people’s republic of bangladesh: railway rollingthe project will establish a training program and...
TRANSCRIPT
Project Number: 50312-003 Loan and Grant Numbers: LXXXX; TAXXXX 11 December 2017
People’s Republic of Bangladesh: Railway Rolling
Stock Operations Improvement Project
Project Administration Manual
Railway Rolling Stock Operations Improvement Project (RRP BAN 50312-003)
1
ABBREVIATIONS
ADB – Asian Development Bank APFS – audited project financial statements CO2 – carbon dioxide ERP – enterprise resource planning ERP IT – enterprise resource planning information technology FAPAD – Foreign Aided Project Audit Directorate FMA – financial management assessment OCR – ordinary capital resources PIU – project implementation unit QCBS – quality and cost based selection RRP – report and recommendation of the President SOE – statement of expenditure TOR – terms of reference
CONTENTS
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 4 C. Project Organization Structure 6
IV. COSTS AND FINANCING 7
A. Cost Estimates Preparation and Revisions 7 B. Key Assumptions 7
C. Detailed Cost Estimates by Expenditure Category 8
D. Allocation and Withdrawal of Loan Proceeds 9
E. Detailed Cost Estimates by Financier 10 F. Detailed Cost Estimates by Components 11
G. Detailed Cost Estimates by Year 12 H. Contract and Disbursement S-Curve 13 I. Fund Flow Diagram 14
V. FINANCIAL MANAGEMENT 16
A. Financial Management Assessment 16 B. Disbursement 18 C. Accounting 19 D. Auditing and Public Disclosure 19
VI. PROCUREMENT AND CONSULTING SERVICES 20
A. Advance Contracting and Retroactive Financing 20 B. Procurement of Goods, Works, and Consulting Services 20 C. Procurement Plan 21 D. Consultant's Terms of Reference 21
VII. SAFEGUARDS 21
VIII. GENDER AND SOCIAL DIMENSIONS 21
IX. PERFORMANCE MONITORING, EVALUATION, REPORTING, AND COMMUNICATION 22
A. Project Design and Monitoring Framework 22 B. Monitoring 22 C. Evaluation 22 D. Reporting 23 E. Stakeholder Communication Strategy 23
X. ANTICORRUPTION POLICY 23
XI. ACCOUNTABILITY MECHANISM 23
XII. RECORD OF CHANGES TO THE PROJECT ADMINISTRATION MANUAL 24
1
APPENDICES: A Design and Monitoring Framework 25 B Procurement Plan 27 C Terms of Reference for Consultancy Services for 32 Detailed Designs of Rolling Stock Maintenance Facilities D Terms of Reference for Consulting Services for 50
ERP IT System Operations and Maintenance E Terms of Reference for Consulting Services for Attached 55 Capacity Development Technical Assistance on Railway Rolling Stock Operations Improvement
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 the policies and procedures of the government and Asian Development Bank (ADB). 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 Bangladesh Railway is wholly responsible for the implementation of ADB-financed projects, as agreed jointly between the borrower and ADB, and in accordance with the policies and procedures of the government and ADB. ADB staff is responsible for supporting implementation including compliance by Bangladesh Railway 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.
1
I. PROJECT DESCRIPTION
1. The Government of Bangladesh proposed a project for financing by the Asian Development Bank (ADB) to improve the operational efficiency of the Bangladesh Railway through the procurement of modern rolling stock, prepare investment projects to enhance its rolling stock maintenance capacity and support the ongoing railway reform. The project will contribute to an increase in the share of the railway as a core mode of transportation and to the shift from roads to rail. This modal shift and the efficient rolling stock will reduce carbon dioxide (CO2) emission. 2. The project is aligned with the following impacts: a balanced 3R (rail, river & road)-based multimodal transport infrastructure system developed and greenhouse gas emission in the power, transport, and industry sectors reduced. The project outcome will be operational and energy efficiency of Bangladesh Railway improved. 3. Project outputs are as below:
(1) Output 1: Modern rolling stock procured. The project will procure 40 broad gauge locomotives, 125 luggage vans for passenger and parcel trains, and 1,000 wagons for freight trains for use in the major corridors of the Bangladesh Railway network.
(2) Output 2: Investment plans for maintenance facilities of locomotives and diesel electric multiple units developed. The consulting services under the project will prepare investment plans of urgently required maintenance facilities (feasibility studies, detailed designs, cost estimates, and bidding documents).
(3) Output 3: Capacity of Bangladesh Railway officials and locomotive drivers on
energy-efficient rolling stock operations improved. The project will establish a training program and train Bangladesh Railway’s locomotive drivers on the effective use of new locomotives. It will also recommend measures to improve the overall energy efficiency of rolling stock operations as a policy direction of Bangladesh Railway.
(4) Output 4: Enterprise Resource Planning Information Technology system for
accrual accounting used and adequately maintained. A team of information technology (IT) engineers will be engaged under the project to (i) provide daily operational support to the users of the ERPIT system, and (ii) operate and maintain the ERPIT system and its infrastructure developed under ADB’s Railway Sector Investment Program.
2
II. IMPLEMENTATION PLANS
A. Project Readiness Activities
Table 1: Project Readiness Activities
Indicative Activities
Jul/Aug
2017
Sep/Oct
2017
Nov/Dec
2017
Jan/Feb
2018
Mar/Apr
2018
May/Jun
2018
Responsible Individual/Unit/ Agency/ Government
Advance contracting actions
X BR
Establish project implementation arrangements
X BR
Government budget inclusion
X MOR, BR
DPP approval by ECNEC
X GOB (MOR, PC)
ADB Board approval
X ADB
Loan signing
X MOF, BR, ADB
Government legal opinion provided
X MOF, MOR, BR
Loan effectiveness
X MOF, BR, ADB
ADB = Asian Development Bank, BR = Bangladesh Railway, DPP = Development Project Proforma, ECNEC = Executive Committee of the National Economic Council, GOB = Government of Bangladesh, MOR = Ministry of Railways, PC = Planning Commission. Source: Asian Development Bank.
3
B. Overall Project Implementation Plan
Table 2: Overall Project Implementation Plan
Activities
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
1. Rolling stock procurement
1.1 Rolling stock procurement
Procurement
Manufacturing, delivery and commissioning
2. Detailed designs of maintenance facilities
Consultant recruitment
Detailed designs
3. Capacity development on energy efficient locomotive operations
Consultant recruitment
Consulting services
4. Mainstreaming the use of ERP system
Consultant recruitment
Consulting services
ERP = enterprise resource planning
Source: Asian Development Bank
Implementation stage
Intermiittent input
20222017 2018 2019 2020 2021
4
III. PROJECT MANAGEMENT ARRANGEMENTS
A. Project Implementation Organizations: Roles and Responsibilities
Table 3: Project Implementation Organizations
Project Implementation Organizations
Management Roles and Responsibilities
Ministry of Finance ▪ Focal point for all matters related to the loan agreement, e.g. signing the loan agreement, preparing loan documents for effectiveness, loan category reallocation, loan extension or termination requests
▪ Allocation of necessary counterpart budget for project execution
Bangladesh Railway ▪ Overall coordination of project implementation
▪ Inter-agency coordination
▪ Establishment of Railway Reform Project Implementation Committee, chaired by Director General with all Additional Director Generals as members
▪ Establishment of project implementation units and appointment of
project directors and sufficient staff for support of project director
Railway Reform Project Implementation Committee
▪ Inter-ministerial coordination
▪ Monitoring of the railway reform action progress
▪ Decision making regarding the railway reform actions
▪ Provision of guidance and instructions to respective departments regarding railway reform actions
Project implementation unit (PIU)
▪ Day-to-day project management
▪ Procurement of works, goods and services, and consulting contracts
▪ Preparation of withdrawal applications
▪ Preparation of project progress reports
▪ Maintain project accounts and complete loan financial records
Asian Development Bank Monitor and review overall project implementation including project implementation schedule; actions required in relation with safeguards compliance; timeliness of budgetary allocations and counterpart funding; project expenditures; progress with procurement and disbursement; compliance with loan covenants
Source: Asian Development Bank.
B. Key Persons Involved in Implementation
Executing Agency Bangladesh Railway Md. Amzad Hossain
Director General Telephone: +88 2 9561200 Fax: +88 2 9563413 Email address: [email protected]
Office Address: Bangladesh Railway Railway Bhaban, Dhaka, Bangladesh
5
Asian Development Bank South Asia Transport and Communications Division
Ravi Venkat Peri Director Telephone No.: +63-2-683-1771 Email address: [email protected]
Mission Leader Tsuneyuki Sakai Senior Transport Specialist Telephone No.: +63-2-683-1647 Email address: [email protected]
6
C. Project Organization Structure
Figure 1: Project Organization Structure
Source: Bangladesh Railway.
* WM =Works Manager
* DEE = Divisional Electrical Engineer
* DEN = Divisional Executive Engineer
* AWM= Assistant Works Manager
* AEE = Assistant Electrical Engineer
* AEN= Assistant Executive Engineer
* SSAE - Senior Sub-Assistant Engineer
* SAE - Sub-Assistant Engineer
Peoject Director
Railway Reform
Director General
Bangladesh Railway
WM/Proj(Loco) AEE (proj)
SAE,SSAE/Proj (Elec.)
WM/P(C&W)
AWM/P(C&W)
SAE, SSAE/Proj
(C & W)
AWM/proj(Loco)
SAE, SSAE/Proj (Loco)
General Manager/Project (Mechanical)
Project Director
Chief Mechanical Engineer/Project
Addl. Chief Mechanical Engineer/Project Addl. Project Director (ERP)Addl. Project Director(Facility Improvement)
Additional Director General
(Rolling Stock)
Project Director (Facility Improvement)
WM/Proj DEE/Proj DEN/Proj Deputy Director/ERP
AWM/Proj Asst Director/ERP
SAE, SSAE/Proj
(Mech)
SAE, SSAE/Proj
(Elec)
SAE, SSAE/Proj
(Works & Ways)Accountant
7
IV. COSTS AND FINANCING
4. The project is estimated to cost $453.37 million (Table 4) including taxes and duties, physical and price contingencies, interest and other charges during implementation.
Table 4: Project Cost Estimate ($ million)
Item Amounta
A. Base Cost b
1 Rolling stock procurement 403.75
2 Consulting Services 7.13
Subtotal (A) 410.88
B. Contingenciesc 26.54
C. Financing Charges During Implementation 15.95
Total (A+B+C) 453.37 a The government will finance taxes and duties of $81.78 million as exemption and/or cash contribution. b In mid-2017 prices as of 30 June 2017. c Physical contingencies computed at 2% for goods. Price contingencies computed at average of 1.5% on foreign
exchange costs and 6.3% on local currency costs; includes provision for potential exchange rate fluctuation under the assumption of a purchasing power parity exchange rate.
d Includes interest and commitment charges. Interest during construction for the OCR regular loan has been computed at the five-year US dollar fixed swap rate plus an effective contractual spread of 0.2% and maturity premium of 0.1%. Commitment charges for the OCR loan are 0.15% per year to be charged on the undisbursed loan amount. Interest during construction for the OCR concessional loan is computed at 2% per annum.
Source: Asian Development Bank. A. Cost Estimates Preparation and Revisions
5. The cost estimates were prepared by Bangladesh Railway with support of an external expert based on the current prices in the international market. Bangladesh Railway will revise the estimates during project implementation from time to time as required in light of changes in international market prices. B. Key Assumptions
6. The following key assumptions underpin the cost estimates and financing plan:
(i) Exchange rate: Tk80.8300 = $1.00 (as of 30 June 2017).
(ii) Price contingencies based on expected cumulative inflation over the implementation period are as follows:
Table 5: Escalation Rates for Price Contingency Calculation (%)
Item 2018 2019 2020 2021 2022 Average
Foreign rate of price inflation 1.5 3.0 4.6 6.1 7.7 4.6 Domestic rate of price inflation 6.3 13.0 20.1 27.7 35.7 20.6
Source: Asian Development Bank.
8
C. Detailed Cost Estimates by Expenditure Category
Table 6: Detailed Cost Estimates by Expenditure Category
BG = broad gauge; BKC = open type; MG = meter gauge. Notes: Numbers may not sum precisely because of rounding. Source: Asian Development Bank.
Total Cost% of Total Base
Cost
A. Investment Costs
1 Goods 321.00
Locomotives 180.00 43.81
BG luggage van 20.00 4.87
MG luggage van 26.00 6.33
BG bogie vans 31.00 7.54
MG boggie vans 38.00 9.25
BG BKC wagons 11.00 2.68
MG BKC wagons 15.00 3.65
2 Consulting services 5.10 1.24
Detailed designs of workshops/shed 4.10 1.00
Institutional Support 1.00 0.24
Subtotal (A) 326.10 79.37
B. Project Management
a Project management cost 3.00 0.73
Subtotal (B) 3.00 0.73
C. Tax and duties
Tax and Duties 81.78 19.90
Subtotal (C) 81.78 19.90
Total Base Cost 410.88 100.00
D. Contingencies
1 Physical 6.42 1.56
2 Price 20.12 4.90
Subtotal (C) 26.54 6.46
E. Financing Charges During Implementation
1 Interest During Implementation 13.98 3.40
2 Commitment Charges 1.97 0.48
Subtotal (D) 15.95 3.88
Total Project Cost (A+B+C+D) 453.37 110.34
(US$ Million)
Item
9
D. Allocation and Withdrawal of Loan Proceeds
Table 7: ADB Ordinary Capital Resources Regular Loan
CATEGORY ADB FINANCING
Number Item
Amount Allocated
($ million)
Percentage and Basis for Withdrawal From the Loan
Account
1 Goods and Consulting Services
321.00
100 percent of total expenditure
claimed *
2 Interest Charge 13.78 100 percent of amount due
3 Commitment Charge 1.97 100 percent of amount due
4 Unallocated
17.25
Total
354.00
*Exclusive of taxes and duties imposed within the territory of the Borrower.
