Local Government Enhancement Sector Project

Design and Supervision Consultants - Southern Province - Additional Works

Terms of Reference

(Outline - will be detailed during issue of RFP to the shortlisted consultants)

1. Background :

Local Government Enhancement Sector Project (LGESP) is being implemented currently and the

works are in progress. Meanwhile, the Government has requested additional funding from ADB

to cover 9 additional towns of Southern Province. The Loan Processing is in progress and the

agreement for additional financing is expected to be signed during 2nd

quarter of 2016. The list of

Additional Towns to be covered under Additional Financing is provided in Annexure 1.

The outcome of the project will be improved local infrastructure in identified Pradeshiya Sabhas

of Sri Lanka. Under the project, about 108 local authorities selected in seven provinces

(excluding the Northern and Eastern provinces), whose reform plans would be reviewed and

confirmed by the government will implement subprojects for roads and bridges, water supply

and sanitation, drainage, solid waste management, and other basic facilities, including building

or enhancing health-care centers and public markets. The project will also support the

institutional strengthening of the local authorities for improved and sustainable service delivery

through business process reengineering and the development of their information technology

(IT) systems. To achieve the aims and objectives, the project addresses to support the selected

local authorities through three components. Viz.,

Component 1: Local Government Infrastructure and Service Delivery Improvement

Component 2: Local Government Policy Reform and Capacity Building Support

Component 3: Project Management and Administration Support.

2. Objective(s) of the Assignment

The main objective of this assignment would be to ensure that the infrastructure works identified

are designed to provide a feasible asset to the Local Authority and implemented professionally

by following the required standards and safeguards in design and execution of the project.

The detailed objectives of the consultancy are:

Assess

i. With regard to sub projects identified, update the present status of the service sector (s) in

the local authority area;

ii. the technical feasibility inclusive of financial, economic, environmental and social

analysis;

Prepare:

iii. Prepare feasibility report, detailed design, drawings, cost estimates and bidding

documents for planning and implementation of subprojects including environmental

management measures, resettlement/ indigenous people and other social actions if any.

Supervise:

iv. Implementation of physical work and compliance to design standards, environmental

management plan, resettlement plans and social/ indigenous people’s plans if any.

3. Scope of Services, Tasks (Components) and Expected Deliverables

3.1 General Scope of Work

1) The scope of work mainly but not limited to includes services as indicated below for the

local authorities as mentioned in Annexure 1. Detailed Sector wise Terms of Reference

along with the list of subprojects (which would normally be Water Supply, Drainage,

Roads, Weekly Markets, Sanitation facilities, Health Infrastructure, Community facilities

etc. as identified by the Local Authority which would be finalized through a consultative

process) would be provided vide Annexure 2 to the shortlisted consultants as a part

of the Request for Proposal (RFP). (Sub-Project identification is in progress and is

expected to complete by the time the shortlisting process is completed and the Request

for Proposal is issued to shortlisted consultants.

2) The Design and Supervision Consultant (DSC) is required to carry out feasibility studies

for the identified sub-project. (Subproject feasibility should include technical, financial

and economic analysis, and preparation of safeguard (social and environmental)

documents in compliance with ADB requirements). The DSC also needs to prepare

Detailed Project Reports including engineering designs, environmental and social and

financial /economic feasibility reports and also prepare bidding documents for the project

in compliance with ADB’s procurement guidelines.( If the Local Authorities change the

sub-projects due to the change in their preferences, it is the responsibility of the DSC to

even conduct a pre-feasibility studies of the new projects and prepare prefeasibility report

and then proceed with the other work as indicated in this ToR.)

3) The overall design would cater for a period of over 50 years/ horizon / as defined as per

national planning norms and a projected population as determined by the consultant

based on appropriate projection techniques. The designs shall conform to relevant/ latest

applicable National Standards and CEA requirements. Wherever such standards are not

available, appropriate standards shall be followed in discussion with the PMU.

4) In addition, the DSC shall follow the requirements of the following documents in

carrying out the services:

a) Resettlement Framework and Environmental Assessment and Review Framework

of the project; and

b) Standard Bidding Documents for Procurement of goods and Works by ADB

and of the Project

c) Checklists – Feasibility Checklists, Sector Specific Checklists and Detailed

Design Checklist designed for the Project

d) Consultation Plan prepared for the project

5) The DSC needs to check that the subprojects selected meet the sub project selection

criteria for the Project and reflect priorities and action in relation to the consultation and

planning guideline of the Project and take into account the budget availability of each

local authority. As at present each Local Authority will have a budget of LKR 50 million

for development of priority infrastructure.

6) DSC needs to collect and update information regarding service levels of the infrastructure

sector taken up for development in the study area including inventory of existing systems.

7) DSC needs to collect necessary data for design and implementation. DSC shall be wholly

responsible for all the details provided in their reports on physical and site conditions, the

execution methodology, and various other parameters etc. All data utilized in preparation

of the reports shall be presented indicating the sources of the data and also the basis of

assumptions, if any. i.e The consultant shall be responsible for all the data or designs and

drawings given by them.

8) DSC shall carry out topographical survey with reference to specified datum as required

for the service up gradation and necessary geotechnical investigations. The local body

will provide the information on sub-project sites, their measurements and ownership

details. The consultant shall be responsible for its verification and mapping. Soil tests as

per relevant National Standards have to be conducted and necessary reports prepared by

consultants to arrive at design parameters.

9) The detailed cost estimates needs to be prepared using the latest schedule of rates of the

Province. Estimate associated costs such as road restoration charges/ shifting of utilities,

resettlement etc. There should not be any lump sum items in the bill of quantities. For

items not covered under schedule of rates, market rates to be assessed.(Necessary

documents on quotations received should be made for assessment of market rates) and

also prepare contract packaging plan.

10) For the given purpose and functional use of the respective sub-projects, proper design has

to be developed. The consultants have freedom to choose the type of sub structure and

superstructure, provided National code specifications and standards are met. The

drawings and designs shall include a general arrangement drawing and a detailed

longitudinal section drawing of all components in size A1 or A2. The level of detailing

shall be such so as to enable check of conformance with code provisions, including

detailed construction drawings and bar bending schedules. The responsibility of the

preparation and issue of detailed construction drawings is that of the Design and

Supervision Consultants which needs to be submitted along with the bid documents.

11) Assist completely in bidding, bid evaluation and award process in procurement of works,

goods and materials in accordance to guidelines of ADB as required by the Subproject

coordinating unit of the Project.

12) DSC needs to prepare project Implementation schedule and budget with monthly targets,

furnish network analysis such as Critical Path Matrix/ Program Evaluation and Review

Technique (CPM / PERT) for purposes of effective project monitoring and regular

reports.

13) DSC needs to carry out social impact assessments of proposed development including

land acquisition and its financial implication, and if found necessary, prepare a

Resettlement Plan and/or an indigenous peoples plan in accordance with the resettlement

framework (RF) and indigenous peoples planning framework (IPPF) agreed upon

between the Government of Sri Lanka and ADB;

14) DSC needs to prepare necessary environmental assessment reports such as an Initial

Environmental Examination or Environmental Impact Assessment, in compliance with

the environmental assessment and review framework (EARF) agreed upon between the

government and ADB and requirements of ADB procedures;

15) Prepare community development and public awareness programs, and identify training

requirements if any as necessary for the subproject construction, operation and

maintenance.

16) Prepare action plan and report on implementing relevant part of the gender action plan of

the project.

17) The DSC shall conduct his own studies and prepare estimates based on schedule of rates.

