pam: bangladesh: subregional transport project preparatory ... roads and highways department (rhd)...
TRANSCRIPT
Appendix 3
Project Number: 44142 Loan Number: 29 September 2010
People's Republic of Bangladesh: Subregional
Transport Project Preparatory Facility
Project Administration Manual
Contents
ABBREVIATIONS
I. PROJECT DESCRIPTION 1
II. IMPLEMENTATION PLANS 2
A. Project Readiness Activities 2
B. Overall Project Implementation Plan 3
III. PROJECT MANAGEMENT ARRANGEMENTS 4
A. Project Implementation Organizations – Roles and Responsibilities 4
B. Key Persons Involved in Implementation 5
C. Project Organization Structure 6
IV. COSTS AND FINANCING 7
A. Detailed Cost Estimates and Financing Plan 8
B. Allocation and Withdrawal of Loan Proceeds 9
C. Fund Flow Diagram 10
V. FINANCIAL MANAGEMENT 11
A. Financial Management Assessment 11
B. Disbursement 13
C. Accounting and Audit 13
VI. PROCUREMENT AND CONSULTING SERVICES 15
A. Advance Contracting and Retroactive Financing 15
B. Procurement of Goods, Works and Consulting Services 15
C. Procurement Plan 15
D. Consultant's Terms of Reference 15
VII. SAFEGUARDS AND SOCIAL DIMENSIONS 16
VIII. GENDER AND SOCIAL DIMENSIONS 16
IX. PERFORMANCE MONITORING, EVALUATION, REPORTING AND COMMUNICATION 17
A. Project Design and Monitoring Framework 17
B. Monitoring 19
C. Evaluation 20
D. Reporting 20
E. Stakeholder Communication Strategy 20
X. ANTICORRUPTION POLICY 21
XI. ACCOUNTABILITY MECHANISM 22
XII. RECORD OF PAM CHANGES 23
Attachment A Procurement Plan Attachment B: TOR for Feasibility Study and Detailed Design Consultants (Roads) Attachment C: TOR for Feasibility Study and Detailed Design Consultants (Railways) Attachment D: Safeguard Implementation Support Consultants (Roads and Railways) Attachment E: Capacity Development for RHD to Enhance Efficiency and Governance
Appendix 3
Project Administration Manual Purpose and Process 1. The project administration manual (PAM) describes the essential administrative and management requirements to implement the project on time, within budget, and in accordance with Government and Asian Development Bank (ADB) policies and procedures. The PAM should include references to all available templates and instructions either through linkages to relevant URLs or directly incorporated in the PAM. 2. The Roads and Highways Department (RHD) and the Bangladesh Railway (BR) are wholly responsible for the implementation of ADB financed projects, as agreed jointly between the borrower and ADB, and in accordance with Government and ADB’s policies and procedures. ADB staff is responsible to support implementation including compliance by RHD and BR of their obligations and responsibilities for project implementation in accordance with ADB’s policies and procedures. 3. At Loan Negotiations the borrower and ADB shall agree to the PAM and ensure consistency with the loan agreement. Such agreement shall be reflected in the minutes of the Loan Negotiations. In the event of any discrepancy or contradiction between the PAM and the loan agreement, the provisions of the loan agreement shall prevail. 4. After ADB Board approval of the project's report and recommendations of the President (RRP) changes in implementation arrangements are subject to agreement and approval pursuant to relevant Government and ADB administrative procedures (including the Project Administration Instructions) and upon such approval they will be subsequently incorporated in the PAM.
Abbreviations ADB = Asian Development Bank ADF = Asian Development Fund AFS = audited financial statements DMF = design and monitoring framework EIA = environmental impact assessment EMP = environmental management plan IEE = initial environmental examination IPP = indigenous people plan NGOs = nongovernment organizations PAI = project administration instructions PAM = project administration manual PIU = project implementation unit QCBS = quality- and cost based selection RRP = report and recommendation of the President to the Board SOE = statement of expenditure SPS = Safeguard Policy Statement SPRSS = summary poverty reduction and social strategy TOR = terms of reference
1
I. PROJECT DESCRIPTION 1. The proposed technical assistance loan (the TA Loan) will provide the Facility to prepare a series of regional cooperation and integration (RCI) transport projects readily available for implementation in the transport subsectors, with focus on roads and railways. The Facility would enhance capacity in RCI transport project preparation through provision of feasibility studies, detailed design and implementation support to regional transport projects. The focus will be provided on priority transport corridors identified in the SAARC Regional Multimodal Transport Study (SRMTS) and those linking with BIMSTEC countries such as Asian Highway Network and Trans-Asia Rail Network. 2. Impact and Outcome. The Facility will increase subregional trade among South Asian countries, especially from/to and through Bangladesh. The Facility will improve efficiency in implementation of RCI transport projects and promote investments to RCI projects by development partners and the government. 3. Outputs
i. Feasibility study, if required, and detailed design of RCI transport projects
ii. Implementation support to RCI transport projects
iii. Capacity development support to RHD in enhancing efficiency and governance
2
II. IMPLEMENTATION PLAN A. Project Readiness Activities
Loan Processing Project Implementation
(Consultants)
ADB Actions Government Actions ADB Actions Government Actions
Mar
Apr
Consultation Concept Paper Clearance
May Loan Fact-Finding Project coordinator assigned
Jun Aide Memoire Confirmation
Advertisement
Jul Management Review Meeting
RFP Finalization
Aug Shortlisting RFP Issuance
Sep Loan negotiations TAPP Approval PIU Setup
Oct ADB Board Approval Technical Evaluation
Nov Signing Financial Evaluation
Dec Effectiveness Contract Negotiations
3
B
. O
vera
ll P
roje
ct
Imp
lem
en
tati
on
Pla
n
Q3
Q4
Q1
Q2
Q3
Q4
Q1
Q2
Q3
Q4
Q1
Q2
RH
D C
om
po
ne
nt
1. Recruitment
2. TA Loan Implementation
- Feasibility and Design
- Safeguard Support
- Capacity Development
BR
Co
mp
on
en
t
1. Recruitment
- Feasibility and Design
- Safeguard Support
2010
2011
2012
2013
4
III. PROJECT MANAGEMENT ARRANGEMENTS
A. Project Implementation Organizations – Roles and Responsibilities
Project implementation organizations
Management Roles and Responsibilities
• Executing agency Roads and Highways Department (RHD Component) • day-to-day project management • consultant recruitment and management • withdrawal applications • project progress reports • maintaining project accounts and complete loan
financial records • Executing agency Bangladesh Railway (BR Component) • day-to-day project management • consultant recruitment and management • withdrawal applications • project progress reports • maintaining project accounts and complete loan
financial records • Coordinating Agency Ministry of Communications • oversee and monitor project implementation as well as
the adequacy of overall project funding • hold meeting as required but at least quarterly to
discuss overall status and project issues, and as and when necessary invite representatives from the environment and district offices for safeguard issues
• ADB • monitor and review overall implementation of the
project in consultation with the executing agencies including: the project implementation schedule; actions required in terms of safeguard implementation if applicable; timeliness of budgetary allocations and counterpart funding; project expenditures; progress with disbursement; statement of expenditure when applicable; compliance with particular loan covenants; and the likelihood of attaining the project’s immediate development objectives.
5
B. Key Persons Involved in Implementation Executing Agency Roads and Highways Department Mr. Abdul Khaleque
Chief Engineer Fax No. +88-02-9562798 Sarak Bhaban, Bamna Dhaka, 1000
Mr. Md. Aminur Rahman Lasker Project Director/Additional Chief Engineer Fax No. +88-02-7171205 Sarak Bhaban, Bamna Dhaka, 1000
Bangladesh Railway Mr. Md. Belayet Hossain Director General Fax No. (880) 2 956 3413 Rail Bhaban, Dhaka, 1000
Mr. S. K. Chakraborty Chief Planning Officer Fax No. (880) 2 956 3413 Rail Bhaban, Dhaka, 1000
ADB Transport and Communications Division of South Asia Regional Department (SATC)
Sri Widowati Director, SATC Telephone No.: (63) 2 632 6794 Email address: [email protected]
Mission Leader Hiroaki Yamaguchi Principal Transport Specialist, SATC Telephone No.: (63) 2 632 6630 Email address: [email protected]
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C. Project Organization Structure 4. The flow chart below shows the reporting lines in the internal structures of key organizations involved in implementation, including coordination by MOC and executing agencies.
Ministry of Communications Roads and Railways Division
Coordination
Asian Development
Bank
Roads and Highways Department
Executing Agency
Bangladesh Railway
Executing Agency
Project Director
Project Implementation Unit
Project Director
Project Implementation Unit
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IV. COSTS AND FINANCING 5. The Facility is estimated to cost $27.59 million, including taxes and duties of about $3.3 million. The total cost includes physical and price contingencies, and interest and other charges during implementation. The investment plan is summarized in Table 1.
Table 1: Project Investment Plan ($ million)
Item Amounta A. Base Costb 1. Consulting Services 1a. RHD component 9.74 1b. BR component 10.89 2. Project managementc 1.30 3. Tax and duties 3.29 Subtotal (A) 25.21 B. Contingenciesd 2.07 C. Financing Charges During Implementatione 0.30 Total (A+B+C) 27.59 a Includes taxes and duties of $3.3 million to be financed from government resources. b In mid-2010 prices. c Including (i) office accommodation of project implementation unit, (ii) remuneration and per diem of counterpart staff and (iii) other miscellaneous costs.
d Computed at about 10% for consulting services. e Interest during construction for ADB loan has been computed at 1.0% per annum. Source: Asian Development Bank, RHD and BR estimates.
6. The government has requested a loan in various currencies equivalent to SDR 14,197,000 ($23 million equivalent) from ADB’s Special Funds resources, inclusive of $12.00 million equivalent from the subregional pool of the ADF, to help finance the Facility. The loan will have a 32-year term, including a grace period of 8 years, an interest rate of 1.0% per annum during the grace period and 1.5% per annum thereafter, and such other terms and conditions set forth in the draft loan agreement. The Government will provide $4.59 million for local taxes and duties, and project administration. The ADB and the Government will finance 83.36% and 16.64% of total investment cost, respectively. The financing plan for the Facility is in Table 2.
Table 2: Financing Plan
Source Amount ($ million)
Share of Total (%)
Asian Development Bank 23.00 83.36 Government 4.59 16.64
Total 27.59 100.00 Sources: ADB, BR and RHD estimate
A. Cost Estimates by Expenditure Category and by Financier
7. The detailed cost estimates by expenditure category and detailed cost estimates by financier are presented below.
8
DE
TA
ILE
D C
OS
T E
ST
IMA
TE
S A
ND
FIN
AN
CIN
G P
LA
N
($ m
illio
n)
To
tal
AD
BG
ove
rnm
en
tA
DB
Go
vern
me
nt
Co
sta
To
tal
To
tal
(%)
(%)
iFeasibility Study and Detailed Design
8.20
8.20
0.00
100.00
0.00
iiSafeguard Implementation Support
0.73
0.73
0.00
100.00
0.00
iiiCapacty Development
0.82
0.82
0.00
100.00
0.00
Su
bto
tal
(1.A
)9
.74
9.7
40
.00
100
.00
0.0
0
0.60
0.00
0.60
0.00
100.00
1.55
0.00
1.55
0.00
100.00
0.96
0.96
0.00
100.00
0.00
12
.85
10
.70
2.1
583
.29
16.7
1
iFeasibility Study and Detailed Design
10.70
10.70
0.00
100.00
0.00
iiSafeguard Implementation Support
0.19
0.19
0.00
100.00
0.00
Su
bto
tal
(2.A
)1
0.8
91
0.8
90
.00
100
.00
0.0
0
0.70
0.00
0.70
0.00
100.00
1.74
0.00
1.74
0.00
100.00
1.11
1.11
0.00
100.00
0.00
14
.44
12
.00
2.4
483
.10
16.9
0
20.63
20.63
0.00
100.00
0.00
B. Project Management and Administrationb
1.30
0.00
1.30
0.00
100.00
C. Tax and Duties
3.29
0.00
3.29
0.00
100.00
Su
bto
tal
25
.21
20
.63
4.5
981
.81
18.1
9
2.07
2.07
0.00
100.00
0.00
E. Interest during implementationd
0.30
0.30
0.00
100.00
0.00
To
tal
27
.59
23
.00
4.5
983
.38
16.6
2
1.
RH
D C
om
po
nen
t
A.
Co
ns
ult
ing
Se
rvic
es
B.
Pro
jec
t M
an
ag
em
en
t a
nd
Ad
min
istr
ati
on
b
C.
Tax
an
d D
uti
es
D.
Co
nti
ng
en
cie
sc
Su
bto
tal
(1)
2.
BR
Co
mp
on
en
t
A.
Co
ns
ult
ing
Se
rvic
es
B.
Pro
jec
t M
an
ag
em
en
t a
nd
Ad
min
istr
ati
on
b
C.
Tax
an
d D
uti
es
D.
Co
nti
ng
en
cie
sc
Su
bto
tal
(2)
3.
To
tal
A. Consulting Services
D. Contingenciesc
a. In mid-2010 prices, including taxes and duties of $3 million to be financed from government resources.
b. Including (i) PIU office accommodation and miscellaneous costs and (ii) remuneration and per diem of counterpart staff for government financing, and
consultants project management and administration for ADB financing.
c. Computed at about 10% for consulting services.
d. Interest during construction for ADB loan has been computed at 1.0% per annum.
