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3D DESCRIPTION OF APPROACH, METHODOLOGY AND WORK PLAN FOR PERFORMING THE AS

SIGNMENT
APPROACH, METHODOLOGY AND WORK PLAN
Project Appreciation
The existing Koforidua Water Treatment Plant, built in 1938, has seen a number
of rehabilitation programmes all aimed at improving water delivery to the people
of Koforidua and its environs, the most recent of which was in 2005. It current
ly has a maximum capacity of approximately 5,400 cm/diem.
It takes its raw water from the River Densu and two springs-Suhyen and Okume wit
h an improved impoundment capacity of approximately 100, 000 cubic meters. These
sources of raw water however face perennial dry-ups during the dry season makin
g water a scarce commodity for the plant’s catchment population of about 200,000
.
In addition, the current estimated peak production capacity of 5,400 cubic meter
s is
inadequate for target population of 200,000 and the industrial development gradu
ally
springing up in the Municipality.
In order to address this perennial challenge in the water supply, the Government
of
Ghana has obtained a mixed financing facility from Belgian Foreign Aid Departmen
t
(FINEXPO) and the KBC Bank of Brussels, Belgium to build a new plant to augment
the
delivery from the existing system. The project on completion is to meet the year
2025 demand for an estimated population of 280,000.
The importance of the Koforidua Water Supply Expansion Project to the Municipali
ty and the Government of Ghana cannot be overemphasized. It is a project that ha
s been long awaited by the beneficiary communities, who have had to contend with
perennial water shortages as aforementioned.
With the expected improved production capacity as well as a reliable distributio
n of treated water from the existing and new plants, chronic water shortages wou
ld be a thing of the past.
The Team-Royal/Ecobuild Consult
Royal and Ecobuild Consult have associated with complementary expertise to under
take this assignment.
We come into this project with a team which has the rare positive advantage of h
aven worked extensively with both contractors and clients on a broad spectrum of
projects, a major component of which has been in the water treatment sector.
Royal/Ecobuild Consult’s Approach, Work Plan and Methodology are carefully desig
ned to reflect our understanding and appreciation of the expectations of both th
e Client (GWCL) and the Contractors Denys Engineering & Contractors BV.
Below are four key reasons, among others, why Royal/Ecobuild Consult is the idea
l choice to serve as the Employer’s Representative for Ghana Water Company on th
is all important Water Project:
• Understanding and Knowledge of the project based on successful project e
xecution: Royal/Ecobuild consult has successfully undertaken a number of project
s for prominent clients including Ghana Water Company in both design, design rev
iew and supervision of water supply projects, Ghana Civil Aviation Authority- Re
habilitation and Expansion of Kotoka International Airport among many others
• Programme Management experience: The team brings a wealth of experience
in implementing feasibility, detailed design review, Project and Construction Ma
nagement and Supervision, and Contract management for water treatment plants and
a host of projects of similar complexities from other sectors of the economy
• Outstanding Management Team: Our Project Manager comes into this project
with over 16 years of uninterrupted experience in Project and Contract Manageme
nt haven worked for international organizations like the World Bank, Danish Inte
rnational Development Assistance and Ford Foundation across the length and bread
th of Ghana in various capacities as Adviser, Project Coordinator, Contracts ma
nager and Project Manager. With such leadership, the team which has been togethe
r for the best of 6 years, and made up of experienced professionals, is poised t
o deliver excellent services
• Track Record of Successful Project execution in Ghana: The Royal/Ecobuil
d team has successfully worked together on multi-million dollar projects for the
past 6 years. A wholly Ghanaian team of experts came together to supervise the
completion of the Expansion of Kwanyaku Drinking Water Supply Project. In additi
on, the team worked successfully on the $ 80.0 million dollar rehabilitation of
the Kotoka International Airport as well as other projects involving water retai
ning structures, car parks and multi-storey buildings, industrial enclaves and r
eal estate gated communities.
• Proven Management Approach: We believe Royal/Ecobuild’s management appro
ach, based on Total Quality Management (TQM) approach, will go far to ensure tha
t the project is efficiently executed, programs successfully launched and funds
judiciously used to the benefit of all stakeholders. Flexibility in planning the
diverse components of the project for smooth implementation is a hallmark of th
e team.