The PMU, SPCU as well as the LA concerned and Project Management Consultants shall

not be responsible (except as to risks specifically accepted under the conditions of

contract) for the validity of the project details and designs and estimates.

18) The consultants shall assist the Local Authority in obtaining required statutory approvals

for the subproject implementation from competent authorities.

19) The DSC shall mobilize exclusive supervision staff for the supervision of construction

including comprehensive quality checks and measurements of works including checking

the invoices sent by the contractor. The DSC is also responsible for certifying the quality

of works.

20) The Consultant shall perform with reasonable skill and care the services for Architectural

and multi disciplinary design services, necessary to achieve the completion of the Project

in accordance with the Project requirements, including services that are necessary, but not

expressly detailed in this scope of services.

21) With the exception of the conceptual design phase, where the Consultant shall start work

from the commencement date, the Consultant shall only be able to start work on each

phase, once the Employer has given the Consultant written approval to the effect that the

previous phase has been successfully completed. In order to get the Employer’s written

approval for the successful completion of a phase, the Consultant shall make a

presentation to the Employer of the design documents that he has produced for the

relevant phase. The presentation shall be accompanied by appropriate presentation

materials, sketches, study models, and written submittals described elsewhere in this

schedule. Such services including travel expenses shall not be considered to be a varied

service and shall be performed without any additional cost to the Employer or time

allowance to the Consultant.

22) Contract Documentation Stage: Based on the updated costs estimates and the project

schedules approved by the client., the consultant should perform the following tasks:

(a) Preparing full set of working Drawings comprising of Architectural, Structural,

Services Interior Décor , Landscaping etc;

(b) Co-ordination with Employer’s representatives and Technical Evaluation Committee

members on finalizing extent and sufficiency of details presented in working

drawings and contract packaging;

(c) Preparation of Bill of Quantities , and specifications and co-ordinating with the

Employer in identifying Specialist sub-contractors;

(d) Consultant shall submit to the Employer the following documents necessary for

calling tenders such as:

a) Pricing Preambles, Specifications (General specifications shall be ICTAD

specifications applicable for relevant trades and special specification shall be

relevant to the specific trades where general specifications are not applicable;

b) Bills of Quantities;

c) Instructions and Conditions of Tender (based on ADB standard documents);

d) General Conditions and Particular Conditions of Contract (based on ADB

standard documents;

e) Warranties / Guarantees requirements;

f) Instructions of Supervision of works;

g) Program of Works;

h) Full set of Architectural, Structural and Services working drawings;

i) Bidding documents for procurement of works / goods etc.

23) Bidding and Negotiating Stage: During this stage, DSC must obtain the approval of the

Employer to all Bidding Documents.

(a) Assist the Employer to invite bids for the project, based on the bid document

approved by the Employer;

(b) Assist to conduct pre-bid meetings, answer queries and advise Employer and bidders

on all technical and procedural matters during bidding;

(c) Advise and attend to the closing of bid receipt and opening of bids;

(d) Assist in evaluation of the bids;

(e) Assist the Employer to select a Contractor including negotiations with bidder on

finalizing the Contract;

(f) Advise the Employer on issue of Letter of Acceptance and Award of Contract by

providing a suitable draft letter;

(g) Arrange contract documents for the signing of the Contract by the Employer and the

Contractor;

(h) Arrange to hand over the site and the relevant documents to the Contractor; and

(i) Review and finalize the program and other instructions.

24) Construction Supervision Tasks include:

a) Supervision of construction of project components and quality control, assistance to

record measurements in accordance with the procedures followed in the Government,

certification that quality of works conform to the specifications and drawings, assessment

of the adequacy of the contractors' inputs in material, labor and construction method,

furnish all revisions and detailed construction drawings as necessary during the

continuance of the contract, attending third party inspections as necessary, check

contractors' design and drawings for lump sum turnkey contracts, examination of

contractors' claim for extension of time and extra works, etc. and prepare

recommendation for approval of Local Authorities / SPCUs;

b) Checking installation and commissioning, prepare measurement for works completed and

in progress and certify bills for payment to the contractors/suppliers. Ensure that works

are constructed to the prescribed quality in accordance with specifications in tender

documents and quality assurance system;

c) As required, assisting the LAs / SPCUs in the resolution of contractual issues including

review, evaluation and confirmation of contract Variation Orders;

d) As necessary, assisting the SPCUs / LAs with overall contract management and

approving of the ''as built" drawings as prepared by the Contractors;

e) Conduct and supervise the implementation of training programs, in collaboration with the

contractors, to strengthen the capacity of staff involved in operation and management of

the new system, including the operation of facilities and equipment;

f) Providing necessary advisory support to the local authority about the institutional

arrangement for Operation and Management;

g) Assisting SPCUs in the preparation of plan of action for the subprojects for presentation

to Local Authorities and get their consent;

h) Preparation of a simplified quality control manual for use of the field staff and get the

same approved by PMU / SPCUs;

i) Assisting SPCU to undertake other tasks as assigned by the PMU;

j) Preparation of O & M plans for all the assets created in the project;

k) Preparation of the sub project completion report in the format provided by the PMU;

l) The other works at Contract Administration / Construction Supervision Stage are to :

i. Provide all necessary information where applicable and issuing instructions to the

contractors to enable the contractors to proceed with the works;

ii. Examine the work programme from time to time and advise both Employer and

Contractor to fulfill their responsibilities to complete the project within the contract

period;

iii. Employ the supervisory staff required for resident supervision as per the agreed

proposal;

iv. Assess and recommend required variations to contract;

v. Approval of shop drawings prepared by Contractors in case of turnkey contracts;

vi. Conduct weekly progress review meetings at site and reporting the same;

vii. Attending progress review meetings conducted by the Employer;

viii. Advice the Employer on arbitration and legal proceedings;

ix. With other Consultants where applicable make periodic inspection of the works as

provided in then “Schedule of Service” herein and conducting progress review

meetings and issuing reports and Payment Certificates as required under building

contract;

x. On completion of the work to a stage reasonably satisfactory for being commissioned

/ put to use in the opinion of the Consultant, arrange the Contractor to hand over the

asset to the Employer and recommend issue the certificate of partial completion;

xi. Arrange to test all the systems installed and arrange to hand over test reports, and any

other document needed as per Conditions of Contract; and

xii. Defects survey upon practical completion of the sub-project and notification to the

contractor.

m) The DSC’s should also ensure that the technical officers cum quantity surveyors incharge

of day to day resident supervision should be trained on environmental and social

safeguard compliance and make them responsible for implementation of environmental

and social safeguards.

25) The consultant is responsible for the following on Maintenance (Post-Construction

works)

(a) Prepare a maintenance manual of services and plants with the help of contractors involve;

(b) Advise regarding service agreements on equipment and services;

(c) Advise regarding maintenance programmes for the Buildings and Built-Environment;

(d) Arrange the Specialist Contractors to train the Client’s staff to operate the systems and

plants as required;

26) With the help of Contractors prepare and submit “As-Built” Drawings, any changes done

during construction to the plants; sections and elevations should be incorporated in “As-

Built” Drawings and submitted to the client;

(e) Review the Warranties and Guarantees and hand over such documents to Employer;

(f) Carry out any inspections needed during the Defect Liability Period and prepare a list of

items to be attended to by the Contractors and arrange such defects to be rectified by the

respective contractors;

(g) Upon completion of the Defect Liability period issue the Final Certificate or in case of

completion of services before this period, prepare the drafts / formats of the same and

submit the same to SPCU before concluding the services

(h) Assemble Records and archive originals and copies as appropriate.