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B. Allocation and Withdrawal of Loan Proceeds
CATEGORY ADB FINANCING
Number Item Amount Allocated SDR
(,000)
Percentage and Basis for Withdrawal From
the Loan Account
Category Subcategory
1 Consulting Services 13,380
1A RHD Component 6,317 100 percent of total expenditure claimed*
1B BR Component 7,063 100 percent of total expenditure claimed*
2 Interest Charge 195 100 percent of amount due
3 Unallocated 1,342
Total 14,917
*Exclusive of taxes and duties imposed within the territory of the Borrower.
10
C. Fund Flow Diagram 8. The Facility will adopt direct payment procedures. In case of reimbursement or imprest account procedures adopted, the following diagram shows how the funds will flow from ADB and the Borrower to implement project activities.
Donor Releases funds to Bangladesh
Bank (BB)
Bangladesh Bank Maintains funds under RHD/BR A/c No.
Project Director
GoB A/c No. for RHD in Bangladesh Bank
Consultants Receives funds for work
done
Instructs BB to pay contractor from Bank Account
Requests Donor to reimburse for payments made by GoB
Key Documents Flow Funds Flow
11
V. FINANCIAL MANAGEMENT A. Financial Management Assessment 9. Financial management risks should be considered and updated throughout the life of the Facility. Risk mitigation measures should also be updated accordingly. 1. Roads and Highways Department 10. The accounting function of RHD is performed by the Audit and Accounts Department under the Management Services Wing which reports to the Chief Engineer of RHD. The two accounts officers are deputed from the Comptroller and Auditor General’s (C&AG) Office. RHD has the necessary accounting policies, procedures and chart of accounts for the proper recording of project financial transactions, including the allocation of expenditures in accordance with the respective disbursement categories and sources of funds. It has most of the controls in place for the preparation and proper approval of transactions. It also retains all accounting and supporting documents in a secure place. They are properly catalogued to allow authorized users easy access and retrieval of documents. 11. RHD submits monthly, quarterly and annual reports to the Controller General of Accounts (CGA). The reporting is on cash basis with report of the expenditures of each division submitted to CGA who collates the accounts for RHD. RHD’s Director, Audit and Accounts, also collates RHD’s accounts and reconciles it with CGA’s account so that the output is consistent. The reporting by the divisions is submitted on a disc which is entered into RHD’s CMS system which helps to collate the data. Project accounts are done manually on Excel spreadsheets and are not part of the CMS. The financial reports for projects are prepared monthly, quarterly and annually with a comparison of actual expenditure against budget. 12. RHD has an internal audit function which is the responsibility of one of the Accounts Officers under the Director of Audit and Accounts. The establishment manning provides for 3 officers but currently there are only 2 officers. As mentioned earlier, due to the limited staff, hardly any internal audit is carried out on the operations or projects during or after implementation. 13. Project accounts are audited annually by the government’s audit authority, Foreign Aided Project Audit Directorate (FAPAD). The audit is conducted in accordance with International Standards of Auditing. FAPAD has generally conducted the audit in time as required under the donors' loan agreements. This is usually performed 6 months after the end of the financial year. The audit is in effect mainly a financial (not technical) audit and the opinion is limited to funds received and expenditure incurred by the project authority. 14. RHD has significant experience in implementing externally financed projects and has the organization structure in place to implement these projects. RHD assigns well qualified and experienced accounts officers who are familiar with ADB procedures and would be able to support and train the accounts officers in the project implementation units. Areas for possible enhancement include streamlining cheque clearance mechanism and strengthening internal audit capacity. These are ongoing activities and will be enhanced during implementation of follow-on investment projects.
12
2. Bangladesh Railways 15. BR’s Accounts and Finance Department is headed by Additional Director General (Finance) or ADG (Finance). The Joint Director General/Finance (JDG/F) reports to the ADG (Finance) and is responsible for BR level budgeting, financial management, accounts and inspection, costing and regulation. Also reporting directly to ADG (Finance) are three Financial Advisor & Chief Accounts Officers (FA&CAO) who head the East Zone, West Zone and Projects. Projects are implemented by a project management unit headed by the Project Director, who is responsible for keeping all relevant records. The accounting responsibility of the projects lies with the office of the Financial Advisor and Chief Accounts Officer (Project), whose office is located in Dhaka. BR has sound accounting policies and procedures that allow for proper recording of project financial transactions including the allocation of expenditures in accordance with the respective components, disbursement categories, and sources of funds. Controls are in place for the proper preparation and approval of transactions. It has put in place various delegated authorities for review and approval of transactions. Cost allocations to the various funding sources are made accurately and in accordance with established agreements using separate project codes for each funding source. BR has document retention rules in place that ensure documents are retained for various number of years depending on the importance of the transaction, with retention periods varying from 3 yrs to permanent retention periods. 16. BR primarily follows cash basis of accounting, though some financial statements are also prepared based on commercial principles. For the purposes of reporting to donors and GoB and to meet audit requirements, Project Directors are required to prepare the annual Financial Statements and Notes in accordance with International Accounting Standards. They are also required to make monthly progress reports of their respective projects. BR’s financial statements include Current Accounts, Monthly Accounts, Annual Financial Appropriation Accounts and Finance Accounts prepared on cash basis. Apart from these, BR also prepares a part of profit and loss accounts based on commercial principles. 17. There is currently no internal audit unit or audit committee in BR. However, the BR Code for the Accounts Department stipulates sufficient internal control measures that are designed to supplement the external audits conducted by C&AG for the revenue accounts and GoB funded projects, and FAPAD for the donor funded projects. If BR has an internal audit function, regular and targeted internal checks and inspections could be carried out and this would significantly improve the control environment in BR. 18. The Foreign Aided Project Audit Directorate (FAPAD) which performs the audit of all donor funded development projects, including investments and technical assistance that are undertaken by BR. The audit responsibility of FAPAD is firstly to meet the audit requirement of the National Parliament, and secondly, as provided by their respective loan agreements, to meet the audit requirements of the development partners and to issue audit certificates within the schedule stipulated in the loan agreements. 19. BR has significant experience in managing funds for projects including those of the Asian Development Bank (ADB), other donors and the government. The FA&CAO, the deputy FA&CAO and Accounts Officers are all skilled and professionally qualified and holding degrees or Master degrees. Areas for possible enhancement include computerization of the systems and strengthening internal audit capacity. Enhancement is ongoing under the Railway Sector Investment Program.
13
B. Disbursement 20. The Loan proceeds will be disbursed in accordance with ADB’s Loan Disbursement Handbook (2007, as amended from time to time),1 and detailed arrangements agreed upon between the Government and ADB. 21. Pursuant to ADB's Safeguard Policy Statement (2009) (SPS),2 ADB funds may not be applied to the activities described on the ADB Prohibited Investment Activities List set forth at Appendix 5 of the SPS. All financial institutions will ensure that their investments are in compliance with applicable national laws and regulations and will apply the prohibited investment activities list (Appendix 5 of SPS) to subprojects financed by ADB. 22. Direct payment procedures will be adopted for RHD and BR. In case of imprest account procedures, each RHD and BR will open an imprest account for each TA component with Bangladesh Bank. The amount in each imprest account will not exceed 6 months payment or 10% of the respective TA loan amount, which ever is lower. Statement of expenditure (SOE) procedures will be used for reimbursing eligible expenditures and liquidating the imprest account for any individual payment transaction up to $3,000 equivalent. SOE records should be maintained and made readily available for review by ADB's disbursement and review mission or upon ADB's request for submission of supporting documents on a sampling basis, and for independent audit.3 23. RHD and BR each will be responsible for (i) preparing disbursement projections, (ii) requesting budgetary allocations for counterpart funds, (iii) collecting supporting documents, and (iv) preparing and sending withdrawal applications to ADB. 24. Before the submission of the first withdrawal application, the borrower should submit to ADB sufficient evidence of the authority of the person(s) who will sign the withdrawal applications on behalf of the borrower, together with the authenticated specimen signatures of each authorized person. The minimum value per withdrawal application is US$100,000, unless otherwise approved by ADB. The borrower is to consolidate claims to meet this limit for reimbursement and imprest account claims. Withdrawal applications and supporting documents will demonstrate, among other things that the goods, and/or services were produced in or from ADB members, and are eligible for ADB financing. C. Accounting and Audit 25. RHD and BR will maintain separate project accounts and records by funding source for all expenditures incurred on the Project. The accounts will be set up in accordance with sound accounting principles. Independent auditors, acceptable to ADB, will audit the accounts and related financial statements annually. The audited reports and related financial statements will be submitted to ADB not later than 6 months after the end of the fiscal year to which they relate.
1 Available at: http://www.adb.org/Documents/Handbooks/Loan_Disbursement/loan-disbursement-final.pdf 2 Available at: http://www.adb.org/Documents/Policies/Safeguards/Safeguard-Policy-Statement-June2009.pdf 3 Checklist for SOE procedures and formats are available at: http://www.adb.org/documents/handbooks/loan_disbursement/chap-09.pdf http://www.adb.org/documents/handbooks/loan_disbursement/SOE-Contracts-100-Below.xls http://www.adb.org/documents/handbooks/loan_disbursement/SOE-Contracts-Over-100.xls http://www.adb.org/documents/handbooks/loan_disbursement/SOE-Operating-Costs.xls http://www.adb.org/documents/handbooks/loan_disbursement/SOE-Free-Format.xls
14
26. The Office of Director, Accounting, in RHD and Financial Advisor & Chief Accounts Officers (FA&CAO) in BR will coordinate all accounts and ensure compliance with ADB's audit and accounting requirements, which will be followed up in regular reviews by ADB. 27. The annual audit report will include a separate audit opinion on the use of the imprest accounts and the SOE procedures. The Government, RHD and BR have been made aware of ADB’s policy on delayed submission, and the requirements for satisfactory and acceptable quality of the audited accounts. ADB reserves the right to verify the project's financial accounts to confirm that the share of ADB’s financing is used in accordance with ADB’s policies and procedures. For revenue generating projects only, ADB requires audited financial statements (AFS) for each executing and/or implementation agency associated with the project.
15
VI. PROCUREMENT AND CONSULTING SERVICES
A. Advance Contracting and Retroactive Financing 28. All advance contracting and retroactive financing will be undertaken in conformity with ADB’s Procurement Guidelines (April 2010, as amended from time to time) (ADB’s Procurement Guidelines)4 and ADB’s Guidelines on the Use of Consultants (2010, as amended from time to time) (ADB’s Guidelines on the Use of Consultants).5 The issuance of invitations to bid under advance contracting and retroactive financing will be subject to ADB approval. The borrower, RHD and BR have been advised that approval of advance contracting does not commit ADB to finance the project. Advance contracting includes recruitment of consultants. B. Procurement of Goods, Works and Consulting Services 29. All procurement of goods and works will be undertaken in accordance with ADB’s Procurement Guidelines. All consultants will be recruited according to ADB’s Guidelines on the Use of Consultants.6 The terms of reference for all consulting services are detailed in Section D. 30. Consulting firms will be engaged using the quality- and cost-based selection (QCBS) method with a standard quality:cost ratio of 90:10. A higher ratio of quality is adopted due to the scope covering nation-wide transport network for RHD and BR, requiring high-level project coordination and management. Capacity development also requires innovativeness in change management in the organization. C. Procurement Plan 31. The procurement plan is in Attachment A and describes all procurement of consulting services for the Facility. D. Consultant's Terms of Reference 32. The consultant's terms of reference are provided in the following:
Attachment B: Feasibility Study, Detailed Design and Procurement Assistance Consultants (Roads)
Attachment C: Feasibility Study, Detailed Design and Procurement Assistance Consultants (Railways)
Attachment D: Safeguard Implementation Support Consultants (Roads and Railways) Attachment E: Capacity Development for RHD to Enhance Efficiency and Governance
4 Available at: http://www.adb.org/Documents/Guidelines/Procurement/Guidelines-Procurement.pdf 5 Available at: http://www.adb.org/Documents/Guidelines/Consulting/Guidelines-Consultants.pdf 6 Checklists for actions required to contract consultants by method available in e-Handbook on Project Implementation at: http://www.adb.org/documents/handbooks/project-implementation/
16
VII. SAFEGUARDS AND SOCIAL DIMENSIONS
33. The Facility is expected to ensure development of environmentally and socially viable follow-on investment projects. Projects under follow-on loans will be prepared in compliance with ADB's Safeguard Policy Statement (2009) and government guidelines, regulations, and policies. The Facility is not expected to have any adverse on social and environmental consequences due to the nature of project preparation. Social and environmental impacts relating to follow-on loans will be assessed and mitigated in accordance with ADB's Safeguard Policy Statement (2009) and government guidelines, regulations, and policies. 34. The Facility is not expected to have any impact in gender and social dimensions. Projects under follow-on loans will be prepared in compliance with ADB's Guidelines for Incorporation of Social Dimensions in Bank Operations (1994), and ADB's Handbook on Social Analysis (2007). Gender, consultation and participation, labor, HIV/AIDs, and other social risks relating to follow-on loans will be assessed and mitigation plan will be prepared to address those issues.