4 OUR PROPOSALS
4.0 Our proposal is in direct response to your letter of invitation as well
as the Terms of Reference (TOR) included in the Request for Proposals (RFP) and
the relevant components of the Contract Data Sheet(s).
4.1 General
In accordance with the TOR, the Consultant’s expected assignment is in three dis
tinct phases as follows:-
Phase 1 – Review of engineering design reports, drawings, technical specif
ications, and Contract Documentation
Phase 2 - Construction Supervision and Project & Contract Management
Phase 3 - Post-construction Services (Defects Liability Period)
The services for Phase 1 are dealt with in detail in Section 4.3 and tha
t of Phase
2 in section 4.4 followed by Phase 3 services in section 4.5.
4.2 Mobilization
Immediately after the receipt of the letter of award for the contract and notice
to commence, the Team Leader/Project Manager and the key professional personnel
as spelt out in the Contract Data Sheet(s) would hold a number of implementatio
n planning sessions. Within seven (7) days of these sessions, Royal/Ecobuild Con
sult would mobilize its staff for the commencement of the project.
Activities to be undertaken within this period are as follows:-
1. Secure office and residential accommodation for project staff in project
areas
2. Procure requisite equipment, administrative support facilities including
secretarial drafting and reproduction; identification of laboratory facilities
for testing of samples of water, soils, concrete and other materials
3. Assignment of duties and responsibilities to technical, administrative a
nd support personnel assigned to the project in conformity with the Consultant’s
project Organizational Chart
4. Organize project commencement meetings between our team and that of GWCL
comprising the Project Coordinator/Manager, GWCL Eastern Regional Technical Tea
m and the Station Management of the Koforidua Water Treatment Plant to discuss a
nd finalize planned procedures, scheduled collaborations and work plan for the e
xecution of the project;
5. Initiate procedures with the Employer for the procurement of vehicles, s
ite office space/accommodation and equipment required for the project as would b
e agreed.
4.3 Phase One: Review of Engineering Design Reports, Drawings
Specifications and Contract Documentation
4.3.1 Introduction
For effective and efficient Project management and construction supervision acti
vities, well-prepared Tender Documents including but not limited to clear (in fo
rm and content) Conditions of Contract, detailed Drawings and explicit Technical
Specifications is a prerequisite. It also helps to minimize/avoid litigation an
d ambiguities in the Contract and minimize cost and time overruns.
As Consultants, we would conduct a thorough review of the engineering designs, d
rawings and tender documents with the view of ensuring smooth implementation.

4.3.1.1 The New Treatment Plant


The new intake is located at Kponyarkope on the Volta Lake, about 9.1 kilometers
from the site of the new Treatment Plant Topography in the vicinity o
f proposed intake

The proposed site for the new plant at Bukunor Junction showing limited preparat
ory activity by the contractor as they prepare for the commencement of the proje
ct Site for the new plant at Bukunor Junction

4.3.2 Review of Engineering Design Reports


The general duties of the Engineer shall include but not limited to the
detailed review of the designs and documents submitted by the Contractor in acco
rdance with the Terms of Reference for the following aspects:
• Hydrology and Source design and extraction criteria;
• Hydraulic design and civil engineering specifications;
• Geotechnical and soil investigations;
• Mechanical engineering designs and specifications;
• Electrical engineering designs and specifications;
• Bill of Quantities;
• Contractual and Managerial Issues;
• General Quality Assurance procedures.

In order to fulfill the above requirements, activities envisaged under this phas
e will be as follows:
a. Demand Estimation for the new System
b. Adequacy and reliability of the source of supply of raw water
c. Location and type of Intake
d. Sampling and testing of water from the source
e. Design criteria for the treatment of raw water
f. Design calculations for Pipe distribution network
g. Design Standards for water retaining structures
h. Design standards for electro-mechanical installations
4.3.2.1 Demand Estimation for the System
In accordance with the TOR, the system is to be designed to serve a popu
lation of about 280,000. This corresponds to the projected population for year 2
025 based on a historic growth rate of 2.28% for the project catchment.
It should be noted that the project is anticipated to have a design life of at l
east 20 years for the source and 15 years for storage reservoirs and other appur
tenances.
In reviewing the design to be prepared by the contractor, this projection shall
be assessed with the figures of the 2000 National Population and Housing Census
and the demand projected for at least 20 years. This is to ensure that the perio
d of design and construction is catered for in the demand projections.
The average per capita consumption of 34 litres per person per day (lppd) used i
n the “Strategic Investment Programme”(SIP) document for social services will be
reviewed to determine its relevance to the domestic, commercial and industrial
demand within the project area.
4.3.2.2 Adequacy of the Source of Supply
The current source of supply of raw water for the Koforidua Water Treatm
ent Plant is from the Densu River and two springs – Suhyen and Okume whose flows
are at present inadequate for meeting the expected future needs of the municipa
lity and its environs.
The proposed expansion seeks to address this shortfall by taking raw water from
the Volta Lake at Kponyarkope. The design review will evaluate the designer’s me
thod of assessment of the intake draw and the proposed draw-off from the Kponyar
kope intake.
4.3.2.3 Location of the Intake
The proposed location for the intake of the new Koforidua Water Treatmen
t Plant at Kponyarkope and the type of intake proposed would be reviewed against
the background of the seasonally influenced levels of the Volta Lake.
The type of intake would be influenced by the historical empirical data availabl
e as far as the water level in the lake is concerned. Existing data shows that t
he minimum recorded level of the lake was 72 meters in 1983 with the highest bei
ng 84 in 1991. The most critical operation level of the Akosombo Dam should also
inform the design criteria of the intake.

