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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.

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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. Description Qualification No. of Minimum Man


No. Posts Experience months of
assignmen
ts
1 Resident Engineer (Electrical BSc Electrical Engineer 01 20 24
(Power Distribution Network)
2 Assistant Resident Engineer BSc Electrical Engineer 01 10 24
(Power Distribution Networks)
3 Electrical Engineer (Power BSc Electrical Engineer 01 05 24
Distribution Network)
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.

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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.

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)”

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”

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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

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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 Proposed
Projects 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.

(21)
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. Description Qualification No. of Minimum Man


No. Posts Experience months of
assignmen
ts
1 Resident Engineer (Electrical BSc Electrical Engineer 01 20 24
(Power Distribution Network)
2 Assistant Resident Engineer BSc Electrical Engineer 01 10 24
(Power Distribution Networks)
3 Electrical Engineer (Power BSc Electrical Engineer 01 05 24
Distribution Network)
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

(22)
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

(23)
ANNEX-A
Form A-1
(NAME OF THE PROJECT)
SUMMARY LIST OF PROJECTS HANDLED BY THE FIRM

Sr. Name of the Location Client Cost of Implementation Handled as: Total Cost of Scope of Services Scope of
No. Project Province/ the Start  Single Firm/ :S Cost of Services  Feasibility :F Project
Country Project Completio  Lead Firm/ :L Services provided by  Survey & Components
 Joint Venture :J Investigation :S
n the Firm  Quality Control : Q
/Volume of
Partner Work etc.
 Project Monitoring : M
 O&M :O
 Design :D
 Procurement :P
 Construction
Supervision :C

(9)
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) :

(10)
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/ Name of Firm/ Name of Firm/ Name of Firm/
Group Group Group 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

(11)
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/ Name of Firm/ Name of Firm/ Name of Firm/
Group Group Group 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

(12)
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)

(13)
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)
will prequalify and finalize a shortlist of 4 to 7 consultants who will be invited to submit their Technical/Financial Proposals.

(14)
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

(15)
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
· Regional (within the country-details)

(16)
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)

9. Additional information.

(17)
Yours truly,

Name of Authorized Representative


Position :
Date :

(18)
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) :

13. Name/Position of Key Staff :

(19)
14. Description of Project :

15. Description of Services


Provided by the Firm :

(20)
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/ye

(21)
SAMPLE SUB-CRITERIA FORMS ANNEX-C
Form C-122

(TITLE OF THE PROJECT)


EVALUATION OF PREQUALIFICATION APPLICATIONS

QUALIFICATION/EXPERIENCE OF Maximum Points:


I.
FIRM: 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
70% of 30 21 2.5 7 5 7 2.5
Project of matching magnitude/
complexity
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
30% of 30 9
are important to judge capacity of
the Firm
Sub-Total (B):- 9
Grand-Total (A+B):- 100% 30
Total Points Under-I
23

ANNEX-C
SAMPLE SUB-CRITERIA FORMS
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


65%
ASSIGNMENT
B-1 Specific 50%
a) Experience in Lead Position
b) Experience as Senior Professional
24

(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
25

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