17
VIII. PERFORMANCE MONITORING, EVALUATION, REPORTING AND COMMUNICATION
A. Project Design and Monitoring Framework
Design Summary Performance Targets
and Indicators Data Sources and
Reporting Mechanisms Assumptions
And Risks Impact Increased subregional trade
Cross-border traffic increased at a rate more than the country average
Border post statistics
Assumptions Complementary investments are made for overall transport network improvements Cross-border transport is streamlined Risks No funding available for ensuing RCI projects
Outcome Improved efficiency in implementing RCI transport projects and facilitating cross-border traffic in Bangladesh
- Implementation delays reduced by 1 year for ensuing projects - Increased number of RCI transport projects
Project performance reports Government investment program and ADB country programming
Assumptions Active cooperation from the executing agency and relevant stakeholders to enhance readiness during project processing Government commitment to sector reform, i.e., implementation of NLTP
Outputs 1. Feasibility study, if required, and detailed design of RCI transport projects 2. Implementation support to RCI transport projects 3. Capacity development support to RHD in enhancing efficiency and governance
1.1 Minimum 2 subprojects prepared by subsector 2.1 Bidding documents ready for tender before loan effectiveness 2.2 Acceptable percentage of due diligence of social and environmental safeguard measures completed at ensuing loan fact-finding mission stage 3.1 Full utilization of allocated budget with no C&AG comments
ADB missions Consultants’ progress reports
Assumptions Project executing agencies and support agencies provide the required support, including data and information, resources for land acquisition, and cooperation in providing environmental clearance. Monitoring and quality support are effective. Risk Slow mobilization of consultants Poor performance of consultants and contractors Slow progress of safeguard implementation due to limited inter-agency coordination
18
Activities with Milestones (months after commencement) Inputs A. RHD Component 1. Feasibility study and detailed design 1.1. Prepare preliminary design for selected projects and recommend
alternative designs, taking into account cost, resettlement, social and environment impacts (8)
1.2. Prepare preliminary cost estimates (8) 1.3. Undertake economic and financial analysis (8) 1.4. Prepare safeguard-related documents such as resettlement plans,
environment impact assessment reports, and indigenous peoples development plans as required. (14)
1.5. Undertake assessment of systems and capacity of financial management and procurement of project executing agencies, as required (8)
1.6. Prepare detailed engineering, incorporating requirements identified during feasibility studies (19)
1.7. Finalize the bid documents, including engineering specification, bills of quantities, and evaluation and qualification criteria (20)
1.8. Provide procurement assistance to project executing agencies (during pre construction stage)
2. Safeguard implementation (all during pre construction stage) 2.1. Provide advice to project executing agencies, project sponsors’
consultants, and nongovernment organizations (NGOs) on ADB’s policies, procedures, and best practices, helping them to implement plans as required
2.2. Help project executing agencies establish units executing implementation of resettlement, social aspects and environment plans
2.3. Provide training to government officials and NGOs 2.4. Facilitate effective coordination and lines of communication between ADB
and relevant government agencies and line departments, organizations, and individuals implementing resettlement aspects of projects
2.5. Monitor project management to ensure effective coordination and implementation of safeguard-related plans
3. Capacity development for efficiency and governance enhancement in RHD 3.1. Provide target plans and selected units for improvements (2) 3.2. Undertake systems enhancement in financial management and asset
management (10) 3.3. Provide reports on internal control and budget planning for selected units
(11) B. BR Component 1. Feasibility study and detailed design 1.1. Prepare preliminary design for selected projects and recommend
alternative designs, taking into account cost, resettlement, social and environment impacts (6)
1.2. Prepare preliminary cost estimates (6) 1.3. Undertake economic and financial analysis (6) 1.4. Prepare safeguard-related documents such as resettlement plans,
environment impact assessment reports, and indigenous peoples development plans as required. (10)
1.5. Undertake assessment of systems and capacity of financial management and procurement of project executing agencies, as required (6)
1.6. Prepare detailed engineering, incorporating requirements identified during feasibility studies (11)
1.7. Finalize the bid documents, including engineering specification, bills of
ADB: $23 million from ADF Government: $4.59 million. Firm of consultants comprising about 155 international and 1,061 national person-months for the RHD component, and about 260 international and 930 national person-months for the BR component.
19
Activities with Milestones (months after commencement) Inputs quantities, and evaluation and qualification criteria (12)
1.8. Provide procurement assistance to project executing agencies (during pre construction stage)
2. Safeguard implementation (all during pre construction stage) 2.1. Provide advice to project executing agencies, project sponsors’
consultants, and nongovernment organizations (NGOs) on ADB’s policies, procedures, and best practices, helping them to implement plans as required
2.2. Help project executing agencies establish units executing implementation of resettlement, social aspects and environment plans
2.3. Provide training to government officials and NGOs 2.4. Facilitate effective coordination and lines of communication between ADB
and relevant government agencies and line departments, organizations, and individuals implementing resettlement aspects of projects
2.5. Monitor project management to ensure effective coordination and implementation of safeguard-related plans
RCI: regional cooperation and integration, NLTP: national land transport policy, NGOs: nongovernment organizations, ADB: Asian Development Bank Source: ADB
B. Monitoring 35. Project performance monitoring The achievement of the project performance targets will be assessed following the design and monitoring framework. RHD and BR, respectively, will establish a project performance management system. Indicators to be monitored include (i) the number of cross-border traffic before and after the follow-on investment loans; (i) project implementation period and (ii) the number of RCI transport projects before and after the Project; and (i) the number of investment loans, (ii) the number of bid documents ready for tender, and (iii) the extent of due diligence of social and environmental safeguard measures completed at ensuing loan fact-finding mission stage, during the project implementation. Achievement of the capacity development activities will also be monitored. Progress will be monitored and reported monthly by the consultants. These reports will provide information necessary to update ADB's project performance reporting system.7 36. Compliance monitoring: Regular monitoring of TA Consultants' outputs to ensure policies compliance will be conducted through the Bangladesh Resident Mission and SATC. As necessary, special loan administration missions and a midterm review mission will be fielded to ensure policy compliance. RHD and BR will monitor project implementation in accordance with the schedule and time-bound milestones, and keep ADB informed of any significant deviations that may result in not achieving the milestones. 37. Safeguards monitoring: Regular safeguards monitoring of TA Consultants' outputs to ensure that ADB's Safeguard Policy Statement (2009) are met will be conducted through the Bangladesh Resident Mission and SATC. As necessary, special loan administration missions and a midterm review mission will be fielded to ensure safeguard policy compliance. RHD and BR will monitor project implementation in accordance with the schedule and time-bound
7 ADB's project performance reporting system is available at: http://www.adb.org/Documents/Slideshows/PPMS/default.asp?p=evaltool
20
milestones, and keep ADB informed of any significant deviations that may result in not achieving the milestones. 38. Gender and social dimensions monitoring: Regular gender and social dimensions monitoring of TA Consultants’ outputs to ensure ADB's Gender and other social related policies are met will be conducted through the Bangladesh Resident Mission and SATC. As necessary, special loan administration missions and a midterm review mission will be fielded to ensure compliance of Gender and other social related policies. RHD and BR will monitor project implementation in accordance with the schedule and time-bound milestones, and keep ADB informed of any significant deviations that may result in not achieving the milestones. C. Evaluation 39. A project inception mission will be fielded soon after the legal agreements for the Facility are declared effective; thereafter, regular reviews will follow at least annually. As necessary, special loan administration missions and a midterm review mission will be fielded, under which any changes in scope or implementation arrangement may be required to ensure achievement of project objectives. RHD and BR will monitor project implementation in accordance with the schedule and time-bound milestones, and keep ADB informed of any significant deviations that may result in the milestones not being met. Within 6 months of physical completion of the Facility, RHD and BR will submit a project completion report to ADB.8 D. Reporting 40. The RHD and BR will provide ADB with (i) quarterly progress reports in a format consistent with ADB's project performance reporting system; (ii) consolidated annual reports including (a) progress achieved by output as measured through the indicator's performance targets, (b) key implementation issues and solutions; (c) updated procurement plan and (d) updated implementation plan for next 12 months; and (iii) a project completion report within 6 months of completion of the Facility. To ensure projects continue to be both viable and sustainable, project accounts and the executing agency AFSs, together with the associated auditor's report, should be adequately reviewed. E. Stakeholder Communication Strategy 41. While conducting poverty and social assessment, the TA consultants will conduct field visits and direct consultations/interactions with stakeholders using participatory approaches at the local and line Ministry levels. If there are any gaps emerging from the communication needs assessment, the TA consultants will have to formulate, in discussion with internal stakeholders and key decision-makers, a communications strategy for the Facility.
8 Project completion report format available at: http://www.adb.org/Consulting/consultants-toolkits/PCR-Public-Sector-Landscape.rar
21
IX. ANTICORRUPTION POLICY 42. ADB reserves the right to investigate, directly or through its agents, any violations of the Anticorruption Policy relating to the Project.9 All contracts financed by ADB shall include provisions specifying the right of ADB to audit and examine the records and accounts of the executing agency and all Project contractors, suppliers, consultants and other service providers. Individuals/entities on ADB’s anticorruption debarment list are ineligible to participate in ADB-financed activity and may not be awarded any contracts under the Project.10 To support these efforts, relevant provisions are included in the loan agreements, regulations and the bidding documents for the Project. In particular, all contracts financed by ADB in connection with the Project shall include provisions specifying the right of ADB to audit and examine the records and accounts of RHD and BR, and consultants and other service providers, as they relate to the Project. The Government will also allow and assist ADB representatives' carrying out random spot checks on the work in progress and the utilization of funds for the Project.
9 Available at: http://www.adb.org/Documents/Policies/Anticorruption-Integrity/Policies-Strategies.pdf 10 ADB's Integrity Office web site is available at: http://www.adb.org/integrity/unit.asp
22
X. ACCOUNTABILITY MECHANISM
43. People who are, or may in the future be, adversely affected by the project may address complaints to ADB, or request the review of ADB's compliance under the Accountability Mechanism.11 44. The executing agencies and consultants will undertake studies in line with ADB safeguard policies and requirements, which will ensure greater accountability, including consultation concerning environment, resettlement and social aspects.
11 For further information see: http://compliance.adb.org/.
23
XI. RECORD OF PAM CHANGES
45. All revisions/updates during course of implementation should be recorded and retained under this Section to provide a chronological history of changes to implemented arrangements recorded in this PAM.
24 Attachment A
PROCUREMENT PLAN
Basic Data
Project Name Subregional Transport Project Preparatory Facility Country Bangladesh Executing Agencies Roads and Highways Department and
Bangladesh Railways Loan/Grant Amount $23 million ADF loan Loan/Grant Number Date of First Procurement Plan 26 May 2010 Date of This Procurement Plan 26 May 2010 A. Process Thresholds, Review, and 18-Month Procurement Plan
1. Project Procurement Thresholds
1. Except as the Asian Development Bank (ADB) may otherwise agree, the following process thresholds shall apply to procurement of goods and works.
Procurement of Goods and Works Method Threshold International Competitive Bidding (ICB) for Works Above $1 million International Competitive Bidding (ICB) for Goods Above $100,000 National Competitive Bidding (NCB) for Works Beneath that stated for ICB, Works National Competitive Bidding (NCB) for Goods Beneath that stated for ICB, Goods Shopping for Works Below $100,000 Shopping for Goods Below $100,000
2. ADB Prior or Post Review
2. Except as ADB may otherwise agree, the following prior or post review requirements apply to the various procurement and consultant recruitment methods used for the Project. Procurement Method Prior or Post Comments Procurement of Goods and Works ICB Works Prior ICB Goods Prior NCB Works and Good Post Shopping for Works Post Shopping for Goods Post Recruitment of Consulting Firms Quality- and Cost-Based Selection (QCBS) Prior ADB will select the consultants. EAs
will negotiate and sign the contract.
3. Consulting Services Contracts Estimated to Cost More Than $100,000
3. The following table lists consulting services contracts for which procurement activity is either ongoing or expected to commence within the next 18 months.
Attachment A 25
General Description Contract Value Recruitment Method
Advertisement Date
(quarter/year)
International or National Assignment
Comments
Feasibility study and detailed design consultants (road) (two packages)
$ 4.5 million
each
Quality and Cost Based Selection
(90:10)
Q3/2010 International firm
Feasibility study and detailed design consultants (rail) (one package)
$11.8 million
Quality and Cost Based Selection
(90:10)
Q3/2010 International firm
Capacity development for efficiency and governance enhancement for RHD (one package)
$0.9 million
Quality and Cost Based Selection
(90:10)
Q3/2010 International firm
Safeguard Implementation Support (two packages)
$0.8 million for RHD
$0.2 million for BR
Quality and Cost Based Selection
(90:10)
Q1/2011 National firm
B. Indicative List of Packages Required Under the Project
4. The following table provides an indicative list of all procurement (goods, works and consulting services) over the life of the project. Contracts financed by the Borrower and others should also be indicated, with an appropriate notation in the comments section. General Description Estimated
Value (cumulative)
Estimated Number of Contracts
Recruitment Method
Type of Proposal
Comments
Consulting Services $23 million 6 QCBS (90:10) Full, STP and BTP
ADB will select the consultants. EAs will negotiate and sign the contract.
C. National Competitive Bidding
1. General 5. The procedures to be followed for national competitive bidding shall be those set forth for the National Open Tendering Method in the Government’s Public Procurement Rules, 2008 (as updated and issued pursuant to the Bangladesh Public Procurement Act, 2006) with the clarifications and modifications described in the following paragraphs required for compliance with the provisions of the Procurement Guidelines.
2. Advertising 6. Bidding of NCB contracts estimated at $500,000 or more for goods and related services or $1,000,000 or more for civil works shall be advertised on ADB’s website via the posting of the Procurement Plan.
26 Attachment A
3. Anti-Corruption 7. Definitions of corrupt, fraudulent, collusive and coercive practices shall reflect the latest ADB Board-approved Anti-Corruption Policy definitions of these terms and related additional provisions (such as conflict of interest, etc.).
4. Location of Bid Submission 8. Submission of bids to ‘primary’ and ‘secondary’ locations, or ‘multiple droppings’ of bids, shall not be required or allowed. Advertisements and bidding documents shall specify only one location for delivery of bids.
