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Faisalabad Development Authority

Faisalabad.

TOR FOR RESIDENT SUPERVISION

OF CONSULTANTS

&

PREQUALIFICATION DOCUMENT

FOR

External Electrification of FDA City Housing Scheme.

(Installation of 11KV ‘HT/LT’ Distribution Network

and Handing Over to FESCO)

Project Cost Rs. 796.5 M

FDA, Faisalabad Mall Road, Opposite DHQ Hospital

Fax # 041-9200091

Email:deengineeringfda@yahoo.com

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PART A: TERMS OF RFERENCE

PART B: INSTRUCTIONS FOR PRE-QUALIFICATION

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PART A: TERMS OF REFERENCE

1. Back Ground

Faisalabad Development Authority has developed a project by

name of FDA City Housing Scheme on Sargodha Road, near motorway.

For its Electrification FDA applied to FESCO (P&D) Directorate back

on June 2010. Now after vetting FESCO has given an administrative

approval in its 166th/54th meeting held on 08-08-2017 in committee

room of Headquarters FESCO Faisalabad for external electrification of

entire project which contains 25 Nos. independent overhead and

underground 11KV feeders, 2 Nos. 132 KV Grid Stations along with

Transmission lines. Now for execution of project the component of

installation of 11KV distribution network which is partially overhead

and partially underground, has to be installed by sponsor (i.e. FDA) by

guidelines of FESCO 163rd/53th BOD held on 24-02-17. According to

this guideline the sponsor is bound to execute work only through

FESCO / NTDC / WAPDA approved contractors only after

procurement of material through FESCO / NTDC / WAPDA approved

manufacturers. This will ensure the quality of work strictly in

accordance with standards and specifications of FESCO / NTDC /

WAPDA. For execution of this project FDA intends to hire services of

FESCO / NTDC / WAPDA approved consultants to provide resident

supervision of work in order to ensure standards and specifications of

FESCO / NTDC / WAPDA.

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2. Objectives.

Faisalabad Development Authority intends to hire consultant for resident supervision of

FESCO / NTDC / WAPDA approved contractor for execution of work “External

Electrification of FDA City Housing Scheme Installation of 11KV ‘HT/LT’ Distribution

Network and handing over to FESCO”

3. STATEMENT OF SCOPE OF SERVICES.

3.1 The Consultant shall be responsible to provide resident supervision of work to be

executed by FESCO / NTDC / WAPDA approved contractor only after procurement of

material through FESCO / NTDC / WAPDA approved manufacturers in order to ensure

in time execution of work strictly in accordance with Standards and Specifications of

FESCO / NTDC / WAPDA and ensure smooth handing over to executed work to

FESCO (Operations) for issuance of demand Notices to allottess of FDA City Housing

Scheme.

3.2 The Consultant shall provide all necessary professional, technical, administrative &

support staff including all logistics such as office space, furniture, equipment, supplies

& transportation to enable the project to be undertaken in accordance with the TOR.

3.3 The Consultant shall obtain all relevant standard and specifications from FESCO /

NTDC / WAPDA for each stage of work before proceeding to the next stage through

concerned departments of FESCO / NTDC / WAPDA.

3.4 Faisalabad Development Authority will provide the Consultant with dates, information

& reports, timelines that are relevant to the project. The Consultant should satisfy

themselves on the accuracy and validity of such information, report and ensure timely

execution work.

3.5 The Consultants shall coordinate with FESCO (P&D) Directorate or any other relevant

department of FESCO / NTDC / WAPDA who are responsible for planning, design,

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implementation or operation of this Project regarding facilities or services that may be

affected by or have any impact on the project.

4. Scope duties and responsibilities of consultants

A. At Planning Stage

The envisaged scope At Planning Stage of work would encompass but is not

limited to the following tasks:-

Site Survey.

Review of Design vetted and approved by FESCO (P&D)

Recommendations for relocation of services/utilities for clearance of Right of

Way

Feeder wise execution Plan with timeline.

The Consultants, at the end of each stage, shall submit the requisite plans and

recommendations and other pertinent documents to the Client for review. The detail of

each task is as under:-

4.2 Site Survey

Consultants shall prepare Maps of the existing Roads along which overhead 11KV

Distribution lines, trenches for underground electrification and 132 KV transmission

line will be laid and installed with the help of latest Electronic Survey Equipment.

A thorough study of existing features of the road, including Right of Way, Property

Lines, Carriage Way, Foot-Ways, medians, Service Lanes, Type of Carriage Ways, Bus

Stops, Bays, Canal edges/Berms, Road Crossings, Existing Traffic Control Devices.

Services including Electricity, Telephone, Gas, Water Course, Sewers, Water Lines &

Drains. Any feature under & above the land other than mentioned above, should also be

incorporated in the Site Survey Sheet. Details of nullahs & existing bridges. Details

about all services on the surface, underground and overhead shall be picked up and

mapped.

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4.3 Review of Design vetted and approved by FESCO (P&D)

Consultants shall approach to concerned Directorate / Department of FESCO in order

to obtain vetted and approved copies of design. The Consultant will then carry out

detail review and analysis of design given by FESCO (P&D) Directorate or FESCO

Construction Division for execution of work at site. The consultant will cross check all

design components i.e. drawings, estimates, single line diagrams/ node to node data,

Transformer loading Charts, Pole to Pole Schedule etc. In case of any

ambiguity/mistake consultant will consult relevant FESCO department for clarity /

correction. The consultant will make sure any change in design for purpose of clarity /

correction is incorporated properly in overall design and dully approved by competent

authority of relevant department in FESCO.

