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Q-flQ4:

REQUEST FOR EXPRESSION OF TNTEREST (REOD

Government of the People's Republic of BangladeshUrban Resilience Project: DDM Part

Project Implementation Unit (PIU)Department of Disaster Management (DDM)

Ministry of Disaster Management and Relief (MoDMR)

Ref: 51.01.0000.029"001. t6 2 d _l-

"Consultancy Services for NDMRTTI & ERCC Design(Package No: URP-DDM/S-S)

Date:2611012017

& Supervation"

This request for expressions of interest follows the General Procurement Notice for this projectthat appeared in UN Development Business online on May 20,2015. Goventment ofthe People'sRepublic of Bangladesh has received a credit from the Intemational Developrnent Association(The World Bank) in the amount of US$173.00 rnillion equivalent towards the cost of the UrbanResilience Project (URP) and it intends to apply patt of the proceeds of this credit tow,ardspa)"lnent under the contracts of "Consultancy Services for Design & Supervation (D&S) ofrenovatiort work for National Disaster Management Research & Training lnistitute (NDMRTI)located in Dhaka and Emergency' Response Communication Center (ERCC) located in Dhaka &Sl lhet and related institutions of the Government of Bangladesh involved in the Disaster RiskManagement of Dliaka and Sylhet". URP represents the second phase of a multi-phase nationalDRM prograrn to build institutional capacity to mitigate the impact of earthquakes in the rapidl,vurbanizing cities of Bangladesh"

With respect to the Design & Supervation (D&S) Consultancl', one goal of the IJRP is to create aprofessional emergency management facilities for Bangladesh via the establishment of a NationalDisaster Management Research & Training Inistitute (NDMRTI) and Emergency ResponseCommuttication Center (ERCC) that will provide personnel with various desired skill sets. as wellas ittternationally recognized credentials. In line with that goal, this ToR aims to engage thesen'ices of a qualified ConsLrlting Firm with proven expertise and background on similar pro.iectsto provide the full range of professional services to fulfill the Scope of Works for thisConsultancv, rvhich are broadlv tu,o-fold: 1) Design & BoQ preparation; and 2) Supervation ofwork & bill cerlication accordingly the requirement.

DDM now invites eligible consulting firms to express their interest in providing above mentionedservices. The Consultant should compose of reputable firm(s) having similar experience in trainingand capacity building. Firm's experience in working with government entity in the field ofDisaster Risk Management (DRM) rvill be an advantage.

lnterested consulting firrs must provide information indicating their qualifications to perforrn theservices. EOIs should include brochures, description of similar assignments. experience in similarconditions, summaries of firm's Financial, Managerial and Human Resource capabilities,availability of appropriate skills among key staffs rvith short biographies (one paragraph) etc.Thelanguage of the proposals and all sLrpporting documents will be in English. [u case, the supportingdocuments are in other langr-rages. those must be translated in English and be authenticated by therespective entbassy in Bangladesh of the applicant. The EOIs u,ill be reviewed on the basis of thefollorving but not limited to:

Country and date of registration/ incorporation (age of firm)Experience of the firm in conducting assignments of simil nature (Similar Nature and/orComplexity including cost and duration of the assignm ).

luding cost and duration).

1.

aL.

3.

4.

1.i'a.

b.

c. Experience ofthe firm in other areas (Other experi

Availability of professionals with appropriate skills

Organisation/Human Resource structure of the firrn

Availability of resources (financial)

Availablilitl' of other resources - logistics and supporl seruices of the firm

5. Consultants may associate to enhance their qualifications, but should mention whether the

association is in the form of a 'Joint venture" or "sub-consultancy". In the case of an association,

all members of such "association" should have real and well defined inputs to the assignment and

it is preferable to limit the total number of firms including their associates to maximum of 5 (five).

6. The consultant (Consulting Firnl n,ill be selected under CQS method in accordance with the

procedures set olrt in the World Bank's Guidelines: Selection and Employment of Consultants by

World Bank Borrowers.