5. Rejection of All Bids and Rebidding 9. Bids shall not be rejected and new bids solicited without ADB’s prior concurrence.
6. Member Country Restrictions 10. Bidders must be nationals of member countries of ADB, and offered goods must be produced in member countries of ADB.
7. Lottery 11. A lottery system shall not be used to determine a successful bidder, including for the purpose of resolving deadlocks.
8. Qualification Requirements 12. A successful bidder must be determined by an assessment process that shall include the application of qualification requirements to all bids.
9. Rejection of Bids 13. A bid shall not be rejected on the grounds that its bid price is not within a percentage range above or below the contract estimate.
26 Attachment B
TERMS OF REFERENCE CONSULTING SERVICES FOR FEASIBILITY STUDY AND DETAILED DESIGN
OF ROADS FOR SUBREGIONAL TRANSPORT PROJECT PREPARATORY FACILITY
A. Introduction
1. The Government of Bangladesh (the Government) has received a loan from Asian Development Bank (ADB) for the Subregional Transport Project Preparatory Facility (the Project) and intends to apply a portion of proceeds to engage firms of international consultants (the Consultants) to prepare the feasibility studies and detailed engineering designs for upgrading the national highways and zilla roads (the Project Roads) that have significant implication to subregional development to four-lane highways. Following consultation with the Roads and Highways Department (RHD), the Project Roads were selected based on their priority as listed below.
Priority No.1: Roads under Priority Road Project (Feasibility Study under ADB TA) Priority No.2: Akhaura-(R102)-Darkhar-(N102)-Comilla-(N1)-Chittagong Priority No.3: Petrapole (India)-Benapole-Jessore-Magura-Daulatdia-Paturia-Darkhar-
Akhaura-Agartala (India) Priority No.4: Phulbari (India)-Banglabandha-Hatikamrul-(N507, N6, N704, N7)-Mongla Priority No.5: Chittagong-Cox's Bazar-Teknaf Road (N1) Priority No.6: Dawki/Tamabil-(N2)-Sylhet0Dhaka Priority No.7: Burimari-(N509, N506, N5)-Rangpur Priority No.8: Sonamasjid-(Z6801, Z6816, R680)-Rajshahi-Jamuna Bridge
2. The main objective of the consulting services (the Services) is to carry out (a) visual conditions survey of the Project Roads and (b) feasibility study and detailed engineering design for the Project Roads (including structures and bridges), which consist of: (i) appropriate condition surveys, (ii) engineering design and cost estimates for the improvements, (iii) economic analysis, (iv) social and environmental assessment in accordance with ADB's Safeguard Policy Statement 2009 (SPS), ADB’s Environmental Assessment Guidelines (2003) as well as government regulations and policies, (v) bidding documents, (vi) procurement assistance, and (vii) other assistance as may be required by ADB Mission for loan processing.
3. The Ministry of Communications (MOC) is the Executing Agency (the Employer) and Roads and Highways Department (RHD) is the Implementation Agency. The Consultant will also coordinate with the concerned local authorities, with the assistance of RHD, for data collection, site visits, and other appropriate consultations.
4. The Steering Committee (SC) will assess of the consultant’s performance from time to time. When the steering committee evaluates the consultants’ performance as unsatisfactory, the Employer reserves the right to terminate the Consultant and recruit new ones for the
Attachment B 27
successive cycle of work and/or request replacement of particular expertise whose performance is found to be poor.
B. Detailed Terms of Reference
1. Scope of the Assignment
5. The consulting services under this contract variation will consist of (i) Feasibility Study, and (ii) Detailed Engineering Design. At any stage of studies, the consultant will get involved government officials of the concerned local authorities and reflect the views and local conditions on the assessment and designing of roads.
6. Based on the rough estimates by RHD, this project is considered a good size and hence attractive to most consulting firms; however, there also exists a risk of total failure if the project is made one large contract package. As a result, the consultancy service was divided into to two contract packages, which are similar in size and weight of priority. The two contract packages and their scope of works are as follows:
Package I – Comprises the following:
Roads under Priority Roads Project, a total of 298km (Priority No.1) The feasibility study is being done under an ongoing ADB PPTA. The following three roads are to be upgraded to 4-lane highways. o Joydevpur-Chandra-Tangail-Hatikamrul road section in N4 and N405 o Faridpur-Barisal road section in N8 o Dhaka-Mawa-Bhanga road section in N8
Phulbari (India)-Banglabandha-Hatikamrul – (N507, N6, N704, N7) – Mongla, a total of 664 km (Priority No.4)
o Upgrading of Hatikamrul-Rangpur National Highway into 4-lane highway o Upgrading of Khulna-Mongla Road into 4-lane highway with link to Dhigraj
to Mongla Ferry Ghat. o Construction of a bridge over the river Mongla at Mongla on Khulna-
Mongla Road.
Burimari – (N509, N506, N5) – Rangpur, a total of 138km (Priority No.7) o Upgrading of Rangpur-Teesta-Burimari Road into 4-lane highway.
Sonamasjid – (Z6801, Z6816, R680) – Rajshahi – Jamuna Bridge, a total of 219km (Priority No.8)
o Upgrading of Sonamasjid-Rajshahi-Hatikamrul Road into 4 lane highway (Asian Highway, SAARC Corridor: Regional Corridors identified in SAARC Regional Multimodal Transport Study)
28 Attachment B
Package II – Comprises the following
Akhaura – (R102) – Darkhar – (N102) – Comilla – (N1) – Chittagong, a total of 215km (Priority No.2)
o Upgrading of Dharkar-Akhaura-Senarbadi Road to a 4-lane highway o Upgrading of Comilla-Brahmanbaria Highway to 4-lane highway
Petrapole (India) – Benapole – Jessore – Magura – Daulatdia – Paturia – Darkhar – Akhaura – Agartala (India), a total of 374km (Priority No.3)
o Upgrading of Doulatdia-Magura-Jhenaidhaha-Jessore-Khulna National Highway to a 4-lane highway
o Construction of 2nd Meghna-Gomti Bridge on Dhaka-Chittagong National Highway
Chittagong-Cox's Bazar-Teknaf Road (N1), a total of 225km (Priority No.5)
o Upgrading of Chittagong-Cox's Bazar-Teknaf Road (N1) to a 4-lane highway.
Dawki/Tamabil-(N2) – Sylhet-Dhaka, a total of 286km (Priority No.6)
o Upgrading of Dhaka (Katchpur)-Bhairab-Jagadishpur-Shaistagonj-Sylhet-Tamabil Road (N2) to a 4-lane highway.
2. Feasibility Study
7. For each contract package, the terms of reference for the consultants for feasibility study include, but are not limited to, the following:
a. Engineering Study
8. The consultants will have the following tasks:
(i) Survey conditions of candidate roads, including geometric features, type and condition of drainage structures, pavement strength, and other major features; determine residual life; and categorize the roads into homogeneous sections.
(ii) Investigate the suitability of local construction materials, and, where necessary, locate new quarries and borrow pits, and assess the quality and quantity of materials and hauling distances.
(iii) Study and propose technical options for improving sections on the Project Roads, including consideration of geometric alignment, pavement strengthening, and rehabilitation and/or widening of bridges, taking into account traffic forecasts and, wherever possible, seeking to avoid land acquisition and involuntary resettlement, and incorporating coastal considerations for coastal roads, if any.
(iv) Prepare cost estimates for proposed improvements for each Project Road, separating foreign exchange, local currency, and tax and duty elements.
(v) Propose an approach to contract packaging, taking into account (a) the location of the project roads, size of contracts, and other project-specific factors; (b)
Attachment B 29
ADB’s Guidelines for Procurement; and (c) the aim of supporting development of strong, competitive domestic private sector capacity in road construction and engineering services.
(vi) Prepare a report summarizing the findings and recommendations, and presenting the supporting data and analysis, for review by the Government and ADB.
(vii) In cooperation with local road authorities, consult with stakeholders regarding project design, and ensure that the selected roads reflect the result of consultation.
(viii) Conduct road safety audits with use of ADB’s Road Safety Audit for Road Project: An Operational Tool Kit or similar procedure acceptable to ADB.
(ix) Develop a road inventory database and a digital mapping of the project roads linking road inventory, traffic volume and other existing data with use of geographic information systems (GIS).
(x) Identify roads for Level-1 and Level-2 designs and identify roads or roads sections for which details of topographic surveys are required.
b. Economic Analysis
9. The consultants will carry out the following tasks:
(i) Review existing traffic data, conduct traffic counts and origin-destination and axle-load surveys, and forecast traffic for each Project Road.
(ii) Prepare an economic analysis of the proposed road improvements using the Highway Development and Management model version 4 (HDM-4) individually and in combination; distribution analysis; and estimation of the poverty impact ratio following ADB’s Guidelines for the Economic Analysis of Projects.
(iii) Prepare sensitivity and risk analysis in relation to changes in key parameters, and calculate switching values.
(iv) Prepare project performance indicators and set performance targets by conducting a baseline survey.
(v) During detail design stage, if required, update the economic analysis based on updated cost estimate and prepare two-page economic assessment summary for ADB's review.
(vi) Explore possible approach for public-private partnership (PPP) development. For possible project road, prepare a financially and commercially viable and implementable PPP scheme.
(vii) Identify requirements for successful delivery of PPP and prepare possible government and ADB support strategies.
30 Attachment B
(viii) Propose appropriate viability enhancement mechanisms and investment schemes such as equity financing, parallel loan financing, partial credit guarantees and political risk guarantees for consideration by the ADB and other agencies. Outline how these contributions can assist in meeting public and private financing requirements for creating viable PPPs c. Social Assessment
10. The consultants will carry out the following tasks but are not limited to:
(i) Conduct 20% poverty & social assessment taking into account socioeconomic and poverty status of the project area of influence, including the nature, extent and determinants of poverty in the project area. Identify and estimate the likely socioeconomic and poverty reduction impacts of the project. Assess local demand for the proposed road investments, employment opportunities, child labor, affordability, gender specific capacity to take advantage of the likely socioeconomic opportunities that would result from the project. This will be in accordance with ADB’s Guidelines for the Incorporation of Social Dimensions in ADB Operations and its Handbook on Poverty and Social Analysis.
(ii) Identify project-related interests of key stakeholders, likely barriers to their participation in and benefiting from the project resources, and suggest possible strategies for addressing their concerns.
(iii) Conduct studies by using participatory approaches. With the participation of stakeholders, identify and analyze the reasons behind the vulnerability of at risk groups, including their exposure to risks. Suggest participatory development strategies for key stakeholders to apply when designing and implementing the project.
(iv) Prepare a gender analysis. Identify project design elements (policy, investment, or implementation) in which women can participate in and thus benefit from the project.
(v) Conduct assessment of risks of human trafficking and HIV/AIDS due to the project. Provide suggestions for measures to be incorporated in the project to mitigate possible adverse impacts through human trafficking and HIV/AIDS, and identify possible partners for assisting in implementing such measures.
(vi) Identify any necessary mitigation measures and a strategy for implementing them. Identify potential proactive measures, in terms of additional components and design options, which will make it easy for the poor and vulnerable to benefit from the project.
(vii) In coordination with the economic analysis, design a time-bound benefit monitoring and evaluation program, including monitoring indicators and baseline data, to assess the project benefits to local communities before and after the construction of project. The program should address not only the economic benefits but also poverty reduction impacts and other social benefits such as stability of the region and integration with other parts of the country.
Attachment B 31
d. Environmental Assessment
11. The consultants will carry out an environmental assessment of the identified project roads in accordance with the Government’s, ADB's Safeguard Policy Statement 2009 (SPS), and ADB’s Environmental Assessment Guidelines (2003) as well as their environmental regulations and policies. The major tasks include, but are not limited to, the following:
(i) Prepare the CEA’s BIQ to classify the road in accordance with the Government’s environmental impact assessment requirements and ADB’s Screening Checklist for Environmental Classification;
(ii) Depending on the classifications, prepare IEE as per relevant guidelines of CEA
and ADB, and if EIA is required, prepare TOR acceptable to the Government. (iii) The IEE shall include summary and an environmental management plan (EMP)
to implement mitigation measures for each road section. (iv) The IEE/EIA shall include analysis of alternatives, public consultation, Green
House Gas reporting (if applicable), environmentally sensitive regions, loss of biodiversity. The IEE/EIA shall detail all the mitigation measures in the EMP, costing, time frame of implementation, institutional arrangements and capacity development needs. e. Resettlement and Indigenous People Assessment
12. The consultants will carry out a Resettlement Planning of the project road in accordance with the Government’s and ADB’s Guidelines as well as their environmental regulations and policies. The major tasks include, but are not limited to, the following:
(i) Conduct a preliminary social impact assessment for the project including assessment of possible land acquisition/resettlement impacts for the candidate road alignments in accordance with ADB’s Safeguard Policy Statement 2009 (SPS). Prepare and complete screening and impact categorization form for involuntary resettlement for the candidate road alignments. The social impact assessment will also include an assessment of past social impacts, viz., if land acquisition has been accomplished in anticipation of the ADB project.
(ii) Identify whether the project will be located in, or pass through, areas of significant indigenous people’s settlements, and if this is the case propose how to specifically include indigenous peoples in project planning and implementation in accordance with ADB’s Safeguard Policy Statement 2009 (SPS). If relevant, make an overview of population characteristics in the project area and anticipate project impacts. Prepare and complete checklist for indigenous people screening and impact categorization for the candidate road alignments.