Table 8: ADB Ordinary Capital Resources Concessional Loan
CATEGORY ADB FINANCING
Number Item
Amount Allocated
($ million)
Percentage and Basis for Withdrawal From the Loan
Account
1 Consulting Services
5.10
100 percent of total expenditure
claimed *
2 Interest Charge 0.20 100 percent of amount due
3 Unallocated 0.70
Total
6.00
*Exclusive of taxes and duties imposed within the territory of the Borrower.
10
E. Detailed Cost Estimates by Financier
Table 9: Detailed Cost Estimates by Financier
BG = broad gauge; BKC = open type; MG = meter gauge. Note: Numbers may not sum precisely because of rounding. Source(s): Asian Development Bank.
Amount% of Cost
CategoryAmount
% of Cost
CategoryAmount
% of Cost
CategoryTotal Cost
Item {A} {A/D} {A} {A/D} {C} {C/D} {D}
A. Investment Costs
1 Goods 321.00 100.00 - 0.00 - 0.00 321.00
a. Locomotives 180.00 100.00 - 0.00 - 0.00 180.00
b. BG luggage van 20.00 100.00 - 0.00 - 0.00 20.00
c. MG luggage van 26.00 100.00 - 0.00 - 0.00 26.00
d. BG bogie vans 31.00 100.00 - 0.00 - 0.00 31.00
e. MG boggie vans 38.00 100.00 - 0.00 - 0.00 38.00
f. BG BKC wagons 11.00 100.00 - 0.00 - 0.00 11.00
g. MG BKC wagons 15.00 100.00 - 0.00 - 0.00 15.00
2 Consultanting services - 0.00 5.10 100.00 - 0.00 5.10
a. Detailed designs of workshops/shed - 0.00 4.10 100.00 - 0.00 4.10
b. Institutional support - 0.00 1.00 100.00 - 0.00 1.00
Subtotal (A) 321.00 98.44 5.10 1.56 - 0.00 326.10
B. Project management
1 Project management cost - - - - 3.00 100.00 3.00
Subtotal (B) - - - - 3.00 100.00 3.00
C. Tax and duties
1 Tax and duties - - - - 81.78 100.00 81.78
Subtotal (C) 81.78
Total base cost 321.00 78.13 5.10 1.24 84.78 20.63 410.88
D. Contingencies
Physical 4.34 67.65 - - 2.08 32.35 6.42
Price 12.91 64.17 0.70 3.48 6.51 32.36 20.12
Subtotal (D) 17.25 65.01 0.70 2.64 8.59 32.35 26.54
E. Financing charges during implementation
1 Interest during construction 13.78 98.57 0.20 1.43 - 0.00 13.98
2 Commitment charges 1.97 100.00 - 0.00 - 0.00 1.97
Subtotal (E) 15.75 98.75 0.20 1.25 - 0.00 15.95
Total project cost (A+B+C+D+E) 354.00 78.08 6.00 1.32 93.37 20.60 453.37
% Total project cost 78.08 1.32 20.60
GOBADB
(Consessional OCR-Loan)
ADB
(Regular OCR-Loan)
11
F. Detailed Cost Estimates by Components
Table 10: Detailed Cost Estimates by Components
BG = broad gauge; BKC = open type; MG = meter gauge. Note: Numbers may not sum precisely because of rounding. Source: Asian Development Bank.
Total Cost
Amount% of Cost
CategoryAmount
% of Cost
Category
A.
1. Goods and Services Goods 321.00 321.00 -
a Locomotives 180.00 180.00 100.00 - -
b BG luggage van 20.00 20.00 100.00 - -
c MG luggage van 26.00 26.00 100.00 - -
d BG bogie vans 31.00 31.00 100.00 - -
e MG boggie vans 38.00 38.00 100.00 - -
f BG BKC wagons 11.00 11.00 100.00 - -
g MG BKC wagons 15.00 15.00 100.00 - -
2 Consulting services 5.10 5.10 100.00
a Detailed designs of workshops/shed 4.10 - - 4.10 100.00
b Institutional support 1.00 1.00
Subtotal (A) 326.10 321.00 98.44 5.10 1.56
B.
1 Project management cost 3.00 2.50 83.33 0.50 16.67
Subtotal (B) 3.00 2.50 83.33 0.50 16.67
C.
1 Tax and duties 81.78 80.25 98.13 1.53
Subtotal (C) 81.78 80.25 98.13 1.53 1.87
Total base cost 410.88 403.75 98.26 7.13 1.74
D.
1 Physical 6.42 6.42 100.00 - -
2 Price 20.12 19.81 98.44 0.31 1.56
Subtotal (D) 26.54 26.23 98.81 0.31 1.19
E.
1 Interest during implementation 13.98 13.78 98.57 0.20 1.43
2 Commitment charges 1.97 1.97 100.00 - 0.00
Subtotal (E) 15.95 15.75 98.75 0.20 1.25
Total Project Cost (A+B+C+D+E) 453.37 445.73 98.31 7.64 1.69
Investment Cost a
Project management costs
Contingencies
Financing charges during implementation
Rolling Stock
Procurement
Consulting
Services
Tax and duties
12
G. Detailed Cost Estimates by Year
Table 11: Detailed Cost Estimates by Year ($ million)
Source: Asian Development Bank
Item Total Cost 2017 2018 2019 2020 2021 2022
A. Investment Costs
1 Rolling stock procurement 321.00 0.00 0.00 32.10 96.30 96.30 96.30
2 Consultants 5.10 0.00 0.51 1.53 1.53 1.53
Subtotal (A) 326.10 - 0.51 33.63 97.83 97.83 96.30
B. Project Management Cost 3.00 0.15 0.60 0.60 0.60 0.60 0.45
Subtotal (B) 3.00 0.15 0.60 0.60 0.60 0.60 0.45
C. Tax and Duties 81.78 0.00 0.00 8.18 24.53 24.53 24.53
Subtotal (C) 81.78 - - 8.18 24.53 24.53 24.53
Total Base Cost 410.88 0.15 1.11 42.41 122.96 122.96 121.28
D. Contingencies 26.54 0.00 0.00 0.00 0.00 13.27 13.27
E. Financing Charges During Implementation 15.95 0.00 0.60 0.93 2.44 4.79 7.19
a. Interest During Construction 13.98 0.00 0.01 0.40 2.00 4.49 7.08
b. Commitment Charges 1.97 0.00 0.59 0.53 0.44 0.30 0.11
Total Project Cost (A+B+C+D+E) 453.37 0.15 1.71 43.34 125.40 141.02 141.74
% Total Project Cost 100.00% 0.03% 0.38% 9.56% 27.66% 31.11% 31.26%
13
H. Contract and Disbursement S-Curve
Figure 2: Contract and Disbursement S-Curve
Q = quarter Source: Asian Development Bank.
-
50.00
100.00
150.00
200.00
250.00
300.00
350.00
400.00
2017 2018 2019 2020 2021 2022
Cumulative disbursement
Cumulative contract award
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
1.11 3.46 3.46 6.91 20.74 10.03 10.03 20.05 60.16 11.16 11.16 22.32 66.96 11.25 11.25 22.49 67.48
5.10 180.00 141.00 17.95
- - - 1.11 4.57 8.02 14.93 35.67 45.70 55.72 75.78 135.94 147.10 158.26 180.58 247.54 258.78 270.03 292.52 360.00
- - 5.10 185.10 185.10 185.10 326.10 326.10 326.10 326.10 326.10 326.10 326.10 326.10 326.10 326.10 326.10 326.10 344.05 344.05
2018 20222020 20212019
Cumulative contract award
Cumulative disbursement
Disbursement
Contract award
14
I. FUND FLOW DIAGRAM
7. In case commitment procedure is adopted, the following diagram shows how the funds will flow from ADB to the contractor to implement project activities.
Figure 3: Commitment Procedure
Source: Asian Development Bank.
Key Document Flow Funds Flow
Asian Development Bank Issues commitment letter to the
Supplier’s Bank
Bangladesh Railway Project Director
Supplier
Requests issuing of a commitment letter
Supplier’s Bank
15
8. In case reimbursement procedure is adopted, the following diagram shows how the funds will flow from ADB and the Borrower to implement project activities.
Figure 4: Reimbursement Procedure
A/C = account; PIU = project implementation unit. Source: Asian Development Bank.
Asian Development Bank Releases funds to Bangladesh
Bank
Bangladesh Bank Maintains funds under PIU A/C No.
Project Director
Government of Bangladesh A/C No. for Project
Implementation Unit in Bangladesh Bank
Suppliers or consultants Receives funds for work
done
Instructs BB to pay contractor or consultant from Bank Account
Requests to reimburse for payments made by the
Government of Bangladesh
Key Documents Flow Funds Flow
16
9. In case direct payment procedure is adopted, the following diagram shows how the funds will flow from ADB to the government to implement project activities.
Figure 5: Direct Payment Procedure
Source: Asian Development Bank.
V. FINANCIAL MANAGEMENT
A. Financial Management Assessment
10. The financial management assessment (FMA) was conducted in April 2017 in accordance with ADB’s Guidelines for the Financial Management and Analysis of Projects and the Financial Due Diligence: A Methodology Note. The FMA considered the capacity of Bangladesh Railway, including funds-flow arrangements, staffing, accounting and financial reporting systems, financial information systems, and internal and external auditing arrangements. Based on the assessment, the key financial management risks identified are (i) delays in asset registry and full integration of Enterprise Resource Planning Information Technology (ERP IT) system to enable the preparation of full-fledged accrual based financial statements in accordance with Bangladesh Accounting Standards, (ii) weak internal audit function considering the international best practice and (iii) unresolved audit issues. It is concluded that the overall pre-mitigation financial management risk of Bangladesh Railway is moderate. The government and Bangladesh Railway have agreed to implement an action plan as key measures to address the deficiencies. The financial management action plan is provided in Table 11.
Asian Development Bank Pays directly to suppliers or
Consultant
Project Director
Suppliers or Consultant Submits claims for work
done or services provided
Submits claims To Project Director
Submits withdrawal application
Key Documents Flow Funds Flow
17
Table 12: Financial Management Action Plan Issues
Actions
Timeline
Responsible Entity
Slow progress of the Reform Project
Establish a high-level Reform Project Implementation Committee, chaired by DG and all ADG as members to facilitate the process.
Established in 2017
BR
Asset Registry has been completed but not yet migrated into the ERP IT system
Complete integration of BR’s asset registry into the ERP IT System.
June 2018 BR
Inability to generate full-fledged accrual based financial statements
Continue efforts to mainstream the use of the ERP IT-System, to ensure full roll-out of all modules to all districts of Bangladesh Railway, and prepare accrual-based financial statements for Bangladesh Railway using the system.
November 2019 for FY2019 financial statements
BR
Inadequate IT resources to manage the ERP system and provide change management
IT staffing plan shall be approved by Ministry of Public Administration.
June 2018 BR
Gradual move towards commercial focus and sustainability
Implement annual tariff adjustments based on the established indicator-based formula to achieve that the operation ratio of Bangladesh Railway remains at least at the current level.
Annually, in the first quarter
BR
Fully operationalize the container company and increase the market share in container transport between Dhaka and Chittagong Port from 10% to 15% of the Dhaka-bound containers received in Chittagong Port.
Increase in market share by 2020
BR
Establish a separate unit under the passenger line of business to operate and manage the more luxurious tourist trains operating on the new line between Dhaka, Chittagong and Cox’s Bazar with the target to increase the revenues while maintaining a higher standard of comfort and reliability for passengers by charging special tariffs at least at the level of luxury buses.
2023 BR
Establish an operation and maintenance unit for the new infrastructure between Chittagong and Cox’s Bazar as part of an improved asset management and preventive maintenance framework, which can be replicated in other sections of the Bangladesh Railway network in the coming years, especially where expansion of the network and enhancement of the line capacity have taken place.
2023 BR
Weak internal control Establish or outsource the internal audit function in line with best practice terms of reference.
As soon as possible, latest within FY2018
BR
18
Unresolved audit issues BR will resolve and respond to FAPAD on all outstanding audit issues
Annually, immediately after FAPAD audits
BR
ADB = Asian Development Bank; ADG = assistant director general; APFS = audited project financial statements; BR = Bangladesh Railway; DG = director general; ERP IT= enterprise resource planning information technology; FAPAD = Foreign Aided Project Audit Directorate. Source: Bangladesh Railway
B. Disbursement
1. Disbursement Arrangements for ADB Funds
11. The loan proceeds will be disbursed in accordance with ADB’s Loan Disbursement Handbook (2017, as amended from time to time)1, and detailed arrangements agreed upon between the government and ADB. Section IV-I describes the fund flows for each disbursement procedure to be used for the project. Online training for project staff on disbursement policies and procedures is available.2 Project staff are encouraged to avail of this training to help ensure efficient disbursement and fiduciary control. Commitment procedure will be used for rolling stock procurement. Direct payment and/or reimbursement procedure will be used for consulting services.