1 . Interested consultants may obtain additional information from the office at the address below

during office hours i.e. 0900 to 1700 hours. Sunday to Thursday. A draft Terms of Reference

(TOR) is available at wwu'.ddrn.gov.bd

below by November 12,2017.

Address: Office of the Project DirectorUrban Resilience Project (DDM Part)Department of Disaster ManagementHouse # I2l(3'd Floor), Road # 21,

DOHS, Mohakhali, Dhaka- 1 206.

+88 02 9843123

+88 01923 637839

ddm.urp.pdo@gmail.comwww.ddm.gov.bd

d.

e.

f.ob'

Telephone:

Cellphone:

Email:

Web:

B. E,xpress ions of interest (3 copies) must be delivered to the address

t of EO\submission will not be accepted.

DiDDM Paft

Terms of Reference (TOR)Design and supervision consultancy for outfit DRM Facilities (NDMRTI & ERCC)

in Dhaka

Introduction

urban Resilience Project (URP) is a multi-agency project being implemented by four agencies - a)Programming Division under the Ministry of Planning; U) onam Norttr city Corporation (DNCC) underthe Ministry of Local Govemment, Rural Development and Cooperatives; c) Rajdirani UnnayanKatripakhha GAruK) under the Ministry of Housing and Public Works; and dj Department of DisasterManagement (DDM) under the Ministry of Disaster Munug"rn"rrt and Relief 6rroovrn;. To respond tothe critical gap in the management of clisaster risk in Banlladesh particularly in an urLan setting, thisproject represents the multi-phase national Disaster Risk Management (DRM) program to buildinstitutional capacity to respond and mitigate the impact of earthqua=kes in the rupiaty urbanizing citiesof Bangladesh. The objective of the overall engagiment is to develop a co-prehJnsive apprJach tomanaging earthquake risk through a structured process of knowledgl aev"topment, education, andplanning that involves a wide range of stakeholders to increase their iapacity anO to build ownership.The specific objective of the project is to enhance national-level and local-level DRM facilities andagencies in Dhaka and Sylhet to effectively plan and respond to urban disasters. This will be achievedby developing disaster response systems, including emergency operations center, interoperabilitycommunication systems, rescue and search equipment, and related training and drills etc.

To enhance the DRM capabilities of DDM, DNCC, Dhaka South City Corporation (DSCC), Sylhet CityCorporation (SCC) and Fire Service and Civil Defense (FSCD), signincant investment will be made toprocure various items of firefighting, hazardous materials handling, and search and rescue equipment.These equipment will be stored in a distributed warehouse systems that will be built in differentlocations in the city of Dhaka and Sylhet. The construction of 7th to gft floor oiifr" onvr building, thiswill accommodate a conference room, kitchen, security system, a media briefing room, a CommandCentre, Radio Communication room, Director's office and Action officer,s ord"" etc. for NationalDisaster Management Research & Training institute (NDMRTD and GF of the DDM building this willaccommodate a media briefing room, a Command Centre, kitchen, security system, RadioCommunication room, Director's office and Action Officer's office etc. Emergency Response &Communication Center (ERCC), as well as the procurement of critical rescu-e urd tr"-fightingequipment will increase DRM and emergency response capacity at the local level. This part-iculaicomponent of the project will focus on increasing the capacity related to NDMRTI and ERCCrenovation.

The government of the People's Republic of Bangladesh (GoB) has received a credit for the ,,UrbanResilience Project (URP)" from the International Development Agency (IDA) and intends to apply partof the proceeds of this credit to pay for procurement of services from-national consulting n.-r foitfr.role of a Supervision Consultants during renovation of NDMRTI in Dhaka & ERCC in Dhaka.

II. Scope of Works

The objective of this Consultancy service is to provide design and supervision services for refurbishingand outfitting of space available for NDMRTI (7tr' to 9th floor) and ERCC (ground floor) in DDNIBuilding, 92-93, Mohakhali, Dhaka. The details of the NDMRTI and ERCC ai! provided in Annex-3.

NDMRTI will be the preeminent disaster risk reduction and emergency management training andresearch center and also accommodate Training, Exercise and Drill (TED) irog.u,ri ERCC will minagenational-level response operations and act as the coordination center during disasters.