(iii) For the whole program, review existing resettlement frameworks (RF) and adjust them to the project roads as necessary acceptable to the Government and ADB in compliance with the Government’s National Involuntary Resettlement Policy and ADB’s Safeguard Policy Statement (SPS) and Handbook on Resettlement.
32 Attachment B
3. Detailed Engineering Design a. Engineering Study
13. For each contract package, the consultant’s responsibilities will include the following:
(i) Inventory road sections selected for engineering, including geometric features, and type and condition of drainage structures, including an estimate of their load-carrying capacity, pavements, and other major features.
(ii) Carry out engineering surveys as required preparing Detailed Engineering Designs according to the Level-1 or Level 2 as appropriate to enable construction quantities to be calculated with reasonable accuracy (10%).
(iii) Prepare designs based on the typical pavement sections, applying sound engineering practice and giving due regard to environmental aspects as indicated in IEE/EIA and in accordance with the ADB’s Environmental Assessment Guidelines, 2003 and the Government and ADB environmental regulations and policies.
(iv) Investigate the suitability of local construction materials and, where necessary, locate new quarries and borrow pits and assess the quality and quantity of materials and hauling distance.
(v) Study the hydrological regime in detail, based on an analysis of rainfall and flood records, supplemented by engineering field investigations, to establish the adequacy of road embankment levels, culverts, and side ditches, and design bed and slope protection for the drainage structures and bridges.
(vi) Assess cross-drainage requirements and proposed new structures (bridges, culverts, and causeways as appropriate) or improvements to structurally unsound structures.
(vii) Prepare practical and cost-effective geometric (horizontal, vertical, intersection, etc.) pavement and structural designs on the basis of projected traffic levels; pavement structure studies; axle-load considerations, as determined from activities (i) to (vi) and from previous studies; traffic safety; environmental assessment; and other relevant inputs.
(viii) Determine the most cost-effective improvement option for each project road section. Where new pavements are to be provided, they will be designed, using an internationally recognized procedure, for a 10-year life, with provision for overlays during or at the end of that period to extend the life to 15-20 years.
(ix) Prepare engineering technical specifications for each work item, taking into account relevant specifications in use in the country and elsewhere for similar works.
(x) Conduct road safety audits with use of ADB’s Road Safety Audit for Road Project; An Operational Tool Kit or similar procedures acceptable to ADB.
Attachment B 33
Provisions for managing road safety aspects appropriately during construction will be included in all bidding documents.
(xi) Prepare Detailed Engineering Designs of road, pavement, and structures, and bills of quantities, and calculate Engineering costs estimates for civil works broken down into foreign (direct and indirect) and local components as well as taxes and custom duties.
(xii) Prepare contract packages, taking into account (a) the location of the project roads, size of contracts, and other project specific factors; (b) ADB’s Guidelines for Procurement; and (c) the aim of supporting development of strong, competitive domestic private sector capacity in road industry.
(xiii) Prepare Engineering project implementation schedules showing anticipated progress of works and expenditures for each contract package. The schedules will reflect seasonal climatic effects at the work sites and take into account typical outputs on earlier ADB-financed road projects.
(xiv) Prepare engineering drawings, including road plans (1:2,000 scale), longitudinal profiles (scales: 1:2,000 horizontal and 1:200 vertical), cross-sections, structure plans, and other requirements depending on the Level 1 or Level 2 design.
b. Resettlement Planning and Implementation Assistance
14. The consultants will carry out the following tasks. Some tasks may need to be commenced during the feasibility study.
(i) Prepare a resettlement plan (RP) and indigenous peoples plan (IPP) as necessary acceptable to the Government and ADB in compliance with the Government’s National Involuntary Resettlement Policy, ADB's Safeguard Policy Statement 2009 (SPS), ADB’s Handbook on Involuntary Resettlement: A Guide to Good Practice. RP and IPP should be based on 100% census which covers a complete enumeration of all Affected People (APs) and their affected assets.
(ii) Define categories for impact and eligibility of affected people for compensation and prepare a matrix of entitlements covering compensation and other assistance for all types of impacts to fully replace lost assets, income, and livelihood. Assess whether the compensation standards for all types of assets, crops, and trees are based on replacement value and discuss in detail the valuation methodology used.
(iii) Prepare a comprehensive income and livelihood restoration program, supported by adequate budget, to help APs improve, or at least restore, their incomes and livelihoods. Identify specific measures for the affected poor, ethnic minorities, or other vulnerable households.
(iv) Ensure that (a) the compensation standards are based on replacement value, and (b) the overall resettlement budget is sufficient to implement the resettlement plan based on the proposed entitlements and rehabilitation plans.
34 Attachment B
(v) Assist Government officials to initiate and expand consultation with the affected communities, local leaders, proponents, and stakeholders who may be opposed to the Project. Prepare a consultation plan for the Ministry of Provincial Councils & Local Government and Provincial Road Administration and a format for documenting consultation with affected people.
(vi) Assess the capacity of the Government in implementing the proposed RP and IPP, recommend improvements and actions required before land acquisition, and proposed necessary training to enable Ministry of Provincial Councils & Local Government and the Government to implement the RP and IPP and assess the social and resettlement issues of the follow-on subprojects, if required. The scope of training includes ADB involuntary resettlement safeguards policy principles. The training should specifically focus on the differences between the provisions of the ADB policy and the relevant country laws. Assist MOC and Local Government and/or the Provincial Road Administration to (i) prepare a resettlement implementation schedule, (ii) recruit NGO/Agency for RP and IPP implementation (if required), and (iii) recruit consultants for external monitoring and evaluation.
(vii) Assist the MOC and Local Government or the Provincial Road Administration to develop a computerized database management system for recording affected persons (APs) and lost assets. The system should reflect the present impact on APs and accordingly the entitlements for APs are planned. The system should be in place from the beginning of the resettlement survey. Also, develop cadastral mapping of affected plots for construction of new alignments using road inventory map developed under the engineering study.
(viii) Prepare a final RP and IPP, and summary RP and IPP, taking into account comments from ADB and the Government, and based on 100% census survey. The RP and IPP should include a record of consultation with affected persons.
(ix) Assist Government officials in expanding consultation, if required, with the affected communities, local leaders, proponents, and stakeholders who may be opposed to the Project.
(x) Assist the Ministry of Provincial Councils & Local Government or the Provincial Road Administration in updating the computerized database management system for APs and lost assets. Also, update cadastral mapping of affected plots developed under the feasibility studies. c. Environmental Studies
15. Depending on the findings of the environmental assessment carried out in the feasibility study and the final design of the project roads, update the IEE or prepare an EIA including Environmental Management Plan, Environment Monitoring Plan and its summary in accordance with government environmental guidelines, ADB's Safeguard Policy Statement 2009 (SPS), ADB’s Environmental Assessment Guidelines (2003) as well as government regulations and policies.
Attachment B 35
4. Procurement Assistance
16. Procurement for each contract package will be carried out in accordance with ADB’s Guidelines on Procurement. After discussion with the concerned local authorities, MOC and Donor agencies, initial preparatory works for procurement will be carried out by the consultants. The consultants' tasks will include advertising, issuing documents, responding to queries, receiving and evaluating applications, and other necessary procurement assistance.
17. The consultants will also prepare a Engineering implementation schedule in consultation with provincial authorities for the subsequent project that will reflect, where necessary, the different approaches to be adopted for international and domestic civil works contracts. The implementation schedule will be included in the design report.
18. Major tasks for procurement assistance include preparation of the bidding documents using ADB’s Sample Bidding Documents—Procurement of Civil Works.
C. Reports, Time Schedule, and Payment
19. The consulting services for each contract package will be implemented over twenty (20) calendar months from the commencement date. The following reports, in the English language, will be submitted by the consultant to the Government (4 copies) and ADB (2 copies), including CD-ROM.
Report Description/Technical Accomplishments
Submission Deadline (no. of months after the commencement
date)
Cumulative Payment Ceiling (% of Total
Remuneration + Out–of–Pocket Expenses )
Inception Report Description of proposed methodology, works and staffing schedules; comments on the ToR for this variation and comment and observation on issues which may have technical or financial implications or which may affect the progress of the works
3.00 10%
Draft F/S Report (a) summary of activities, (b) documentation of data analyses, and recommendations developed under the terms of reference, (c) stakeholder assessment (social and environments data); IEE’s, (d) assessment of the effectiveness of the activities undertaken and (e) conclusion.
9.00 30%
Final F/S Report Revised F/S report incorporating the comments.
10.00 ( or 3 weeks after
receiving comments, whichever is later)
50%
Draft Final Report (including the detail design)
Covers the design services with: (a) summary of activities; (b) documentation of all data, analyses, and recommendation developed under the terms of reference; (c) Land Acquisition Documents, including drawings and BOQ’s; (f) Procurement Plan; and (g) any other necessary documents
18.00 80%
Final Report Revised final report incorporating the comments. 20.00 100%
36 Attachment B
( or 5 weeks after receiving comments, whichever is later)
D. Consultant Inputs 20. For each contract package, the assignment will be carried out over period of twenty (20) months from the date of commencement and will require about 68 person–months of international inputs and 412 person–months of domestic inputs. It is anticipated that the consultant’s staffing inputs will generally be as set bellow.
Expert Experience and
Qualifications in relevant field
Input
(Person Months)
Team Leader/Senior Highway Engineer
(International)
20 years with Bachelor Degree in
Engineering and Post Graduate
Qualifications
18 months
Senior Pavement/Material Engineer
(International)
15 years with Bachelor Degree and
Post Graduate Qualifications
07 months
Senior Bridge Engineer (International) 15 years with Bachelor Degree and
Post Graduate Qualifications
07 months
Senior Geotechnical/Material Engineer
(International)
15 years with Bachelor Degree and
Post Graduate Qualifications
05 months
Senior Hydrologist/River Training Specialist
(International)
15 years with Bachelor Degree and
Post Graduate Qualifications
03 months
Transport Economist (International) 15 years with Bachelor Degree and
Post Graduate Qualifications
08 months
Road Safety Specialist (International) 15 years with Bachelor Degree and
Post Graduate Qualifications
03 months
Social/Resettlement Specialist (International) 15 years with Bachelor Degree and
Post Graduate Qualifications
03 months
Environmental Specialist (International) 15 years with Bachelor Degree and
Post Graduate Qualifications
03 months
Asset Management Specialist (International) 15 years with Bachelor Degree and
Post Graduate Qualifications
04 months
Contract/Procurement Specialist (International) 15 years with Bachelor Degree and
Post Graduate Qualifications
04 months
PPP Financial Analysis Specialist (International) 15 years with Bachelor Degree and
Post Graduate Qualifications
03 months
Deputy Team Leader/Highway Engineer (Local) 10 years(HW Design) with BSc in 20 months
Attachment B 37
Engineering and Post Graduate
Qualifications
Highway Design Engineers (Local, 6 Positions) 8 years with BSc in Engineering 60 months
Bridge/Structure Engineers (Local, 2 Positions) 10 years(Bridge Design) with BSc in
Engineering, Professional membership
and Post Graduate Qualifications
20 months
Traffic Engineer (Local, 2 Positions) 10 years with BSc in Engineering and
Post Graduate Qualifications
12 months
Procurement Specialist (Local, 2 Positions) 10 years with BSc in Engineering and
Post Graduate Qualifications
16 months
Quantity Surveyor (Local, 2 Positions) 8 years with BSc in QS 20 months
Geotechnical Engineer (Local, 2 Positions) 10 years with BSc in Engineering and
Post Graduate Qualifications
16 months
Material Engineer (Local, 2 Positions) 8 years with BSc in Engineering 20 months
Pavement Engineer (Local, 2 Positions) 10 years with BSc in Engineering 20 months
River Training Engineers/Hydrologists
(Local, 2 Positions)
10 years with BSc in Engineering 12 months
Surveyors (Local, 4 Positions) 8 years with BSc 24 months
Environmental Specialist ( Local, 2 Positions) 10 years with Bachelor Degree and
Post Graduate Qualifications
16 month
Sociologist (Local, 2 Positions) 10 years with Bachelor Degree and
Post Graduate Qualifications
20 months
Asset Management Specialist (Local, 2
Positions)
10 years with BSc in Engineering and
Post Graduate Qualifications
16 months
Cad Operators (Local, 12 Positions) 5 years with vocational college
certificate
120 months
E. Milestone payment schedule 21. Payment to the Consultant will be on Approval/ Submission of reports and documents as given in the following schedule;
Payment Approval / Submission Cumulative Ceiling (% of Total Remuneration + Out – of – Pocket Expenses )
1st Payment Inception Report 10%
2nd Payment Draft FS 20%
38 Attachment B
Payment Approval / Submission Cumulative Ceiling (% of Total Remuneration + Out – of – Pocket Expenses )
3rd Payment Final FS 40%
4th Payment Final FS 60%
5th Payment Draft Report DD 75%
6th Payment Draft Report DD 85%
7th Payment Final Report DD 95%
8th Payment Completion Report 100%
38 Attachment C
Outline Terms of Reference of Technical Assistance Consultants for Feasibility Study and Detailed Design
for Regional Cooperation and Integration (RCI) Project
1. Background:
1. Government of Bangladesh identified some investment projects for sub-regional and Trans-Asian Railway (TAR) connectivity. These projects include construction of missing links, improvement of signaling system, strengthening of existing bridges and procurement of rolling stocks etc.
2. After the recent signing of Joint Communiqué on 12 January 2010 between Bangladesh and India, the Regional Cooperation and Integration (RCI) in road, rail and waterways got way forward for implementation. Based on the decision of Joint Communiqué, Bangladesh Railway (BR) identified and prioritized some investment projects with the help of Asian Development Bank (ADB) to connect regional and TAR corridors.