4.4 Recommendations for relocation of Services for Clearance of Right of Way

It will be sole responsibility of consultant to plan and provide clear Right of Way to

contractor well before the execution of work at any stage of project at site of FDA City

Housing Scheme. If required consultants will prepare the utility services relocation plan

for services which are falling in proposed alignment of 11 KV Overhead feeder line or

underground trenches or right of way for 132 KV transmission line well before

execution of work at site by contractor. The Consultant will coordinate / consult with

concerned utility departments such as Telephone, Optic fiber, Sui-gas Lines, Water

Supply, Irrigation etc and will provide proper estimate for shifting of these services.

The consultant will obtain No Objection Certificates NOC or any other document

behalf of Client FDA that is required for installation of Electric Poles or any other

electrification component in area which falls in possession of other Government / Semi

Government departments well before the execution of work at site of FDA City

Housing Scheme.

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4.5 Feeder wise execution Plan

Consultant will make feeder wise plan for execution of work in all blocks of FDA City

and propose tentative timeline for the work. Consultant will make sure that contractor

follows this execution plan during course of execution and meet the timelines

accordingly. Consultant will also coordinate with Estate Management Department and

Town Planning Department of FDA to know the trend of handing over of possession to

allottess of FDA City Housing Scheme. By input of this data consultant will make

feeder wise execution plan by giving priority to areas where the trend of development

for residential and commercial plots is high.

B. SCOPE, DUTIES AND RESPONSIBILITY OF CONSULTANTS AT

RESIDENT SUPERVISION STAGE.

i. The Consultants shall perform the duties of representative of the client as

“Resident Engineer” under the general supervision and control of FDA

ii. The Consultants will deploy field engineering personnel of qualification

and experience as described in the core team for resident supervision to

monitor the output of all stages of External Electrification work and

ensure that the works are executed in strict compliance of standards and

Specification of FESCO / NTDC / WPADA amended to date for

execution of the vetted and approved design, Feeder wise electrification

drawings, pole to pole schedule, transformer loading charts, node to

node data, load flow analysis provided by FESCO, Contract documents

and sound engineering practices.

iii. The Consultants will administer the Contractor’s Contract, make

engineering decisions and ensure that all clauses of the Contract

Agreement between the Client and the Contractor are respected.

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iv. The Consultants will continuously foresee the clearance for “Right of

Way” ROW for erection of HT/LT poles, laying of underground

Trenches for HT/LT cables etc. at every stage of project. It will be prime

responsibility of consultant to make sure clearance/availability of ROW

well before execution of work at site by contractor. In case of any

deviation from approved Right of Way or any other unavoidable

change/alteration in vetted and approved design of FESCO due to site

constraints or any other reason, it will be sole responsibility of

consultant to approach FESCO (P&D) directorate or any other

concerned directorate for change/alteration in approved design. The

consultant will make sure that change/alteration is incorporated properly

in External Electrification design of FDA City Housing Scheme.

v. The Consultants will advise the Client on all matters relating to the

efficient and successful execution of works. The Consultants will act at

all time so as to protect the interest of Client and will take all responsible

steps to keep all expenses to a minimum consistent with economic and

engineering practices.

vi. The Consultants will evaluate and finalize contractor’s work programs,

method statements, material sources (only through approved

manufacturers of FESCO / NTDC / WAPDA), working/shop drawings,

setting out of works, etc., and accord approval thereof.

vii. The Consultants will set up a computerized project control system for

monitoring, reporting physical and financial progress of the Projects as

well as the forecasts.

viii. The Consultants will inspect and evaluate the Contractor’s resources

regarding construction machinery, manpower, materials, office/site staff

establishment and laboratory facilities on regular basis to ensure their

compliance with respect to the approved electrification work schedule.

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ix. The Consultants will be responsible for quantity vetting of installed

electrification equipment, quality control & ensure that all works are

executed as approved specifications and standards of FESCO / NTDC /

WAPDA.

x. Keep Client informed of the progress on Site, any existing impediments

sustained in progress of likely to appear in the foreseeable future which

might arise and cause delay in implementation. In view of the foregoing,

the Consultants will prepare and issue progress reports on bi-weekly and

monthly basis.

xi. The Consultants will define safety rules both for General Public and

contractor during execution of electrification work. The consultant will

continuously monitor and make sure that safety measures that are

necessary for work of HT/LT Electrification are adopted properly by

contractor at any stage of project. Consultant will point out any

negligence of contractor in adopting safety measures at any stage of

project which can cause an injury/voltage shock to General Public or

Labor working on project, it will be prime responsibility of consultant to

issue written warning and recommend action against contactor if

violation of safety rules continue.

xii. Recommend corrective actions and measures that need to be taken to

ensure progress leading a timely completion of works.

xiii. The Consultants shall provide general guidance, furnish timely assistance

to the Contractor in all matters relating to the execution of works and

facilitate the Contractor by providing necessary details of minor design

changes as and when required during construction of the Project.

xiv. The Consultants will check, inspect, advise, approve and report that

materials being used by the Contractor is strictly in accordance with

standards and specifications of FESCO / NTDC / WAPDA amended to

date. The consultant will ensure that material procured by contractor is

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from approved manufacturers of FESCO / NTDC / WAPDA and

specially manufactured for project of FDA City Housing Scheme with

name of Client (FDA) engraved properly on it. The Consultants will

order for testing of material to ensure adherence to specifications. The

consultant will take 3 set of copies of invoices of material procured for

electrification work along with necessary material inspection certificates

issued from MI / test reports and relevant documents as required by

FESCO for handing taking over of work. The consultants will give

comments in writing to the Client on quality of work in execution by

contractor.

xv. The Consultants will attend and made measurements and computation of

quantities of the completed works, or any work which is about to be

covered, and maintain permanent records of all such measurements as

basis for progressive payments to the Contractor and keep the

measurement documents and records in safe custody.

xvi. The Consultants will maintain daily record of checks & approval,

correspondence and site diaries supported with digital photographs.