The location and the type of the intake must therefore take this into co
nsideration to ensure that the raw water is available for treatment all year rou
nd to make the investment profitable.
The sizing of raw water pumps must also take into account the estimated
head between the intake and the treatment plant at Bukonor junction bearing in m
ind the expected raw water pipeline diameter (Ǿ) of 450 mm over a distance of 9.
1 kilometers with a gradual ascent and an estimated head of about 60 meters.
4.3.2.4 Sampling and Testing of Water from the Source
The raw water quality we anticipate would be influenced by the single se
ttlement within the Volta Lake. Any serious turbidity in colour would be caused
by run-offs especially during the rainy season when flow and speed results in th
e carry over of large quantities of silt.
It is anticipated that stagnation during the dry season, water weeds and
algae decomposition would also affect the taste, colour and odour of the raw wa
ter. The worse case scenario for the quality of raw water would be, in our estim
ation, just at the onset of the rains and the quality of samples taken would be
taken into account in reviewing the designs.
The design of the various treatment processes must address the raw water
quality and ensure that the use of chemicals are optimum and the final water me
ets the quality standards of the Ghana Water Company Ltd (GWCL) and the World He
alth Organization (WHO) in terms of its physical, chemical and bacteriological p
roperties.
The Ghana Water Company Ltd uses standard chemicals, which are imported
in bulk and distributed nationwide to their various Water Treatment Plants. It i
s therefore important that the design takes into account or is fashioned to be a
daptable to the use of these standard chemicals.

4.3.2.5 Design Criteria for the Treatment of Raw Water


As mentioned earlier, the surface run-offs during the rainy is the main
contributor of turbidity, with taste variations and odour coming from water weed
s and algae decomposition, organic matter, as well as pathogenic organisms.
Dissolved mineral particles from tributaries, springs and run-offs will
remain unchanged but the organic matter will undergo some level of degradation d
epending on the amount of oxygen present.
It is expected that the turbidity of the raw water would fluctuate with
the seasons. The need to ensure optimum filter runs and the possible implementat
ion of pre-treatment such as sedimentation would be considered in the review.
Furthermore, colloidal suspended particles which must be removed by chem
ical coagulation and flocculation must be catered for.
The design review will therefore ensure that the design has been undertaken to m
eet the design standards of the Ghana Water Company Ltd (GWCL) and in particular
meet the following criteria:
4.3.2.5.1 Aeration
The design of aeration cascade must be influenced by the raw water quali
ty
Maximum flow ≈ 800 cm/hr
Average flow ≈ 650 cm/hr
Oxygen level required ≈ 4.5 mg/l
Expected number of flows 2
4.3.2.5.2 Alum dosing & rapid mix
Dosing range 10 – 100 mg of alum/l
Average coagulant dose ≈ 50 mg of alum/l
The figures for minimum and maximum flows are expected to be the same as that of
the aeration
4.3.2.5.3 Sedimentation
Surface Loading: ≈ 1.0m/hr (before chemical coagulation)
≤ 3.0m/hr (after chemical coagulation)
4.3.2.5.4 Flocculation
Camp Number : 30,000 to 150,000 (Velocity gradient x Detention time)
Velocity : 0.10 – 0.30m/sec (Baffled Flocculation Channels)
These values must be chosen carefully and as high as is consistent with the opti
mal formation of flocs without causing disruption or disintegration of the flocs
after they have been formed.
4.3.2.5.5 Coagulation
pH : 6.5 – 8.5 depending on the coagulant used
Dosage : To be established by Jar Tests on raw water samples
4.3.2.5.6 Filtration
Following pre-sedimentation, coagulation/flocculation and post-sedimentation, it
would then be necessary to employ rapid filtration with the use of sand filters
to remove all suspended particles in the form of flocs.
Effective grain size: 0.4 – 1.2mm;
Filtration rate: 5 –15m3/m2/hour (m/hour)
As a result of the presence of organic matter expected in the raw water, direct
sunlight must be excluded to prevent the enhancement of algae growth in the filt
ers. The filter building/facility would therefore be expected to be roofed.
4.3.2.5.7 Chemical Disinfection and pH Correction
The use of chemicals for coagulation may result in the increase or decrease of t
he pH. There is therefore the need for pH correction before distribution. Where
lime is the correction agent, the design should make room for the reaction time
of the lime before the application of chlorine (whether gaseous or aqueous) for
disinfection and residual.
4.3.2.5.8 Clear Water Storage
The present improved capacity of the Koforidua Water Tre
atment Plant is 5,450m3/day with a 1,200m3 clear water s
torage reservoir. The new plant is expected address any shortfall i
n production bearing in mind the target year of 2025, and using the p
arameters used in the “Strategic Implementation Programm
e”.
The municipality and its growing industries by estimatio
n require 80 lppd while for the surrounding communities we wo
uld be looking at 45 lppd. The storage capacity must therefore take
these projections into account. From the TOR a 2000m3 reservoir is to
be constructed with a high lifting pump station.
In addition, three reservoirs would be constructed at:
• Koforidua : 2725m3
• Wawase : 60m3
• Sikaben/Huhunya : 30m3
The existing reservoirs would be inspected to ensure their structural in
tegrity and any required refurbishment/replacement recommended for execution
by the Contractor.
4.3.2.6 Booster Pumping Stations
A cursory inspection of the proposed position of the treatment plant in relation
to Koforidua and its environs as well as the coverage makes booster pumping sta
tions a critical component of the design. Our investigations reveal a maximum he
ad of between 150-190 meters. A number of booster pumping stations have been pro
posed at Sikaben, Huhunya, Kwesi Diaka and Kukurantumi/New Tafo
The design of these pumping stations should ensure the following:
• Site accessibility, security and flooding prevention
• Pump sizing takes into account the demand parameters of the beneficiary
communities
• At least one standby pump is included such that the standby unit can rep
lace any of the duty pumps with minimal interruptions/ modifications;
• Pump types conform with pumps already in operation in GWCL Water Treatme
nt Plants to take advantage of expertise and experience
• Provision of back-up spares for at least five years of operation
• Protection against water hammer in transmission mains and at pumping sta
tions
• Pumps are equipped with all the necessary protections against power fluc
tuations, dry running and inclement weather conditions.