The assignment willERCC, which will

be completed in two Phase-l will cover the details design ofNDMRTI andinclude floor la t, interior design, materials specifications, electrical and

mechanical design works, plumbing design works, total architectural, renovation, finishing works and

design of quality control mechanisms etc. Preparation of Bill of Quantity (BoQ), tender documents will

also-be compleied in this phase. The works under NDMRTI and ERCC may be implemented in two

dffirent tiielines, and as such, staggered man month allocation and planning may be required forcimpletingthe assignment. So, plra"i-1, i.e., the design phase may be implemented at different times

and the Consultant must schedite his staff deploymeit depending on the impleme-ntation schedule of

the two facilities. Likewise, phase-2 of the consultancy mqy occur in two dffirent timeline and

Consultant,s supentision snfj', witl be deployed according,ly. Phase-2 will cover the supervision of the^

contractors and their ..noruiion works. cirecting and re-checking of working drawings, supervision of

construction works, issuance of instructions and idri""., approval of payment c-ertificates, site handover

to the client etc. are also be done in Phase-2. consultant must coordinate with DDM, DNCC, DSCC'

SCC and FSCD *iliurty during both the phases for designing, planning and.supervision of the

renovation works as NDilm.tt and gRcc wiit be equipped with modern Information communication

Technology (ICT) and Emergency Communicatibn^ Technology (ECT) equipment with special

requirements which needs atte-ntion to details according to their technical specifications' The D&S

Consultant, while designing these two institutions shall consult with relevant ICT specialist in the

project office to ensure"all n""""rrury functionalities in order to house those ICT/ECT equipment'

In particular, the scope of works included in phase-l are as follows:

o Site survey & preparation of site plan and layout plan: The consultant shall do the initial site

survey *oit of NOtf,lRTI and ERCC (7tr'to 9th floor and ground floor) in DDM building to know

the present site condition and necessary measurements to plan and prepare for the next design

proceedings. observed site condition should be included in inception report'

o preparation of detailed architectural, structural, and electricalo electro-mechanical design

and drawings as required for frame huilding including soft copy and 3-D view: The consultant

shall continuouriy"oo.ainate with clients ana aU the stakeholders including DDM, DNCC, DSCC,

SCC, FSCD anaiCf specialist to know the requirement for the equipment to be installed and for

space allocation. Floor'layout should be prepared accordingly and also the electrical, mechanical

plumbing, and other utitity requirements. These institutions will either be responding and

coordinating during "rn"rg"n"y

situations or be working for capacity building, research work etc'

and will have natio-nally important equipment, document and property. Materials selection criteria

should have the ,resilient piameter' too fo. selecting interior and exterior concept and materials

during design period. Consultant should also provide th" ,et"ttury design and drawing corrections

if client demands. All design & drawing strould be made as per existing_ standard projects code as

well as Bangladesh Nationil Building cooe GNBC) for renovation works of existing building.

r Detail estimate of the Projects as per requirement of the authority using approved and or

concerned rate schedule: breparation of gOQ i. the next step after completion of design and

drawing works. Consultant may use any schedule rate approved by Government (GoB)' If any BOQ

item found missing in schedul! rates, ionsultant should do a market survey and determine the rate

after consulting with the clients.

. preparation of tender documents schedule of contract technical specification etc': Consultant

shall be responsible for preparing tender documents and any relevant supporting documents' These

documents should include all the requirements and indicate timely delivery of the construction

works, finisfring worf.s, furniture and other facilities. This should also include the specifications of

the materiats aia other technical specifications, general and specific conditions, variations and

adjustments, staffing requirements, measurement and evaluation process etc'

In particular, the scoPe of works included in phase-2 are

#quu#ite Hanclover and Checking

follows:

2

a

a

The consultant shall issue handover notice of the site to the contractor(s) as per the generalconditions of contract in coordination with the Client.Checking of working drawings for all buildings.Checking and approval of the Contractor(s;' strop drawings in liaison with the contractor andconsultant.