(i) Contribute supplementary information for final submissions to Statutory Authorities

(j) Monthly inspections to identify defects / reports

(k) Advise on warranty claims.

(l) Inspect the works during and at the end of the Defects Liability Period and prepare a list

of defects and notify the Contractor.

27) Prepare inception report, monthly/quarterly progress in the formats provided by PMU /

SPCUs;

3.2 Down Stream Work.

The Project could end after handing over the assets to the Local Authorities and submission

of sub-project completion reports for all sub-projects and there is no anticipation of any down

stream work.

3.3 Training Component:

There would be no specific training component or budget for the subproject implementation.

But the DSCs to ensure the well trained staff is deployed for designs and supervision. The

necessary on job training / guidance to be provided by the DSC during execution of the

contract

4. Team Composition &Qualification Requirements for the Key Experts

Position Preferred Qualification

Team Leader (Design cum

Construction Engineer)

Bachelor Degree in Civil engineering or equivalent with

corporate membership of relevant professional institution and

10 years of relevant experience. Master’s and higher degree

preferred.

Design Experts Bachelor Degree or equivalent with corporate membership of

relevant professional institution with 10 years’ of relevant

experience. Master’s and higher degree preferred.

Structural Engineers Bachelor Degree or equivalent with corporate membership of

relevant professional institution with 10 years of relevant

experience. Master’s and higher degree preferred.

Quantity Surveyor NCT (QS) with 5years of relevant experience or Bachelor

Degree in QS with 3 years of relevant experience

Technical Officer cum

Quantity Surveyor

NVQ level 5 / NCT with 3 Years of relevant experience

NDT preferred

Safeguard Expert Bachelor Degree with 5 years relevant experience. Master’s

Degree preferred

Financial Expert Bachelor Degree with 10 years relevant experience. Master’s

Degree preferred. Experience in financial analysis of projects

is required.

M E P Engineer Bachelor Degree or equivalent with corporate membership of

relevant professional institution with 10 years’ of relevant

experience. Master’s and higher degree preferred.

5. Reporting Requirements and Time Schedule for Deliverables

5.1 General Deliverables:

a) The General Deliverables with time lines of some common report are as follows:

Type of Report Time Line

Inception Report Within 15 days of Mobilization

Monthly Report With in 5th

of every month

Detailed Project Report with drawings and

annexures (Contains feasibility study,

resettlement report, estimates, all required

drawings, social, environmental and financial

analysis report, and all required sections) –

Drawings to be sufficient for construction

As agreed during contract negotiations

Bid Documents As agreed during contract negotiations

All designs and bid documents to be completed and Bids invited within six months of the

appointment of DSC.

Final Completion Report of each subproject Within one month of completion of the sub-

project

b) Any other report /as desired by the PMU / SPCU / PMU

c) All draft and final reports to be submitted in 3 hard copies and final reports

d) General Format of deliverables by the Consultant (i.e. submission of documents)

applicable for all Phases shall comply with the following requirements.

5.2 Document Format:

a) The primary language of the documents including drawings, specifications etc.is to be

English. The format for cad files is to be Auto Cad 2006. All drawings and contract

documents are to be issued in CADD and PDF format.

b) Procurement for the works will be mostly “measure and pay” type contracts and all

contract documents shall be prepared in accordance with the “Procurement Guidelines of

ADB.

c) Design Report - Designs and documents submitted by the Consultant for review to the

Employer shall include generally:

a Contents list;

a Summary;

design criteria including any modifications based on the review of

conceptual designs;

references including specification requirements;

design codes of practice, manuals, catalogues and supporting documents

used, numbers and titles of drawings which are based on the design;

criteria, parameters and methods used;

test procedures, analyses and results;

calculations and schedules;

qualitative description and comments on results;

any other detailed investigations; and

any other relevant information

d) The Designs and documents shall be presented on A4 size paper with every page

numbered and bound in order between a transparent front cover and stiff back. The title

of the submission shall be given on the front sheet beneath the title of Contract,

Consultant’s name, title of works location, author’s reference, date, signature, and any

other relevant information. Drawings submitted as part of the design or document shall

be presented on A3 size paper (unless otherwise requested by the Engineer to submit

on A1 or A2 size paper) folded into pockets at the back. The Consultant shall bind in as

appendices to the designs and documents. English language copies or photocopies of any

standard, code of practice, manual or other reference referred to in the designs and

documents, which have not otherwise been submitted.

Following acceptance of a drawing by the Client, one original print on white paper and

three paper print copies of all accepted drawings with the date of the Engineer’s

acceptance marked on the original shall be delivered. In addition, all drawings shall be

provided on CDs as DXF files suitable for Auto Cad 2006. Three copies of accepted

designs and documents shall also be submitted.

5.3 Drawing Format

Drawings submitted by the Consultant for review shall be based on previously submitted

designs or documents. Inter-related drawings shall be submitted at the same time in a

complete and self-sufficient set. Copies shall be collated into ordered bundles, each with

a list of contents.

All drawings provided by the Consultant shall be in the form of good quality

reproductions and shall conform to the requirements of the relevant British Standards in

respect of drawing size, presentation and use of symbols. Drawings shall be no smaller

than A4 and no larger than A1 and be of micro-filmable quality. All dimensions used on

drawing shall be in metric units and all drawings shall be to scale and shall include a

graphical scale to aid the use of photographic reproductions. Preferred scales are 1:1, 1:2,

1:5, 1:10, 1:20, 1:50, 1:100, 1:200, 1:500, 1:1000, 1:2000. In case of longitudinal sections

of pipelines, the scales may be 1:2500 horizontal and 1:250 vertical.

5.4 Drawing Numbering and Titling

The Consultant shall use a reference numbering system for designs, drawings and

documents so that each number used is unique. The numbering and title information on

designs, drawings and documents shall be designed so that management, transmittal and

communication of drawings can be carried out expeditiously using computer-aided data

base system.

All drawings shall bear the following information:

- Employer’s Name, Address

- Consultant’s Name, Address

- Contract title

- Contract number

- Drawing title, including names subproject, of facility and site

- Drawing number

- Name and designation of the design Engineer

- Name and designation of the Engineer who checked/authorized

- Revision schedule

- Scale

- Date

The Consultant shall maintain a drawing register listing all drawings prepared as part of

the Contract. The drawing register shall incorporate a revision number. Wherever a

change is made to the drawing, the revision number, the date of change, full details of the

change and person responsible for the change shall be recorded on the register. The first

issue of a revised drawing shall clearly indicate with suitable means, where on the

drawing the revision has been made. The first revision of the drawing shall be

designed as revision 1. At monthly intervals, until all design is complete, the Consultant

shall submit a copy of the current drawing register to the Employer for his information. A

final copy of the register shall be supplied to the Employer on completion of the contract.

5.5 Submission and Review

5.5.1 Submission of Drawings for Review: Before submission, the Consultant shall

verify all drawings and documents to ensure their compliance with the specification.

Such drawings shall be clearly identified as being checked by the Consultant. All

drawings not so checked and noted will be rejected by the Employer and returned to the

Consultant without further comment. Consultants’ drawings and documents shall

be numbered in accordance with the Consultant’s numbering system.

All submissions shall have been checked by the Consultant and shall be stamped and

designed to confirm that the checking has been carried out. Checking shall be carried out

by a chartered Engineer (or equivalent for other disciplines) experienced in the type of

work involved. Any submissions not so marked will be returned to the Consultant

immediately.