4.3.2.7 Distribution Network


The distribution network is proposed to be fed by the High Lift Pumping Station
(two duty pumps and one standby). Approximately 82 km of transmission and distri
bution mains of diameters ranging from 100mm to 400mm are to be laid from the Tr
eatment Plant to the various communities.
A provision of 92 standpipes has also been made under the project for consumers
at the lower end of the economic ladder.

4.3.2.7.1 Pipeline Materials


The TOR has proposed HDPE to be used for all the 84km of transmission and distri
bution mains. These pipes can be procured through a local manufacturer and it is
proposed that adequate training be made a component of the Contractor’s contrac
t to ensure that both contractor and “Engineer’s” personnel involved in installa
tion and supervision are well versed in the storage, handling, welding and insta
llation of HDPE pipes.
The design of the pipelines in the distribution network will be evaluated on the
following basis:

a) Minimum Cover
The following specification for minimum cover as specified by GWCL shall apply:
• For pipes up to 300mm diameter: 1100mm
• For pipe greater than 300mm diameter: 1500mm

b) Air Valves and Washouts


In order to enhance the carrying capacity of pipelines the design shall ensure t
he elimination of all air pockets by providing double or single action air valve
s at all summits in the line. To this end where a number of summits are located
at short intervals, the design shall compromise between the cost of deeper excav
ations and additional air valves.
At all low points on each pipeline, especially gravity mains, washouts shall be
provided to ensure proper maintenance of the mains. However, where such low poin
ts are located within communities, the proposed washouts may be designed as fire
hydrants to serve the dual purpose of draining the pipeline and for fire fighti
ng.