12. Bangladesh Railway 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.
13. Statement of expenditure (SOE) procedure.3 The SOE procedure may be used for reimbursement of eligible expenditures not exceeding $100,000 equivalent per individual payment. Supporting documents and records for the expenditures claimed under the SOE should be maintained and made readily available for review by ADB's disbursement and review missions, upon ADB's request for submission of supporting documents on a sampling basis, and for independent audit. 14. 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 set in accordance with ADB's Loan Disbursement Handbook, unless otherwise approved by ADB. Individual payments below this amount should generally be paid by the borrower and subsequently claimed from ADB through reimbursement. ADB reserves the right not to accept withdrawal applications below the minimum amount.
2. Disbursement Arrangements for Counterpart Fund
15. Counterpart funds will be provided by the Ministry of Finance through the Ministry of Railways to Bangladesh Railway as direct budgetary support. Bangladesh Railway’s project
1 The handbook is available electronically from the ADB website (http://www.adb.org/documents/loan-disbursement-
handbook) 2 Disbursement eLearning. http://wpqr4.adb.org/disbursement_elearning 3 SOE forms are available in Appendix 7B of ADB’s Loan Disbursement Handbook (2017, as amended from time to time).
19
implementation unit (PIU) will be responsible for annually (i) preparing disbursement projections, and (ii) requesting budgetary allocations for counterpart funds.
C. Accounting
16. Bangladesh Railway will maintain, or cause to be maintained, separate books and records by funding source for all expenditures incurred on the project following cash-based accounting system following the government’s financial regulations. Bangladesh Railway will prepare project financial statements in accordance with the government's accounting laws and regulations which are consistent with international accounting principles and practices. D. Auditing and Public Disclosure
17. The Bangladesh Railway will cause the detailed project financial statements to be audited in accordance with International Standards on Auditing, by an independent auditor acceptable to ADB. The audited project financial statements (APFS) together with the auditor’s opinion will be presented in the English language to ADB within six months from the end of the fiscal year by the Bangladesh Railway. 18. The audited entity financial statements, together with the auditor’s report and management letter, will be submitted in the English language to ADB within one month after their approval by the relevant authority.
19. The audit report for the project financial statements will include a management letter and auditor’s opinions, which cover (i) whether the project financial statements present an accurate and fair view or are presented fairly, in all material respects, in accordance with the applicable financial reporting standards; (ii) whether the proceeds of the loan were used only for the purpose(s) of the project; and (iii) whether the borrower or executing agency was in compliance with the financial covenants contained in the legal agreements (where applicable). 20. Compliance with financial reporting and auditing requirements will be monitored by review missions and during normal program supervision, and followed up regularly with all concerned, including the external auditor.
21. The government and Bangladesh Railway have been made aware of ADB’s approach to delayed submission, and the requirements for satisfactory and acceptable quality of the APFS.4 ADB reserves the right to require a change in the auditor (in a manner consistent with the constitution of the borrower), or for additional support to be provided to the auditor, if the audits required are not conducted in a manner satisfactory to ADB, or if the audits are substantially delayed. 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.
4 ADB’s approach and procedures regarding delayed submission of audited project financial statements: (i) When audited project financial statements are not received by the due date, ADB will write to the executing agency advising that (a) the audit documents are overdue; and (b) if they are not received within the next 6 months, requests for new contract awards and disbursement such as new replenishment of imprest accounts, processing of new reimbursement, and issuance of new commitment letters will not be processed. (ii) When audited project financial statements are not received within 6 months after the due date, ADB will withhold processing of requests for new contract awards and disbursement such as new replenishment of imprest accounts, processing of new reimbursement, and issuance of new commitment letters. ADB will (a) inform the executing agency of ADB’s actions; and (b) advise that the loan may be suspended if the audit documents are not received within the next 6 months. (iii) When audited project financial statements are not received within 12 months after the due date, ADB may suspend the loan.
20
22. Public disclosure of the audited project financial statements, including the auditor’s opinion on the project financial statements, will be guided by ADB’s Public Communications Policy 2011.5 After the review, ADB will disclose the audited project financial statements and the opinion of the auditors on the project financial statements no later than 14 days of ADB’s confirmation of their acceptability by posting them on ADB’s website. The management letter, additional auditor’s opinions, and audited entity financial statements will not be disclosed.6
VI. PROCUREMENT AND CONSULTING SERVICES
A. Advance Contracting and Retroactive Financing
23. All advance contracting and retroactive financing will be undertaken in conformity with ADB Procurement Guidelines (2015, as amended from time to time) and ADB’s Guidelines on the Use of Consultants (2013, as amended from time to time). The issuance of invitations to bid under advance contracting and retroactive financing will be subject to ADB approval. The borrower and Bangladesh Railway have been advised that approval of advance contracting and retroactive financing does not commit ADB to finance the project.
24. Advance contracting. Advance contracting will be carried out for goods and consulting services.
25. Retroactive financing. Retroactive financing may be applied for eligible expenditures up to the equivalent of 20% of the ADB loan, incurred before loan effectiveness, but not more than 12 months before the signing of the loan agreement.
B. Procurement of Goods, and Consulting Services
26. All procurement of goods and services will be undertaken in accordance with ADB’s Procurement Guidelines (2015, as amended from time to time).
27. The project comprises of 5 supply contracts for procurement of locomotives (40 broad gauge), 75 meter gauge luggage vans, 50 broad gauge luggage vans, meter gauge wagons (400 bogie covered wagons and 180 bogie open wagons) and broad gauge wagons (300 bogie covered wagons and 120 bogie open wagons). International competitive bidding procedures will be used for all supply contracts under the project with ADB’s prior review of bid documents and major steps in the procurement process during bid evaluation.
28. An 18-month procurement plan indicating threshold and review procedures, goods, works, and consulting service contract packages is in Section C.
29. All consultants will be recruited in accordance with ADB’s Guidelines on the Use of Consultants (2013, as amended from time to time).7 The terms of reference for all consulting services are detailed in Section D.
30. An estimated 175 person-months (102 international, 73 national) of consulting services are required to conduct detailed designs of maintenance facilities, and an estimated 216 national
5 Public Communications Policy: http://www.adb.org/documents/pcp-2011?ref=site/disclosure/publications 6 This type of information would generally fall under public communications policy exceptions to disclosure. ADB. 2011. Public Communications Policy. Paragraph 97(iv) and/or 97(v). 7 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/
21
person-months of consulting services are required to support Bangladesh Railway on the operation and maintenance of ERP IT system. Consulting firms will be engaged using the quality- and cost-based selection (QCBS) method with a standard quality–cost ratio of 90:10.
C. Procurement Plan
31. The procurement plan is in Appendix B. D. Consultant's Terms of Reference
32. The terms of reference for the detailed design consultant are in Appendix C, and that for the ERP IT system operations and maintenance consultant are in Appendix D. 33. The terms of reference for the consultant to be engaged under the attached TA are in Appendix E.
VII. SAFEGUARDS
34. The project involves the procurement of locomotives and passenger carriages that will operate on existing railway lines. According to the ADB’s Safeguard Policy Statement (2009), the project is categorized as C for impacts on the environment, involuntary resettlement, and indigenous peoples. The preparation of the detailed design for the new maintenance workshops will include the due diligence of its impacts on the environment, involuntary resettlement and indigenous peoples.
35. During project implementation, it must be ensured that there will be no or minimal adverse environmental impacts and all commissioning works must be done in accordance with the environment, health and safety regulations of the Government of Bangladesh. If there are any deviations in project scope that require any of the safeguard categories to be raised, Bangladesh Railway must immediately inform ADB for further advice on preparation of assessment and planning documents.
36. During implementation, Bangladesh Railway will further ensure that the project does not result in any involuntary resettlement or indigenous peoples impacts and no activity that could have potential social safeguards implications will be undertaken until the impacts are assessed and plans with mitigation measures are prepared and approved by the ADB. 37. Prohibited investment activities. Pursuant to ADB’s Safeguard Policy Statement (2009), ADB funds may not be applied to the activities described on the ADB Prohibited Investment Activities List set forth at Appendix 5 of the Safeguard Policy Statement (2009).
VIII. GENDER AND SOCIAL DIMENSIONS 38. Gender, HIV/AIDS, and public health. The project is categorized as no gender elements (NGE), as it does not include gender equity and women empowerment activities. However, the project will have a positive impact on women, as railway is considered one of the most reliable, comfortable and safest mode of land transportation and women are important railway users. As for other transport-related social issues, the proposed project is not expected to contribute to any increase in the incidence of HIV/AIDS or human- trafficking.
22
IX. PERFORMANCE MONITORING, EVALUATION, REPORTING, AND COMMUNICATION
A. Project Design and Monitoring Framework
39. The design and monitoring framework for the project is in Appendix A. B. Monitoring
40. Project performance monitoring. Key performance indicators during project implementation will be the progress of contract award and disbursement of ADB loan proceeds, which will be monitored against the target in Section IV-H of this project administration manual. Achievement of the project performance targets will be assessed following the design and monitoring framework. Bangladesh Railway will establish a project performance management system for the project. Indicators to be monitored for the purpose shall include, but not limited to, (i) the vehicle-kilometers per unit day on line for each type of rolling stock before and after the implementation of the project; (ii) engine kilometers per locomotive day on line; (iii) fuel consumption of locomotive with and without auxiliary power unit and (iv) preparation progress of accrual-based financial statements of Bangladesh Railway. Progress will be monitored and reported by Bangladesh Railway as required. These reports will provide information necessary to update ADB's project performance reporting system.8 41. Compliance monitoring. Regular monitoring of project implementation to ensure policy compliance will be conducted by ADB. As necessary, special loan administration missions and a midterm review mission will be fielded to ensure policy compliance. Bangladesh Railway 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. 42. Safeguards monitoring. Since the project is categorized as C for impacts on the environment, involuntary resettlement, and indigenous peoples, no safeguards monitoring reports are required. However, if there are any deviations in project scope which require any of the safeguard categories to be raised, Bangladesh Railway will be advised on the type and frequency of monitoring reports required. C. Evaluation
43. A project inception mission will be fielded soon after the legal agreements of the project 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. Bangladesh Railway 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 six months of physical completion of the project, Bangladesh Railway will submit a project completion report to ADB.9
8 ADB's project performance reporting system is available at http://www.adb.org/Documents/Slideshows/PPMS/
default.asp?p=evaltool 9 Project completion report format is available at: http://www.adb.org/Consulting/consultants-toolkits/PCR-Public-
Sector-Landscape.rar
23
D. Reporting
44. Bangladesh Railway 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 the next 12 months; and (iii) a project completion report within six months of physical completion of the project. To ensure that projects will continue to be both viable and sustainable, project accounts and the executing agency audited financial statement, together with the associated auditor's report, should be adequately reviewed. E. Stakeholder Communication Strategy
45. Consultations undertaken during the preparation of the Railway Sector Improvement Program (MFF-0004-BAN), the SASEC Railway Connectivity: Akhaura–Laksam Double Track Project (Loans 3169/70-BAN) and SASEC Chittagong–Cox’s Bazar Railway Project, Phase 1(MFF-0094-BAN) show that people have a positive attitude towards the improvement of the railway services. They viewed rail transport as a key factor in improving opportunities for business development, as well as connections to other parts of the country, neighboring countries and basic services, such as administrative services, education and health care, trade and commerce, and tourism.
X. ANTICORRUPTION POLICY
46. ADB reserves the right to investigate, directly or through its agents, any violations of the Anticorruption Policy relating to the project.10 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 and/or 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.11 47. To support these efforts, relevant provisions are included in the loan agreement and the bidding documents for the project.
XI. ACCOUNTABILITY MECHANISM
48. People who are, or may in the future be, adversely affected by the project may submit complaints to ADB’s Accountability Mechanism. The Accountability Mechanism provides an independent forum and process whereby people adversely affected by ADB-assisted projects can voice, and seek a resolution of their problems, as well as report alleged violations of ADB’s operational policies and procedures. Before submitting a complaint to the Accountability Mechanism, affected people should make an effort in good faith to solve their problems by working with the concerned ADB operations department. Only after doing that, and if they are still dissatisfied, should they approach the Accountability Mechanism.12
10 Anticorruption Policy: http://www.adb.org/Documents/Policies/Anticorruption-Integrity/Policies-Strategies.pdf 11 ADB's Integrity Office web site: http://www.adb.org/integrity/unit.asp 12 Accountability Mechanism. http://www.adb.org/Accountability-Mechanism/default.asp.
24
XII. RECORD OF CHANGES TO THE PROJECT ADMINISTRATION MANUAL
49. All revisions and/or updates during the course of implementation should be retained in this section to provide a chronological history of changes to implemented arrangements recorded in the FAM, including revision to contract awards and disbursement s-curves.