B. Review oJ' Contructor(,t), Implementilion Scheduler The contractor(s)' proposed implernentation schedule shall be reviewed thoroLrghly by theConsultant' Interrelatiorls between the various activities shall be carefLrlly reviewed parlicularlyr'vith respect to time allocation, comrrencement and completion dates. The implementationschedule should provide sufficient work break-down structure and should include barlGanttchart etc' to provi<1e a clear graphical representation of all the interdependent andinterconnected key activities. An agreed impleinentation schedLrle should be provided by thecontractor(s) to the satisfaction of all parlies.

C. Supervision of Construction lltorks' The consultant slrould provide the necessary supervisory staff to be employed dgring the periodof implerrentation in executive and superviro.y

"apacities in respect"oi tte constructioncontracts' The Consultant will be delegated with all noirnal duties und'po*e., of the ,Engineer'

for the implemenration of the project.o It rvill be the responsibility of the co,sultant to supervise all operations on behalf of the clientand to ensure that the works of the contractorls) will liave to be carried out in a properrvorl<manship and expeditious manner ancl in u".ordun"* with the contract documents"o The Consultant rvill check. approve or re-iect and record, as the case may be, inter alia, thefollorving:

o Contractor(s)' construction plant and equipmento Materials of constructiono Concrete testing, procedures and resultso Colrstruction of site works: concrete structllres, finishing. mechanical & electricalworks and other utilities as required.

' Revieu' and approve all rnethods proposed by the Contractor(s) for permanent and temporaryworks' fortnwork' etc. to ensure confonnity with construction to ensure safety and comply withrecognized and accepted best practices.o Consultant will give particLrlar attention to ensure that the Contractor(s) take all measures tomitigate environmental irnpact and to ensure health & safety of r"orkers at the work place.

D. Issue o.f Instructions to the Contructor(s)r Tllese services will relate to the fulflllrnent of the contractor(s)'duties frorn drarving up andapproval of the work program till the corrpletion of works. The services will include issuingfield instructions in r.vriting as required relaiing to:

o Quality of materials used in the rvorks.o Equiprnent and methods of construction.o Supervisio,, checking and testing of works carried out.o Clariflcation of drawings and specilications.o Progress of works to ensllre that the planned work program is adhered to.o The consultant.shall not give any instructions which in his o[inion are likely to increase thecost of uorks rvithout the prior approval of the Client.

E. Advice to the Client on progress O/'llorkso It is of utmost importance that the progress of the works is in accordance with the programmed

implementation schedLrle since the tirirely implementation of the project necessitates the strict

:i?:l::::':":T::Jl?'^:1'11'l*1* rh; co;surt7t wlr k;;p;h"''il;;;ffi#;;;'#"'as to work progress. If any deviation from the i ntation schedule occurs, the Consultantwill inform the Client about necessary to be taken to avoid delay ofthe project.

F. Inspection and Testing of Workso At all stages of implernentation, the consultant shall carry out regular inspectiorr of materials

and workmanship and acceptance tests as specified in the technical specification of the contract

to elsure "o,rpiiu,1""

with the specificatiorrs. Where tvork orr site at any time during the

implementation does l-tot meet the requirements of the specifications, it shall be removed or

rectified.. Carry out inspection at time of substantial completion of the rvorks and arrange, for issuing of

the Initial Hand-Over Ceftificate in coordination rvith the Client.

o Undertake periodic inspections during the Defects Liability Period and notify the Client and

Contractor of any defect on the construction rvorks, and supervising tlieir repair. Follorving the

expiry of the pe-fects Liability period, arrange for issuingthe Final Hand-Over Certificate in

coordination with the Client.