c) Isolating Valves
The entire distribution network shall be assessed to establish its flexibility b
y ensuring that branches are provided with isolating valves to ensure effective
isolation in case of emergencies (repairs & maintenance) of sections of the netw
ork with minimal impact on the entire distribution system.
This would ensure that only small supply areas are affected in case of repairs o
n any section due to damage or any such malfunction.
d) Maximum and Minimum service Pressures
The pipe network shall be designed to give a minimum head of 10mwc durin
g peak hours and that of the standpipes of 3mwc and minimum flow of 0.4l /s.
The maximum pressure in the network shall not exceed 70mwc and where pre
ssures are excessive, it is recommended to install pressure reducing valves. How
ever, due to the difficulty in maintaining these pressure reducing valves, their
use shall be limited as much as possible.
The velocities in the distribution network shall be maintained between 0
.3 to 6m/sec.
e) Fire Fighting
The storage capacities within the distribution system shall be assessed
and discussions held with the District Fire Office to locate fire hydrants.
In accordance with the British Standards (BS 750), the discharge at the hydrants
shall not be less than 200 litres/min. at a constant pressure of 1.7 bar at the
hydrant inlet.
At the minimum, fire hydrants shall be provided for all district capitals and i
n other towns with population of over 15,000. For towns with population below
15,000, provision shall be made for fire-fighting at the draw-off point.
4.3.2.8 Design calculations
4.3.2.8.1 Distribution Network
Analysis (design calculations) of the pipe distribution network shall be carried
out by the EPANET 2.0 developed by the Unites States Environmental Protection A
gency (EPA). The network must take account of the existing challenges of interco
nnectivity in the system especially in Koforidua.
Microcomputer Programs for Improved Planning and Design of Water Supply and Wast
e Disposal Systems – UNDP/World Bank, 25th June 1986, would also be used.
4.3.2.8.2 Structural Designs
Designs for structural elements shall be checked with the relevant code of pract
ice for water retaining structures: BS8007: Design of Concrete Structures for Re
taining Aqueous Liquids and BS8110: Design of Concrete Structures or their match
ing equivalent in Eurocode 2 which is eventually being adopted by UK and Europe
for Concrete Design.
Structural Analysis would carried out using Robot Millennium Sof
tware V20.2
4.3.3 Review of Drawings
The Consultants would ensure that all drawings are reviewed to conform to the
Ghana Water Company Ltd. Standards. The drawings to be expected include the foll
owing:
4.3.3.1 General
General Layout of Project
General Layout of Water Treatment Plant
Plant Pipe Layout
Plant cable Layout
4.3.3.2 General Arrangement and Structural Drawings
Intake Structure
Low Lift Pumping Station/facility
Sedimentation Tanks
Chlorine Dosing Chamber / Contact Tank
Dividing Chamber
Clarifiers and Flocculators
Settled Water Channels
Rapid Gravity Filters
Filter Gallery
Chlorine Building
General Services and Chemical Building
Clear Water Reservoir
High Lift Pumping Station
Service Reservoirs
4.3.3.3 Transmission and distribution Mains
General Pipe Layout
Plans and Longitudinal Sections
Standard Details
• Valve Chamber Details
• Air Valve and Chamber Details
• Washout and Chamber Details
• Valve Chamber Details
• Thrust Block Details
• Trench Details
• Stream/River Crossing details
• Culvert/Drain Crossing Details
• Road Crossing Details (Asphalt/Bituminous/Gravel)
4.3.3.4 Electrical/Mechanical Drawings (Motor/Feeder Schematics)
Panel Layouts
Distribution and Protection
High and Low Level Signalling
Flow Measurement
Feeders for Equipment
Motor Controls
Level Switches
Level Measurements

4.3.4 Appraisal of Contract Documents


a) Technical Specifications and Drawings
Since the Technical Specifications and the Drawings define the final product to
be delivered by the Contractor for which, a certain sum of money shall be paid b
y the Employer, it is very important that these specifications and drawings are
sufficiently detailed, clear and unambiguous.
The Engineer shall therefore study the Technical Specifications in word and spir
it to ensure that all deliverables can be evaluated, quantified and measured in
terms of the following among others:
• Order of priority between Specifications and drawings;
• Performance criteria;
• Methodology;
• Prescribed tests on completion;
• Acceptance criteria;
• Extent of liability/warranties/guarantees.
b) Bills of Quantities
In this case of a Turnkey Contract, the scope of works cannot be detailed until
the detailed design has been completed. Therefore the prices quoted by the Contr
actor are at best lump sums and not detailed Bill of Quantities as in ad-measure
ment contracts.
It is therefore the responsibility of the “Engineer” to ensure value for money a
nd prevent any cost overruns.
Since payment for work done shall be based on the Bill of Quantities, the “Engin
eer” shall ensure that the Contractor provides a breakdown of his lump sum price
for the various units into components that are measurable for payment and progr
ess reporting purposes as follows:
• Earthworks;
• Concrete Works;
• Masonry Works;
• Electrical Installations;
• Mechanical Installations;
• Tests on Completion.
Payment for off-shore materials and equipment to be supplied from abroad is norm
ally based on the FOB, CIF (Tema), Delivery to Site, Installation, Tests and Com
missioning.
The Engineer shall therefore agree with the Contractor on how to provide a break
down of his quotations to facilitate validation of such payments and to protect
the interests of both the Employer and Contractor.