Submit the record of daily inspection reports, all the tests made, to the

Client on a weekly basis in an electronic forms as well as in hard copy.

xvii. The Consultants will ensure and certify that the works executed by the

Contractor are as per approved design, drawings, and standards,

specifications of FESCO / NTDC / WAPDA amended to date & within

the provisions of the Contract Agreement.

xviii. The Consultants will ensure and certify the running/interim Certificates

for progressive payments based on approved/tendered rates and will

provide a certificate on running/final bill Performa of FDA that the

works executed by the Contractor has been checked for quantity and

quality in strict compliance of standards and Specification of FESCO /

NTDC / WAPDA for both material installed and quality of work

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executed at site, the work is found completed in all respects and

recommended for running/final payment to contractor.

Note: Complete Electrification cost of the Project is defined as cost

payable to the Contractor including cost of material, labor, installation

charges etc. Income Tax shall be deducted from each bill as per rate

prescribed in the relevant rules/regulations.

xix. The Consultants will assure the receipt of all warranties, test reports,

local or international invoices of electrification materials/installations

accepted and incorporated in the Project, required under the terms &

conditions of the Contract Agreement and handover the same to the

Client upon completion of the project.

xx. The Consultants will give notice to the Contractor of any defects and

deficiencies, and if required, order suspension of the work (s), and

ensure removal and substitution of the improper works, and recommend

any additional appropriate actions against the Contractor to Client.

xxi. The Consultants will assist Client in setting disputes (if any) with the

Contractor and make recommendations to Client for resolving the

Contractor’s claims regarding time extensions and additional cost.

xxii. The Consultants will assist Client in coordinating with other Agencies

concerned related to the implementations of the Project and assist the

Client in setting any disputes with affected Parties.

xxiii. The Consultants will jointly inspect with Client the completed works

and will assist contractor until final handing over of work to FESCO

operations is done for issuance of demand notices to allottees of FDA

City for residential and commercial connections.

(11)

xxiv. The Consultants will provide the Client with complete records, reports

and review “As built” drawings & plans prepared by the Contractor and

provide a Final Completion Report testifying to the satisfactory

Completion of the works including the measurement of final quantities

and certification final payment due to the Contractor.

xxv. The Consultant will inspect the completed works periodically during the

defect liability period, prepare list of deficiencies (if any), design and

plan remedial works and carry out their supervision and issue the defect

liability certificates after the rectification of defects by the Contractor.

xxvi. The Consultants will assist Client in settlement of Audit Paras and

Objections raised (if any) and prepare replies related to the Project and

provide all the relevant documents/papers/letters etc, to support the

replies and shall intimate the Client accordingly.

xxvii. The Consultants will be responsible for providing all necessary services

required for the efficient, effective and timely execution of the

Consultancy Services.

If subsequently at any stage after expiry of the maintenance period and during the

service of work the quality of any item of work passed by the Consultants is found

sub-standard of defective, the Consultants shall be liable to pay equitant compensation to the

client for defective work/recoveries pointed out by the Audit or otherwise

5. REPORTING REQUIREMENTS/DELIVERABLES.

5.1 Monthly Report: Monthly-reports are to include electrification works

accomplished, status of payment made, claims for cost or time extensions,

changes in scope, variation orders, graphical representation of progress against

approved program, charts of physical progress for major items digital

photographs of the completed works, detail of impediments to the works, actions

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required by Client and give recommendations on how these problems may be

overcome. At the initial instance, draft contents of such report are prepared and

will be approved by the Client.

5.2 Technical Reports: The Consultants will produce necessary technical reports

that shall include key information but not limited to FESCO (T&G) Network in

vicinity of FDA City Housing Scheme. Impact of price variations in material cost

during the course of project, impact of change in rules, standards & specifications

by FESCO / NTDC / WAPDA during course of project. Benefits of

interconnectivity of both 132KV grid stations of FDA City Housing Scheme,

quality of equipment (Pole Mounted Transformers, HT/LT overhead conductors,

HT/MV/LV Underground Cables, PC Poles etc. used in electrification.

5.3 Final Completion Report: The Consultants will prepared a comprehensive

final completion report once the Project reaches the stage of substantial

completion. The report must be submitted immediately after the “Taking Over”

of the completed electrification work by FESCO (Operations) and shall include

the key information, but not limited to the following:-

i. Summarize the method of Electrification work execution.

ii. “As built” record showing the location of HT/LT Poles, Locations of

Transformers, Ring Main Units (RMU), Node to Node Data, Feeder Single

Line Diagrams, pole to pole schedule, Trenches layouts & details of all

Works carried out.

iii. The project management steps performed during course of project.

iv. Recommendations for future projects of similar nature to be undertaken by the

Client.

v. Project Archives.

vi. Lessons learned.

6. ECONOMIC ANALYSIS

a. Benefit Cost Analysis. The consultant shall undertake an evaluation of the benefits

expected form the flyover. These could include but not necessarily be limited to; time

savings, road users benefits, improved safety, reduced wear and tear leading to saving in

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vehicle operating costs etc. The benefit shall be quantified as far as possible in economic and

financial terms.

b. The consultant shall prepare a detailed cost estimate for the project based on the

detailed designs and latest MRS. The PC-I forms shall be submitted with Project Digest with

a brief highlighting all salient features of the project

c. Economic and Financial Analysis. Economic and financial analysis based on the cost

estimates, benefits analysis and implementation Program with project Scheduling shall be

prepared. The economic feasibility and evaluation utilizing the Sensitivity analysis as well

shall be completed to the required details.