5.5.2 Review of Submissions by the Employer

Items submitted for review by the Consultant and returned by the Employer, will be

categorized as follows:

Category Description

Accepted

Subject to its compliance with the specification and conformity with the

overall design, the Employer has no comment on the submission.

Accepted

with

reservations

as marked

Subject to its compliance with the specification and conformity with

the overall design, the Employer has some comments on the

submission, but they are not such as to necessitate formal

resubmission. Where the Consultant makes changes to an item, an

updates issue shall be provided to the Employer for record purposes.

Rejected

The Employer will indicate the grounds for his not accepting the

submission; the Consultant shall amend or revise the submission

accordingly and resubmit the item for review.

Acceptance by the Employer of any drawing, structural design, method of work or any

information regarding materials and equipment the Consultant proposes , shall not relieve

the Consultant of his responsibility for any errors or omissions therein, and shall not be

regarded as an assumption of risks or liability by the Employer, and the Consultant shall

have no claim under the Contract on account of the failure or partial failure or

inefficiency of any design, plan or method of work or material and equipment so

accepted.

5.5.3 Certification / Signing the drawings / document

All designs shall be signed / certified by qualified designers.

a) Qualified Designer shall means:

For the preparation of Architectural drawings qualified designer shall mean a

Corporate member of the Institute of Architects of Sri Lanka.

For the preparation of Structural drawings qualified designer shall mean a

corporate member of the Institution of Engineers of Sri Lanka.

For the preparation of Service drawings qualified designer shall mean a

corporate member of the Institution of Engineers of Sri Lanka in the relevant

discipline.

For the preparation of Electrical of Mechanical drawings qualified designer shall

mean a corporate member of the Institution of Engineers of Sri Lanka in the relevant

discipline.

Chartered Engineer shall mean a corporate member of the Institution of Engineers of

Sri Lanka in the relevant discipline.

Quantity Surveyor –shall mean a Corporate member of the Institute of Quantity

Surveyors of Sri Lanka

The consultant personnel who certify and affix their signatures should be registered under

UDA (Their names should appear in the UDA register), and authorized to certify the

drawings and documents. If such registration is not available, they should apply for the

same and get registered before certifying the drawing / document.

5.5.4 Approvals by DSC during Supervision of Civil Works

Taking any action under a civil works contracts where designating the Consultant as

“Engineer”, for which action, pursuant to such civil works contract, the written approval

of the Client as “Employer” is required.”

6. Client’s Input and Counterpart Personnel

(a) Services, facilities and property to be made available to the Consultant by the Client:

(i) The maps and other data related to this work, to the extent available in the Local

Authority office will be provided.

(ii) The reports prepared by Project Preparatory Technical Assistance will be provided for

reference.

(iii) The SPCU would provide the necessary support in obtaining the details required from

the Local Authorities.

(b) Professional and support counterpart personnel to be assigned by the Client to the

Consultant’s team:

(i) There would be no support counterpart staff assigned to the consultant. However, the

SPCU staff or respective province will provide all necessary support to the consultant.

6. Client will provide the following inputs, project data and reports to facilitate

preparation of the Proposals:

Reports prepared during Project Preparation would be provided for reference.

Annexure 1

List of Additional Towns: Southern Province

Sl

No

Name of the Pradeshiya Sabha District

Southern Province

1. Ambalangoda PS

Galle

2. Baddegama PS

Galle

3. Balapitiya PS

Galle

4. Bentota PS

Galle

5. Habaraduwa PS

Galle

6. Rathgama PS

Galle

7. Matara PS

Matara

8. Weligama PS

Matara

9. Tangalle PS

Hambantota

Annexure 2

Terms of Reference for each sub-sector design and implementation

(The EA may update this while issuing the RFPs to the shortlisted consultants for more clarity

and specificity - (ToR of all sectors provided – Applicability will depend on the subprojects

selected which will be indicated in the RFP)

(ToRs of all subsectors to be read in conjunction with the General Scope of work mentioned

earlier in this document)

2.1 Scope of Work- Improvement to Storm Water Drains – Specific Tasks

Specific tasks of the design and supervision consultancy on works related to Storm Water

Drainage improvement apart from the general tasks described earlier are:

a) Using available maps, topographic sheets and by reconnaissance and detailed survey of

the catchment and sub-catchment areas, determine storm water flow and show on a plan

in the form of modules each module covering the catchment area.

b) Analyze rainfall data of the previous years (no. of years would be in accordance with the

standard practice followed in the country) and estimate storm run-off per unit area for

various storm frequencies;

c) Prepare an outline drainage plan for the area and identify missing links and prioritized

program of improvement works.

d) For priority drainage area, carryout detailed topographic survey and leveling to prepare

longitudinal sections of the system and cross sections of important rivers, major channels

and drains covering a width of 15 m on either bank generally at intervals of 10 m along

with L-sections and detailing all the temporary and permanent structures met within that

width. All the structures and encroachments will also be marked with enough details.

e) Indicate the details of other underground services, mainly sewers and water mains

(electrical cables) which are in the vicinity of the storm water drainage system and show

their distance from storm water drains with a view to know about the possibility of

providing by-pass storm water drain and for deciding their location.

f) Indicate the inundation area clearly, showing probable depth of water accumulation in

case of intensity of rainfall as agreed with the SPCU.

g) Locate all ponds and flood water holding ponds/zones in part portions of open gardens or

playgrounds – showing therein probable size duly dimensioned should be shown on plan

along with various arrangements / devices to dispose off the accumulated water to nearest

outfall or conserve the water so as to reduce the shortage of water supply and to be shown

in a tabular proforma.

h) Carry out analysis of existing situation of storm water drains to identify deficiencies and

develop alternative strategies and options for expansion / augmentation of the existing

system to address system deficiencies.

i) Prepare detailed cost estimates for priority drainage area. Estimate necessary road

restoration charges wherever needed.

j) Prepare a traffic diversion plan as necessary and incorporate in bidding documents.

k) Prepare necessary safeguard and economic analysis reports.

2.2 Scope of work- Water Supply – Specific Tasks

a) Prepare a feasibility report for the identified water supply project for the particular local

authority.

b) Based on feasibility, the DSC is required to carry out a detailed engineering design

including environmental, social, economic and financial assessments and prepare,

Detailed Project Reports and bidding documents for all the identified water supply sub-

projects .

c) The overall design would cater for a period of over 30 years/ horizon as defined as per

national planning norms and a population as determined by the consultant based on

appropriate projection techniques. The designs shall conform to relevant/ latest applicable

National Standards, NWSDB guidelines and CEA requirements. Wherever such

standards are not available, appropriate standards shall be followed in discussion with

SPCU/PMU.

d) The work involved and the study/output shall include, but not necessarily limited to the

following as necessary:

(i) Designs for development/ rehabilitation of works at source and transmission and

distribution for selected Local Authority(s);

(ii) Designs for development/ rehabilitation of constructing treatment plants / intake

(as necessary;

(iii)Designs for development/ rehabilitation of Internal distribution lines with adequate

regulations to ensure equitable water supply;

(iv) O&M mechanism including a plan and staffing requirements and

(v) A tariff system and a mechanism to update tariff periodically

(vi) Suggest proper zoning and block regulations if any, in order to give equitable

water supply with optimal utilization of existing infrastructure facilities.

(vii) Identify potential options for the long-term system improvements with

recommendations for addressing environmental, institutional and regulatory issues

if any.