Appendix A 25
DESIGN AND MONITORING FRAMEWORK Impacts the Project is Aligned with A balanced 3R (rail, river, and road)-based multimodal transport infrastructure system developed (Seventh Five-Year Plan, FY2016—FY2020)a Greenhouse gas emission in the power, transport, and industry sectors reduced (Intended Nationally-Determined Contribution)b
Results Chain
Performance Indicators with Targets
and Baselines
Data Sources and Reporting Mechanisms
Risks
Outcome Operational and energy efficiency of Bangladesh Railway improved
By 2022: a. Vehicle-kilometers per coaching vehicle-day on line increased by 10% (2016 baseline: 469 for broad gauge passenger carriages, 194 for broad gauge other coaching vehicles, 262 for meter gauge passenger carriages, 89 for meter gauge other coaching vehicles) b. Vehicle-kilometers per freight wagon-day on line increased by 10% (2016 baseline: 58.7 for broad gauge freight wagons, 10.1 for meter gauge freight wagons) c. Passenger-kilometers increased by 10% (2016 baseline: 9,167 million) d. Ton-kilometers increased by 10% (2016 baseline: 675 million) e. Operating ratio without public service obligation improved by 15% (2016 baseline: 246%) f. Fuel consumption of APU-equipped diesel locomotives reduced by 10% (2016 baseline: 350 liters per locomotive per day without APU)
a–e. Annual Information Book issued by Bangladesh Railway f. Project progress and completion reports by Bangladesh Railway
Significant loss in traffic demand due to unexpected economic downturn
Outputs
1. Modern rolling stock procured
By 2021 for all outputs: 1a. 40 broad gauge locomotives procured (2016 baseline: Not applicable) 1b. 75 meter gauge and 50 broad gauge luggage vans procured (2016 baseline: Not applicable) 1c. 400 meter gauge and 300 broad gauge bogie covered wagons procured (2016 baseline: Not applicable) 1d. 180 meter gauge and 120 broad gauge bogie open wagons procured (2016 baseline: Not applicable)
1a–d. Project progress report and completion report by Bangladesh Railway
Non-participation of eligible international suppliers and consultants due to increased security threats in Bangladesh
26 Appendix A
2. Investment plans for maintenance facilities of locomotives and diesel electric multiple units developed
2a. Detailed designs of four maintenance facilities for locomotives and diesel electric multiple units completed. (2016 baseline: Not applicable)
2a. Development project proposal by Bangladesh Railway
3. Capacity of Bangladesh Railway officials and locomotive drivers on energy-efficient rolling stock operations improved
3a. Training program on APU operations established (2016 baseline: Not applicable) 3b. 100 Bangladesh Railway locomotive drivers trained on APU operations (2016 baseline: 0) 3c. Recommendations for further energy efficiency improvement of rolling stock operations accepted by Bangladesh Railway management (2016 baseline: Not applicable)
3a–c. Final report by the technical assistance consultant
4. ERPIT system for accrual accounting used and adequately maintained
4a. Accrual-based financial statements using the ERPIT system are disclosed annually (2016 baseline: Not applicable)
4a. Bangladesh Railway annual reports
Key Activities with Milestones 1. Modern rolling stock procured 1.1 Award all five supply contracts by August 2018 1.2 Complete procurement of new rolling stock by August 2021
2. Investment plans for maintenance facilities of locomotives and diesel electric multiple units developed 2.1 Award the consulting services contract by September 2018 2.2 Complete detailed designs by March 2020 3. Capacity of Bangladesh Railway officials and locomotive drivers on energy-efficient rolling stock operations improved 3.1 Award the technical assistance consulting services contract by December 2018 3.2 Submit recommendations on further energy efficiency improvement rolling stock operations to the management of Bangladesh Railway by June 2019 3.3 Complete training of Bangladesh Railway officials and locomotive drivers on energy-efficient rolling stock operations by October 2019 4. ERPIT system for accrual accounting is used and adequately maintained 4.1 Award the consulting services contract by June 2018 4.2 Disclose accrual-based financial statements of Bangladesh Railway for FY2019 by November 2019
Inputs ADB: $354,000,000 (OCR regular loan), $6,000,000 (OCR concessional loan) Government of Bangladesh: $93,370,000 Asian Clean Energy Fund under the Clean Energy Financing Partnership Facility: $500,000
Assumptions for Partner Financing Not applicable APU = auxiliary power unit, ERPIT = enterprise resource planning information technology. a Government of Bangladesh, Planning Commission. 2015. Seventh Five-Year Plan FY2016–FY2020. Dhaka. b Government of Bangladesh, Ministry of Environment and Forests. 2015. Intended Nationally Determined Contribution
(INDC). Dhaka. Source: Asian Development Bank.
Appendix B 27
PROCUREMENT PLAN
Basic Data Project Name: Railway Rolling Stock Operations Improvement Project
Project Number: 50312-003 Approval Number: TBD
Country: BANGLADESH Executing Agency: Bangladesh Railway
Project Procurement Classification: Category B Implementing Agency: Bangladesh Railway Procurement Risk: Moderate
Project Financing Amount: $ 453,370,000 ADB Financing: 360,000,000 Cofinancing (ADB-Administered): n.a. Government financing: 93,370,000
Project Closing Date: 31 December 2022
Date of First Procurement Plan: 11 December 2017 Date of this Procurement Plan: 11 December 2017
A. Methods, Thresholds, Review and 18-Month Procurement Plan
1. Procurement and Consulting Methods and Thresholds
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 Comments
International Competitive Bidding for Works $15,000,000 and above
International Competitive Bidding for Goods $2,000,000 and above
Consulting Services
Method Comments
Quality and Cost Based Selection (QCBS) Quality to cost ratio 90:10
2. Goods and Works Contracts Estimated to Cost $1 Million or More The following table lists goods and works contracts for which the procurement activity is either ongoing or expected to commence within the next 18 months.
Package Number
General Description
Estimated Value
(exclusive of taxes and
duties)
Procurement
Method
Review
Bidding Procedure
Advertisement Date
(quarter/year) Comments
1 Procurement of 40 BG locomotives
180,000,000 ICB Prior 1S2E Q4/2017 Prequalification of Bidders: N Domestic Preference Applicable: N Bidding Document: Goods
2 Procurement of luggage vans
Lot 1: 75 MG luggage vans
26,000,000
ICB Prior 1S2E Q1/2018 Prequalification of Bidders: N
28 Appendix B
Lot 2: 50 BG luggage vans
20,000,000
Domestic Preference Applicable: N Bidding Document: Goods
3 Procurement of bogie vans and BKC wagons
Lot 1: 400 MG bogie covered wagons and 180 MG bogie open wagons
53,000,000
ICB Prior 1S2E Q1/2018 Prequalification of Bidders: N Domestic Preference Applicable: N Bidding Document: Goods
Lot 2: 300 BG Bogie covered vans and 120 BG bogie open wagons
42,000,000
BG = broad gauge; MG = meter gauge; FY = fiscal year.
3. Consulting Services Contracts Estimated to Cost $100,000 or More
The following table lists consulting services contracts for which the recruitment activity is either ongoing or expected to commence within the next 18 months.
Package Number
General Description
Estimated Value
Recruitment Method
Review (Prior / Post)
Advertisement Date
(quarter/year)
Type of Proposal
Comments
1 Consulting services for detailed designs of maintenance facilities.
4,100,000 QCBS Prior Q1 2018 FTP Assignment: International Quality-Cost Ratio: 90:10 Advance Contracting: Y Comments: 90:10 QC ratio for QCBS method
2 Consulting services for mainstreaming the use of ERP IT-System.
1,000,000 QCBS Q1 2018 FTP Assignment: International Quality-Cost Ratio: 90:10 Advance Contracting: Y Comments: 90:10 QC ratio for QCBS method
4. Goods and Works Contracts Estimated to Cost Less than $1 Million and Consulting
Services Contracts Less than $100,000 (Smaller Value Contracts)
Appendix B 29
The following table groups smaller-value goods, works and consulting services contracts for which the activity is either ongoing or expected to commence within the next 18 months.
Goods and Works
Package Number
General Description
Estimated Value
Number of
Contracts
Procurement Method
Review Bidding
Procedure
Advertisement Date
(quarter/ year)
Comments
None
Consulting Services
Package Number
General Description
Estimated Value
Number of
Contracts
Recruitment Method
Review (Prior / Post)
Advertisement Date
(quarter/ year)
Type of Proposal
Comments
None
B. Indicative List of Packages Required Under the Project The following table provides an indicative list of goods, works and consulting services contracts over the life of the project, other than those mentioned in previous sections (i.e., those expected beyond the current period).
Goods and Works
Package Number
General Description Estimated
Value (cumulative)
Estimated Number
of Contracts
Procurement Method
Review Bidding
Procedure Comments
None
Consulting Services
Package Number
General Description Estimated
Value (cumulative)
Estimated Number
of Contracts
Recruitment Method
Review (Prior / Post)
Type of Proposal
Comments
None
C. List of Awarded and On-going, and Completed Contracts The following tables list the awarded and on-going contracts, and completed contracts.
1. Awarded and On-going Contracts Goods and Works
Package Number
General Description
Estimated Value
Awarded Contract
Value
Procurement Method
Advertisement Date
(quarter/year)
Date of ADB Approval of
Contract Award
Comments
30 Appendix B
None
Consulting Services
Package Number
General Description
Estimated Value
Awarded Contract
Value
Recruitment Method
Advertisement Date
(quarter/year)
Date of ADB Approval of
Contract Award
Comments
None
2. Completed Contracts
Goods and Works
Package Number
General Description
Estimated Value
Contract Value
Procurement Method
Advertisement Date
(quarter/ year)
Date of ADB
Approval of Contract Award
Date of Completion
Comments
None
Consulting Services
Package Number
General Description
Estimated Value
Contract Value
Recruitment Method
Advertisement Date
(quarter/year)
Date of ADB
Approval of
Contract Award
Date of Completion
Comments
None
D. Non-ADB Financing The following table lists goods, works and consulting services contracts over the life of the project, financed by Non-ADB sources.
Goods and Works
General Description Estimated
Value (cumulative)
Estimated Number of Contracts
Procurement Method
Comments
None
Consulting Services
General Description Estimated
Value (cumulative)
Estimated Number of Contracts
Recruitment Method
Comments
None
32 Appendix C
TERMS OF REFERENCE (TOR) CONSULTANCY SERVICES FOR DETAILED DESIGN OF ROLLING STOCK MAINTENANCE
FACILITIES: A. A NEW DIESEL-ELECTRIC LOCOMOTIVE WORKSHOP AND A NEW DIESEL ELECTRIC MULTIPLE UNIT (DEMU) WORKSHOP FOR SCHEDULE MAINTENANCE AND MAJOR OVERHAULING AT NARAINGUNJ. B. FOR MODERNISATION AND EXPANSION OF CENTRAL LOCOMOTIVE WORKSHOP (CLW) AT PARBATIPUR AND DIESEL LOCOMOTIVE SHED AT DHAKA.
————————————————————————————————————————
I. OBJECTIVE:
1. An efficient and trustworthy maintenance network is required to keep the locomotives,
DEMUs, freight and passenger rolling stock at a high level of reliability, safety, punctuality
and availability within the Bangladesh Railway (BR) system.
2. In particular, rolling stock has a significant effect on the financial performance level of a
railway system because its failure in service adversely affects the train operation, freight
movement, passenger safety and comfort. To achieve dependable service levels, the quality
of the rolling stock performance needs to be consistently improved, which can only be
achieved through good quality maintenance and systems establishment.
3. Rolling stock routine maintenance and overhauls may seem expensive looking at
maintenance budget allocations, but the premature replacement of major equipment in the
absence of proper maintenance will cost way too much in the long run. Negligent
maintenance will also lead to replacement of failing rolling stock earlier than its predetermined
lifecycle. It is imperative for a reliable railway operation that rolling stock must be kept in good
working order by developing reliable maintenance infrastructure.
4. Bangladesh Railway, with a vision to improve the quality and reliability of its maintenance
systems/practices, decided to invest in establishing new world class maintenance workshops
and to modernize and expand its existing central locomotive maintenance workshop (CLW)
at Parbatipur and its diesel locomotive shed at Dhaka.
5. In line with the above objective, Bangladesh Railway requested ADB’s financial support for
the preparation of maintenance system development projects through the engagement of a
team of experts to carry out feasibility studies and detailed designs of the following
maintenance improvement projects:
A. to set up a new diesel-electric locomotives workshop and also a new diesel-electric multiple unite (DEMU) workshop to undertake schedule maintenance and major overhaul of diesel locos and DEMUs at Naraingunj - Gymkhana area.
B. modernization and expansion of central locomotive workshop (CLW) at Parbatipur and diesel locomotive shed at Dhaka by providing additional facilities, equipment and systems.
Appendix C 33
II. GENERAL SCOPE OF SERVICES:
6. The scope of works is categorized into two parts, one is the feasibility studies and detailed
designs of maintenance facilities projects (design part), and the other is the procurement
assistance of the work contractors (procurement part).
7. The consultant is expected to carry out the design part assignment in accordance with the
below classifications in light of the difference in the developmental requirements between
new construction and modernization/expansion of existing facilities.
i. Feasibility study and detailed designs of a new Diesel-electric locomotive workshop
and a new diesel electric multiple unit (DEMU) workshop for scheduled maintenance and
major overhaul at Naraingunj - Gymkhana area, including the procurement support.
ii. Feasibility study and detailed designs for modernization and expansion of CLW at
Parbatipur and Diesel locomotive shed at Dhaka, including the procurement support.
8. The detailed tasks below are applicable for both 7i and 7ii above, and the consultant shall
prepare feasibility reports and detailed design reports separately for both of the above by
fulfilling the tasks described below.