7. QUALITY ASSURANCE

In addition to the services described above the Consultants shall prepare a

Quality Assurance Plan including a detailed description of the Consultants required

organization, procedures and facilities proposed to ensure that the consultancy services and

monitoring is carried out in accordance with the Contract requirements. The Plan shall

include a system to ensure that the documentation necessary to attest completion of any phase

of the works, use of correct materials, completion of required drawings/maps/documents,

database, and acceptability of results generated, reviewed, maintained and submitted by the

Consultants to the City District Government Faisalabad at the required time. The Consultants

shall extend all support necessary during inspection of consultancy work by the City District

Government Faisalabad and review of reports/data submitted to the City District Government

Faisalabad by the Consultants.

8. CONSULTANT’S ACTION REQUIRING CLIENT’S PRIOR APPROVAL

(SUPERVISION STAGE)

Consultant engineers shall recommend the following in writing.

i. Variation orders having financial and time extension implications.

ii. Variation in quantities of various items of work.

iii. Subletting of any part of work.

iv. Extension in time limit under any of clauses of Contract Agreement.

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v. Claims of the Contractor.

vi. In fixing rates/prices due to variations.

9. CORE TEAM OF CONSULTANTS

For Resident Supervision staff have the following is minimum qualification &

experience:-

Sr.

No.

Description Qualification No. of

Posts

Minimum

Experience

Man

months of

assignmen

ts

1 Resident Engineer (Electrical

(Power Distribution Network)

BSc Electrical Engineer 01 20 24

2 Assistant Resident Engineer

(Power Distribution Networks)

BSc Electrical Engineer 01 10 24

3 Electrical Engineer (Power

Distribution Network)

BSc Electrical Engineer 01 05 24

4 Quantity Surveyor BSc Electrical/D.A.E 01 10 24

5 Site Inspector BSc Electrical/D.A.E 02 10 36

6 Surveyor D.A.E (Electrical) 01 10 36

7 Surveyor (Civil) D.A.E (Civil) 01 10 24

8 Computer Operator B.Com 01 05 24

10. Mode of Payment/ Quotation of Fee

i. The consultancy fee will be as quoted by the consultants in their competitive bids,

finalized upon with the Client Department after negotiation.

ii. For Resident Supervision consultant will quote the fee on person- month basis.

iii. On satisfactory performance of the services the payment to the consultant shall be

made on Man-Month basis. These payment shall be up to 90% of the payable

completion of project/completion report.

iv. 10% of each running payment shall be with held as security deposit. The amount

shall be released after expiry of the maintenance period of the contractor.

v. Income tax shall be deducted from each running bill as per rate prescribed /

applicable as per relevant. Laws of Federal /Provincial Government.

vi. Sale Tax shall be deducted from each running bill as per rate prescribed /

applicable as per relevant. Laws of Federal /Provincial Government.

(15)

vii. Consultant will not claim any extra charges or additional fee for any delay in final

handing over of project to FESCO due to any reason.

The consultancy fee on various stages shall be released only after the complete

satisfaction of the competent authority in the Faisalabad Development Authority

FDA. In case of noncompliance, of the conditions of T.O.R or the agreement, no

payment would be made to the consultant and the contract would be rescinded.

11. TIME DURATION

The time for resident, supervision stage will be 24-months.

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PART B: PRE-QUALIFICATION

1.0 INTRODUCTION

1.1 Advantages of Prequalification

Pre-qualification is an assessment made by the Employer, of the appropriate level of

experience and capacity of firms (especially technical and financial) expressing

interest in consultancy services of a particular contract, before inviting them to bid.

Pre-qualification of consultants is very useful for the Employer to carry out selection

of firms for award of consultancy services. The basic aim of the pre-qualification is

intended to eliminate, early in procurement proceedings, consultants that are not

suitably qualified to perform the contract. Also sometimes consultants are reluctant to

participate in procurement proceedings for high value contracts, if the competitive

field is too large and where they run the risk of having to compete with unrealistic

tenders submitted by unqualified or disreputable consultants. Furthermore, the

Prequalification is the basic tool to:

(i) Encourage realistic bids by the Bidders because they know that they are

competing against qualified bidders who have cleared the minimum competence

criteria;

(ii) Assess the interest of the prospective bidders in the bidding process;

(iii) Make any adjustments/modifications in the documents if a point is available

showing lack of interest by the prospective bidders applying for pre-

qualification;

(iv) Reduce the effort and so the time in evaluation of bids from un-qualified

consultants;

(v) Help the bidders to evaluate and take stock of their capability.

(vi) Reduce the problems associated with low priced bids from bidders of doubtful

capability.

(vii) Help the bidders who are insufficiently qualified to avoid the expense of

bidding.

1.2 Recapitulation

To recapitulate the afore-given, the pre-qualification specifically means selection of

competent consultants prior to issuance of the invitations to bid. It is required for

large or complex works, in certain cases for custom designed equipment and

specialized services. Pre-qualification is also helpful for providing a chance for

selection of competent consultants under “Slice and Package” system of tendering.

Pre-qualification is also useful in saving the employers from numerous un-necessary

problems.

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2.0 INVITATION FOR PRE-QUALIFICATION

Date: ---------------/2017

Faisalabad Development Authority is an autonomous body of Govt. of the Punjab.

FDA applied to FESCO for External Electrification of FDA City Housing Scheme

which is located on Sargodha Road Faisalabad. FESCO in its 166th / 54th meeting of

Board of Directors held on 08-08-2017 at FESCO Headquarter accorded

administrative approval for this project. The funds will be provided from head of

External Electrification of FDA City Housing Scheme for the work RESIDENT

SUPERVISION OF WORK “EXTERNAL ELECTRIFICATION OF FDA CITY

HOUSING SCHEME (INSTALLATION OF 11KV ‘HT/LT’ DISTRIBUTION

NETWORK AND HANDING OVER TO FESCO” for eligible payments under the

contracts for which this invitation for pre-qualification is issued. The Scheme

comprises of following works.