(viii) Estimate the investments required including O & M for various identified

options with financial analysis taking into consideration the water tariff to be

levied for capital and operation and maintenance requirements

(ix) Support LA in preparing actions required for staffing of the water unit and in

establishing tariff mechanism

(x) Based on cost-benefit analysis and cost projections, prioritize the investment

proposals based on economy and efficiency.

e) Soil Investigation: Soil tests as per relevant National/ NWSDB standards need to be

carried by consultants to arrive at design parameters for the formation and safe bearing

capacity. At locations proposed for important installations such as pump house,

OHT/sumps etc., at least one bore hole for every such installation, should be made to

determine the SPT N values at depth specified in the relevant codes. Soil samples taken

from bore holes should be visually classified, index properties determined and presented

in along with the final report. The subsurface water at each bore hole be sampled and a

chemical analysis carried out, to recommend appropriate cement/admixture for use in

concrete mixed for the foundations. Recommendations of a geo-technical expert should

be furnished in the soil report and should cover aspects like appropriate soil stabilization

measures if required, bearing capacity of the founding strata etc.

f) Instrumentation: All necessary instrumentation such as flow meters, energy meters etc

shall be arranged and operated by the consultants at their own cost.

g) For the given purpose and functional use of the respective projects, proper design has to

be developed. The consultants have freedom to choose the type of substructure and

superstructure provided code specification / National/ NSWDB stipulations are met. The

drawings and designs shall include a general arrangement drawing and detailed drawings

of all components in standard size. . The level of detailing shall be such as to enable

check of conformance with code provisions, including detailed construction drawings and

bar bending schedules.

h) Prepare a traffic diversion plan as necessary and incorporate in bidding documents

i) Proper Safeguard and financial and economic assessment reports to be prepared with

DPR.

2.3 Scope of work - Roads and Bridges. – Specific tasks

2.3.1 Investigation of Project Road Alignments:

a) Review the requirement of improvement of the road improvements prioritized after the

consultation and requirement assessment to be taken up under the Project.

b) The consultant needs to assess the following before undertaking the feasibility studies

and detailed design

(i) Type of terrain / topography of the existing alignment, improvement requirements

based on existing condition and requirement of any road re-alignment.(if any)

Land use including existing settlements / structures (location and structural condition)

and identify any bypass requirements (if any)

(ii) Hydrological and drainage characteristics to identify risk of flooding. The Consultant

shall undertake hydrological and hydraulic studies for all drainage catchments with

careful analysis of topographic maps and field investigations. The calculation of

catchment run off and channel discharge characteristics shall be based on rainfall

intensity and duration for a return periods identified in the Drainage Design Manual

for the various drainage elements and bridges. The capacity of existing waterways

and drainage structures shall be checked and their deck levels shall be compared with

anticipated flood levels. Slopes and capacity of side drains and turnouts shall be

surveyed in areas where erosion or flooding presently occurs, in order to ensure

adequate design of side and catch drains, erosion control measures and the protection

of side slopes. Detailed site investigation and surveys shall be carried out for areas

susceptible to flooding or landslide, and at all proposed new or replacement drainage

structure locations, including a sufficient length up stream and downstream to the

structures. Preliminary structural design shall be undertaken with a view to fixing

vertical and horizontal alignments at those structures.

(iii) Environmental effects and Social impacts.

(iv) Assessment and projection of traffic volume and type based on one day traffic counts

or as necessary in line with the standards on required section as necessary. The

forecasts should include best estimate of likely demand (based on economic activity,

past growth trends, growth in vehicle population, planned developments, etc). The

forecasts should also include the impact on the project area during and after the

construction period.

(v) The Consultant shall assemble and evaluate available accident data and seek to

identify principal causes and assess the potential for the project to reduce accidents

through, for example, improved junction layouts or the provision of pedestrian and

non-motorized facilities. The consultant should compile a list of the problem areas

and his proposed approach to mitigate the problems.

(vi) Utilities: The Consultant shall obtain from concerned authorities the utilities maps

showing the locations, dimensions and capacities of their existing underground and

overhead apparatus within the road reserve, or potential road reserve extension. The

consultant shall show all utilities and data on a draft set of utility drawings to later be

incorporated into the design drawings. Where shown on the authorities maps, the data

shall include the above ground height or buried depth of all services, including cross

road services to adjacent properties. The accuracy of all such records shall be verified

on site by the Consultant both by observation and by use of non-intrusive detection

equipment. In addition, the Consultant shall obtain details of utility proposals for

short and medium term service enhancement proposals, and consider the implications

of these in the design. The consultant shall include in the project specification a

requirement for the contractor to locate these services early on in the construction

contract.

(vii) The Consultant shall prepare an Initial Assessment Report summarizing the findings

from their visual assessment and Investigation of Project Road Alignments, which

shall include a detailed project road inventory and photographic record. The

Consultant shall liaise with the Client to agree on the actions and priorities

recommended in their report.

2.3.2 Topographical Survey:

(i) The Consultant shall carryout the topographical survey using Total Station as per national

standards and will be responsible for full accuracy of the survey.

2.3.3 Soils Materials and Pavement Investigations

The Consultant shall undertake extensive soils and materials testing in relation to the adequacy

of the material as per national standards

2.3.4 Culvert and Bridge Inspection and Assessment

The consultant shall design the culvert and bridges as per national standards and requirements

2.3.5 Geometric design

The Consultant shall develop optimum vertical and horizontal alignments having regard to: (i)

design manual criteria or such other criteria agreed with the Client; (ii) the need to balance cut

and fill; (iii) the need to minimize land take beyond the existing road reserve; (iv) the need for

inbuilt safety measures such as climbing lanes, right turn lanes, traffic calming measures; (v) the

need for adequate road user facilities such as bus bays and laybys, including space for vendor

services; (vi) the need to protect vulnerable road users; (vii) a requirement for accommodation

works to be affordable and acceptable to frontages; (viii) minimize the need to protect or relocate

utility services; (ix) the need to avoid geological, hydrological and environmental problems; and

(x) the need to avoid extensive and expensive bridge and structural works.

Where alternative horizontal alignments beyond the road reserve limits are to be evaluated, the

Consultant shall develop and cost options at an early stage and prepare a report for consideration

by interested parties and the Client. The Consultant shall propose target dates for the presentation

of such options and selection of the preferred option in their work plan in the Initial Assessment

Report, ensuring sufficient time to complete the detailed design of the preferred solution within

the assignment timescale.

Vertical and horizontal alignment data shall be computed for the centre line at a maximum of

20m intervals and at all vertical and horizontal transition points.

2.3.6 Preliminary Engineering Design and Feasibility Study

It is intended that the project road be upgraded to meet the agreed design criteria for the standard

of road. The consultant shall not assume it will follow the existing alignment full length, as

sections may have to be improved to meet the agreed standards and design criteria.

The consultant shall consider the surveys, investigation, studies and analysis as made above and

prepare a Preliminary Engineering Design along with Feasibility.

The consultant shall present to the Client alternatives for improvement in alignment of the road

and for improvements e.g. service roads and/or walkways, lay buys for motorized and non-

motorized vehicles, where the road passes through Local Authorities and settlements.

Road drawings to include: Plan drawings of appropriate scale to show alignments, vegetation

type, main drainage elements, right of way and clearly show areas of land take

Profile drawings shall also be to appropriate scale to include the existing road surface or natural

ground level and proposed vertical alignment.