III. DETAILED TASKS:
9. The scope of services to be provided by the consultant shall constitute, but not be limited to,
the following requirements:
Task I. Technical Feasibility Study:
a. Review all relevant studies, reports, materials and documents as available in Bangladesh
Railway for the construction of new workshops and modernization and expansion of the
existing workshop and shed. The conceptual designs of the maintenance facilities of the
study scope prepared by Bangladesh Railway under ADB technical assistance are available
for the purpose.
b. Review information on the ongoing and planned future development works by the
Government of Bangladesh (GOB) and the private sector in and around the nominated
project sites and mitigate conflict of interests, if any.
c. Examine nominated sites at Naraingunj – Gymkhana area, CLW and Diesel shed Dhaka and
consult all relevant agencies/stakeholders/officials. Take details of all findings into
consideration during feasibility study and detailed design.
d. Survey all infrastructure, operational facilities, rolling stock maintenance facilities and
designed capacity, among others, at CLW and Dhaka shed before finalizing additional
facilities.
34 Appendix C
e. Carry out necessary investigations to establish the most suitable alignment for new
workshops and connectivity from nearest railhead, track/yard, etc., keeping in view the safety
issues involved in train operations/signaling systems.
f. Study the requirement for stabling lines at new workshops, CLW and Dhaka shed and their
capacity to stable rolling stock arriving for maintenance, special repairs (accidental) and
surplus locomotive and DMUs during off-peak hours.
g. Quantify needs and justifications of the proposed construction of new workshops and
modernization of existing workshop/shed for railway improvement and benefits.
h. Examine and define necessary details for earth work, foundation layout, etc., to avoid
problems during construction work.
i. Carry out detailed soil, hydrological and environmental investigations before finalizing
alignment and layouts.
j. Assess detailed traffic forecasts of national freight and passenger traffic and other ongoing
and future development plans, such as light rail and monorail, etc., to avoid future conflict in
alignments.
k. Finalize procurement packages and frame suitable specifications for all maintenance
equipment required to be placed inside the workshops and shed with quantity justifications.
l. Conduct a study covering the surrounding areas for fixing formation levels of the proposed
structures; and recommend proper drainage system.
m. Examine existing rolling stock day-to-day maintenance practices/facilities while
recommending additional modern rolling stock maintenance systems for diesel-electric
locomotives and DEMUs undergoing scheduled maintenance and overhaul.
n. Assess requirements of technical/operation staff for rolling stock operation during placement
and release of stock before and after maintenance and required strength of maintenance
personnel in workshops and shed.
o. Organize an overseas training program for Bangladesh Railway and related government
officials for the better understanding of the design philosophy.
p. The feasibility study report must contain details of various works, technical and safety
aspects, drawings/layouts, cost estimate, environment management plan, hydrological
report, and other required documents such as, but not be limited to, the following:
(i) Existing and futuristic work load assessment in consultation with Bangladesh Railway
for space requirements and other facilities;
(ii) Sectional layout and equipment placement with regards to the work flow process with
justifications;
(iii) Capacity assessment and layout of various facilities like, fueling, lubricants, watering,
painting, air compressor, and electrical sub stations;
(iv) Stores management system, procurement procedures, testing and acceptance
procedures, issue and receipt procedures;
Appendix C 35
(v) Tool room requirements; and
(vi) Safety concerns in relation to incoming locomotives, stabling and placement for
maintenance.
Task II. Detailed Engineering Designs:
a. Carry out a survey of ground and soil condition, hydrological survey, geometrical features
and plot locations, etc., in consultation with Bangladesh Railway. This includes the
investigation of the condition of drainage structures and foundation required for the detailed
design of the selected alignment. The detailed engineering design shall be based on
investigations undertaken in accordance with the international codes and feasibility study.
b. Prepare detailed alignment design and layout plan in conjunction with the proposed rail
connectivity selected in the feasibility study.
c. Prepare a map showing all existing structures on the proposed site/plot; dismantling work
requirements, if any, in consultation with Bangladesh Railway.
d. Prepare engineering drawings and layout plans for various facilities, foundations and
structural details for various shops to be constructed together with detailed design of various
maintenance sections/stations in consultation with Bangladesh Railway.
e. Prepare detailed technical specifications for maintenance equipment, facilities and test
equipment to be provided in each workshop/sections with suitable capacity as per the
workloads. Provide cost estimates/justifications, taking into account relevant and proven
specifications used internationally.
f. Establish effective coordination and communication between Bangladesh Railway, ADB and
relevant government agencies as required.
g. Work out capital costs of the proposed projects and update the economic and financial
implications based on revised cost and other findings of detailed design.
h. Prepare detailed designs for computer based interlocking (CBI) signaling and
telecommunication system for the Workshop Traffic Control Centre (WTCC) within workshop
premises for safe incoming/outgoing of locomotives and DEMUs.
i. Calculate power requirements to establish an electrical substation within the new workshop
boundary and supply system and transmission lines to the workshop with suitable safety
cutouts and junction boxes. Study and suggest additional power requirements for CLW and
Dhaka shed as needed in view of modernization and expansion.
j. Prepare the detailed work plan/schedule covering phasing of construction of various facilities.
Prepare and finalize a maintenance plan for resources/facilities within the workshop in
consultation with BR for the new workshop, CLW and Dhaka shed.
k. Prepare detailed design for draining oil and water from locomotives and DMUs and suitable disposal system for used oil, grease, treated water and used oil filters in view of the environment protection considerations. Design provision for suitable effluent treatment plant
36 Appendix C
(ETP) and oil separators with drainage system leading to ETP in new workshop as well as for CLW and Dhaka shed. Design provision for a used lube oil recycling plant.
l. Prepare engineering design, drawings and layout plan for protection works, other structure,
residential, office and functional buildings, drainage, sanitation, electrical works and rolling
stock maintenance facilities such as loco and DMU washing line/pits, sick lines, sheds,
watering facilities and operational and other facilities.
m. Prepare detailed design for establishment of maintenance and overhauling facilities for
precision components of locomotives/DEMUs like dust-proof rooms for maintenance and
testing of axle bearings, brake system components, governors, turbo rotor balancing,
electronic components, etc.
n. Prepare the design to provide a suitable laboratory for testing of oils, water, ferrous and non-
ferrous metal, etc., within the workshop premise.
o. Consider provision for a suitable size/capacity of a compressor inside a room and pneumatic
pipelines to be provided in all maintenance sections with a provision of air dryers to facilitate
dry air for maintenance purposes.
p. Design a loco/DMU fueling facility with a suitable storage capacity in consultation with
Bangladesh Railway.
q. Design sectional layout with various maintenance facilities for locomotives and DEMUs
superstructure, diesel engines, bogies, mechanical and electrical components and
equipment, etc. Install layout of maintenance machinery and equipment to suit workflow
process, avoiding crisscross movement of components under maintenance causing bottle
necks. Provide justification for proposed maintenance machinery and equipment to be
installed inside new workshop, CLW and Dhaka shed and layout justification vis-a-vis
maintenance flow process.
r. Design a wheel maintenance shop with wheel maintenance machines like wheel profiling
lathe, under pit lathe, wheel press, AJTB, wheel boring machines and other supporting jigs
and fixtures, etc., together with facilities for dustproof bearing maintenance room. Layout
justification vis-a-vis work activities/flow processes.
s. Design a suitable storage building to facilitate stocking spare parts with a provision for
storage of palletized and non-palletized components.
t. Design a suitable capacity engine and DMU static test facility - computerized load test
equipment.
u. Design cleaning facility of components, locomotives and DMUs.
v. Design provision for a day care center and a breast feeding corner for female workers/their
children.
w. Design provision for a well-equipped dispensary or medical center for workers.
x. Design a training center with modem facilities.
Appendix C 37
y. Design a security office, time office and other necessary offices as per requirements of
Bangladesh Railway.
z. Design bicycle/auto bikes stand for the workers.
Task III. Cost Estimates and Bid Documents:
a. Prepare detailed design and cost estimates for survey work, design and construction,
equipment and facilities together with detailed bill of quantities as required for the bid
documents and monitoring purposes. Propose recommended procurement packages for the
designed works.
b. Prepare separate bill of quantities and bid documents for phase-wise construction works
following the agreed procurement packages with BR in accordance with ADB procurement
guidelines.
c. Prepare a unit rate analysis report for each item included in the cost estimate along
with all background/breakup calculation.
d. Prepare cost estimates with local and foreign currency breakdowns for each cost component,
e.g. works, equipment, tax and duties etc. in consultation with Bangladesh Railway.
e. Update technical specifications, as needed by Bangladesh Railway, and reflect them in the
bidding documents.
Task IV. Involuntary Resettlement Impact Assessment The Resettlement Specialist will undertake due diligence on involuntary resettlement and social impacts of the civil works associated with the new maintenance facilities for locomotives and DEMUs and expansion of the existing workshops. Should social impacts on private assets and/or income be identified (whether on squatters or title-holders), a resettlement plan will have to be developed. Should there be no squatters or title-holders occupying the project site or private structure identified or occupied, a resettlement due diligence report will have to be prepared.
a. Assess the impacts on legal owners or non-title holders associated with the designed projects
for developing new maintenance facilities for locomotives and DEMUs and expansions of existing workshops.
b. In case no impacts on legal owners or squatters are associated with the civil works of the new maintenance facilities and workshops’ expansions, prepare the resettlement due diligence report which shall include:
(i) The description of the land requirements of the project (area size requirements),
current land ownership and use based on the detailed design of the new maintenance/overhauling facilities for locomotives and DEMUs and expansion of the existing workshops;
(ii) The description of the methodology and activities carried out to assess permanent and temporary socioeconomic impacts based on the detailed design;
(iii) Confirmation that there are no legal owners/squatters occupying the project area
and that no property is being affected; and
38 Appendix C
(iv) Photos of the project site.
c. In case impacts on people are identified, prepare an resettlement plan. Its level of detail and
comprehensiveness should be commensurate with the significance of impacts and should be in compliance with ADB’s Safeguards Policy Statement (2009).13 For the preparation of the resettlement plan, the consultant’s tasks shall include, but not be limited to, the following:
(i) Describe the land requirements of the project, its ownership, assess whether private
land acquisition is required or public land need to be transferred, and conduct an assessment of the existing land use. Photos of the project sites need to be attached for the purpose.
(ii) Identify permanent and temporary socioeconomic impacts based on the detailed design of the new maintenance/overhauling facilities for locomotives and DEMUs and expansion of the existing workshops, including changes in land use, impacts on assets, or restrictions of access to assets and common property resources.
(iii) Conduct an inventory of lost assets (e.g. structures, utilities, common property
resources, etc.).
(iv) Conduct a 100% census survey of affected persons which include key socioeconomic characteristics (legal status on the project site, gender, age, occupation, income, religion, affiliation with indigenous groups).
(v) Discuss the project’s impacts on the poor, indigenous and/or ethnic minorities,
if relevant.
(vi) Identify any affected vulnerable households (i.e. households headed by women, the landless, children 18 and younger, disabled, or men below poverty level).
(vii) Define categories of impact and eligibility of affected persons for compensation,
relocation assistance and livelihood restoration. Prepare an entitlement matrix covering compensation packages for all lost assets at full replacement cost, loss of income, relocation assistance and additional support measures for vulnerable affected persons.
(viii) Together with the executing agencies, carry out and document consultations with
affected people. Summarize recurrent concerns/issues raised, responses provided to affected persons and whether and how affected persons’ suggestions were integrated into the engineering designs and resettlement plans.
(ix) Ensure the resettlement plans and in particular the entitlement matrix is discussed and endorsed by the executing agencies.
(x) Develop the resettlement plan detailed budget and implementation schedules.
(xi) Identify grievance redressal mechanisms for the resettlement plan and inform
affected persons about the existence of this upcoming process.
(xii) Prepare a land acquisition plan ready for Bangladesh Railway to initiate the land acquisition process, if relevant.
(xiii) Support executing agencies to finalize, disclose, and obtain government
endorsement of the resettlement plans as required.
13 https://www.adb.org/sites/default/files/institutional-document/32056/safeguard-policy-statement-june2009.pdf
Appendix C 39
Task V. Environmental Assessment
The environment specialist of the design consultant will conduct an environmental assessment and
prepare an initial environmental examination (IEE) or environmental impact assessment (EIA) report
as necessary.
a. The IEE or EIA study will be undertaken in accordance with the requirements of ADB’s SPS 2009 as well as MOEF where required. The study should clearly identify and describe the area of impact, provide an assessment of potential impacts and mitigation measures with reference to current baseline data, and involve public consultations with affected people and other relevant stakeholders. It should include a comprehensive and practical environmental management plan (EMP) and environmental monitoring plan (EMOP) per project site and clear institutional arrangements for implementing them.
b. In accordance with the requirements of ADB’s SPS while preparing the IEE or EIA the following issues (but not limited to these) must be investigated:
(i) Potential impacts on biodiversity including modified, natural, critical habitat and
protected areas and necessary measures to minimize, mitigate and offset impacts,
if any, in accordance with GOB/Bangladesh Railway policy guidelines on
environmental assessment.
(ii) Landslide, erosion, slope stability issues and necessary engineering and
bioengineering measures to address them (inputs for this section can be taken from
the slope protection study).
(iii) Potential waste issues including excavated soil, hazardous materials and wastes
and appropriate measures for their disposal, treatment and other forms of
management.
(iv) Potential impacts on air and water quality and noise levels and expected changes
in comparison to baseline levels and national/international standards with
recommendations for appropriate mitigation measures where necessary.
(v) Climate change related risks for the project such as stronger storm surges,
excessive rains and flooding, etc., in consultation with the GOB and Bangladesh
Railway, have been considered and adequate measures taken in finalizing the
detailed engineering design.