3. Following are the priority investment projects with the scope of TA project:
Sl. No.
Name of the Project Scope of TA Project
1 Construction of Railway link from Dhaka-Bhanga-Jessore through Padma Bridge at two phases [Phase-I: Dhaka-Mawa-Padma Bridge-Janjira-Bhanga Rail Line Phase-II: Bhanga-Narail-Jessore Rail Line]
Feasibility Study for two phases and Detailed Design and tendering services for Phase-I.
2 Construction of Khulna-Mongla Port Rail Line Feasibility Study and detailed design
3 Construction of a Railway Bridge parallel to the existing Bangabandhu Bridge with provision of Dual Gauge Double Track over the river Jamuna.
Only Feasibility Study
4 Strengthening/ Re-construction of Hardinge Bridge to allow Trans Asian Traffic
Only feasibility study
5 Construction of single line Meter Gauge Railway track from Dohazari to Cox's Bazar via Ramu and Ramu to Gundum near Myanmar Border
Detailed Design with update of feasibility study.
6 Replacement and modernization of Railway signaling system of 20 stations in between Ishurdi- Parbatipur section; 5 stations in between Rajshahi- Abdulpur section and 15 stations in between Darsana- Khulna section in west zone of BR.
Only feasibility study
7 Construction of Railway Bridge over the river Jamuna near Phulchari-Bahadurabad Ghat including approach rail links.
Only feasibility study
4. Above rail corridors have been identified for potential investment in ADB supported SAARC Regional Multimodal Transport Study (SRMTS), 2006 and UNESCAP study. These along with other modes of transport will contribute to development of national, regional and eventual international economy and trade. 5. Realizing the need for regional and international connectivity which will be based on ‘win-win’ situation for the neighboring countries of Bangladesh e.g. Nepal, Bhutan, India and Myanmar, ADB came forward for Technical Assistance under RCI towards project preparation in the form of ADF (Asian Development Fund) Loan. In order to prepare the RCI projects, Technical Assistance consultant will be engaged under ADB loan.
Attachment C 39
2. Objectives:
6. The objectives of the Terms of Reference (TOR) are classified into two broad phases –
(a) Feasibility Study of RCI projects
(b) Detailed Design of the projects selected by BR and ADB on the findings of feasibility study 7. Following are the components of TA project –
(a) Feasibility study for construction of Railway link from Dhaka-Bhanga-Jessore through
Padma Bridge (Phase-I and Phase-II) and Detailed Design & Tendering Services for Phase-I (Dhaka-Bhanga rail line).
(b) Feasibility study and Detailed Design for construction of Khulna-Mongla Port Rail Line.
(c) Feasibility Study for Construction of a Railway Bridge parallel to the existing Bangabandhu Bridge with provision of Dual Gauge Double Track over the river Jamuna.
(d) Feasibility Study for Strengthening/ Re-construction of Hardinge Bridge to allow Trans Asian Traffic.
(e) Detailed Design for Construction of single line Meter Gauge Railway track from Dohazari to Cox's Bazar via Ramu and Ramu to Gundum near Myanmar Border.
(f) Feasibility Study for replacement and modernization of Railway signaling system of 20 stations in between Ishurdi- Parbatipur section; 5 stations in between Rajshahi- Abdulpur section and 15 stations in between Darsana- Khulna section in west zone of BR.
(g) Feasibility Study for Construction of Railway Bridge over the river Jamuna near Phulchari-Bahadurabad Ghat including approach rail links.
3. Project Management, design coordination and quality assurance 8. The Consultant shall be responsible for project management and overall coordination and integration of the entrusted feasibility study and design works in close cooperation with BR. The responsibilities also include standardization of design, quality management and quality assurance for all stages in the design process and compliance of the works with all applicable rules and processes of the Government of Bangladesh, Bangladesh Railways and ADB. The specific responsibilities for project management, design coordination and quality assurance are, but not limited to the following –
(i) Project management and coordination. Schedule project preparation, follow-up on
internal and external deliverables and approvals, coordinate needs for additional surveys to be prepared by third parties.
(ii) Establish design standards and approval procedures. The Consultant shall review and where necessary revise or supplement in close cooperation with BR design criteria, standard designs and drawings, cost catalogues, etc. applicable for all projects and the approval process within BR, the Government and ADB.
40 Attachment C
(iii) Quality control and quality assurance. Establish and enforce quality control and quality assurance system for all design steps and deliverables
4. Scope of consultancy service:
9. The brief scope of consultancy services is to conduct feasibility study in Phase-I and Detailed Design and Tendering Services in Phase-II.
4.1 Phase-I: Feasibility Study: 10. The terms of reference for the feasibility study include, but are not limited to, the following. 4.1.1 Technical Feasibility: 11. Review of all available relevant reports, materials, documents and studies in connection with the RCI projects. Carryout detailed engineering survey and necessary investigations, conduct mathematical hydrodynamic modeling study to establish hydrological parameters for fixation of the formation level of the rail way track, opening of the bridges and culverts and design of scour and erosion protection in the vicinity of major bridges and river banks.
12. Identify the various technical solutions for rail link construction involving track and bridges including signaling facilities and operational facilities such as stations, yard sidings, maintenance sheds etc. with a view to identify the most suitable solution. Finalization of alignment duly considering the topography, land formation, commercial aspects, economical and safeguard considerations, existing infrastructures of the area and future development plan and schemes of the Government in the area. Identify the needs for additional surveys for detailed design, etc. 13. Assess the need and justifications of the proposed projects. Assess probable effects upon project implementation including direct and indirect effects. Assess benefits of the proposed project, not only in terms of financial or economical, but also in terms of safety, environmental impacts, less transportation costs, poverty reduction, enhancement of trade and commercial activities likely to be created as an outcome of the RCI projects. 14. The study should also include conceptual engineering design and layout plan for all necessary railway tracks, stations and yards, signaling and telecom, bridges, culverts, tunnels, over pass/fly over, level crossing gates, other structure, residential and functional buildings, cuts and other facilities. Prepare cost estimates for each proposed project separately, showing foreign exchange, local currency, and tax and duty elements etc.
4.1.2 Traffic forecast and railway operations: 15. Analyze the existing traffic of various modes of transports. Identify traffic forecast of possible national, regional including transit and international traffic with due consideration of other modes of transport. Forecast the future railway traffic demand including train operation capacity, passenger and freight demand forecast. Develop an operation concept plan for the proposed railway projects. Estimate additional rolling stock requirements with types based on traffic forecast. Assess O&M personnel and other resources/facilities requirement for operation and maintenance works.
Attachment C 41
4.1.3 Economic and Financial Feasibility 16. Economic and Financial analysis for all the projects are to be prepared separately in accordance with ADB’s Guidelines for the Economic Analysis of Projects for considering the project viable. Provide all calculations of costs and benefits of the RCI projects. Prepare sensitivity and risk analysis in relation to changes in key parameters. 4.1.4 Social Assessment and Analysis 17. Conduct 20% poverty & social assessment taking into account socioeconomic and poverty status of the households in the project area of influence. Identify and estimate the likely socioeconomic and poverty reduction impacts of the project. Assess local demand for the proposed investments, employment opportunities, child labour, HIV/AIDS and human trafficking, affordability, gender and other social risks that would result from the project and include measures to mitigate social impacts, if any. This will be in accordance with ADB’s Handbook on Social Analysis (2007) and Poverty Handbook (2006). Propose design features and measures for inclusion in the follow-on investments (including the need for any technical assistance) to address gender, labor, HIV, trafficking, and other social issues identified in the analysis above. 18. Conduct studies by using participatory approaches. With the participation of stakeholders, identify and analyze the reasons behind the vulnerability of at risk groups, including their exposure to risks. Suggest participatory development strategies for key stakeholders to apply when designing and implementing the project. Prepare a gender analysis. Identify project design elements (policy, investment, or implementation) in which women can participate in and thus benefit from the project. 4.1.5 Land acquisition and Resettlement 19. Prepare a Land Acquisition Plan (LAP) with cost and a Resettlement Plan (RP) acceptable to the Government and ADB in compliance with the ADB's Safeguard Policy Statement (2009), and Acquisition and Requisition of Immovable Property Ordinance (1982) of Bangladesh and relevant laws and regulations related to land acquisition and resettlement. RP should be based on 100% census which covers a complete enumeration of all Project Affected People (PAPs), their affected assets and income restoration program etc. Provide on the job training and knowledge transfer to the executing agency and Government personnel to implement the RP. Assist the executing agency to (i) prepare a Land Acquisition Proposal ready to be submitted to the approving authorities, (ii) prepare a resettlement implementation schedule, (iii) establish safeguard units, and (iv) recruit NGO/Agency for RP implementation (if required). 20. Define categories for impact and eligibility of affected people for compensation and prepare a matrix of entitlements covering compensation and other assistance for all types of impacts to fully replace lost assets, income, and livelihood. Assess whether the compensation standards for all types of assets, crops, and trees are based on replacement value and discuss in detail the valuation methodology used. Identify specific measures for severely affected poor people, ethnic minorities, or other vulnerable households
42 Attachment C
4.1.6 Indigenous People If any indigenous people, such as tribes or settlers, as per ADB’s definition, are likely to be affected significantly by a project, an indigenous peoples plan (IPP) should be prepared in accordance with ADB's Safeguard Policy Statement (2009). Provide on the job training and knowledge transfer to the executing agency and Government personnel to implement the IPP. Assist the executing agency to (i) prepare an IPP implementation schedule, (ii) establish safeguard units, and (iii) recruit NGO/Agency for IPP implementation. 4.1.7 Environmental Considerations Each project will have to be screened separately for its environmental impacts compliance with the requirements of the Government’s Guideline and the ADB’s Environmental Assessment Guidelines, 2003 and Safeguard Policy Statement (2009). ADB will review the Initial Environmental Examination (IEE)/ Environment Impact Assessment (EIA), as applicable, prepared for proposed projects. The consultant will assist in having necessary approvals and clearances for the project from all relevant government agencies. Provide on the job training and knowledge transfer to executing agency personnel for managing and monitoring Environmental Management Plan (EMP) and Environmental Monitoring Plans (EMoP).
4.1.8 Project Preparation: Prepare the RCI projects following ADB guideline based on feasibility studies.
4.2 Phase- II: Detailed Design, Cost Estimate and Tendering Services.
The consultant will undertake detailed field surveys, detailed engineering design with drawings and specifications, preparation of bidding documents with Bill of Quantities for components (a), (b), and (e) of Para-2 (objectives) with providing tendering assistance for component (a) only. The scope of the services shall include all of the services which are required in this context including preparation of design and drawings (the consultant shall use the standard designs and drawings of BR for embankments, passenger facilities, yards and bridge superstructure, but design the foundations and the substructure, signaling and telecommunication facilities), preparation of detailed cost estimates, bill of quantities, bid documents, issue of bids, and assist in bid evaluation and awarding for contracts. 4.2.1 Detailed Investigations, Detailed Engineering design and cost estimate The tasks shall include but not limited to the following: (i) Conduct detailed field survey and soil, hydrological, seismic, geometric features, type and
condition of drainage structures and foundation investigations along the selected alignment. Specially, hydrological and Morphological studies have to be conducted for major bridges having spanned more than 100 meter.
(ii) Detailed engineering design have to be done in accordance with the BR’s codes, the
design codes/guidelines of neighboring countries, findings of investigations, recommendations of safeguard policy study and universal design for elder & disable people. All Bridges, culverts and sub-structures have to be designed in accordance with
Attachment C 43
BGML loading (At least 25 ton axle load) considering double stacking of containers and oversized consignments.
(iii) Detailed design for the railway projects shall be based on the updated conceptual design
of the Feasibility Study and results from additional investigations conducted. Detailed alignment design and layout plan shall be prepared for the proposed route alignment selected in the Feasibility Study.
(iv) Detailed Engineering Design shall be carried out for railway tracks, stations and yards,
signaling and telecom, bridges, culverts, tunnels, over pass/fly over, level crossing gates, other structure, residential and functional buildings, cuts and other facilities.
(v) Prepare detailed technical specifications for each work item, taking into account relevant
specifications in use in this country and elsewhere for similar works. (vi) Prepare detailed cost estimate of the RCI projects based on detailed engineering design.
The estimate should be detailed broken down in local and foreign currencies as well as mentioning mode of financing.
(vii) Prepare appropriate contract packages following ADB’s Guidelines for Procurement. (viii) Prepare Bill of Quantities (BOQ) and tender documents based on detailed engineering
design and detailed cost estimates following ADB’s Guidelines for Procurement. (ix) Safeguard planning documents for Land acquisition and resettlement, indigenous people
and environment shall be updated based on the detailed design. Facilitate effective coordination and lines of communication between ADB and relevant government agencies and line departments, organizations, and individuals implementing safeguard aspects, including obtaining government clearances.
4.2.2 Tendering Services (for component-A only): Consultant shall provide tendering services for the investment project titled “Padma rail link Project – Phase-I” against TA component (a). The tasks shall include the following: (i) The consultant will provide support services during pre-qualification stage and bidding
period, which will involve responding to questions from bidders and the issuing of addenda when required. Services during the bidding period will also include the arranging a pre-bid meeting and site visit, and the public opening of bids.
(ii) The consultant will develop project-specific bid evaluation criteria consistent with the ADB’s
guidelines and procedures that will be used by the evaluation committee in evaluating the submitted bids. The evaluation committee will consist of an integrated team of technical specialists from BR and the Consultant.