The consultant shall undertake the geometric design of the road using a modern and

comprehensive (Computer Aided Design and Drafting) CADD package. This CADD software

must be capable of allowing the designer to assess different alignments along the proposed route

All topographical and design data shall be supplied in a format suitable for input to a road design

software or similar. The design shall be referenced to a line or string which shall contain details

of chainage (or station), horizontal and vertical geometry information.

The consultant shall divide the road into homogenous sections in terms of traffic loading and

strength, and propose at least two alternative pavement options in terms of layer type, quality and

thickness of pavement considering the project traffic loadings for each section. The consultant

shall take into account availability of suitable construction materials along the route.

Preliminary Design of Structures: Based on the full topographic survey, geotechnical

investigation, hydrological study and other studies, prepare structurally sound and cost effective

design ,layouts for all major structures in the project road.

Preliminary design of proposed bypasses, whether or not to be included in the works contract

prepared under this consultancy

Preliminary design of proposed grade separated junctions, whether or not to be included in the

works contract prepared under this consultancy

The Consultant shall calculate quantities for the items of construction based on the preliminary

design drawings and shall prepare a preliminary bill of quantities along with preliminary cost

estimates

The Preliminary Design Report that shall include: (i) details of preliminary investigation results,

(ii) analyses and interpretation of findings;(iii) analysis of design options and recommendation of

most viable option; (iv) preliminary findings with regard to environmental and social impact and

road safety; (v) location maps, layout plans and profiles; (vi) typical cross sections showing cut

and fill slopes;(vii) typical cross section drawings showing pavement details; (viii) drawings for

cross drainage; (ix) two alternative pavement designs for each homogenous road section bridge

drawings; (ix) plans through town centres, plans for bypasses and plans for grade separated

junctions

2.3.7 Detailed engineering design

As the design progresses the Consultant shall maintain close liaison with the Client and shall

submit for approval from time to time, according to the work program, draft design proposals for

the alignment, drainage, pavement, structures and other technical aspects of the design prior to

proceeding to the detailed design drawings. Where a number of options have been considered

these shall be described and analyzed in a Design Options Report. Similarly, the Consultant shall

submit draft technical specifications and bills of quantities prior to producing the draft final

bidding documents.

2.3.7.1 Design Standards

The engineering design shall be undertaken using appropriate computer aided design software.

The Consultant's proposal must state the software they intend to use, and ensure it is compatible

with the Client software and IT systems in the early stages of the design assignment.

All topographical and design data shall be supplied in a format suitable for input to an

appropriate road design software. The design shall be referenced to a line or string which shall

contain details of chainage (or station), horizontal and vertical geometry information.

The Design shall be undertaken to National standards and the agreed variations. The Consultant

shall prepare a Design Departures Report that clearly identifies all instances where these design

standards have been deviated from in their design, with justification for the deviation. These

deviations shall include instances where the Consultant considers the design standards to be

lacking or inappropriate to the project.

2.3.7.2 Detailed Geometric Design

The preliminary optimum vertical and horizontal alignments shall be reviewed in relation to the

outcomes of the entire engineering investigation process, and in relation to progress with land

acquisition issues. Adjustments shall be made as necessary and care shall be taken to retain

coordinated vertical and horizontal alignments.

Alignment set out details such as tangent length, curve radius, deflection angle, apex distance,

transition length etc shall be prepared to ensure easy setout of the alignment. In order to ensure

setting out using Total Station, coordinates of all centre line intersection points, tangent points

and straights at 100m intervals shall be determined and scheduled. Likewise horizontal and

vertical curve data at 20m intervals shall also be scheduled.

Cross sectional design shall take into account the need for:

(i) earth works side slopes and cuttings, including the need for benching or other slope

stability measures.

(ii) Extra Widening

(iii) climbing lanes;

(iv) bus bays, lay bys and mobile weighbridge lay-bys;

(v) additional lanes or service roads in high density areas;

(vi) footways and lanes for non motorized traffic;

(vii) requirements for open or piped side and catch water drains, subsurface drains;

(viii) space to accommodate utility services and roadside furniture, e.g. road lighting

and ducting, guardrails, road widening, road signs and the like.

Full cross section data shall be computed at 25m intervals

Where cross sectional requirements cannot be accommodated within the existing road reserve,

the preliminary land acquisition proposals shall be revisited or retaining structures to limit the

road reserve requirement may be considered.

2.3.7.3 Pavement Design

The Consultant shall develop a of standard pavement designs as per standards of the condition.

2.3.7.4 Design of Drainage Structures (Side & Cross Drains)

The Consultant shall engage with roadside communities and local authorities to raise awareness

of the need to offer easement rights for road drainage to run-off over adjoining land to ensure

adequate drainage. Where such easement rights are required, the Consultant shall submit details

for inclusion in the Resettlement Action Plan and shall design such run-off drainage in

consultation with the affected landowner.

In designing bridges over 6m span the Consultant should have regard to providing as much

standardization as possible and offsite pre-casting or fabrication of components. The choice of

design must reflect seasonal constraints to construction, whether bridges are likely to be on the

construction programmer’s critical path and the cost and practicality of providing temporary

bridging.

2.3.7.5 Potential Borrow Pits, Quarries and Gravel Pits

Following preliminary identification of borrow gravel pit and quarry locations the Consultant

shall consult with authorities as to possible locations and legal requirements, prepare tentative

proposals and plans for their opening, operation and restoration. The project specification shall

specify that the final responsibility of establishing borrow pits, quarries and gravel pits are with

the Contractor and the plans prepared as part of the design is only indicative. Such plans shall

cover, but not be limited to:

(i) precise locations and boundaries of each pit/rock source;

(ii) land ownership, including haul roads;

(iii) material quantities to be extracted and their location in the road works;

(iv) the stockpiling of overburden;

(v) necessary planning consents; and

(vi) public roads to be used for haulage purposes and their protection

(vii) Environmental compliance.

The Consultant shall examine existing quarries and crushing plants and their capacity to supply

aggregates and granular mixes to the required specifications.

2.3.7.6 Design of Ancillary Features

Traffic Signals & Control Design

Should the need arise for the adoption of Traffic signals/ other traffic management measures, the

Consultant will submit design rational to the Client for review. Once agreed the consultant will

design the traffic signal layout(s), specify the equipment, which is to be agreed with the Client to

ensure it is compatible, and ease of maintenance.

Roadside Furniture

The Consultant shall clearly mark on design drawings the extents of the existing and proposed

road reserves and design permanent signage to indicate the extents of the road reserve. The

Consultant shall fully schedule necessary mandatory and informatory road signs and markings

and ensure that their siting makes them highly visible yet minimizes obstruction to road users

and driver sight lines. All signs shall be reflective. Best international practice shall be observed

in the introduction of anti-vandal construction details.

Road markings shall be fully detailed and be comprised of reflective thermo-plastic or similar

durable paint.

The Consultant shall pay particular attention to the provision of safety features such as guard

rails and the like, and hold consultations with the Client and road safety organizations to ensure

effective provision and siting of these features.

Crash barrier systems (Safety Fencing & Safety Barrier)

The Consultant shall include in their design safety barriers and safety fencing, where identified

as necessary and according to the findings of the Road Safety Audit. The design of crash barrier

systems shall consider whole life costs and durability. The Consultant shall assess the cost and

engineering considerations of providing steel, concrete or other safety barriers systems, and

present their analysis and recommendations of these options to be the Client for consideration.

2.4 Designs of Bridge

The consultant shall workout the Hydrological and hydraulic calculations and confirms the

floods characteristics of the streams crossed, including the elevation of the water surface, the

velocity of flow, for a recurrence interval of 100 years

The detailed design shall take account of the bridge location and expected difficulties in

constructing the bridge, lead time in importing specialist materials if proposed, maintenance of

the bridge with a view to ensuring the bridge is "buildable" and "maintainable".