G. Approval of Poymerfi Certificotes. The consultant shall, in parallel lvith the Contractor(s), make field rneasurements of all rvorks

done and record it in appropriate format (eg, measurelnent book), u'hich will be required for

checkin g and certifyin g the Contractor(s)' I nvo ices "

. Reconcile original BOQ, Contractor(s)' Invoices and actual measurelrlent of works, and check

for all authorized variation/extra work order in order to cerlify payment'

. Certify all of the Contractor(s)' payrnent staternent rvithin the time specified in the contract and

forward to the Client for arranging payment.

o The Consultant shall, during the course of works. keep accurate records of all dates and

quantities of w,ork carried oJt. all payments made to the Contractor(s). and all materials and

equipment supplied to the site'

H. Reporting / Meeting. The Consultant *itt t

""p the Client continuallv inforrnecl on the progress of the works, and all

budgetary ald financial matters pertaining to the project, by submitting to him the following

repofts:o Monthly progress repofts including: information on measurements of rvorks executed,

equipment and material supptied to site, used and/or stored - quality tests on eaftltworks.

concrete works. construction materials and equiprnent - labor force - variation orders if any -

payments made to the Contractor(s) * acceptance tests of structures - problems encoltntered and

iecommendation made by the consultant - photographs recording the progress of work.

o Final repoft on completion of works and/or Consultants' assignment. The Consultant rvill

prepare and advice on the issue of the Initial and Final Hand-Over Cefiificates.

o Arrange site meetings with Contractor(s) at regular intervals to discuss progress and qualitv of

works, and resolve any pertaining problern'

o The Consultant shall issue Variation order and claims for extension of tirne or any change in

works according to the contract afler obtaining the approval of the Client.

r The Consultarrt shall also monitor the contract costs relatiltg to the Client's budgetary provisions.

. The Consultant shall periodically report to the Client all variances (actual vs. planned) in tertns

of cost and time.

I Delivery to the Client of "As Built" Drawingsr The Consultant shall at the completion of the project, provide the Client, free of charge. three

complete sets of 'as-bLrilt' clrarvings (structural. electrical, Inechaniial. plLrmbing and

architectural drawings: including floor layout, interior and exterior etc.) recording ally changes

that might l-rad to be made in the original working drarvir-rgs'

Time Frame (Tentative) and eliverables

The Consultancy service is expected to be completed within 12.0 trvelve) months utilizing the all staff-tttonths rvith tentative start date of December 01 2017. Within this time the consultant will hand overthe sites to the Client along with the'as br-rilt' drarvings. The deliverables of the service are listed inAnnex- l"

III. Implementation Arrangements

The Consultant rvill work closely rvith DDM. DNCC. DSCC. SCC and FSCD ro coorclinare activitiesamong these agencies. The Consultant r,vill also liaise rvith relevant ICT specialist/personnel for thedesign and supervision of two ERCC & NDMRTI for DDM. The Consultant should sutmit an inceptionreport lio later than fifteen days after receiving the authorization to proceed. The ilception repofi sliouldinclLrde explanation of the scope, general approach, rvork plan. ntilestones. and field conditions of eachsite. constraints and risk factors"

After the inception stage the Consultant shall prepare a detailed schedule and task-flow diagram, Ganttand I']ERT-CPM Clrarts 'uvhich depicts the interelationship of various tasks in the assignment whichlead to the completion works, milestone and mechanism of coorclination with the client and other relatedentities. This would be kept and updated throughout the project duration.

A fbcal point will be identified at inception that would be the lead representative of Consulti,g Firmrespor"rsible 1'or coordination and all interfaces with the Consulting Firm. The Team Leader ofConsulting Finn will be the principal contact and r.vill be expected to be reaclily available dLrri,g designas rvell supervisiott phase. The Consulting Finn shall be responsible for all aspects of performan"" ofservices as set fofth in the preceding sections of this TOR.

IV. Selection Procedure and Form of Contract

The firrn u'ill be selected throLrgh Consultant's Qualifications (CQS) method following the WorldBank's Guidelines: "Selection and Employment of Col.rsultanrs uncler IBRD Loans and IDA Credits &Grants by world Bank Borrowers" dated January 201 l revised July 2014 (consultant Guidelines), andthe florrr-r of contract r,vould be Sirrple Lurnp-surn for phase-1 and Sirnple Tinte Baseclfor phase-2.