(iii) Any non-compliance or deviation from the bidding documents, as issued will be noted, and
where appropriate, clarification from bidders will be requested. Upon completion of the bid evaluation, the evaluation committee will issue a Bid Evaluation Report with recommendations for award of the contract(s). The Consultant will assist BR in finalizing the contract(s). This assistance will include the verification of performance bonds and guarantees.
44 Attachment C
5. TA Component wise Additional Specific Scope of Works:
In addition to the general services to be rendered under the TOR for feasibility study & detailed design, following specific scope of works are to be added –
5.1 Component- (a) : Feasibility study for construction of Railway link from Dhaka-Bhanga-Jessore through Padma Bridge at two phases and detailed design & tendering services for Phase-I (Dhaka-Bhanga rail line): The additional specific scope of works for component (a) are as follows – (i) Review of all available reports and documents including relevant studies done earlier by
the Bangladesh Railway (BR), Bangladesh Bridge Authority (BBA) and other authorities.
(ii) Conduct feasibility study and safeguard policy study for Padma Rail Link considering the link would be constructed into two phases. Padma Rail Link – Phase-I is the rail link from Dhaka to Bhanga over Padma Bridge and Padma Rail Link – Phase-II is the rail link from Bhanga to Jessore.
(iii) Prepare conceptual design, preliminary cost estimate for the investment project for construction of Padma Rail Link – Phase-II i.e. Bhanga-Jessore rail link.
(iv) The detailed design for Padma Bridge has been prepared by others, considering an option for a future single-track rail link over the bridge. Confirm the design criteria, load assumptions, vehicle gauges, future electrification option etc. for the railway line over Padma Bridge done by other consultant under BBA.
(v) Verify the geometrical alignment design of the railway across Padma Bridge based on the confirmed design criteria and confirm that the space provided is sufficient for the railway and all related system requirements, including possible future electrification. Confirm movement of Double staking of containers and oversized containers over the bridge.
(vi) Carry out electro-magnetic compatibility analysis for rail line over Padma Bridge.
(vii) Assess the technical viability of single-track alignment of Padma Rail Link based on the traffic forecast.
(viii) The consultant will take due diligence for the design of the railway line to be installed on the Padma bridge (approx. 6.1 km) with approach viaduct and other ancillary structures. Prepare detailed engineering design, drawings, detailed cost estimates, specifications etc. for those infrastructures.
(ix) Prepare Detailed engineering design, drawings, detailed cost estimates, specifications etc. of Padma rail link – Phase-I i.e. Dhaka-Mawa-Padma Bridge-Janjira-Bhanga in accordance with the design loading considered for Padma Bridge (32 Ton axle load and other parameters).
(x) Assist the executing agency to (i) prepare a Land Acquisition proposal and Environmental Clearance proposal ready to be submitted to the approving authority, (ii) prepare RP and EMP implementation schedule, (iii) establish safeguard units (iv) recruit NGO/Agency for RP implementation, (v) supervise and monitor RP implementation by NGO/Agency and (vi) knowledge transfer to executing agency personnel for managing and monitoring RP, IPP, EMP and EMoP.
Attachment C 45
5.2 Component- (b) : Feasibility study and Detailed Design for construction of Khulna-Mongla Port Rail Line: The additional specific scope of works for component (b) are as follows – (i) Provide recommendations to facilitate Nepal and Bhutan railway traffic utilizing Mongla Sea
Port.
(ii) The Rupsa Railway Bridge have to be designed considering the design specifications of of IR’s BGML standard along with river training works.
(iii) Provide recommendations to utilize the Khulna-Mongla Port Rail Link to enhance tourism in the area.
5.3 Component- (c) : Feasibility Study for Construction of Railway Bridge parallel to existing Bangabandhu Bridge with provision of Dual Gauge Double Track over the river Jamuna: The additional specific scope of works for component (c) are as follows – (i) Provide recommendations to facilitate Trans Asian Railway (TAR) Traffic over the
proposed bridge.
(ii) Assess benefits of the proposed bridge, not only in terms of financial or economical, but also in terms of safety, environmental impacts, less transportation costs, poverty reduction, enhancement of trade and commercial activities likely to be created as an outcome of TAR.
(iii) The separate Railway Bridge with provision of Dual Gauge Double Track over the river Jamuna parallel to existing Bangabandhu Bridge have to be designed considering the design specifications of IR’s BGML standard.
(iv) Prepare conceptual design, drawings and preliminary cost estimates for construction of Railway Bridge with provision of Dual Gauge Double Track over the river Jamuna parallel to existing Bangabandhu Bridge, railway approach links on both side of the proposed bridge to connect existing railway network, any other infrastructures and river training works (if required).
5.4 Component- (d) : Feasibility Study for Strengthening/ Reconstruction of Hardinge Bridge to allow Trans Asian Traffic: The additional specific scope of works for component (d) are as follows – (i) Conduct Re-rating study of existing Hardinge Bridge to check the technical feasibility for
operation of regional and TAR traffic.
(ii) Depending on the outcome of the re-rating study consider strengthening of the bridge as an investment option.
(iii) Together with strengthening option consider reconstruction of the bridge based on economic and financial feasibility and recommend the most suitable option.
46 Attachment C
5.5 Component- (e) : Detailed Design for Construction of single line Meter Gauge Railway track from Dohazari to Cox's Bazar via Ramu and Ramu to Gundum near Myanmar Border: The additional specific scope of works for component (e) are as follows – (i) Update the findings of feasibility study conducted in the year 2001. Provide specific
recommendations to facilitate Trans Asian Railway (TAR) Traffic over the proposed rail link.
(ii) Assess benefits of the proposed rail link, not only in terms of financial or economical, but also in terms of safety, environmental impacts, less transportation costs, poverty reduction, enhancement of trade and commercial activities likely to be created as a outcome of TAR.
(iii) Provide specific recommendations to utilize the proposed Rail Link to enhance tourism in the area.
5.6 Component- (f) : Feasibility Study for replacement and modernization of Railway signaling system of 20 stations in between Ishurdi- Parbatipur section; 5 stations in between Rajshahi- Abdulpur section and 15 stations in between Darsana- Khulna section in west zone of BR : About 70/80 years old and worn-out signaling and interlocking system of 40 stations in the west zone of Bangladesh Railway are needed to be replaced and modernized. The names of the stations are given below – Twenty (20) stations in between Ishurdi-Parbatipur section: Parbatipur, Bhawanipur, Phulbari, Charkai, Hili, Panchbibi, Joypurhat, Jamalganj, Akkelpur, Tilakpur, Santahar goods, Raninagar, Shahagola, Atrai, Madhnagar, Basudebpur, Natore, Yasinpur, Malanchi and Ishurdi. Five (5) stations in between Rajshahi-Abdulpur section: Arani, Nandanghasi, Sardah Road, Harian and Rajshahi.
Fifteen (15) stations in between Darsana-Khulna section: Uthali, Ansarbaria, Safdarpur, Kotchandpur, Mobarakganj, Barabazar, Meherullah nagar, Rupdia, Singia, Chengutia, Bejerdanga, Phultali, Daulatpur, Khulna junction and Khulna. The additional specific scope of works for component (f) are as follows – (i) Conduct site survey at every station to observe the actual condition of existing signaling
and interlocking equipment, block communication and telecommunication facilities. Assess the impact of present state of signaling and interlocking, block communication and telecommunication system on train operations and safety.
(ii) Assess the detailed scope of works related to signaling and interlocking system, block communication, additional telecommunication facility (if needed, civil works related to P-way for extension of loop (if needed) and changing of sleepers, spreading of ballast, changing of points and crossing just to make track circuit workable (if signaling system based on track circuit is proposed), construction of equipment rooms and also works related to electrification of equipment room.
(iii) If new equipment and technology proposed to be adopted then provide sufficient reasons i.e. the consultant will have to give reasons for choosing the equipment and technology in
Attachment C 47
respect of cost, operational facilities, safety, maintenance, capability of BR engineers and technicians, availability of spare parts, transfer of technology, etc.
(iv) Prepare conceptual/preliminary design of the signaling & interlocking and block system according to equipment & technology to be preferred and also on the basis of scope of works of the project to be assessed by the consultant.
(v) Estimate the total cost of the project on the basis of equipment & technology to be chosen, scope of the works and preliminary design. The cost estimate will include capital cost, operating cost & project cost with detail break up.
(vi) Analyze technical feasibility including signaling and interlocking system with block & CTC provision, power supply system, equipment room, tracks, training program on railway signaling system, alternative proposals (if any), system up gradation, etc.
5.7 Component- (g) : Feasibility Study for Construction of Railway Bridge over the river Jamuna near Phulchari-Bahadurabad Ghat including approach rail links: The additional specific scope of works for component (e) are as follows – (i) Assess the need and justification of the proposed Bridge along with railway approaches on
both side of the bridge to connect with existing railway network.
(ii) Consider various locations and options of the proposed bridge. Finalize the location and option based on technical aspects, traffic forecast, cost-benefit analysis, economic and financial analysis, socio-economic conditions, income generation, hydrological and topographical considerations etc.
6. Implementation time:
Sl. No.
Name of the Project Feasibility Study Detailed Design and Tender
Documentation
Assistance for selection of contractor
1 Construction of Railway link from Dhaka-Bhanga-Jessore through Padma Bridge
6 months 6 months 6 months
2 Construction of Khulna-Mongla Port Rail Line
9 months 6 months
3 Construction of a Railway Bridge parallel to the existing Bangabandhu Bridge with provision of Dual Gauge Double Track over the river Jamuna.
9 months
4 Strengthening/ Re-construction of Hardinge Bridge to allow Trans Asian Traffic
9 months
5 Construction of single line Meter Gauge Railway track from Dohazari to Cox's Bazar via Ramu and Ramu to Gundum near Myanmar Border
3 months 6 months
6 Replacement and modernization of Railway signaling system of 20 stations in between Ishurdi- Parbatipur section; 5 stations in between Rajshahi- Abdulpur section and 15 stations in between Darsana- Khulna section in west zone of
6 months
48 Attachment C
BR. 7 Construction of Railway Bridge over the
river Jamuna near Phulchari-Bahadurabad Ghat including approach rail links.
9 months
7. Reporting Requirements:
The Consultants shall prepare reports in English and submit required copies of report along with soft copy in PDF format for each report to the Project Director of BR.
7.1 Inception Report (30 copies) Inception Report to be submitted within 30 days of mobilization. This will focus on the Consultants arrangements and work program for fulfilling the tasks and responsibilities of the project.
7.2 Draft Feasibility Study Report (30 copies) The Feasibility Report shall contain all the findings of studies It shall include geo-technical aspects, hydrological aspects, alternative alignments and plan/profile (1:1000 scales) of the embankment, conceptual design, Lay-out drawings, preliminary cost estimate, economical and financial analysis, environmental and social impact assessments, RP, IPP, EMP, EMoP, land acquisition proposals and environment clearance proposals etc.
7.3 Final Feasibility Study Report (60 copies) Final Feasibility Report to be submitted within 1 month after submission of Draft Feasibility Study Report.
7.4 Draft Detailed Design Report (30 copies) The Draft Final Report shall encompass updated feasibility Study analysis & recommendations; Environmental, Social and Resettlement assessment & recommendations; all survey details & analysis; Detailed Design, Drawings and Specifications, Detailed Cost Estimates, Bill of Quantities, Tender documents.
7.5 Final Bid Document with BOQ: 30 copies
7.6 Bid Evaluation Report: 10 copies 7.7 Final Detailed Design Report (60 copies)
Incorporating the comments of the Government and other Agencies, within one month of the receipt of such comments;
8. Data, Local Services and Facilities to the provided by the Client 8.1 BR will provide the Consultants with all available data, study, reports related to the
project.
Attachment C 49
8.2 BR will provide all counterpart staff necessary for the successful completion of the project. A Project Monitoring Unit (PMU) will be established under the Project Director. PMU will supervise and coordinate the consultancy services
8.3 The consultants shall include in their cost estimate the cost for office and residential
accommodation, vehicles and communications, office furniture, equipment and consumables, and the entire professional and support staff and any other items required to carry out the activities.
9 Professional Staff input : On the basis of the scope of work, it has been estimated that about 260 and 882 person-months of international and domestic consulting services, respectively, are required. International Consultants SL. Title Category No. Month Person
NO. Month
1 Team Leader Senior 1 18 18
2 Transport Economist Senior 1 12 12
3 Transit specialist/Regional Rail Operation Specialist Senior 1 6 6
4 Railway Track Engineer Senior 1 18 18
5 Railway Bridge Engineer Senior 2 18 36
6 River Training Works Specialist Senior 1 15 15
7 Foundation/Geotechnical Engineer Senior 1 15 15
8 Hydrologist Senior 1 12 12
9 Structural Engineer Senior 1 14 14
10 Signal Engineer Senior 1 10 10
11 Telecommunication Engineer Senior 1 5 5
12 Rolling Stock Engineer Senior 1 6 6
13 Environmental Specialist Senior 1 15 15
14 Resettlement Specialist/Sociologist Senior 1 15 15
15 Embankment Engineer Senior 1 12 12
16 Railway Operation Specialist Senior 1 9 9
17 Contract Specialist Senior 1 12 12
18 CAD Specialist Senior 1 12 12
19 Quantity Surveyor Senior 1 18 18
Total (International) 20 260
National Consultants SL. Job Title Category No. Month Person
NO. Month
1 Deputy Team Leader Senior 1 18 18
2 Transport Economist Senior 2 12 24
3 Financial Analyst Senior 2 12 24
4 Railway Track Engineer Senior 2 18 36
50 Attachment C
SL. Job Title Category No. Month Person
5 Survey Engineer Senior 2 18 36
6 Railway Bridge Engineer Senior 6 18 108
7 River Tranining Works Specialist Senior 4 15 60
8 Foundation Engineer Senior 4 18 72
9 Geotechnical Engineer Senior 2 18 36
10 Structural Engineer Senior 2 18 36
11 Signaling Engineer /Telecommunication Engineer Senior 2 12 24
12 Rolling Stock Engineer Senior 1 6 6
13 Railway Operation Specialist Senior 1 9 9
14 Hydrologist Senior 2 12 24
15 Architect Senior 2 12 24
16 Environmental Specialist Senior 4 15 60
17 Sociologist Senior 3 15 45
18 Resettlement Specialist Senior 3 18 54
19 Embankment Engineer Senior 2 12 24
20 Electrical Engineer Senior 2 12 24
21 Contract Specialist Senior 1 12 12
22 Quantity Surveyor Junior 7 18 126
Total (National) 57 882
Attachment D 49
Terms of Reference Safeguard Implementation Component (Applicable to both RHD and BR components)
1. Social Safeguard (10 national experts 240 person-months) 5. The NGO/Agency will assist the Project Executing Agencies (PEAs) in implementing resettlement plans, indigenous people plans (IPPs) and other social mitigation plans of transport projects in Bangladesh. The NGO/Agency will:
(i) Assist the PEAs and Deputy Commissioner for land acquisition. (ii) Develop resettlement and rehabilitation (R&R) information campaigns and
community participation. (iii) Assist the PAPs, especially from indigenous people, vulnerable groups, in
resettlement and rehabilitation, including redressing grievances, and coordination with local authorities and other relevant institutions.