The foundations shall be designed based on the geotechnical- data obtained at each abutment and

pier location.

The consultant shall use recognized structural design software and shall produce output data in a

format that can be easily followed and understood. The detailed design calculations are to follow

B S/International Standards in layout and referencing.

The Consultant shall prepare structural report which shall include the assumed method of

construction and risk assessment of whether any elements of the structure may be overloaded

through the construction process, a full set of detailed design calculations, basic design

assumptions and criteria used are to be included in table and note form on the drawings. The

report shall include all necessary design drawings and schedules / tables. Drawings of each

structure are to be prepared in sufficient details for the bridge to be constructed.

The consultant shall prepare a provisional traffic management plan detailing how motorized and

non motorized traffic and pedestrians shall be accommodated during the construction phase. The

plan shall:

(i) develop a phased approach to construction which minimizes road user disruption;

(ii) detail which public roads shall or shall not be used for construction or diverted traffic;

(iii) locate and detail temporary diversion roads;

(iv) lay down conditions for one way traffic working;

(v) detail required provisions for temporary bus bays and lay by facilities;

(vi) ensure that frontages, particularly commercial frontages, shall have reasonable access at

all times;

(vii) detail the temporary signing that must be provided and maintained;

(viii) specify speed limits to be applied, and specify where and when speed humps may or shall

be provided;

(ix) specify the minimum standards of riding quality to be provided on the existing and

diversion roads; and specify special facilities to be provided for pedestrians and other

vulnerable road users, particularly in high density areas and near schools.

This plan shall be incorporated into bidding documents for works and bidders shall submit a

lump sum price for its implementation. The Consultant shall ensure the works contract

documents make it clear that the successful bidder may present modifications to the plan during

the various stages of implementation to suit precise construction requirements, but will not be

permitted to over-ride the main provisions of the plan.

The Consultant shall prepare and submit contract drawings and load them onto AutoCAD/

standard design software and on the Client’s systems and present, the drawings are complete.

The scale of presentations should be as per national standards/ international best practices.

Detailed bills- of quantity shall be prepared under the following general headings: preliminary

and general; clearing and earth works; drainage (culvert and protection works); sub base and

base; surfacing; major structures including bridges; road furniture; ancillary works; schedule of

day works.

Quantities for pavement works must allow for anticipated further deterioration between the time

of the consultancy and the expected start of road works. They must also allow for the ongoing

maintenance of existing pavements by the contractor pending their incorporation into the works,

with penalties for non conformance.

2.5 Scope of Work: Sector Solid Waste Management – Specific tasks

The scope of work covers but is not limited to:

(i) To conduct a random waste characterization study in the LAs

(ii) To establish current status and baseline of solid waste management in the Local

Authority

(iii) Based on the above, analyze the technical, economic, environmental, financial and social

feasibility for various components of solid waste management such as source segregation,

collection, transportation, treatment and disposal by composting and landfill;

(iv) To analyze the costs involved with complete breakups for the above methodologies of

waste disposal for the Local Authority;

(v) To carry out on-site geological mapping of the site and investigate the topography,

geomorphology, hydrogeology, stratigraphy and other geological characteristics like the

porosity, permeability etc. which will have significant influence on the design criteria for

various facilities to be provided in and around the area of waste disposal suggested;

design of the landfill and other facilities proposed must meet the technical guidelines

provided by the Central Environmental Authority (CEA);1

(vi) To identify clusters in addition to the Local Authorities mentioned for setting up common

landfill facility based on cost benefit financial analysis and assess the feasibility of

making such an arrangement;

(vii) To develop a financial model in order to have a cost-effective transportation solution;

(viii) Based on the above, work out cost-benefit analysis of individual Local Authorities

involved in the cluster;

1Central Environmental Authority.Technical Guidelines on Solid Waste Management in Sri Lanka.

(ix) To suggest an institutional framework for the construction, operation and maintenance of

the regional landfill if found feasible;

(x) To prepare detailed designs, drawings, estimates and bid documents for the facilities that

are required for effective operation of the disposal facilities and maintaining the

environmental standards.

(xi) To examine the possibility of posing the project for CDM potential and assist the LAs in

obtaining the same by preparing the baseline parameters, PIN etc. and to analyze the

financials of the LAs taking into account the above credits.

(xii) Assist the Local Authority in obtaining clearances from various statutory authorities for

developing the landfill and compost yard.

(xiii) Necessary approvals from the CEA, if required, would be obtained by the local

authorities with necessary support from the consultants.

The consultants are required to carry out th tasks in line with National Solid Waste Management

Policy and CEA guidelines, others rules and regulations.

2.6 Scope of Work – Public Buildings / Local Authority Facilities: Specific tasks

2.6.1 General

The designs shall conform to relevant/ latest applicable National Standards2, building codes,

building regulations and CEA requirements. Wherever such standards are not available,

2The consultants shall specify the materials and workmanship based on ICTAD specifications for Construction and

Maintenance of buildings, and any other internationally accepted specifications in the event of above specifications being inadequate. The consultant is required to comply with British Standards / Codes of Practices for the designs or accepted international standards. The British Standard Codes of Practices will govern the structural designs. In case any other code of practice is used in the design, the designer is required to furnish a comparison between the British Codes provision and the code being used in the design. The British Standards will be treated as the basic minimum required and any other standard is required to be proved higher than the British Code requirements. The main applicable British Standards that the design has to conform to are listed below for easy reference. However, the design has to conform to all other non-listed British Code of practice that is relevant to the design standards.

(a) Design loads: Design loading for buildings B.S.6399 Part I

Basic data for wind loads C.P.3 Chapter V – Part 2 And manual “Design of Building to High Winds – Sri lanka” (b) RCC Structure Design: Structural use of concrete BS 8110 Parts 1, 2, 3 (c) Structural Steel Design: Structural use of steel works in BuildingsBS 5950 Part 1 to 9 (d) Design of Foundations Code of practice for foundationsB.S. 8004 (e) Code of practice for protection of structuresAgainst water from the groundB.S. 8102 (f) Earth retaining structure designs: Code of practice for earth retaining structures B.S. 8002 (g) Aqueous liquid retaining structures- Design of concrete structures for retainingAqueous

liquidsB.S. 8007 (h) Specification for Hot Rolled Steel B.S. 4443 (i) Specification for cement B.S. 12

appropriate standards shall be followed in discussion with the PMU. The overall design would

cater for a period as defined as per national planning norms.

2.6.2 Surveys and Investigations:

a) Data Collection: Collecting and updating information regarding existing levels of the

proposed subproject and ascertain the necessity of the same by carrying out an inventory

of existing systems / facilities. All required data shall be collected to design and construct

basic utilities such as water supply and sewer pipes, storm water pipes and drains,

development of ground water source including rain water harvesting, electrical network

with back up supply, fire detection / protection system, incorporating Green Building

Concept etc.

(The details given in the technical conditions and specifications taken in conjunction with

the pre-feasibility study, is only a reasonable preliminary basis. The nature of the overall

contract is such that after the proposal, the consultant shall be wholly responsible for all

the details of the proposal, the physical and site conditions, the execution methodology

etc. All data utilized in preparation of the proposal shall be presented indicating the

sources of the data and also the basis of assumptions, if any. The consultant shall be

responsible for all the data or designs and drawings given by them)

b) Topographical Survey: Detailed topographical survey of the site, along with Contour

survey at the required contour intervals, as approved by the Client, in and around the

subproject site. The local body shall indicate the Project sites and their measurements.

