Provision of Consultancy Services for Feasibility Study, Detailed Engineering Designs, Preparation

of Tender Documents, Supervise Construction of main works and distribution network for
Combined Water Supply Scheme to 57 Villages of 16 Wards in Kyerwa District
TECHNICAL PROPOSAL

FORM 5A3 COMMENTS AND SUGGESTIONS ON

THE TERMS OF REFERENCE AND ON
COUNTERPART STAFF AND FACILITIES TO BE
PROVIDED BY THE CLIENT
TABLE OF CONTENTS
A. ON THE TERMS OF REFERENCE ............................................................................ 2
1.1 General..................................................................................................................... 2
1.2 Personnel ................................................................................................................. 2
1.3 Time Input ............................................................................................................... 3
1.4 Design Horizon........................................................................................................ 3
1.5 Defect Liability Period ............................................................................................ 3
1.6 Project Title ............................................................................................................. 3
B. ON COUNTERPART STAFF AND FACILITIES ....................................................... 3
2.1 Available Data ......................................................................................................... 3
2.2 Counterpart Staff .................................................................................................... 3
2.3 Submission Of Reports .......................................................................................... 4
2.4 Project Vehicles And Equipment .......................................................................... 4

January 2017 1
Provision of Consultancy Services for Feasibility Study, Detailed Engineering Designs, Preparation
of Tender Documents, Supervise Construction of main works and distribution network for
Combined Water Supply Scheme to 57 Villages of 16 Wards in Kyerwa District
TECHNICAL PROPOSAL

A. ON THE TERMS OF REFERENCE

1.1 GENERAL
We have reviewed the Terms of Reference and the attached Instruction to Consultants and
found them to be very clear. We have found that the ToR has provided vivid explanation of the
background to the consultancy service including, objectives of the project, scope of work,
implementation and reporting scheduling, obligations of the Consultant and the Client. However
we have the following minor comments and suggestion.

1.2 PERSONNEL
 In the ToR the input of Hygiene and Sanitation expert is not mentioned while the duties to
be done by the expert are mentioned in Section D, subsections 5 and 6. Therefore the
Consultant has decided that hygiene and sanitation promotion works will also be covered by
Sociologist/Community Development Assistant
 In completing our Proposal we have made assumption that all stakeholders required to
provide input in the process will be available when required for allowing us to meet the
proposed time frame.
 In the ToR section ‘D’ for WORKS Phase I, the Consultant is required to prepare a design of
community sub-projects tapping water from the distribution trunk main or from alternative
use of water source, where groundwater proves to be economically viable option compared
to the aimed Lushwa dam source water scheme. Therefore, we have added the short-term
input of hydro geologist for groundwater works in case ground water will be the option on
all/some sub-projects as alternative source instead of tapping water from the distribution
main.
 In the phase II section b (v) “Testing, Commissioning and Final Acceptance of the Works”
the ToR stipulates that; Final ‘as-built’ drawings will be the responsibility of the Consultant,
therefore we have added an AutoCAD technician as a support staff for executing the task.
 For efficiently detailed engineering design, soil survey is among the assignment expected to
be done, we are of the opinion to replace one Civil technician with Civil/Soil technician
 For procurement of works as described in the Term of Reference, procurement expert was
not included. We are of the opinion that, the resident engineers will provide assistance in
procurement services.
 In completing our Proposal we have made assumption that all stakeholders required to
provide input in the process will be available when required for allowing us to meet the
proposed time frame.

January 2017 2
Provision of Consultancy Services for Feasibility Study, Detailed Engineering Designs, Preparation
of Tender Documents, Supervise Construction of main works and distribution network for
Combined Water Supply Scheme to 57 Villages of 16 Wards in Kyerwa District
TECHNICAL PROPOSAL

1.3 TIME INPUT

Section 1.3 of the datasheet stipulates that "the assignment is to be completed within 20
months for two Phases", while in the ToR, Section F (Input/Skills Requirement) states "the
assignment is scheduled to take about 26 months". Therefore the Consultant has taken the
time input of 26 months as stated in the ToR for Phase I (8 Months) and Phase II (18
Months), and prepared the proposal including staffing and work schedules which show staff
timing, duties based on that duration.

1.4 DESIGN HORIZON

The TOR does not state the demands are planned to be projected to which year, therefore
based on this the Consultant has assumed to take the design horizon of the water supply
system as year 2028 assuming year 2018 as a base year. However, this could be discussed and
agreed during the contract negotiation period.

1.5 DEFECT LIABILITY PERIOD

The project defect liability period was not specified in the ToR. The Consultant has assumed the
Defect Liability Period will take 6-months after project completion. However, the matter will be
discussed in details during the negotiation.

1.6 PROJECT TITLE

We have taken the project title as referred to the Data Sheet ITC. Clause 1.1 read as “Provision
of Consultancy Services for Feasibility Study, Detailed Engineering Designs, Preparation of
Tender Documents, Supervise Construction of main works and distribution network for
Combined Water Supply Scheme to 57 Villages of 16 Wards in Kyerwa District”.

B. ON COUNTERPART STAFF AND FACILITIES

2.1 AVAILABLE DATA

The client has promised to avail all available documents and reports that are related to the
Assignment. These documents are very useful in carrying out the feasibility study and detailed
engineering design for water supply. The Client has also promised to introduce the Consultant
to institutions and agencies to access any other additional information and data where
necessary are very important, as well.

2.2 COUNTERPART STAFF

We appreciate the Client’s suggestion to assign counterpart staff to the project. We do
understand that the selected counterpart staff will be responsible for the coordination of the
assignment including: monitoring and supervision of the consultant’s activities, assisting in the
acquisition of the relevant reports, data and information, and providing all the necessary

January 2017 3
Provision of Consultancy Services for Feasibility Study, Detailed Engineering Designs, Preparation
of Tender Documents, Supervise Construction of main works and distribution network for
Combined Water Supply Scheme to 57 Villages of 16 Wards in Kyerwa District
TECHNICAL PROPOSAL

support on all matters related to this assignment.

We still believe the assignment of the counterpart staff will be a benefit to the project and will
facilitate improved performance, timely execution of the services due to direct client contact
and limited response time to Consultant’s reports and documents. It is important that the client
assigns the counterpart staff on time so that proper and continuous on job training is
implemented.

2.3 SUBMISSION OF REPORTS

The TOR specifies different types of reports to be submitted by the Consultant during the
course of implementation of the assignment. We have therefore made assumption that Client’s
comments on the draft reports will meet the mentioned time in the ToR avoiding to affect the
schedule of deliverables.

2.4 PROJECT VEHICLES AND EQUIPMENT

We assume that provision of vehicle and equipment is the responsibility of Consultant. We have
therefore allocated budget in our financial proposal for rental of vehicles from the local market
for the duration of the project.

January 2017 4