c) Conditions of Contract
These are expected to be the Standard FIDIC Conditions of Contract for EPC/Turnk
ey Projects dated 1999. It is however imperative that tailored Conditions of Spe
cial/Particular Applications are included to address issues that are peculiar to
the Koforidua project.
4.4 Phase Two - Works Contract Supervision and Contract Management
4.4.1 Overview of the Consultant’s Methodology
The general approach of the “Engineer” will be to set up appropriate management
and organizational systems specifically for this project such that effective man
agement of the works is executed and satisfactorily completed to the required te
chnical standards, in a timely manner and within budget.
The main activities comprise the following:
Establishment of site management team and head office support systems
Construction Supervision and Contract Management Stage
Training of counterpart staff
Supervision of Packaging and submission of Operation and Maintenance Man
uals
Post-Construction Stage: Periodic visits and preparation of Schedules of
Defects
Preparation of reports on completion

AIMS AND OBJECTIVES OF THE CONSULTANT


The Consultant’s prime aim and objective during the supervision stage are geared
towards ensuring that:
The Contractor is effectively and efficiently supervised within the conf
ines of the Conditions of Contract during the contract period to guarantee the E
mployer value-for-money under the works component of the project
The Contractor carries out formal training and instruction on operation
and maintenance of the plant and equipment to be installed under the project. Th
is should include among other things Factory Acceptance Inspections and overseas
training
All works are completed to the required technical standard and specifica
tions and in conformity with the Client’s requirements;
All works are completed on time and within budget;
All requirements set out in the Environmental Impact Assessment report a
nd accompanying recommendations/remedies are adhered to
There are no incidents that adversely affect the health, safety and soci
o-economic life of the communities occurs;
Transfer of knowledge within Consultant’s team to the GWCL counterpart s
taff and management as well as operation staff is ensured;
The Client obtains value-for money from the Consultant’s performance, qu
ality of delivery, communication and overall professionalism in providing assist
ance to the Client’s Organization in areas of Administration, Contract Managemen
t Procedures and Public Relations.
The Client is insulated from traditional and secular authority as far as
is practicable
4.4.3 Construction Supervision and Contract Management Stage
The “Engineer” shall supervise the execution of the works according to the techn
ical specifications, design drawings and the Conditions of Contract.
The “Engineer” will carry out the following activities during the Phase 2 stage
of the works in accordance with the Terms of reference;
a) Supervision of the site works for compliance with the approved programme
, specification or any other obligation of the Contractor for the construction o
f the Works;
b) Inspection, testing, and witnessing of tests on materials and goods brou
ght on site for use or incorporation into the Works, issuing appropriate certifi
cates;
c) Draw the attention to the Contractor in any case of unsatisfactory work
and requirement for remedial/replacement works, and in the event of any difficul
ty in having the work put right, invoke the appropriate Contract Condition (s) a
nd inform the GWCL immediately;
d) Dealing with variation orders (Variations of Omissions and Additions). O
rder work under provisional sums, prime cost items and on a day-work basis for w
hich approval from GWCL shall be sought. The same approval procedure would be ad
opted when addressing the possible use of contingencies;
e) Valuing work done by the Contractor and certifying Contractor claims or
certificates prior to recommending same to Client for payment;
f) Preparing and keeping daily field records and in particular Plant & mate
rials as well as labour;
g) Monitoring progress of work to ensure that the Contractor maintains the
rate of performance required by the approved schedule. Have an early warning sys
tem in notifying the Contractor if he is behind schedule or granting an extensio
n of time in consultation with the Client when fairly due;
h) Monitoring cash flow against programme through Cost Control mechanisms
to ensure that there is no unjustifiable cost over-run;
i) Arrange for periodic site meetings, invite the Client, Contractor and ot
her stakeholders and taking Minutes at such meetings;
j) Establish clear lines of communication between stakeholders to ensure sm
ooth administration
k) Witnessing completion and acceptance tests for the Works or parts of the
Works and issuing appropriate certificates;
l) Review, arrange and supervise the Contractor’s operation and maintenanc
e training programmes for GWCL staff in general and the specific staff for the p
lant and proposing amendments/enhancements when considered desirable;
m) Maintain cost control for all administration of the Contract. Assess and
recommend payment for all progress and final claims submitted by the Contractor
, including additions and deletions and obtain the approval from the Client for
Variation, material, permits, etc. which will be the Client’s obligation under t
he construction Contract;
n) Prepare and deliver on schedule mandated reports as outlined below;
o) Periodic site visits and availability to provide professional advise to
the Employer during the Defects Liability Period;
p) Ensure that the necessary authorities and organizations (both statutory
and traditional) are contacted in time to enable smooth progress of work especia
lly in case the work affects third parties;
q) Advise on design adjustments whenever such adjustments may become necess
ary during construction.
In addition the “Engineer” shall perform the following functions:

i) Represent the interest of the Client vis-à-vis the Contractor in any man
ner related to the construction contract and the proper execution thereof;
ii) Review and recommend for approval the Contractor’s Works Schedule or rev
isions thereto and any such plans or programmes which the Contractor is obliged
to furnish for the Consultant’s approval;
iii) Assess the adequacy of all inputs, such as materials and labour provided
by the Contractor, and their methods of work in relation to the required rate o
f progress and, when necessary, take appropriate action in order to expedite pro
gress; keep, regulate and update a list of the Contractor’s equipment and its co
ndition to ensure compliance with the Contractor’s commitment in their bids;
iv) Examine and make recommendations to the Client on issues of extension of
time, extra compensations, work or expenses or other similar matters bordering
on contract management/administration ;
v) Inform the Client on problems or potential problems which may arise in c
onnection with the Contract and make recommendations to the Client for possible
solutions;
vi) Maintain representatives at the site in such a manner that adequate supe
rvision of construction works/installation is ascertained at all times and to en
sure that all works are executed in accordance with the drawings and specificati
ons;
vii) Furnish timely assistance and direction to the Contractor in all matters
related to the interpretation of the Contract Documents, ground survey controls
, quality control testing and other matters related to contract compliance and p
rogress of the Works/Installations;
viii) Organize the supervision of the Works with proper allocation of responsi
bilities to the individual inspectors and supervise their work to ensure effecti
ve execution;
ix) Prepare and maintain inspection and engineering reports and records to a
dequately document the progress and performance of the Works;
x) Review and approve all of the Contractor’s working drawings for temporar
y works;
xi) Assure the receipts of, and maintain as permanent records, all warrants
required under the terms of the Contract Documents for materials and equipment a
ccepted and incorporated in the Works. All local materials incorporated in the
Works/Installation and their sources are also to be approved;
xii) Supervise all laboratory and field testing of materials and products nee
ded to ensure that the quality as specified in the Contract Documents is obtaine
d;
xiii) Inspect the security and safety aspects of construction and temporary wo
rks/hoardings to ensure that every reasonable measure has been taken to protect
life and property;
xiv) Before the issuance of Certificate of Substantial Completion, to carry o
ut the necessary inspection, specify and supervise the remedial works to be carr
ied out by the Contractor and propose to the Client upon completion of the Works
, the final inspection together with representatives of the Client and assist in
issuing the Certificate of Substantial Completion;
xv) Cause to be prepared As-built Drawings and Operational &Maintenance Manu
als for the Works and pass same to the Client for the proper operation and maint
enance of the Works;
xvi) Perform all other tasks not specifically mentioned above, but which are
necessary and essential for the successful supervision and control all construct
ion activities in accordance with the terms and conditions of the Contract. The
Consultant’s responsibility for the Works shall expire upon the issuance of the
Final Completion Certificate to the Client.
4.5 POST CONSTRUCTION STAGE
These services will be provided by the Consultant during the maintenance and def
ects liability period, which is estimated to last twelve months after the constr
uction of the facilities. During this period, the Consultant’s Team will carry o
ut the following assignment:
• Supervision of remedial/ defective works
• Review of As-Built Drawings prepared by the Contractor;
• Final inspection leading to the handing over of the project to the Clien
t, and the issuance of Final Certificate;
• Preparation of Final Accounts and Final Construction Report.
4.6 REPORTING REQUIREMENTS
A) GENERAL
Throughout the Project, the Consultant’s Project Leader will maintain continuous
formal and informal liaison with the GWCL Project Manager/Coordinator as and wh
en needed. The formal communication will be by letters, reports and other docume
ntation.
The following reports, among others that may be deemed necessary, will be prepar
ed and the requisite number of copies distributed as required by the terms of re
ference.
B) DESIGN REVIEW REPORT
This Report is to be submitted before the commencement of construction. In view
of the fact that design is expected to overlap construction in the sense that wh
ereas the design of some of the units may be completed and approved for construc
tion, others units may still be at the design stage.
In order not to hold up construction, the “Engineer” may issue the design report
in sections to the Client and when all design work is finished, compile these s
ections into one volume and issue as the final design report.
At all stages of the design review, comments on the design, specifications and d
rawings shall be forwarded to the Contractor as soon as practicable to enable th
e necessary amendments to be made expeditiously.
C) INCEPTION REPORT
The inception report shall be issued three weeks after receipt of the Advance Pa
yment for Mobilization. This report shall highlight the following:
• Progress of work to date;
• Constraints and problems encountered or expected;