The survey shall include all necessary data related to the existing public utility services,

lines of streets and pavements, building lines, adjoining properties, position of lights,

restrictions, basements and boundaries to design the Sewerage and Strom water drain

system. The consultant shall be responsible for the survey of the areas and preparation of

necessary survey maps.

c) Soil Investigation and Tests: Soil tests as per relevant National Standards have to be

conducted and necessary reports prepared by consultants to arrive at design parameters

including safe bearing capacities. Also, conduct soil test, Hydro geological survey and

such other tests required to provide essential design data from sub-soil conditions. The

Consultant shall interpret the soil investigations report and design the appropriate type of

foundation for the Building, in consultation with the Client. The bore holes should

normally be taken to a depth as acceptable to national design norms. The subsurface

water at each borehole should be sampled and a chemical analysis carried out, to

recommend appropriate cement mixture ratios for use in the foundations.

Recommendations of a geo technical expert should be furnished in the soil report. It

should cover aspects like appropriate soil stabilization measures if required.

2.6.3 Detailed Design (Architectural and Structural), estimates and Detailed Project Report

a) Prepare a site evaluation and analysis report with basic approach to circulation, activity

distribution and interaction and external linkages and impact of existing and / or proposed

development on its immediate environs.

b) For the given purpose and functional use of the respective sub-projects, proper design has

to be developed. The consultants have freedom to choose the type of sub structure and

superstructure, provided National code specifications and standards are met. The

drawings and designs shall include a general arrangement drawing and a detailed

longitudinal section drawing of all components in size A1 or A2. The level of detailing

shall be such so as to enable check of conformance with code provisions, including

detailed construction drawings. The responsibility of the preparation and issue of detailed

construction drawings is that of the Design and Supervision Consultants.

c) Prepare conceptual designs, drawings and study model with reference to requirement

definitions. Required drawings such as Architectural, structural, service drawings and

design calculations for all designs shall be furnished by the consultant to the client for

execution of work

d) Prepare detailed structural designs and drawings along with construction drawings with

detailed design calculation.

e) Prepare Sanitary, Plumbing, drainage, water supply and sewerage system designs and

drawings including solid waste management, Electrical, electronic, communication

systems and internet system design and as required ventilation and air conditioning

design (VAC) and other mechanical systems, solar water heating system, solar power

system.

f) Design for Elevators, Escalators, etc if required.

g) Design for Fire detection, fire protection and Security systems and any disaster

management systems as necessary etc.

h) Development works such as external sewer, water supply, drains, and culverts Roads,

Street lights, Rainwater harvesting etc. all complete.

i) Use of environmental friendly and energy conservation concepts with minimum or no

additional cost.

j) Vehicle parking layout for the entire site including site development and other infra

structural facilities.

k) Detailed Engineering drawings3 for all the designs.

3

Preparation of architectural drawings including plans, cross sections, elevation etc to a scale of 1:100 or 1:50.

l) Prepare drawings, layout etc., and necessary for submission to statutory bodies for

sanction for obtaining approval / Licenses. The client will make necessary applications.

The Consultant shall carry out all the works together with the necessary drawings and

other particulars for obtaining all statutory approvals from UDA/CEA etc or other

agencies. in addition, shall assist the client to get necessary approvals.

m) The services will include structural, architectural designs of the buildings taking into

consideration of Earth Quake Resistance and other Disaster effects, designs of all

external and internal services, including air conditioning (HVAC), lifts, escalators,

electrical, mechanical, fire fighting and safety systems, public address system, access

control, telephone exchange, communication tower, water supply, furnishing fit out,

sewerage disposal, internal roads, arrangements for special security systems, Integrated

Building Management System and monitoring of all works during the construction as

required.

n) Based on the surveys and designs evolved by the consultants, within the framework and

the requirements of the project, the consultants have to prepare detailed specifications,

detailed item and quantity schedules. Prepare detailed cost estimates using the latest

provincial schedule of rates. Estimate associated costs such as road restoration charges/

shifting of utilities, quality tests, resettlement etc.(as applicable) There should not be any

lump sum items for work related items in the bill of quantities. For items not covered

under schedule of rates, market rates to be assessed.(Necessary documents on quotations

received should be made for assessment of market rates. This will be subject to scrutiny

and approval of client)

o) Prepare and submit complete set of working drawings for all works and details sufficient

for proper execution of works during construction. All the drawings and reports,

Manuals, to be furnished in both soft and hard copies, duly attested. The Consultant shall

be fully responsible for accuracy of all the data, rate analyses for items of work used in

the Project preparation, Cost Estimates and design irrespective of the fact whether the

same has been examined and approved by the Client or not.

p) For concepts, plans of the project and preliminary project report covering various aspects

of projects such as buildings and fire fighting, electrical works, air-conditioning works,

roads, drainage, water supply, sewerage and pavements etc. shall be prepared by the

consultant to suit requirements and meeting statutory/mandatory provisions for the

Preparation of structural design based on appropriate engineering analysis of loads, stresses, deflection and strength of materials, including detailed statistical scheme and calculations. Preparation of drawings for sanitary installations to a scale of 1:100 or 1:50 and detailed drawings to a larger scale as may be found necessary to enable the construction of the works. Preparation of drawings of electrical installation as required for lighting and services to a scale 1:100 or 1:50 and detailed drawings to a larger scale as may be found necessary to enable the construction of the works. Preparation of water supply, sanitary and storm sewer line drawings to a scale 1:100 or 1:50 and detailed drawings to a larger scale as may be found necessary to enable the construction of the works, as well as septic tank details (with calculations), and overhead tank, if required.

project as a whole and whereas the Architectural consultant shall have meetings with

SPCU and LA to finalize the general as well as specific requirements.

q) All works shall be done in conformity with relevant National Standards specification,

National Building Code, Standard Specification for Roads and Bridges and to the

requirements of statutory bodies, local byelaws and accepted Government procedures.

r) The consultant shall conduct his own studies and prepare estimates based on Provincial

schedule of rates. The PMU, SPCU as well as the LA concerned and Project

Management Consultants shall not be responsible (except as to risks specifically accepted

under the conditions of contract) for the validity of the project details and designs and

estimates.

s) Prepare a Detailed Project Report incorporating all details of the Project as above.

t) The consultants shall assist the Local Authority in obtaining approval of plans and

estimates (approval of Plan and estimates and bid documents) from competent authorities

like LA, TEC (Technical Evaluation Committee) etc.

General

The Terms of Reference given are General DSC would take up all the work on design and

supervision for successful implementation of the project notwithstanding the text of the

Terms of Reference.

If agreed by the EA, the feasibility report and the detailed design reports could be submitted

together for straight cases of feasibility of the projects.

4. Other responsibilities of the DSC:

a) The DSC should ensure that the sub-projects taken up for implementation are in line with

approved selection criteria

b) The DSC will assist SPCU in completing the following check lists to be sent to PMU

along with the Detailed Project Report, Estimates and Bidding Documents.

(i) Check List for feasibility reports

(ii) Sector specific check lists

(iii) Check List for Detailed Design

b) The DSC should assist the LA and SPCU on implementation of the consultation and

participation plan of the project

c) The DSC should assist the Project Authorities in implementation of the Gender Action

plan as given.

(All the documents can be downloaded from the reference documents in Project’s website -

www. Pura Neguma.lk.