RFQ_-_MSPKP_-_Final.pdf

RFQ for MSPKP A&E Services in Peshawar, DI Khan, and Malakand

ATTACHMENT 1 - DESCRIPTION OF ARCHITECT-ENGINEER AND CONSTRUCTION

MANAGEMENT SERVICES FOR THE MUNICIPAL SERVICES PROGRAM KHYBER

PAKHTUNKHWA (MSPKP)

1. TITLE OF ACTIVITY

Municipal Services Program Khyber Pakhtunkhwa (MSPKP) – Architecture and Engineering

Services in Peshawar, Dera Ismail Khan, and Malakand.

2. OBJECTIVE

The objective of this Contract is to provide Architect-Engineer and Construction Management services for the improvements and expansion of drinking water supply, sanitation including drainage/sewerage, and solid waste management (“SWM”) infrastructure improvement in Peshawar city, and Dera Ismail

Khan and Malakand divisions of Khyber Pakhtunkhwa province.

3. BACKGROUND AND CHALLENGES

3.1 Water, Wastewater and Solid Waste Management in Peshawar, Dera Ismail Khan, and Malakand

Peshawar is a growing cosmopolitan city with a complex water supply and sewerage/drainage system, and messy solid waste disposal arrangements. The Peshawar drinking water supply system is based on tube wells and distribution pipe networks. Provision of drinking water has been the priority of the provincial government for several decades now due to which the coverage, particularly in the urban areas of Peshawar, has improved a lot and has reached almost

98% though problems like leakages, rusted and old pipes, and contamination through crisscrossing of water supply and drainage/sewerage network still is a problem in cities like

Peshawar. In terms of sanitation, around 97% of the houses have at least one toilet and enough water available at the household level to maintain personal hygiene. Due to the rapid increase in the population of Peshawar city due to hundreds of thousands of Afghan refugees making

Peshawar their home and mass migration of people from other districts of the province to

Peshawar in search of better livelihood has put tremendous pressure on the water, sanitation, and

SWM infrastructure of the city. To address issues with the drinking water, sanitation including the wastewater and storm water drainage/sewerage system, and solid waste management in the city, the water and sanitation improvement activities were initiated under the MSPKP in 2012.

Over the years population of the city of Dera Ismail Khan has increased rapidly. And in the recent years the city greatly expanded to all the three directions other than in the direction of

Indus river on the bank of which the city of Dera Ismail Khan is located, primarily due to the people displaced from the neighboring South Waziristan Agency who were compelled to be displaced, first due to the militancy in the agency, and then due to the various operations by the

Pakistan Army against the militants. Most of the displaced people made Dera Ismail Khan their home. Due to the population growth the city’s water and sanitation system has come under a lot of pressure, and there is a dire need of improvement and extension of the drinking water and sanitation system of the city.

Mingora is the administrative capital of District Swat of Malakand Division in Khyber

Pakhtunkhwa. It is also the main center of social, cultural and economic activities in the

Malakand region. Mingora is a beautiful city with moderate weather and tourist attractions. The city is also home to rare Buddhist ruins and stupas. According to an estimate the current population of Mingora is around 400,000. A far as the drainage/sewerage system of Mingora city is concerned, the municipal committee / tehsil municipal administration has been mostly focusing on the tertiary and primary drainage system. The primary drainage/sewerage has got little or no attention in the past, and the bad shape of the main drains of the city has been a problem for the residents, particularly during the rainy season. USAID and the PMU intend to take up construction/improvement of the main drains/sewers of the city.

The town of Dir, the headquarters of Upper Dir district, is mostly mountainous area. For drinking water the population is dependent either on the springs located throughout the foothills around the town or the water provided by the Dir Municipal Committee and Public Health Engineering

Department through harnessing the surface water sources or the percolation wells dug on the banks of Panjkora River. A large drinking water supply project was built in 1990s which taps water from the perennial surface source (a tributary of Panjkora River). An intake structure was constructed on the tributary and the water was brought to a treatment plant constructed in the vicinity Dir town. Due to the increase in population the existing scheme does not cope with the ever increasing demands and because of the natural factors experienced damages. The system is in bad shape at present and needs extension and rehabilitation. The drainage/sewerage system of the town is similar to that of Mingora city as elaborated above and the primary and secondary drainage system needs improvements and new constructions.

In 2012, USAID signed a contract with a Pakistani A&E services provider for planning, designing, and construction supervision. The activities completed, in progress, or planned are detailed in the Table C.1. This table also provides the additional services required, under this request for proposal, in Dera Ismail Khan and Malakand Divisions.