The Chief Engineer FDA, Faisalabad hereinafter the employer intends to

prequalify consultants for the Resident Supervision of Electrical works having scope

of work as defined under:

“Installation of feeder wise 11KV ‘HT/LT’ Overhead and Underground

Distribution Network strictly according to Standards and Specification of FESCO

/ NTDC / WAPDA (amended to date) for execution of vetted and Approved

design of FESCO (P&D) by procuring all material through FESCO / NTDC /

WAPDA approved manufactures, energizing the laid HT/LT Overhead and

Underground distribution Network from available Source Supply and Handing

Over to FESCO Operations for issuance of demand notices to allottess of FDA

City Housing Scheme”

Sr. No. Name of Work

1 RESIDENT SUPERVISION OF WORK “EXTERNAL

ELECTRIFICATION OF FDA CITY HOUSING SCHEME

(INSTALLATION OF 11KV ‘HT/LT’ DISTRIBUTION NETWORK AND

HANDING OVER TO FESCO)”

(18)

It is expected that RFP will be issued later to the prequalified firms / consultants.. Pre-

qualification is open to the experienced consultants who are registered with PEC in as

consultants and having specialized code for Electrical works mentioned above, and

enlisted / renewed with FESCO / NTDC / WAPDA for year 2017-18 as consultants.

The consultants fulfilling the above mentioned conditions may obtain the

prequalification documents from the office of the Chief Engineer, FDA, Faisalabad.

The request must clearly state “Request for Pre-qualification Documents” for

“Resident Supervision of Work External Electrification of FDA City Housing

Scheme (Installation of 11KV ‘HT/LT’ Distribution Network and Handing Over

to FESCO)”

The documents are available upon deposit of a Pay order / Bank Draft non-

refundable fee of Rs.5,000/- in the name of Chief Engineer FDA, Faisalabad

issued by any scheduled bank.

Applications for Pre-qualification must be delivered in sealed envelopes by hand or

through registered mail to the Chief Engineer FDA, Faisalabad Office Opposite

DHQ Hospital not later than 9th October, 2017 up to 12:00 pm Noon and name of

work should be clearly marked “Resident Supervision of Work External

Electrification of FDA City Housing Scheme (Installation of 11KV ‘HT/LT’

Distribution Network and Handing Over to FESCO)”

Applicants will be informed, in due course, of the results of the evaluation of

applications. Only the firms of constructors prequalified under this process will be

invited to bid for aforementioned project.

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3.0 INSTRUCTIONS TO APPLICANTS

3.1 Submission of Applications

3.1.1 Applications for pre-qualification must be received in sealed envelopes to

be delivered by hand or through registered mail to:-

Chief Engineer FDA, Faisalabad Office Opposite DHQ Hospital not

later than 9th October, 2017 up to 12:00 pm Noon and name of work

should be clearly marked “Application for Pre-qualification of consultancy

services for “Resident Supervision of Work External Electrification of

FDA City Housing Scheme (Installation of 11KV ‘HT/LT’

Distribution Network and Handing Over to FESCO)”

3.1.2 The name and mailing address of the Applicant shall be clearly marked

left hand on the envelope.

3.1.3 The applications shall be prepared in the English language. Information in

any other language shall be accomplished by its translation in English.

Employer reserves the rights for Pre-qualification in case of non-

compliance of the above requirement.

3.1.4 The Applicants must respond to all questions and provide complete

information as advised in this document. Any lapses in providing essential

information may result in dis-qualification of the Applicant.

3.1.5 The clarification* meeting will be held where all prospective Applicants

may request clarification about the project and the evaluation criteria. The

time, date and place of the meeting would be conveyed in due course time.

Location: Office of Chief Engineer FDA Opposite to DHQ Hospital, Faisalabad. . *Clarification, if required, may be asked by post/other communication means

(20)

4.0 EVALUATION OF APPLICATIONS

4.1 Evaluation of the Experience

4.1.1 As a general guide it is proposed that the experience should be considered under two

heads i.e. specific experience and general experience. Weightage for specific

experience should be 70% which is similar in magnitude and complexity, even two

previous projects are considered enough to inspire confidence in the firm’s capability.

However, for the purpose of ranking of the firms for inclusion in the shortlist, a

maximum of 5 projects should fetch full marks for the firm under specific experience.

The experience for the first project would be nearly as much as the threshold score

and the remaining projects would be awarded points in descending order, e.g.:-

No. of Projects For Max. 5 Projects

1st Project 50 Percent

2nd Project 75 Percent

3rd Project 85 Percent

4th Project 95 Percent -

5th Project 100 Percent -

4.1.2 Similarly the general experience should also be considered after certain limitation in

numbers because after certain number, more projects may not add much to

differentiate between the competitors. Weightage of general experience shall be 30%.

A maximum of 10 projects should be enough number to fetch full hundred percent

points. A sample is proposed as follows:

Maximum Number of Project is

fixed as 10

Number of

Projects

Proposed

Criteria

Min: 2

25%

3-5

60%

6-7

85%

8-9

95%

10

100%

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4.2 Other Factors

There are some other factors which do have a bearing on the overall proficiency of a

firm in meeting its obligations later during the currency of the contract. For example,

when training of Client’s staff is a requirement on the project, the firms having

previous experience and resources could be better placed to perform that part of the

assignment. Similarly experienced home office professional staff as well as

availability of equipment/software and facilities are useful for timely handling of

critical issues and in time availability of equipment/facilities respectively. These and

such other factors which differentiate between otherwise excellent firms should be

considered as weighted qualifications.

4.3 Evaluation of Quality of Staff

4.3.1 For the sake of assigning weight age to judge capability of the firm on the

basis of expertise of its staff, the following steps may be adopted:-

i) List the type of essential expertise required for the project.

ii) The number of discipline- types included in the list should be the most

important ones and be limited to a maximum of 5.

iii) Assess the relative importance of each expertise viz-a-viz the

requirements of the project.

iv) Assign number of credit points to each expertise/the staff member

nominated for that expertise.