(vi) Estimation of greenhouse gas (GHG) emissions that will be generated or reduced
by the project and recommendations for adaptation and mitigation as relevant.
(vii) Occupational health safety issues and measures for the construction workers.
(viii) Community health and safety issues for local communities in and around the project
site particularly with respect to access to construction works and road safety.
(ix) Cumulative and induced impacts of the project in light of existing environment,
ongoing development projects and planned projects in the near future.
40 Appendix C
(x) Potential impacts on physical and cultural resources and measures to avoid,
minimize or mitigate impacts.
(xi) Grievance redressal mechanism to address concerns and grievances of the
affected people in the course of the project cycle.
(xii) For category A projects, an analysis of alternatives on location and/or technical
design of respective subprojects will also need to be carried out.
Task VI. Design Coordination, and Quality Assurance
a. Ensure the design integrity of the individual components or elements of the detailed
designs. The responsibilities also include standardization of design, quality management
and quality assurance for all stages in the design process and compliance, including all
applicable codes, rules and processes used. The specific responsibilities for design
coordination and quality assurance include, but are not limited to, the following:
Project management and coordination
(i) Prepare a detailed task schedule during inception and follow up the schedule.
(ii) Follow-up internal and external deliverables and approvals.
(iii) Closely monitor and coordinate survey and investigations to be conducted by third
parties, if any, and verify their reports.
Establish design standards and approval procedures
(i) Review and if needed, revise or supplement in close cooperation with Bangladesh
Railway, the design criteria, standard designs and drawings, cost estimate, standard
specifications, codes, etc., applicable for all the projects.
(ii) Take necessary actions to support the approval process within GOB/Bangladesh
Railway based on its clear understanding of internal process.
(iii) Advise Bangladesh Railway if modifications are required on the agreed or approved
scope of work/design/drawings/specification/cost estimate, etc., with proper
justification.
Quality control and quality assurance
(i) Establish quality control and quality assurance system for all design steps and
deliverables.
Staff training
(i) Provide training to Bangladesh Railway maintenance staff as well as officials
responsible for maintenance planning about key issues on rolling stock maintenance
to ensure the effective usage of designed maintenance facilities as well as optimal
Appendix C 41
usage of the existing facilities before the completion of designed maintenance
facilities.
Task VII. Procurement Assistance
a. Prepare the procurement plan and the bidding documents for each procurement package.
b. Assist Bangladesh Railway in advertising, issuing bidding documents, responding to queries,
receiving and evaluating applications and other procurement-related activities.
Task VIII. Report and Time Schedule
a. Prepare and submit reports as indicated in Table 1, in the English language, during the
feasibility and detailed design stage. Each report shall be produced in five hard copies (four
for Bangladesh Railway and one for ADB) and three CD-ROM (two for Bangladesh Railway
and one for ADB). BR may request the consultant to submit additional copies as required.
b. Prepare and submit a monthly report with a summary of activities and recommendations. The
report shall be used for monthly review meeting with BR officials.
Prepare and submit the project completion report at the end of the procurement assistance stage.
Table 1. Reporting Schedule
REPORT
DESCRIPTION
SUBMISSION DEADLINE (months)
Inception report Comments on the TOR suggesting variation and observation on issues which may have technical or financial implications or which may affect the progress of the works, if any. Description of proposed methodology, works and staffing schedules.
(1) Within one month of
starting the services.
Draft Feasibility Study Report
This report shall contain elements/components which are fundamental and precedent to initial approval of the project. Inviting comments from BR. One each for A and B (refer to Section II of TOR) shall be prepared.
(5)
Final Feasibility Study Report
Submission of revised/modified feasibility report - incorporating the comments offered by BR to the draft feasibility report. One each for A and B (refer to Section II of TOR) shall be prepared.
(6)
Draft Final Report -including the detailed designs
This report covers all elements/components which are required for project approval and procurement of the project materials. Inviting comments from BR. One each for A and B (refer to Section II of TOR) shall be prepared.
(16)
Final Design Report Revised/modified final report incorporating the comments offered by BR of draft final report. One each for A and B (refer to Section II of TOR) shall be prepared.
(18)
Completion report This report describes all the activities conducted by the consultant during the procurement assistance stage.
(24)
IV. CONSULTANT’S INPUT - STAFF REQUIREMENTS AND WORK SCHEDULE:
10. The assignment is expected to commence in June 2018 to end in June 2020. The total assignment period will be 24 months from the commencement date.
42 Appendix C
11. Design consultant shall complete the consulting services and submit final design report within
18 months from the commencement of their services.
12. Procurement assistance will be carried out by national experts for 6 months after the
submission of final design report the final report.
13. It is estimated that 175 person-months of input by 102 international experts and 73 national
experts shall be required to complete the whole task as stated in Table 2 below. Lump-sum
contract will be used for the consulting services.
Table 2. Expert Requirements
REQUIRED EXPERTS PERSON-MONTH
INTERNATIONAL KEY EXPERTS 102
Team Leader (Senior Railway Expert) 20
Transport economist / financial analyst for workshop construction projects 6
Electrical Power Supply Engineer 6
Mechanical Engineer 10
Geo-Technical Engineer 4
Hydrologist 4
Environmental Specialist 6
Safety Engineer 6
Structural Engineer 7
Rolling Stock and Workshop Maintenance Expert 9
Equipment Planning and Layout Expert 9
Workshop Planning and Process Engineer 9
Stores Procurement System Expert 6
NATIONAL KEY EXPERTS 73
Railway Expert (Deputy Team Leader) – Mechanical Engineer 24
Railway Track Engineer 6
Signal and Telecommunication Engineer 6
Foundation Specialist (load calculations) 5
Civil Construction Expert 10
CAD Specialist 10
Quantity Surveyor 8
Resettlement Specialist 4
TOTAL 175
Appendix C 43
Table 3. Qualifications Requirements
(A) International Consultants
Consultants Qualifications Experience
Team Leader (Senior Railway Expert), International
1) Master’s degree or above in engineering, transport, transport economics or related subject will be advantage 2) Fluent English language skill in writing, listening, and speaking
1) Minimum 20 years of professional experience 2) 10 years of international experiences preferred in rail sector as a consultant, government official, international development partner or same with direct international experiences in transport planning, implementation or operations 3) An experience in planning operations and maintenance of rolling stock maintenance facilities is required 4) Experience in developing countries are preferred
Transport Economist / Financial Analyst for workshop construction projects. International
1) Master’s degree or above in Economics / Transport Economy will be advantage 2) Fluent English language skill in writing, listening, and speaking
1) Minimum 15 years of professional experience 2) Minimum 10 years of international experiences in Transport Economy and Transport Planning with evaluation of project 3) At least an experience in analyzing economic and financial viability of rolling stock maintenance facilities is required
Electrical Power Supply Engineer, International
1) Master’s degree or above in Electrical engineering, or related subject will be advantage 2) Fluent English language skill in writing, listening, and speaking
1)Minimum 20 years of professional experience 2) Minimum 10 years of international experience in railway sector 3) At least an experience in preparing electrical power supply plan as a part of design works of rolling stock maintenance facilities is required
Mechanical Engineer, International
1) Master’s degree or above in mechanical engineering, or related subject will be advantage 2) Fluent English language skill in writing, listening, and speaking
1) Minimum 20 years of professional experience 2)Minimum 10 years of international experiences in operation and maintenance in rail department as a mechanical engineer 3) Experience in developing countries are preferred
Geo Technical Engineer, International
1) Master’s degree or above in civil engineering, or related subject will be advantage 2) Fluent English language skill in writing, listening, and speaking
1) Minimum 20 years of professional experience 2) Minimum 10 years on similar projects in design and/or construction as Geo Technical Engineer 3) Experience in South Asia is preferred
Hydrologist, International 1) Master’s degree or above in civil engineering / Water Resources Engineering, or related subject will be advantage
1) Minimum 20 years of professional experience
44 Appendix C
Consultants Qualifications Experience
2) Fluent English language skill in writing, listening, and speaking
2) Minimum 10 years of international experience in Project Preparation and Design of River Training Project 3) Experience in South Asia will be preferred
Environmental Specialist, International
1) Master’s degree or above in Environmental Science / Geography / Environmental Engineering, or related subject will be advantage 2) Fluent English language skill in writing, listening, and speaking
1) Minimum 20 years of professional experience 2)Minimum 10 years of international experience in environmental assessment of infrastructure development projects 3) Experience in conducting environmental assessments in accordance with ADB, the World Bank or other multilateral development bank is required 3) Experience in South Asia will be preferred
Safety Engineer, International
Graduate in Engineering of any discipline with Post Graduation or above in Safety Engineering
1) Minimum 20 years of professional experience 2) Minimum 10 years of International experience in project preparation and design of safety activities in industry and workshop, etc. 3) Experience in designing operational safety of rolling stock maintenance facilities are required
Structural Engineer International
Master’s degree or Above in Civil Engineering
Minimum 20 years of professional experience in the related field having at least 5 years proven experience
Rolling Stock and Workshop Maintenance Expert, International
1) Master’s degree or above in mechanical engineering, or related subject will be advantage 2) Fluent English language skill in writing, listening, and speaking
1) Minimum 20 years of professional experience 2)Minimum 10 years of international experience in Rolling Stock and Workshop Maintenance
Equipment Planning and Lay Out Expert, International
1) Master’s degree or above in mechanical engineering, or related subject will be advantage 2) Fluent English language skill in writing, listening, and speaking
1) Minimum 20 years of professional experience 2) Minimum 10 years of international experience in Equipment Planning and Layout
Workshop and Process Engineer, International
1) Master’s degree or above in mechanical/Chemical engineering, or related subject will be advantage 2) Fluent English language skill in writing, listening, and speaking
1) Minimum 20 years of professional experience 2) Minimum 10 years of international experience in Processing.
Stores Procurement System Expert, International
1) Master’s degree or above in engineering, or related subject will be advantage 2) Fluent English language skill in writing, listening, and speaking.
• 1) Minimum 20 years of professional experience
•
• 2) At least 10 years of international business experience with emphasis on Systems Support and Master Data Governance
•
• 3) Demonstrated ability to perform system queries, research and interpret data and
Appendix C 45
Consultants Qualifications Experience
communicate clearly with internal users and suppliers of the systems
(B) National Consultants
Consultants Qualifications Experience
Railway Expert (Deputy Team Leader)- Mechanical Engineer
Bachelor degree in Mechanical Engineering
1) Minimum 20 years of professional
experience
2) Minimum 10 years in planning, project preparation and design of Infrastructure projects
Railway Track Engineer Bachelor degree in Mechanical Engineering
1) Minimum 20 years of professional
experience
2) Familiarity with BR track design standard
is required
Signal and Telecommunication Engineer
Bachelor degree in Electrical/ Mechanical Engineering
1) Minimum 20 years of professional
experience
2) Familiarity with BE signal and telecommunication design standards is required
Foundation Specialist (load calculations)
Bachelor degree in Civil Engineering
1) Minimum 20 years of professional
experience
2) Minimum 10 years of experience in
supervising civil works and in foundation
design of infrastructures.
Civil Construction Expert Bachelor degree in Civil Engineering
1) Minimum 20 years of professional
experience
2) Minimum 10 years of experience in
supervising civil works and in structural
design of infrastructures.
CAD Specialist 1) Bachelor degree in Engineering
2) Fluent English language skill in writing, listening, and speaking.
1) Minimum 10 years of professional
experience
2) Minimum five years of experience in
preparing any types of designs, engineering
drawings including plans, profiles, cross
sections, structure plans in infrastructure
projects
Quantity Surveyor Bachelor degree in Civil Engineering
1) Minimum15 years of professional
experience
2) Minimum five years in preparing cost
estimates, interim payment certificates etc.
of Infrastructure projects
Resettlement Specialist M.Sc./M.S.S./M.Com./B.Sc. Engineering
1) Minimum 10 years of professional
experience
2) Minimum five years of experience in
preparing resettlement plans in accordance
with the guidelines of ADB, the World Bank
and other multilateral development banks
3) Familiarity with the regulations of
Bangladesh related to land acquisitions and
46 Appendix C
Consultants Qualifications Experience
resettlement issues is required
Table 4. The Position-based Tasks/Responsibility (A) International Consultants
Consultants Responsibilities
Team Leader (Senior Railway Expert), International
1) Manage the entire team and ensure timely delivery and high quality of the deliverables. 2) Responsible for reviewing existing studies, designs related to the design works as required in TOR to identify the focus of the design works and designate the details of outputs from each expert of the team. 3) Responsible for presenting key findings of the team to BR management and seek their advice and approval as necessary in preparing the designs as per the designated timeline in TOR. 4) Responsible for preparing training plans (both in-country and overseas) to BR officials and maintenance staff on the rolling stock maintenance and assign the detailed training tasks to relevant experts of the team. 5) Responsible for overall coordination of the team and timely delivery/quality control of all deliverables. 6) Responsible for close communications with BR management to ensure BR requirements are properly incorporated in the designs under the TOR. 7) Responsible for ensuring all deliverables are prepared as per the designated timely in the TOR. 8) Responsible for finalizing the draft bidding documents of maintenance facilities to be designed under the TOR. 9) Provide or arrange to provide technical advice during the procurement assistance stage as required. 10) Detailed scope of work has been given in TOR.
