March, 2011

SIC Life - Design of Kumasi Area Office Block

CHAPTER 3
COMMENTS AND SUGGESTIONS OF CONSULTANTS ON THE TERMS OF REFERENCE AND ON DATA, SERVICES AND FACILITIES TO BE PROVIDED BY THE EMPLOYER.
3.1 Introduction The Terms of Reference basically defines the specific activities of the project as: Feasibility Studies, Architectural and Engineering Designs, Preparation of Bidding and Tender Documents, Procurement of Contractors, Supervision of Works, Preparation of As-Built drawings and Completion reports. The scope of the works and the specific activities to achieve the tasks is clearly set out in the RFP and the Consultant understands the requirements for the Consulting Services and is well prepared to respond to any changing circumstances and the needs of the Client and the project. The Consultant is familiar with the working modality of the project under consideration through its previous involvement in similar projects elsewhere. The Consultant has specialists with demonstrated skills and with personal attitudes considered to be appropriate to the situation and which complement the technical, experience background and the working environment required by the project. The proposal submitted has been designed by the Consultant with much flexibility and therefore open to many changes in the event of selection by the Client; many changes can be implemented and included in the design. Every concept, design or recommendation presented by the Consultant has been implemented and used to substantial advantages by other clients. 3.2 Comments and Suggestions on the TOR

Evidence of Consultants Competence to meet Clients Expectations in accordance with the TOR
As proof of competence, the Consultant has included among other relevant documents the following information in the appendices: Corporate Registration with relevant Professional Bodies Certified Evidence of Key Personnel with relevant professional bodies as members in good standing Certificate of availability for the assignment from key personnel presented Letter of Authority to carry out background checks (due diligence) on the supporting documents and information provided. Letter of Opinion on Performance from two clients Kumasi Polytechnic and University of Education, Winneba - Kumasi Campus in sealed envelopes.

EPA and Town and Country Planning Permits

Due to the nature of land use within the site area, the Client might need to apply to the EPA and Town and Country Planning Authority for the requisite upgrading of appropriate documentation for any possible height restrictions and an allowance for the corporate/commercial land use category. If this becomes necessary it may delay the project deadlines.

BI-ARCHITECT CONSULT P.O. Box KS 9631-Kumasi (+233) 03220 52243/20 8112119

in Association with

CONPRO LTD P.O. Box UP 1073, Kumasi (+233) 03220 61861, 63901

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March, 2011

SIC Life - Design of Kumasi Area Office Block

Project Kick-Off Meeting

A period of three (3) days is proposed for organizing and conducting a kick-off meeting to discuss and firm with management of SIC Life project objectives and scope of works. It is our understanding that the Consultants should discuss with the Client, represented by the office of the Head of Estates and Procurement, all critical stages of the project.

Environmental Impact Assessment

The RFP was silent on Environmental Impact Assessment; we have incorporated environmental consciousness and safety into the design.

Schedule of Payment for Consultancy Fees

Under the Information to Consultants (clause 1.4) a pre-proposal conference to be held could not come on as planned to enable the Consultant clarify issues pertaining to Payment Schedule. We therefore propose the following:
Pre-Contract Stage 20% of the Pre-Contract fees as mobilization payment upon signing of Contract.

30% of the Pre-Contract fees upon, submission and approval of the Preliminary Sketch Designs and Report. 30% of the Pre-Contract fees upon, submission and approval of the Final Detailed Engineering Designs and Report. 20% of the Pre-Contract fees sum upon submission and approval of the Bid Evaluation Report.

Post- Contract Stage

The Consultant proposes that the schedule of payment of Post-Contract Fees shall be based on the determined monthly rates derived from the proposed Post-Contract Lump Sum Fee and the project construction duration of 5 months. Post-Contract Fee Claims shall therefore be submitted on a monthly basis with 10% retention amount to cater for the Defects Liability Period. Payment Conditions The TOR was silent on the Payment Conditions; we however propose that payment to the Consultant should be made not later than 30 days following submission of the payment claim and all required reports, drawings and documentation on the project.

Defects Liability Period

The Defects Liability Period Fees has been treated as monthly rates for the 12 months duration. 3.3 Facilities and Services to be provided by Client The Consultant proposes that the Client should facilitate the following to ensure smooth and efficient execution of the project: Access to building permits including Fire, EPA and Building permits from the relevant local authorities. Provision of land title documents to facilitate processing of relevant permits, especially the utility companies.

BI-ARCHITECT CONSULT P.O. Box KS 9631-Kumasi (+233) 03220 52243/20 8112119

in Association with

CONPRO LTD P.O. Box UP 1073, Kumasi (+233) 03220 61861, 63901

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