4.3.2 Nominated experts should be evaluated on the basis of the following three

items of qualification as demonstrated in their C.Vs:-

i) Academic Qualification 20-30 Percent

ii) Professional Experience 60-70 Percent

Specific 80%

General 20%

iii) Experience of working environment 10 Percent

Nationally 60%

Internationally 20%

Specific Area within the Country 20%

Which is based on:

Specific Province 60%

Regional Language 40%

4.4 Evaluation of applications should preferably be carried out individually by the

committee members on forms jointly developed by the committee and using the pre-

determined weightage award sub-criteria. Sample Forms for evaluation of experience

and staff are placed at Annex-C, Forms C-1 and C-2 for the committee’s reference

and guidance. After finalization of the evaluation, each member should compile the

grading list containing a Summary of points and the Annex-C, Forms C-1 and C-2 a

copy of which be submitted to the Convener of the Committee before a formal

meeting is convened by him.

(22)

CORE TEAM OF CONSULTANTS

Resident supervision staff should have the following minimum qualification and

experience and this staff will remain deputed at site for 24 months:-

Sr.

No.

Description Qualification No. of

Posts

Minimum

Experience

Man

months of

assignmen

ts

1 Resident Engineer (Electrical

(Power Distribution Network)

BSc Electrical Engineer 01 20 24

2 Assistant Resident Engineer

(Power Distribution Networks)

BSc Electrical Engineer 01 10 24

3 Electrical Engineer (Power

Distribution Network)

BSc Electrical Engineer 01 05 24

4 Quantity Surveyor BSc Electrical/D.A.E 01 10 24

5 Site Inspector BSc Electrical/D.A.E 02 10 36

6 Surveyor D.A.E (Electrical) 01 10 36

7 Surveyor (Civil) D.A.E (Civil) 01 10 24

8 Computer Operator B.Com 01 05 24

5.0 FINALIZATION OF SHORT-LIST

5.1 The selection committee should hold a meeting to review the evaluation/grading carried

out by the individual committee members. The basic aim is to review the capabilities of

consultants securing top most positions in the individual grading on each list. Since the

members have evaluated the firms on the basis of an agreed criteria hence it has

considerable advantage of organized discussion and consideration of those firms only

which are not unanimous choice. The discussion will yield a more balanced grading of

firms and finalization of the short-list. Additionally, discussions in this meeting shall

reduce the likelihood of unsupported personal bias.

5.2 The PEC Bye Laws under “General Regulations” require that the status of the Partners,

Directors, Owners for the sake of conflict of interest must also be verified before its

inclusion in the short-list.

For this purpose, the applicants should be required to provide this information in specific

terms and any misrepresentation should be made a ground for rejection. Firms may also

be forewarned that in case of their selection, any such links, if detected during the

currency of their contract, would be reported to the PEC for cancellation of their

registration/license leading to their blacklisting.

5.3 It is reiterated that the short-list of prequalified consultants should not be excessively

long. There is a global consensus that for proper competition and selection of a good firm

the minimum number should not be less than FOUR and the maximum number, for ease

of processing, should not be more than SEVEN. It may be remembered that longer short-

lists tend to be self-defeating as the selected firms may decide that the chances of winning

the assignment does not justify thorough preparation of their proposal

(23)

ANNEX-A

EXPRESSION OF INTEREST (EOI) FOR PREQUALIFICATION

NAME OF THE PROJECT/ASSIGNMENT

Invitation to consultants registered with PEC to apply for Prequalification (Short-listing)

By FDA which has been entrusted the responsibility for execution of the Resident

Supervision of Work External Electrification of FDA City Housing Scheme

(Installation of 11KV ‘HT/LT’ Distribution Network and Handing Over to FESCO)” The major project components Resident supervision services. The estimated amount of

overall Project is Rs. 790 Million. Application forms are available with the afore-listed

entity at the following Address:-

Office of Chief Engineer FDA

Opposite to DHQ Hospital,

Mall Road, Faisalabad

Interested consultants are invited to register their interest for participation in the project

implementation by sending the following information in quadruplicate:-

. Name, address, telephone, fax numbers and e-mail address of consultants.

. Ownership and Organizational Structure of the consultant.

. Financial Statement Summary for the past three years.

. List of major (similar) assignments under-taken over the past 10 years.

. Names and Short CVs of Principal Staff.

The deadline for receipt of EOI/Applications is 09th October 2017 by 12:00 pm.

EOI/Applications received after this date shall not be entertained. A long-list/shortlist shall

be finalized from the afore-given submission. Only the firms with demonstrated experience

in similar assignments will be considered and notified for further participation in the

selection process.

In case of any inquiries the firms can contact the following Address:-

Name : Asim Mahmood

Position : Deputy Director Electrical

Address : FDA Building, Opposite DHQ Mall Road Fsd

Telephone No : 041-9200091; 0332-6754390

E-mail Address : engr.asim.mahmood@gmail.com

Fax No. : 041-9200098

ANNEX-A

Form A-1

(NAME OF THE PROJECT)

SUMMARY LIST OF PROJECTS HANDLED BY THE FIRM

Sr.

No.

Name of the

Project

Location

Province/

Country

Client Cost of

the

Project

Implementation

Start

Completio

n

Handled as: Single Firm/ : S

Lead Firm/ : L

Joint Venture :J

Partner

Total

Cost of

Services

Cost of

Services

provided by

the Firm

Scope of Services Feasibility : F

Survey &

Investigation : S

Quality Control : Q

Project Monitoring : M

O & M :O

Design :D

Procurement :P

Construction Supervision :C

Scope of

Project

Components

/Volume of

Work etc.