Transport Economist / Financial Analyst for workshop construction projects, International
1) Conduct various surveys as required and collect data to identify traffic forecast and other benefits of BR. 2) Define BCR, NPVs, EIRR& FIRR of the proposed workshop construction project mentioned in TOR. 3) Detailed scope of work has been given in TOR.
Electrical Power Supply Engineer, International
1) Analyze the electrical power supply requirement of the maintenance facilities to be designed under the TOR and prepare necessary power supply plans to be incorporated in the detailed designs under the TOR. 2) Take the lead in consulting with government officials related to electrical power supply to ensure the feasibility of the designed maintenance facilities in terms of electrical power supply. 3) Detailed scope of work has been given in TOR.
Mechanical Engineer, International 1)Take lead in the task of strengthening maintenance capacity for equipment. 2) Direct and supervise other team members assigned for the tasks above. 3) Responsible for providing training to maintenance staff of rolling stock and BR officials as per TOR. 4) Detailed scope of work has been given in TOR.
Geo Technical Engineer, International 1) Conduct various technical survey, soil tests & other tests, hydrodynamic study, model tests, etc., to identify the type of foundation and embankment protection work, design parameters, other specifications, etc., of related projects as mentioned in TOR. 2) Detailed scope of work has been given in TOR.
Appendix C 47
Consultants Responsibilities
Hydrologist, International 1) Conduct various technical survey, tests, hydrodynamic study, etc., to identify the highest flood level, drainage system, design parameters, other specifications, etc., as mentioned in TOR. 2) Detailed scope of work has been given in TOR.
Environmental Specialist, International 1) Conduct Initial Environmental Examination (IEE) or Environment Impact Assessment (EIA), whatever is applicable, as mentioned in TOR. 2) Detailed scope of work has been given in TOR.
Safety Engineer, International 1) Advise on managing safety risk as during the implementation of designed maintenance facilities construction works. This includes, but not limited to, the hazardous waste management, fire protection engineering, construction safety management, and design of water and air pollution control systems. 2) Ensure the incorporation of adequate operational safety measures in the detailed designs of the maintenance facilities to be prepared under the TOR. 3) Provide safety training to BR staff in maintenance facilities and BR officials as per TOR. 4) Detailed scope of work has been given in TOR.
Structural Engineer International 1) Conduct various technical survey and tests to identify the design parameters & other specifications for various RCC and Truss structures of the project. 2) Estimation of cost in Conceptual Design of Locomotive & DEMU Workshops and relevant structures.
Rolling Stock and Workshop Maintenance Expert, International
1) Responsible for conceptual designs of the maintenance facilities to be designed under the TOR in coordination with other experts in the team. 2) Ensure that the integrated and complete solution for rolling stock maintenance with tangible benefits for Bangladesh Railway are incorporated in the maintenance facilities to be designed under the TOR. 3) Coordinate with other experts to ensure the requirements in each discipline are properly accommodated in the designs of the maintenance facilities to be designed under the TOR. 4) Responsible for providing training to BR staff and BR officials as per TOR. 5) Detailed scope of work has been given in TOR.
Equipment Planning and Layout Expert, International
1) Take the lead in designing the layout of the maintenance facilities to be designed under the TOR, allowing workers and equipment being more productive. 2) Provide workshop layout as a systematic and functional arrangement of different departments, machines, equipment and services in a maintenance workshop and develop workshop layout for all the available resources in an optimum manner and get the maximum out of the capacity of the workshop taking into account the business strategic and tactical objectives of BR. 3) Detailed scope of work has been given in TOR.
Workshop and Process Engineer, International
1)Take the lead in designing the process flow of maintenance facilities to be designed under the TOR. 2) Design a process flow diagram (PFD) where material flow paths, storage equipment (such as tanks and silos), transformations (such as receiver/head tanks, mixing, separations, pumping, etc.) and flow rates are specified, as well as a list of all pipes and conveyors and their contents, material properties such as density, viscosity, particle size distribution, flow rates, pressures, temperatures, and materials of construction for the piping and unit operations.
48 Appendix C
Consultants Responsibilities
3) Use the process flow diagram to develop a piping and instrumentation diagram (P&ID) which includes pipe and conveyor sizing information to address the desired flow rates and process controls, etc. 4) Develop the system operation guide or functional design specification which outlines the operation of the process. 5) Detailed scope of work has been given in TOR.
Stores Procurement System Expert, International
1) Manage applicable functionalities in the stores’ procurement system that include, but are not limited to, tasks involving new item setup, bids, catalogs, operational contracts, approvals, user access, to ensure that there will be consistency and accuracy of such functions. 2) Support user acceptance testing, data cleansing/conversion efforts, internal audits related to the systems/processes, and support the master data within the systems. This includes monitoring the processes and system(s) performance, resolving issues and initiating corrective action as appropriate (including, but not limited to, recurring supply chain issues and quality assurance). 3) Detailed scope of work has been given in TOR.
Appendix C 49
(B) National Consultants
Consultants Responsibilities
Railway Expert (Deputy Team Leader)- Mechanical Engineer
1) Assist Team leader in overall supervision of feasibility study and detailed designs as per the TOR. 2) Assist Team leader in coordination among various disciplined consultants with executing agency and Asian Development Bank (ADB) and act as problem shooter. 3) Cross check the findings of feasibility study and verify the detailed design. 4) Take the lead during the procurement assistance stage (i.e. bid issuance, pre-bid meeting, evaluation, etc.) 5) Detailed scope of work has been given in TOR.
Railway Track Engineer 1) Identify a suitable route/formation from nearest rail head to connect to Narayanganj workshop. For the purpose, survey and lay a few turnouts and KMs of combined track works.
Signal and Telecommunication Engineer 1) Prepare the required signal and telecommunication system plan along the identified route/formation from the nearest Rail head and Workshop area.
Foundation Specialist (load calculations) 1) Foundation design of different components of the proposed project. 2) Detailed scope of work has been given in TOR.
Civil Construction Expert 1) Structural design of different components of the proposed project. 2) Detailed scope of work has been given in TOR.
CAD Specialist 1) Prepare architectural design & drawings of structures of the proposed project. 2) Detailed scope of work has been given in TOR.
Quantity Surveyor 1) Prepare cost estimate. 2) Detailed scope of work has been given in TOR
Resettlement Specialist 1) Complete the resettlement plan required for the project implementation of the maintenance facilities to be designed under the TOR in accordance with ADB guidelines. This will include, but not limited to the following tasks: a) Conduct Socio-economic, Joint Verification and Property
Valuation surveys; b) Assisting BR for Land Acquisition, if required; c) Preparation of Compensation and Resettlement Budget; d) Implementation of Resettlement Plan; e) Conduct consultation meeting with EPs/ PAPs; f) Special Assistance to vulnerable groups; g) Resettlement database management; and h) Monitor all land acquisition and resettlement related
activities.
The above individual TOR is only indicative and the consultants are required to propose the team composition to complete the task and deliverables as described in the TOR without regard to above indication. V. COUNTERPART SERVICES AND FACILITIES Bangladesh Railway shall provide all the necessary data/reports as available within Bangladesh Railway. Bangladesh Railway shall also provide the consultant with the necessary counterpart officials. Bangladesh Railway shall not provide office space to the Consultants. The consultants are responsible to make their own arrangements. Office operational expense, may be included in their financial proposal.
50 Appendix D
TERMS OF REFERENCE CONSULTING SERVICES FOR ERP IT SYSTEM OPERATIONS AND MAINTENANCE
I. Introduction 1. The Government of Bangladesh has applied for a loan from the Asian Development Bank (ADB) towards the cost of the proposed Railway Rolling Stock Operations Improvement Project (the Project). The project aims to improve the operational efficiency of Bangladesh Railway. The consulting services will support Bangladesh Railway in the operations and maintenance of enterprise resources planning (ERP) system, which has been developed under the ADB-supported railway reform project (ADB loan 2317-BAN). 2. Bangladesh Railway is the executing agency as well as the implementating agency of the project. The consultant will work under the supervision of the Project Director of the Reform Project. II. Scope of Services 3. The consultant will (i) support Bangladesh Railway in supervising ERP system venders; (ii) support Bangladesh Railway in preparing a single package operations and maintenance contract of ERP system, networking system, data center (DC) and disaster recovery site (DRS); and (iii) provide day-to-day support to the system users. The consultant is expected to work full-time in Bangladesh Railway offices and visit field offices of Bangladesh Railway for the purpose. The tasks include, but are not limited to, the following:
a. Provide daily support to ERP users, including the minor customization based on the user needs;
b. Update user and system management manuals as necessary;
c. Ensure daily data backup in the disaster recovery center;
d. Ensure daily custody of all system logs required for system audits;
e. Prepare on-site training materials and train Bangladesh Railway staff for both operation & maintenance;
f. Visit remote sites frequently for the operations and maintenance of the data center, networking system and ERP system;
g. Attend to the needs of system development/modifications/correction/addition/alteration as required for any of the hardware & software of transmission networking system;
h. Attend to the needs of system development/modifications/correction/addition/alteration as required for any of hardware & software of DC and DRS;
i. Attend to the needs of system development/modification/correction/addition/alteration as required for any of the modules of the ERP system;
j. Regularly monitor the functioning of networking equipment and swiftly rectify any identified problems;
k. Regularly monitor the functioning of DC and DRS and swiftly rectify any identified
problems;
l. Regularly monitor the functioning of ERP system and swiftly rectify any identified problems;
Appendix D 51
m. Recommend the procurement of probable spare/component/device to be required for replacement for maintenance of transmission networking systems;
n. Recommend the procurement of probable spare/component/device to be required for
replacement for maintenance of DC and DRS;
o. Recommend to the Project Director of Bangladesh Railway any upgradation of hardware & software for Transmission Networking system, as required;
p. Recommend to the Project Director of Bangladesh Railway any upgradation of hardware & software for DC & DRS;
q. Develop additional component of the module as per requirement of the concerned department of Bangladesh Railway;
r. Integrate the software with the ERP system when the new software is introduced;
s. Prepare bid documents to procure a contractor for operations and maintenance of ERP system, networking system and DC and DRS, as a single contract responsibility, either by using ADB’s SDB and or if not available develop once that is most suitable to meet the BR requirements, in accordance with ADB procurement guidelines; and
t. Organize overseas training for key Bangladesh Railway officials to have direct exposure to the international best practice in using ERP system operations and maintenance.
III. Deliverables
a. Monthly reports – The consultant shall consolidate activities during the month including any system modifications made for the effective operations of ERP system. All system logs during the month should be attached to the report.
b. Bid documents for O&M of Bangladesh Railway IT system – Develop bid documents for a single contractor for O&M of all BR IT system in accordance with ADB procurement guidelines.
c. Completion report – The consultant summarizes the findings during the assignments and consolidate recommendations for BR management to ensure the sustainable operations and maintenance of ERP system.
IV. Time Schedule and Staff Requirements 4. The assignment will be for 36 months and is expected to commence in July 2018 to end in June 2021. A total of 216 person-month inputs of national experts will need to be provided as in Table 1. Time-based contract will be used for the assignment.
Table 1: Staffing Requirements
Person-month Input
National Experts
ERP experts (2 positions) 72 (36 each position)
Transmission and Data Center Networking experts (2 positions) 72 (36 each position)
Data Center/Disaster Recovery Site Hardware and Software experts (2 positions)
72 (36 each position)
Total 216
52 Appendix D
The Position-based Tasks/Responsibility
Sl.No. Position Tasks/Responsibilities
1. ERP Experts
• Work full time & report to Project Director.
• Stay at data center/disaster recovery site as frequently as when required.
• Develop additional component of the module as per requirement of the concerned department of Bangladesh Railway.
• Integrate the software with the ERP system, if any software required to be introduced.
• Attend to the needs of any development/ modification/correction/addition/alternation for any of the modules of ERP as required.
• Provide training to Bangladesh Railway personnel for both operation & maintenance as and when required.
• Prepare a single package operation and maintenance contract for ERP system, networking system and DC and DRS in accordance with ADB procurement guidelines in close coordination with Transmission and Data Center Networking Experts and Data Center/Disaster Recovery Site Hardware and Software Experts.
• Prepare on-site training manuals and provide training to BR staff for both operation & maintenance in cooperation with other experts in the team.
• Identify suitable institutions for overseas training for BR officials to have direct exposure to the best practice of ERP IT system operations and maintenance, and organize the training.
2 Transmission and Data Center Networking Experts
• Work full-time & report to Project Director.
• Prepare on-site training manuals and provide training to BR staff for both operation & maintenance in cooperation with other experts in the team.
• Visit the remote sites frequently for operations and maintenance purpose.
• Attend to the needs of any development/modification/correction/addition/alteration for any of the hardware & software of Transmission Networking system as required.
• Regularly monitor the functioning of networking equipment. In case any problem arises, travel to the site to rectify the problem immediately.
• Recommend probable spare/component/device to be required for replacement for maintenance of transmission networking system.
• Recommend any upgradation of hardware & software for transmission networking system.
• Prepare a single package operation and maintenance contract for ERP system, networking system and DC and DRS in accordance with ADB procurement guidelines in close coordination with ERP experts and data center/disaster recovery site hardware and software experts.
• Support ERP experts to organize overseas training.
3 Data Center/Disaster Recovery Site Hardware and Software Experts
• Work full-time & report to Project Director.
• Prepare on-site training manuals and provide training to BR staff for both operation & maintenance in cooperation with other experts in the team.
• Stay at data center/disaster recovery site.
• Attend to the needs of any development/modification/correction/addition/alternation as required for any of the hardware & software of DC & DRS.