(iv) Calculate detailed costs of all land acquisition, income restoration and resettlement components.
(v) Update the database of PAPs and their entitlements for implementation and monitoring purposes.
(vi) Monitor and evaluate progress and achievement of resettlement objectives. 2. The administrative responsibilities of the NGO/Agency will include:
(i) Working in co-ordination with the dedicated Resettlement and Rehabilitation Officers (RO) and Executive Engineers in the respective District level Implementation Cells.
(ii) The NGO/Agency shall help to promote good working relationships between the PAPs and the PEAS, particularly the RO. This will be achieved through regular meetings with both the RO and the PAPs. Meetings with the RO will be held at least fortnightly, and meetings with the PAPs will be held monthly, during the entire duration of the assignment. All meetings and decisions taken shall be documented by the consultant.
(iii) Preparing monthly action plans with targets in consultation with the RO.
(iv) Assisting the RO in carrying out the implementation of the RP/IPP.
(v) Updating the database of PAPs and their entitlements.
(vi) In consultation with the PAPs, preparing micro-level plans indicating the categories of entitlement, alternative livelihood options, and relevant institutions for obtaining additional training and support. Women's perceptions are important to be incorporated in the development of these plans.
(vii) Reporting to the RO on a monthly and quarterly basis. The report should include physical and financial progress, both in quantitative and qualitative terms. The report should prominently feature the problems and issues addressed and tackled with the PAPs and the solutions found. The report should have a separate chapter on women's issues, their problems and what has been done (within the framework of the RP/IPP) to ensure their participation in decision-making as well as the options made available to them to access economic opportunities, marketing and credit. The report should clearly indicate the number of field visits made by the NGO/Agency staff and the outcome of consultations with people.
50 Attachment D
3. Identification of PAPs and verification of database from RAP: (i) The NGO/Agency shall establish rapport with PAPs, consult with and provide
information to them about the respective entitlements as proposed under the RP/IPP, and distribute identity cards to the eligible PAPs. The identity card should include a photograph of the PAP, the extent of loss suffered due to the Project, and the choice of the PAP with regard to the mode of compensation and assistance.
(ii) During the identification and verification of the eligible PAPs from RAP, the NGO/Agency shall ensure that each of the PAPs are contacted and consulted either in groups or individually. The NGO/Agency shall ensure consultation with women from the PAP families especially from women headed households.
(iii) Participatory methods should be adopted in assessing the needs of the PAPs, especially with regard to the vulnerable groups of PAPs. The methods of contact may include village level meetings, gender participation through group’s interactions, and individual meetings and interactions.
(iv) The NGO/Agency shall verify the information already contained in the RP/IPP and make suitable changes if required. Verification shall include actual measurement of the extent of total property loss/damage, and valuation of the loss/damage/affect along with the RO. The NGO/Agency shall display the list of eligible PAPs in prominent public places like villages, local administrative offices, schools, and the District Headquarters.
4. Counseling the entitled persons: (i) The NGO/Agency shall explain to the PAPs the provisions of the policy and the
entitlements under the RP/IPP. This shall include communication to the roadside squatters and encroachers about the need for their removal, the timeframe for their removal and their entitlements.
(ii) The NGO/Agency shall disseminate information to the PAPs on the possible consequences of the Project on the communities' livelihood systems and the alternatives available to them.
5. For disbursing the Resettlement Assistance: (i) The NGO/Agency shall assist the PEAS in ensuring a smooth transition (during
the part or full relocation of the PAPs), helping the PAPs to take salvaged materials and shift. In close consultation with the PAPs, the NGO/Agency shall inform the RO about the shifting dates agreed with the PAPs in writing and the arrangements desired by the PAPs with respect to their entitlements.
(ii) The NGO/Agency shall assist the PAPs in opening bank accounts explaining the implications, the rules and the obligations of a joint account and how s/he can access the resources s/he is entitled to.
(iii) The NGO/Agency shall ensure proper utilization of the R&R budget available for the package.
(iv) The NGO/Agency shall ensure that economic investment options be available to PAPs to restore their losses of land and other productive assets. The NGO/Agency shall advise the RO to disburse the entitlements to the eligible persons/families in a manner that is transparent, and shall report to the PEAS on the level of transparency achieved in the project.
Attachment D 51
6. Accompanying and Representing the PAPs at the Grievance Committee Meetings
(i) The NGO/Agency shall nominate a suitable staff member to be a member of the Grievance Redress Committees (GRCs) for the respective contract packages.
(ii) The NGO/Agency shall help the PAPs in filling the grievance application and also in clearing their doubts about the required procedures.
(iii) The NGO/Agency shall record the grievance and bring it to the notice of the GRCs within seven days of receipt of the grievance from the PAPs. It shall submit a draft resolution with respect to the particular grievance of the PAP, suggesting multiple solutions, if possible, and deliberate on the same in the GRC meeting through the NGO/Agency representative in the GRC.
(iv) The NGO/Agency shall accompany the PAPs to the GRC meeting on the decided date, help the AP to express his/her grievance in a formal manner if requested by the GRC and again inform the PAPs of the decisions taken by the GRC within 3 days of receiving a decision from the GRC. (The time frame for the GRC to take a decision is 15 days).
7. Assisting eligible PAPs to take advantage of the existing Government Housing and Employment Schemes
(i) Establish linkages with the district administration to ensure that the PAPs are benefited from the schemes available and those they are entitled to. The focus for this component of the NGO/Agency work shall be the vulnerable PAPs for their income restoration. The NGO/Agency shall maintain a detailed record of such facilitation.
(ii) Identify, design and conduct training programmes on alternative methods of livelihood restoration using local skills and resources.
8, Inter-Agency Linkages for Income Restoration and other R&R Services
(i) The NGO/Agency shall be responsible for establishing linkages with financial institutions to assist the PAPs to access credit, if possible.
(ii) Training institutes to impart skills and management training for enterprise creation and development.
(iii) Coordinate with the PEAS field level officers to facilitate consultation on rehabilitation of borrow areas.
9. Recommending Improvement of R&R Services
(i) Recommend and suggest techniques and methods for improvement of services extended by the concerned government departments and other agencies and committees in disbursement/extension of R&R services in the Project.
(ii) Discuss, with the PEAS on contingency management and other improvement of R&R services, within the Project period.
10. Conduct HIV/AIDS and Human trafficking awareness campaign, Gender Action Plan (if any) and other social mitigation plans at Project influenced areas as per feasibility and detailed design study for the project.
52 Attachment E
Outline Terms of Reference for Efficiency and Governance Enhancement for RHD
A. Background: 46. The TA aims at improving and strengthening the governance and internal control environment of RHD. Following concerns expressed by some donors, including World Bank and DFID, ADB is initiating this TA to support the Roads and Highways Department, Bangladesh (RHD) in implementing the recommendations made in ADB’s May 2010 report on “Governance Assessment of RHD”. A consulting firm will be selected to undertake the TA. B. Scope of Work: 47. The scope comprises 5 components including (i) enhancement of RHD behavior, (ii) strengthening of RHD internal control, (iii) enhanced use of asset management systems, (iv) streamlining RHD business procedures, and (v) strengthen human resources.
1. Developing High Standards of Behavior in RHD (1 international consultant for 2 months, and 1 national consultant for 3 months) 48. The Consultants will undertake the following major tasks:
(i) Closely work with RHD to develop an RHD Code of Conduct to foster high standards of behavior in RHD;
(ii) Recommend steps and procedures for the initial implementation of the Code throughout RHD;
(iii) Develop a 1-hour communication module to communicate the Code of Conduct and its rationale to all employees
(iv) Conduct the above communication sessions to RHD’s HQ personnel and 10 field divisions
(v) Effectively handover running of the training sessions to RHD staff responsible for implementing the Code of Conduct in order that they are able to run the remaining communication sessions to other divisions in RHD.
(vi) Recommend cost-effective systems and procedures to ensure that the Code of Conduct is a living document which is annually impressed upon all existing employees and effectively communicated to new employees.
2. Strengthen Internal Controls.
(1 international consultant for 6 months, and 1 national consultant for 12 months)
49. RHD will assign 2-4 officers for an internal control team (ICT) to work for enhancing internal control of RHD operations. The Consultants first identify and propose an optimal working and interactive mechanism of RHD-assigned ICT with DAA's office. 50. The team will conduct continuous internal audit of both technical and financial aspects of RHD’s maintenance and development works and will implement measures for continuous improvement of RHD’s internal controls.
Attachment E 53
51. The Consultants will undertake the following major tasks.
(i) Develop an internal control mechanism in RHD operations under the current government systems, including an optimal working and interactive mechanism within RHD between RHD-assigned ITC and DAA's office.
(ii) Draft proposal as required for CAG office to arrange required setup and extend cooperation for this purpose.
(iii) Develop half-day training workshop materials to communicate and to train senior RHD officers on internal control procedures in order to raise awareness of internal control within RHD.
(iv) Run three workshops in RHD and handover the training material and skills to RHD’s audit team to implement the training program in RHD in liaison with RHD’s Training Unit.
(v) Review the internal control environment in RHD and recommend steps to further improve internal controls within RHD, including short-term and long-term measures.
(vi) Lead and train the newly formed audit team to achieve high levels of excellence and to adopt international best practice in performing audits.
(vii) Develop a 12 month audit program to audit (a) completed maintenance works equivalent to 10% of the average annual budget and (ii) completed projects equivalent to 10% by value of the average annual development budget.
(viii) Lead the audit team to conduct random audits of 5 areas of operations and recommend steps to improve the internal control environment.
(ix) Lead the audit team to conduct post-completion audit of 2 major maintenance works and one major project and transfer international best practices audit skills to RHD audit team.
3. Use Management Information Systems to Enhance Governance
(1 international consultant for 3 months, and 2 national consultans for 12 months) 52. The Consultants will undertake the following major tasks:
(i) Review the current capabilities of the Central Management System (CMS) and Highway Development Management System (HDMS) and the related Road Assets Management System (RAMS) and Road Maintenance Management System (RMMS).
(ii) Recommend steps to realize greater value from the CMS and HDMS to serve as a more effective planning, management reporting, e-procurement and internal control tool;
(iii) Develop an action plan with timelines and identify resources required for the effective implementation of the recommended steps.
(iv) Develop terms of reference for domestic consultants to upgrade CMS, HDMS and the related systems.
4. Streamline Business Procedures and Improve Robustness of Procurement
Process. (1 international consultant for 4 months, and 1 national consultant for 6 months) 53. The Consultants will undertake the following major tasks.
54 Attachment E
(i) Review the improvements RHD will be making to the procurement process and procedures based on its participation in the pilot PPR Reform II initiatives and other steps that will be initiated by RHD.
(ii) Introduce computerized project management tools, train engineers, and implement standardized reporting systems in project and contract management at the district level.
(iii) Refine RHD standard bid documents and request for proposals at the international best practices.
(iv) Establish a quality assurance strategy and arrangement, including a quality management manual, procedures, and reporting system.
(v) Recommend further steps that RHD could take to improve the robustness of the procurement process in order to improve governance and comply more closely with the requirements of donors, in particular the ADB.
5. Strengthen Human Resources
(1 international consultant for 4 months, and 1 national consultant for 6 months) 54. RHD will employ assign additional officers to increase the current staff in the training unit in order to implement this subcomponent. 55. The Consultants will undertake the following major tasks:
(i) Identify the human resource requirement and assist RHD in recruiting adequate number of staff for planning, procurement, quality assurance and social and environment.
(i) Recommend human management systems to ensure promotion opportunity and adequate staffing.
(ii) In close liaison with RHD, conduct a training needs analysis for RHD and MOC. (iii) Identify cost-effective training programs that will raise the capacity of RHD staff in
specific high priority areas including, but not limited to, procurement management, good governance, internal control, project management, financial management, control awareness, code of conduct etc.
(iv) Identify local trainers and internal RHD staff who can design and run the identified training programs
(v) Prioritize the training requirements and develop a 3-year budget for running the proposed training program.
(vi) Recommend a suitable organization structure for the training unit to roll out the training program.
(vii) Propose immediate needs of training.