• Projections and anticipated progress
D) MONTHLY PROGRESS REPORTS
During the Construction Stage, the “Engineer” will prepare and submit Monthly Re
ports to be issued before the fifteenth day of the month following the reporting
period.
This report will review progress as well as summary of the overall progress of t
he various construction activities including the following:
• An executive summary;
• Introduction and Background;
• Brief summary of progress to date;
• Detail of work executed during the reporting period;
• Personnel input for the reporting period and aggregate input to date;
• Status of programme of work (Planned versus Actual);
• Interim Certificates issued, paid, outstanding as well as Cash Flow anal
ysis of the project;
• Pending assignments and planned programme for the following reporting pe
riod;
• Progress photos if any, communications, meetings, etc.
Certificates of Payment
All monthly progress reports would be accompanied by a Certificate of Payment fo
r Work executed to the date of reporting. This is to ensure that provisions gove
rning such Certificates of payment are adhered to in order for the contractor to
have a smooth cash flow.
E) SUBSTANTIAL COMPLETION REPORT
This report will be submitted one month after Substantial Completion Inspection
of the works. The Substantial Completion Inspection will be carried out within t
wo weeks following the Contractor’s notice to the “Engineer” that the Works have
been completed and materials and equipment for the inspection are available.
The Contractor’s notice of completion shall include draft As-Built Drawings and
Operation & Maintenance Manuals for all the various equipment and plant for revi
ew by the “Engineer”.
F) CLAIMS REPORT
This report will compile all claims submitted by the contractor. The report will
include all assessments and recommendations to the client for consideration and
possible settlement.
G) FINAL INSPECTION REPORT
On completion of construction of the Contract and prior to the issuing of the Ta
king Over Certificate, the Consultant will prepare a report to verify that the w
ork undertaken by both the Contractor and the Consultant is in compliance with t
he Contract and Regulations.
The Report, which will be submitted initially as a draft followed by a final ver
sion, will fully address the following points.
• The original scope of works and any variations
• Design or Construction problems encountered and resolved
• Special Construction techniques adopted
• Major contractual problems and third party claims
• Future maintenance requirements
• List of outstanding works to be completed within the Defects Liability P
eriod
• Financial summary
H) PROJECT COMPLETION REPORT
The “Engineer”, one month before the end of the Service Contract, will submit a
draft version of the Final Project Report. The contents of the Final Project Rep
ort will be agreed with the Employer but is likely to include a summary of the C
onsultant’s activities, the implementation of the project and historical record
of the project recording all items of merit.
After review of the draft version by the Employer, the “Engineer” will prepare t
he Final Progress Report. It is the intention of the “Engineer” to submit this f
inal version together with an updated financial report at the end of the Service
Contract, on the Consultant’s services and final invoice.
ADDITIONAL REPORTS DURING DEFECTS LIABILITY PERIOD
I) INSPECTION REPORTS (Quarterly Reports)
During the 12-month Defects Liability Period, the Consultant will mobilise and a
ssign the supervising inspection staff in order to carry out periodic inspection
s of the outstanding and remedial works. The inspections will be carried out und
er the guidance of the Resident Engineer and in the company of the Employer’s op
eration staff on the plant.
The Inspection Reports describes the activities of the Contractor to complete pr
oject implementation and/or remedy any defects and would include Schedule of Def
ects as and when necessary. Any shortfalls (both material & workmanship) in the
work carried out by the Contractor or defects noticed during the period will be
identified, documented and based on recommendations, remedied by the Contractor
in accordance with the Contract provisions.
Further, the Inspection Report will briefly describe the ongoing supervision and
monitoring activities of Consultant’s staff during the Defects Liability Period
.
J) FINAL ACCOUNT
As the Contractor prepares to hand over the project at the end of the Defects Li
ability period, there is the need for the Consultant to prepare and agree with t
he Contactor the Final Account of the project. The Client would be entreated to
release the Performance Certificates well as any outstanding issues that need ne
gotiations and settlement.
5 LOGISTICS SUPPORT AND FACILITIES

To ameliorate the performance of the consultant the following facilities, to be


supplied by the Employer, would be required the consultant for its operations:
• 4No. Office desks and chairs
• 1No. conference table with chairs for 12 persons
• 4No. filing cabinets
• 2 Desk computers with windows XP professional and UPS
• 1No. A4 LaserJet printer
• 1No. operational telephone line
• 1No. fax machine
• 1No. Office photocopier
• 2No. 4x4 double cabin pick-up truck with running expenses
• 1No. 4x4 Station Wagon vehicle with running expenses
The contractor shall provide a complete set of survey equipment for the exclusiv
e use of the Resident Engineer and his staff.
C - Org
anizational Structure

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