• Monitor regularly the functioning of DC & DRS. In case any problem arises, travel to the site and rectify the problem immediately.
Appendix D 53
Sl.No. Position Tasks/Responsibilities
• Recommend probable spare/component/ device to be required for replacement for maintenance of DC & DRS.
• Recommend upgradation of hardware & software for DC & DRS as required.
• Prepare a single package operation and maintenance contract for ERP system, networking system and DC and DRS in accordance with ADB procurement guidelines in close coordination with ERP experts and transmission and data center networking experts.
• Support ERP experts to organize overseas training.
The above individual TOR is only indicative and the consultants are required to propose the team composition to complete the task and deliverables as described in the TOR without regard to above indication.
Qualification Requirements
1. ERP Experts
Qualification Bachelor Degree in Computer Science or Engineering (BSc in CSE)
Total Professional Experience
Minimum 10 years
Project-related Experience
1. Minimum five 5 years of experience in ERP Oracle E-business suite. 2. Experience in implementing ERP system in government, semi-
government, autonomous body or large private conglomerate/corporate entity.
3. Experience on various ERP Modules, minimum three of the following: HRMS & Payroll, Finance, Fixed Asset, Procurement & Inventory, Enterprise Asset Module, or Project Management.
Transmission and Data Center Networking Experts
a) Qualification Bachelor Degree in Computer Science & Engineering (BSc in CSE)
b) Total Professional
Experience Five years
c) Project-related
Experience
1. Minimum five years of experience in Transmission Networking Engineering.
2. Experience in implementing Transmission Networking Engineering in Government/Semi Govt./autonomous body or large Private Conglomerate/Corporate entity.
3. Experience on various Transmission Networking Equipment & Software such as STM, Core Switch, Core Router, Core Firewall, Intrusion Prevention System, Land Balancer etc.
54 Appendix D
3. Data Center/Disaster Recovery Site Hardware and Software Experts
Qualification Bachelor Degree in Computer Science & Engineering (BSc in CSE)
Total Professional Experience
5 years
Project-related Experience
1. Minimum five years of experience Data Centre/Disaster Recovery Site Hardware & Software.
2. Experience in implementing data center/disaster recovery site in government, semi-government, autonomous body or large private conglomerate/corporate entity.
3. Experience on various data center/disaster recovery site hardware such as servers for Oracle application (FC/HBA inbuilt) Production, Development, Servers for Oracle Database (FC/HBA inbuilt) Production, Development, Servers for Oracle Management server (FC/HBA inbuilt) Production, Servers for Servers for Hyperion-Essbase (FC/HBA inbuilt) Production, Development, Servers for Servers for Web Application (FC/HBA inbuilt) Production, Development, Servers for antivirus, Servers for Integrated Services Management. Servers for FTP & Integration services, Servers for Patch Development, Servers for Domain Control, and/or Servers for Backup Management.
4. Experience on various data centre/disaster recovery site hardware-related software performance monitoring and management software (system & network application), antivirus software, backup software, Oracle Internet Developer Suite, Defect logging and management tool, Landed Cost Management, Agile Product Quality Management, Procurement Contract, etc.
COUNTERPART SERVICES AND FACILITIES Bangladesh Railway shall provide all the necessary data/reports as available within Bangladesh Railway. Bangladesh Railway shall also provide the consultant with the necessary counterpart officials. Bangladesh Railway shall not provide office space to the Consultants. The consultants are responsible to make their own arrangements. Office operational expense may be included in their financial proposals.
Appendix E 55
TERMS OF REFERENCE CONSULTING SERVICES
Attached Capacity Development Technical Assistance on BANGLADESH: Railway Rolling Stock Operations Improvement Project
I. Introduction 1. The Government of Bangladesh has applied for a loan from the Asian Development Bank (ADB) towards the cost of the proposed Railway Rolling Stock Operations Improvement Project (the Project). The project aims to improve the operational efficiency of Bangladesh Railway through the introduction of modern rolling stock and supporting the preparations of investment plans for maintenance facilities. Bangladesh Railway is the executing agency as well as the implementation agency of the project. This proposed technical assistance (TA) will be attached to the loan project to further improve the energy efficiency of rolling stock operations. 2. A significant amount of diesel fuel is consumed during the idling time of diesel locomotives, representing about 40%-50% of engine operating time for locomotives.14 The engines are usually kept running during the idling time to avoid the long time required for the engine re-starting and to make the train ready again with adequate air pressure for the brake system. To reduce the consumption of diesel fuel during the idling time, Bangladesh Railway is to introduce 40 units of locomotive equipped with a small capacity engine, known as the auxiliary power unit (APU) for the first time in Bangladesh Railway operations. APU will allow the shutdown of the main engine during the idling time. While this is a new technology for Bangladesh, the effectiveness of APU is internationally proven. For instance, an assessment by Indian Railways showed that APU would consume 85% less diesel fuel than the main engines. The fuel saving will contribute to the reduction of carbon dioxide emission and other pollutants like nitrogen oxide, particulate matter, etc. While APU operation is automatic in principle, the appropriate operations of APU is the key to realizing its full potential. In case of the Indian Railways, a neighboring country of Bangladesh, only 43% of potential APU hours are utilized due to the inadequate operations by locomotive drivers. Since APU is new to Bangladesh Railway, it is expected that the utilization rate in Bangladesh Railway operations will be less than Indian Railway, without adequate training to locomotive drivers.
3. The proposed TA will support Bangladesh Railway in training its locomotive drivers for adequate APU operations to fully realize the potential effects of APU. It will also recommend potential solutions to improve the overall energy efficiency of Bangladesh Railway rolling stock operations. II. Scope of Services 4. The TA is to strengthen the capacity of Bangladesh Railway to improve the overall energy efficiency of rolling stock operations through the provision of necessary trainings to locomotive drivers to fully realize the potential effect of APU and the recommendations on potential solutions to improve the overall energy efficiency of Bangladesh Railway rolling stock operations. 5. The consultant will (i) conduct a general assessment of energy efficiency level of locomotive operations; (ii) prepare the training program with the required resources (budget, number of staff, facilities, etc.); (iii) prepare training manuals and train Bangladesh Railway
14 According to estimates by Bangladesh Railway.
56 Appendix E
locomotive drivers on APU operations; and (iv) recommend potential solutions to improve the overall energy efficiency of Bangladesh Railway rolling stock operations. III. Specific Tasks 6. The Consultant/s shall provide the following services in consultation with Bangladesh Railway officials:
a. Assess the existing energy efficiency level of locomotive operations as a whole under Bangladesh Railway in terms of fuel consumption (diesel or electricity), costs, and greenhouse gas emissions. Identify causes of inefficiencies and recommend potential solutions based on internationally proven examples/experiences;
b. Establish the baseline APU hours, the reduction levels of fuel consumption and greenhouse gas emissions without training for each home shed;
c. Prepare training manuals of locomotive drivers based on the operations manuals prepared
by locomotive suppliers;
d. Prepare training programs for Bangladesh Railway to train locomotive drivers in a sustainable manner, based on the assessment of the necessary resources and period for the training programs, such as budget, human resources, and facilities. The necessary institutional arrangement and budget shall be clearly described in the proposed training programs;
e. Provide initial training to locomotive drivers based on the proposed training programs and
manuals; and
f. Recommend potential solutions to improve the overall energy efficiency of Bangladesh Railway’s rolling stock operations.
IV. Deliverables 7. The Consultant shall prepare reports and conduct training sessions as follows: A. Reports
a. Inception report (within one month) – The consultant shall present its understanding of the study purpose and approach (maximum 10 pages in total).
b. Draft assessment report on energy efficiency of railway operations (within six months) – The consultant shall report an overview of existing operations systems of Bangladesh Railway, areas of energy inefficiency and their causes and recommended solutions to improve the overall energy efficiency of Bangladesh Railway rolling stock operations, following internationally proven best practices and experiences (main text should be at a maximum of 30 pages, with a maximum five-page summary).
c. Draft training program (within six months) - The consultant shall propose the overall structure of the training program for Bangladesh Railway locomotive drivers on APU operations. The program shall cover both training to be conducted under the TA and to be continued by Bangladesh Railway after the TA. The training program shall be based
Appendix E 57
on the consultant’s assessment of the existing training framework of Bangladesh Railway (main text should be a maximum 30 pages, with a maximum five-page summary).
d. Draft training manual on APU operations (within six months) – The consultant shall detail the content of training with a description of training methodologies, based on the supplier’s APU operation manuals. This shall describe sufficient details to be used for the training under the TA (no particular page limit to the main text, with a maximum five-page summary).
e. Final report (within 10 months) - The consultant shall consolidate all activities during the
TA, its assessment and findings, and recommendations for the way forward. The final report shall include the finalized assessment on the energy efficiency level of Bangladesh Railway operations, recommendations to improve the overall energy efficiency of Bangladesh Railway’s rolling stock operations, and the final versions of both the training program and the training manual on APU operations incorporating the lessons learned during the TA (main text should be a maximum 50 pages, with a maximum five-page summary).
B. Training Sessions
a. Training sessions - The Consultant will train Bangladesh Railway officials and
locomotive drivers in accordance with the training program to be prepared under the TA.
V. Time Schedule and Staff Requirements 8. The assignment will be for 10 months and is expected to commence in January 2019, to end in October 2019. A total of 13 person-month inputs of international experts and nine person-month inputs of national experts will need to be provided as in Table 1. 9. Quality-and-cost-based selection method with a quality: cost ratio of 90:10 and biodata technical proposals shall be used for this recruitment. Output-based contracts with reimbursable items based on actual expenses will be used.
Table 1: Staffing Requirements Person-month Input
International Experts
Team Leader/Rolling Stock Operations Expert (Railways) 9
Diesel Locomotive Engineer 4
Total 13
National Experts
Staff Training Expert (Railways) 9
Total 9
Table 2: TOR of Consulting Team Members
Consultants Responsibilities
International Consultants
Team Leader/Rolling Stock Operations Expert (Railways)
- Manage overall team work quality - Assess the existing energy efficiency level of locomotive
operations as a whole under Bangladesh Railway in terms
58 Appendix E
of fuel consumption, costs, and greenhouse gas emissions. Identify causes of inefficiencies and recommend potential solutions based on internationally proven examples/experiences with inputs from diesel locomotive engineers
- Establish the baseline without training for each home shed APU hours, the reduction levels of fuel consumption and greenhouse gas emissions
- Propose the appropriate training programs on energy efficiency improvement measures to Bangladesh Railway officials, including internationally recognized energy management systems suitable to Bangladesh Railway, and on the operations of APU to be adopted by Bangladesh Railway for locomotive crews to fully realize the APU fuel saving potential
- Present and finalize training manuals and training methodology to key Bangladesh Railway officials on the operations of APU to be used for the proposed training programs for all relevant crews on APU-equipped locomotives. The training manuals shall be based on the operations and maintenance manual to be prepared by APU suppliers. Gain the consensus on the manuals and methodology from key Bangladesh Railway officials
- Arrange the overseas training program and lead it for successful completion
Diesel Locomotive Engineer - Assess the diesel locomotive energy efficiency level and identify causes of inefficiencies (if any)
- Recommend potential solutions based on experiences of other railway operators
- Prepare training manuals on the operations of APU to be used for the proposed training programs for rolling out to all relevant crews on APU-installed locomotives
- Recommend detailed overseas training program most suitable for Bangladesh Railway to have the first-hand exposure to international best practices
National Consultants
Staff Training Expert (Railways) - Support international experts to prepare training program and manuals
- Provide trainings to at least 100 Bangladesh Railway locomotive drivers on the operation of APU based on the prepared training program and manuals
- Arrange overseas training program including all logistic supports and accompany the trainee group
The above individual TOR is only indicative and the consultants are required to propose the team composition to complete the task and deliverables as described in the TOR without regard to above indication.
Attachment E 59
Table 3: Qualification Requirements
Consultants Qualifications Experience
International Consultants
Team Leader/Rolling Stock Operations Expert (Railways)
1) Bachelor degree or higher in mechanical engineering. Master degree in mechanical engineering is preferred. 2) Fluent English language skill in writing, listening, and speaking.
1) Minimum of 20 years of professional experience 2) Minimum of 10 years of international experience in locomotive operations and maintenance in multiple countries 3) Experience in working in developing countries 3) Demonstrates familiarity with internationally-proven fuel saving technology of locomotives including APU 4) Experience in working with railways in developing countries is preferred
Diesel Locomotive Engineer
1) Bachelor degree or higher in mechanical engineering 2) Fluent English language skill in writing, listening, and speaking.
1) Minimum of 20 years of professional experience 2) Minimum of 10 years of international experience in locomotive operations and maintenance 3) Familiarity with auxiliary power unit is required; familiarity with common rail electric direct injection system is an advantage 4) Experience in railway staff training in developing countries is an advantage
National Consultants
Staff Training Expert (Railways)
Bachelor degree in Mechanical Engineering
1) Minimum of 20 years of professional
experiences
2) Minimum of 10 years in locomotive operations and maintenance 3) Staff training experience is an advantage
VI. COUNTERPART SERVICES AND FACILITIES 10. Bangladesh Railway shall provide all the necessary data/reports as available within Bangladesh Railway. Bangladesh Railway shall also provide the consultant with the necessary counterpart officials. Office space needs to be secured by the consultant. The equipment procured under the consulting services shall be handed over to Bangladesh Railway after the completion of the assignment.