecting materials, equipment, and machinery to ensure they comply with the specifications, and give immediate notice to suppliers in the event of noncompliance, (ix) advise of any needed changes to plans or specifications, (x) assist RPMU in reviewing and examining claims arising from suppliers in relation to time extensions for delivery, additional payments, and other matters that may arise from time to time during contract implementation, (xi) upon completion of procurement, inspect the goods and certify completeness or otherwise, (xii) review suppliers’ ongoing commitment to training of VNR staff, commissioning of equipment, supply of spare parts, equipment warranties, and supply of end user manuals, and (xiii) assist RPMU in the release of payments and performance bonds under the contracts. (xiv) The contracts will be administered under the FIDIC Conditions of Contract. (xv) preparation and monitoring of a project implementation program and reporting procedures, (xvi) liaison with ADB and other relevant bodies, (xvii) preparing withdrawal applications under ADB loan and other required documentation, (xviii) preparing Project accounts and financial statement in accordance with the Loan and Project agreements, and (xix) preparing quarterly and annual progress reports as required under the Loan and Project agreements. d. On-the-Job Training Assistance 10. The consultant will provide associated VNR and RPMU staff with on-the job training in: (i) procedures for the engagement of consultants, (ii) international procurement, (iii) project management (iv) preparation and submission to ADB a Project Completion Report in accordance with the requirements set forth in the Loan and Project Agreements. 11. The consultants will provide any additional services related to the Project upon request and approval of the Government on the basis of justifiable and mutually acceptable billing rates/costs. Such additional services will also be subject to prior approval by ADB. C. Required Expertise 12. Approximately 200 person-months of international consultants and 524 person-months of national consultants will be needed. The consultants will have expertise in: detailed design of project components, international procurement under ADB’s Procurement Guidelines, management and contract administration, construction supervision, and monitoring of implementation of environmental, updating, implementation and monitoring of resettlement plan, socioeconomic impact assessment and project performance monitoring of the Project. The following expertise will be required: (i) procurement and project supervision specialist for review and preparation of documentation and assisting in bidding, award, and contractual issues associated with the procurement process under the Project; (ii) engineering expertise (in various disciplines) for preparation of detailed designs; and (iii) resettlement, social, and environmental experts. The consultants will be required to make their own arrangements under the Consultant’s Contract for appropriate English/Vietnamese translation and interpretation service that may be required. D. Submission of Reports 13. The consultant will submit two copies each of the following reports to ADB, AFD, and DGTPE and RPMU/VNR: (i) a brief monthly report highlighting the progress made and main developments during the month reported, and any problems that need to be brought to the attention of ADB, should be faxed to ADB by the third week of every month. (ii) A detailed quarterly progress report should cover all aspects of the services and the Project covering the progress made during the quarter and on a cumulative basis, program of work for the next quarter, difficulties encountered and assistance needed, if any. (iii) A final report to be submitted on completion of services that will summarize all consulting activities and their results. E. Facilities 14. Offices, laboratories, transportation, and accommodation for the consultant’s fulltime and short time international and national staff, and RPMU counterparts (all furnished and equipped, together with appropriate services, maintenance, and consumable stores) for the project will be provided through the civil works contracts.
Pages to are hidden for
"OUTLINE TERMS OF REFERENCE FOR DESIGN AND SUPERVISION CONSULTING"Please download to view full document