V. Consulting Firm Qualifications

The corlsulting firm shall have design and/or supervision experience in Projects construction for at leastl0 years and must have completed at least 2 Projects similar nature of Project.

VI. Consultant's Personnel

'fhe consultant shall provide sufficient and qualified personnel for the project. A tentative total staffinputs for key staffs for the Consultancy is 5 1 man months. A sufficient number of backup staffs shallbe employed by the Consr-rltant to ensure that the supervision activities are conducted and as requiredby the Client. An indicative staff inputs for key staffs are attached in Annex- 2.

5

-

Annex-1

Expected Deliverables:

The Consultant will provide the following deliverables, each in hard copy form (3 copies each) as 'uvell

as in soft copy form (in MS Word. MS Excel, and ALrtoCAD, as applicable):

Sl No Description1 Inceotion report2" Site Survey & layout plan

3. Inventory of Existing Facilities4" Preliminary Architectural drawings

5. Final Architectural drawings

6. Utility drawings (Electrical external & internal, water supply 4 rqn4atiell91e.)

7" Preliminarv Cost estirnates and Billof Quantities8." Final Cost estimates and Bill of Quantities9. Draft Tender documents

(followine the World Bank Practices/PPR 2008)

10. Final Tender documents(followins the World Bank Practices/PPR 2008)

11 Monthly progress Report

12 Draft completion report13 Final completion repoft14. As-built drawings15 Draft Maintenance Completion Report

16. Final Maintenance Completion Report

'!

Annex-2

It is deemed that the consultant shall have to deplol, following professionals during the contract tofacilitate carrying out the task smoothly:

SI

No Position Minimum QualilicationNo.ofPosts

Input(Staff-MonthsinDesignphase)

Input(Staff-MonthsinSupervision phase)

TotalInput(Staff-Months)

01. TeamLeader

B. Sc. in Civil Engineering having 20years of general experience with l0years of specific experience in designand supervjsion of construction work.

II J I 12

02. Architect B. Sc. In Architecture having 20 yearsof general experience with 5 years ofspecific experience in planning, designand supervision of construction work.

1 J 5 8

03. ElectncalEngineer

B. Sc^ in Electrical Engineering rvith 10years of general field experience and 5years of specific experience in designand supervision of' electro-mechanicalwork

I 2 I J

04. MechanicalEngiueer

B. Sc. in Mechanical E,ngineering n,ithl 0 years ofgeneral field experience and5 years of specific experience in designand supervision of Mechanical rvork

I 2 I J

05. PlumbingEngineer

B. Sc. in Ciril Engineering u,ith l0vears of general field experience and 5years of specific experience in designand supervision of plumbing rvork

I 2 I J

06. CivilEngineers

B. Sc. in Civil Engineering u,ith 5 y,earsor Diploma in Civil Engineering r.vith10 years of general field experiencer.v-ith supervision of construction work.

2 ) 9 22

In addition to the above professional staffs, the Consultant will have to deploy adequate number ofsupport staffs in order to complete the assignment.

Duration of AssignmentThe assignment will be completed within Design- Phase 3 Months & Construction Supervision 9Months Total 12 Months from signing of the contract.

N.B. The staff - months mentioned in the Design phase and Supervision phase is interchangeable andwill be finalized during negotiation.

7

Annex-3

Detailed Description of Renovation Works:

Sub-components Description of Works Unit(sft.)

Quantity(nos.)

Comments

1. NationalDisasterManagementResearch &TrainingInstitute(NDMRTT)

7th to 9'h floor of the DDM building.this rvill accomr.nodate a conferenceroom, kitclren, Directors' offices.other relevant officers' offices"auditorium. conference rooms.dormitories. trainingl class rooms,kitchen etc. (substation, generators,fi re-fi glrtine systerns ).

21,000(approx.)

I

1 EmergencyResponse &CommunicationCenter (ERCC)at DDM,Mohakhali

GF of the DDM building, this r.villaccommodate a media briefingroorrr, a Command Centre, kitchen,security system, RadioCommunication room, Director'soffice and Action Officer's officeetc. as per DPP provisiorr.

5,000(approx.)

I