(24)

ANNEX-A

Form A-2

FORMAT OF SHORT CV OF PRINCIPAL STAFF

1. Name :

2. Profession/Expertise :

3. Date of Birth :

4. Years with the Firm :

5. Nature of experience in this firm and others :

6. Membership of Professional Societies :

6. Education :

8. Other Training

9. Knowledge of Languages :

10. Key Qualifications (Maximum ¾ of a page) :

(25)

ANNEX-A

Form A-3

Page 1 of 2

(NAME OF THE PROJECT)

COMPARATIVE OVERVIEW OF FIRMS

Sr. No. Description/Items of Comparison Firms/Groups

Name of Firm/

Group

Name of Firm/

Group

Name of Firm/

Group

Name of Firm/

Group

A. Experience of Firm

Relevant Work Experience

Maximum 5 projects for

100% Points)

- Feasibility Studies : F

- Survey & Investigation : S

- Detailed Engg. Design : D

- Procurement Services : P

- Resident Supervision : C

- Quality Control : Q

- O&M : O

- Project Monitoring &

Benefit Evaluation : M

(26)

ANNEX-A

Form A-3

Page 2 of 2

(NAME OF THE PROJECT)

COMPARATIVE OVERVIEW OF FIRMS

Sr. No. Description/Items of Comparison Firms/Groups

Name of Firm/

Group

Name of Firm/

Group

Name of Firm/

Group

Name of Firm/

Group

B. Quality of Principal Staff

(Maximum of 7 preferably 5)

1. Education

i) Basic Degree

ii) Additional

2. Professional Experience

(No. of years)

i) Total

ii) Relevant

iii) General

(27)

ANNEX-B

SAMPLE LETTER FOR

SEEKING APPLICATIONS FOR SHORT-LISTING

Project: ________________________________________

________________________________________

Dear Sir,

1. Letters of Interest/Applications are invited from firms registered by the PEC which are experienced consultants and who wish to

be considered to undertake _____________________________________________________________________ (Name of

Assignment)

The _________________________________________________________________

(Name of the Implementing Agency)

has been entrusted with execution of the subject project for which the

_____________________________________________________________________

(Name of the approving office like ECNEC, P&D Board etc.)

has approved the funding for the project to be implemented over a ____________ year period starting from _______________

(date). A portion of the approved cost of the project is intended to be applied to finance the cost of the consultant’s services.

2. The objectives of the Project [ which shall be carried out jointly with the clients staff (Name of the department/entity)] are:-

(List the objectives)

3. The major components of the Project are:- (List the major components)

(28)

4. The expected results/benefits of the project are envisioned as follows:-

(List the results/benefits)

5. The duration of the assignment will be _________________years and it is expected to start from (day / month / year). The

estimated cost of the project / assignment is Rs. ____________________.

6. PEC registered consultants or association of consultants who are interested to be considered for the assignment should submit

information in the format indicated in the attachment to this letter. Firms are required to support their experience in

___________________________________________________________ specifically.

(Objectives of the Project)

Firms should also indicate their experience as specific/general and experience of their requisite nominated staff in the following

disciplines in the CV Forms attached with this letter:-

(List the disciplines/fields of expertise limited between 3 and 5)

7. Applications alongwith accompanying material for consideration should be submitted to

___________________________________________________________________

(Head of the Committee/Nominated person with complete address,

telephone, fax & e-mail address)

of the ___________________________________________________________.

(Name of the department/entity)

8. Please restrict yourself to the essential information only and do not make your application cumbersome. On the basis of

information received in these applications from applicants, the ____________________________________________________

(Title of the officer who is entrusted the short-listing responsibility)

(29)

will prequalify and finalize a shortlist of 4 to 7 consultants who will be invited to submit their Technical/Financial Proposals.

Sincerely Yours

[ Name ]

[ Position ]

Attachments:

Form B-1 Information Form

Form B-2 Experience of Consultant

Form B-3 Format of Curriculum Vitae of Proposed Experts

(30)

Form-B-1

[ Name of Department/Entity ]

Assignment : ________________________

Project : ________________________

Date : ________________________

INFORMATION FORM

1. Name of consultant [ Lead partner if association ]

· Address

· Telephone No(s)

· Fax Number

· E-mail Address

· Registration No. with PEC alongwith Registered Office Address.

2. Description of consulting firm (ownership/organization)

3. Experience (Number of Years)

· Local/national

· International

· (31)

· Regional (within the country-details)

4. Name(s) and Address(es) of Associates, if a JV; their short description and description of their role in the JV/Association.

5. Experience of the Consultants (on appended forms) during the past 10 years:

· Specific (3-5 Projects of similar magnitude and complexity)

· General (10-20 Projects)

(in all Fields but not completely relevant)

6. Organization chart showing consultant’s structure.

7. Capital of consultant (Financial Statements for the latest three years).

· Subsidiaries and associates.

· Annual fees in the last five years in current index.

· Financial reference [ name/address of bank(s)]

8. Professional staff available for the assignment on the appended format.

(The client entity should provide the essential disciplines

between 3 to 5 in number)

(32)

9. Additional information.

Yours truly,

Name of Authorized Representative

Position :

Date :

(33)

Form B-2

EXPERIENCE OF CONSULTANT

Relevant services carried out in the Last 7-10 years which best illustrate qualification.

[NAME OF THE FIRM/CONSULTANT]

1. Name of Assignment :

2. Country :

3. Name of Client :

4. Address :

5. Start Date : Month/Year

6. Completion Date : Month/Year

7. Professional Staff Provided :

8. No. of Staff :

9. No. of Staff Months :

10. Approx: Value of Services :

11. Name of Other JV Firms :

(If any)

12. No. of Staff/Staff Months

Provided by the JV partner(s) :

(34)

13. Name/Position of Key Staff :

14. Description of Project :

15. Description of Services

Provided by the Firm :

(35)

Form B-3

FORMAT OF CURRICULUM VITAE

OF PROPOSED EXPERTS 1. The Discipline/ Expertise :

2. Name of the Firm :

3. Name of Nominee :

4. Date of Birth :

5. Years with the Firm :

6. Nationality :

7. PEC Registration/

Membership No. :

8. Key Qualifications : (Provide an outline of the nominee’s experience)

9. Academic Qualification :

10. Employment Record :

11. Languages and : (In speaking, reading and writing as

Degree of Excellent-Good-Fair-Poor)

Proficiency

12. Certification I, the undersigned, certify that, to the best of my knowledge and belief, these bio-data correctly

describes myself, my qualifications and my experience.

Signature:

Dated: day/month/year

(36)

(37)

SAMPLE SUB-CRITERIA FORMS ANNEX-C

Form C-1

(TITLE OF THE PROJECT)

EVALUATION OF PREQUALIFICATION APPLICATIONS

I. QUALIFICATION/EXPERIENCE OF

FIRM:

Maximum Points:

30

Name of the Firm:

_________________________________

Weightage A C T I V I T I E S

Sr. Survey/

No. Project Components Percentage Points Investigation/ Design of Procurement Resident O&M Points

Planning Project Supervision

10% 30% 20% 30% 10%

A. SPECIFIC

Experience (for 3-5 projects) on

Resident Supervision of Similar

Project of matching magnitude/

complexity

70% of 30 21 2.5 7 5 7 2.5

i) 11KV Overhead Distribution

ii) 11KV Underground Distrib.

iii) Handing Over of 11KV

OH/UG system to DISCO

Sub-Total (A):- 21

B. GENERAL

Experience (for 5-7 projects) on

Projects which are not similar but

are important to judge capacity of

the Firm

30% of 30 9

Sub-Total (B):- 9

Grand-Total (A+B):- 100% 30

Total Points Under-I

SAMPLE SUB-CRITERIA FORMS

ANNEX-C

Form C-2

(TITLE OF THE PROJECT)

EVALUATION OF PREQUALIFICATION APPLICATIONS

EVALUATION OF NOMINATED EXPERTISE

Name of the Firm :_______________________________

Position/Expertise :_______________________________ Maximum Points: 70

Name of Nominated Staff :_______________________________

Sr. Maximum Weightage Points

No. Description Percentage Points Status Awarded

A. ACADEMIC AND GENERAL QUALIFICATION 25%

a) B.Sc. Engg. (Specified Discipline) 80%

b) M.Sc.Engg. (Specified Specialization) 05%

c) Ph.D. Engg 05%

iv) Management (Degree/Diploma/Training) 05%

v) Professional Papers, Recognition by the Govt/Professional Institutions 05%

B.

PROFESSIONAL EXPERIENCE RELATED TO

ASSIGNMENT 65%

B-1 Specific 50%

a) Experience in Lead Position

b) Experience as Senior Professional

(i) 11KV Distribution System Component

- 11KV Overhead Distribution

- 11KV Underground Distribution

- Dealing and Handing Over of 11KV System with DISCOs

- Civil Works for OH/UG 11 KV Distribution System

(ii) 132KV Grid Station Component

- Connectivity of OH/UG 11 KV feeders with 132KV G/S

- Right of Way for Feeders emitting from 132KV G/S

- Interconnectivity of 132KV Grid Stations

- 132KV Transmission Lines

- Civil works for 132KV Grid Stations

c) Experience as Junior Professional

(i) 11KV Distribution System Component

- 11KV Overhead Distribution

- 11KV Underground Distribution

- Dealing and Handing Over of 11KV System with DISCOs

- Civil Works for OH/UG 11 KV Distribution System

(ii) 132KV Grid Station Component

- Connectivity of OH/UG 11 KV feeders with 132KV G/S

- Right of Way for Feeders emitting from 132KV G/S

- Interconnectivity of 132KV Grid Stations

- 132KV Transmission Lines

- Civil works for 132KV Grid Stations

B-2 General Experience 15%

C. EXPERIENCE / KNOWLEDGE OF LOCAL LANGUAGES 10%

i) National Experience 5%

ii) International Experience 2%

iii) Specific Area within the Country

- Specific Province Experience 1.5%

- Regional Language 1.5%

Total (A+B+C):- 100

Annex-B

LIST OF DOCUMENTS TO BE ATTACHED

(i) Certificate of registration with PEC along with the latest renewal letter.

(ii) Copy of Registration with Securities & Exchange Commission or Registrar of Firms.

(iii) Copy of Registration with Income Tax Department (NTN number)

(iv) A certificate / affidavit that the firm is not blacklisted by any Govt. /Autonomous Body.

(v) Copy of verifiable completion certificate of similar installations of 11KV Overhead and Underground Distribution projects issued

by the Employer/Client clearly mentioning the cost of project, scope of work done, and date of completion of the project duly

attested by Engineer Incharge of Supervisory Department with name and stamp. The verifiable letter of proper handing/taking

over of project from concerned official of relevant DISCO is also required to be submitted along with application.

(vi) Copy of verifiable certificate of similar projects in hand issued by the Employer/Client clearly mentioning the cost of project,

scope of work done, and date for completion of the project duly attested by Engineer Incharge of Supervisory Department with

name and stamp.

(vii) Copy of income tax return file of each year and bank certificate for available credit line duly attested by Chartered Accountant

with name and stamp

(viii) Copy of bank certificate for available credit line duly attested by Chartered Accountant with name and stamp

(ix) CV of proposed site Engineer and Diploma Engineer and their under-taking that they are under the employment with the

Applicant.

(x) List of Tools & Plant and proof of their ownership and place of deployment

Note: Failure to attach above mentioned documents or missing of anyone document may lead to rejection of

application

(40)