3.2 MSPKP Infrastructure Activities (In Progress and Planned)

The infrastructure activities identified for implementation under the MSPKP are detailed in

Table C.1. The activities in Peshawar are in various stages of implementation, while for the activities in Dera Ismail Khan and Malakand, the PMU is in the process of procuring the A&E services for the design and construction management. Once the designs are available, PMU will procure construction contractors for these activities. The following activities are identified in

Dera Ismail Khan and Malakand Divisions for implementation under the MSPKP.

i. Improvement of Drinking Water Supply System of Dera Ismail Khan city and extension to the new unserved areas.

ii. Improvement and Extension of Storm and Wastewater Drainage system of Dera Ismail

Khan city

iii. Construction of Trunk Sewers/Drains for Improvement of Sanitation in Municipal Areas of Mingora, Swat

iv. Rehabilitation and Extension of Gravity Based Water Supply System for Municipal

Areas in Dir Upper (Nihargah, Qashqaray, Kass, and Panna Kot)

v. Improvement of Primary and Secondary Municipal Drainage System in Dir Upper

Headquarters

3.3 Municipal Services Delivery Structure and Institutional Setup in Khyber

Pakhtunkhwa

Local government units, particularly municipalities, in Pakistan constitute important delivery vehicles for key public services. Despite their crucial role, however, local levels of government in Pakistan have long suffered from a lack of clarity regarding their lines of authority and division of responsibilities vis-à-vis the provincial and federal governments. A national public opinion survey sponsored by USAID in 2008 concludes that citizens prioritize improvement of local public services in the following order: solid waste disposal, drinking water supply, education, community roads, health facilities, and major roads.

Realizing that previous isolated efforts to raise standards of municipal services and improve citizen satisfaction have been fairly ineffective, MSPKP planned to take a systemic approach to reform. Since Khyber Pakhtunkhwa has complex social systems that include multiple centers of power with considerable autonomy and resources at their disposal, it was deemed essential to recognize that an organizational transformation was required for fundamental reform to sustainably improve municipal service delivery.

With the help of USAID the Government of Khyber Pakhtunkhwa (GoKP) has established an independent and dedicated water and sanitation utility company for managing the water and sanitation affairs in the city of Peshawar. The company is named as Water and Sanitation

Services Peshawar (WSSP). The WSSP is responsible for planning, development and management of the drinking water, wastewater disposal, and solid waste management systems within its geographical limits that includes all the urban areas of district Peshawar. The company is operational for the past more than 1½ year.

In the cities of Dera Ismail Khan, Mingora (Swat), and Dir drinking water supply and sanitation systems are developed and maintained by Municipal Committees / Tehsil Municipal

Administration in urban areas, while the water supply in rural areas is the responsibility of

Khyber Pakhtunkhwa Public Health Engineering Department (PHED). Dera Development

Authority also provides water in some rural areas of Dera Ismail Khan, but to a limited extent. In the backdrop of militancy in Swat during 2006-09 and the unprecedented floods in 2010 a number of international NGOs, UN, and USAID provided assistance for the repair and rehabilitation of drinking water supply systems. A number of administrative, political, financial, and institutional problems characterize the provision of municipal services in Dera Ismail Khan, Swat, and Dir. In such an environment, planning is ad hoc and crisis-driven. MSPKP’s interventions are aimed to address these problems through the introduction of strategic planning methodologies and tested infrastructure design considerations for the municipal infrastructure upgrade in the target areas.

4 STATEMENT OF WORK

The Contractor shall extend all architect-engineer services required for the planning, design, and construction management of Water and Sanitation Improvement services in Peshawar, Dera

Ismail Khan, and Malakand Divisions. This contract will fund all the costs associated with general management and administrative support, identification of activities, site assessments, topographical surveys, design, and tendering, and construction monitoring, and shall include, but not be limited to, the functions indicated below.

All costs of key personnel (salary, transportation, benefits, etc.) for the project. This will include costs associated with site visits, coordination, and project monitoring by key personnel.

All costs of technical staff and other support staff (salary, transportation, benefits, etc.) for the project. This will include costs associated with site visits, coordination, and project implementation by technical support staff and other support staff.

All costs of establishing a project office in Peshawar, and small field offices in Dera

Ismail Khan, Swat, and/or Dir with all the support costs associated with such offices, including equipment, and project vehicles. All the design and other required staff will be placed in Peshawar.

All costs associated with preparation of new designs, BOQs, specifications, tender documents, and assisting PMU in procurement of construction services.

All costs associated with reviewing the designs, BOQs, engineer estimates, tender documents, and making changes required and improving these documents.

All costs associated with assisting the PMU with reviewing the designs, BOQs and estimates, and other reports prepared by the A&E firm engaged by the PMU for the

MSPKP activities in Dera Ismail Khan and Malakand Divisions.

All costs of providing supervisory support, by the contractor, for the monitoring and inspection of all construction activities in Peshawar.

All costs of providing supervisory support, by the contractor, for QA services for the drinking water supply, sanitation including drainage/sewerage, and SWM activities in

Dera Ismail Khan and Malakand divisions, and certifying the achievement of payment milestones as identified in the project implementation letters (PILs) signed between USAID and GoKP for MSPKP activities.

All costs for the preparation and maintenance of annual overall plan of work, including quarterly updates, for all activities associated with the design and construction. Preparation of detailed work plans specific to construction and commodity procurement for subsets of drinking water and sanitation components will also be funded under this A&E Contract.

All costs of carrying out gender analysis for all the newly identified infrastructure activities.

All costs associated with gender integration in the individual construction contracts.

All costs for the development of a coordination plan with appropriate stakeholders.

All costs for the preparation and maintenance of a security plan, including any expert professional advice from outside sources. This will exclude costs of security provided as part of individual construction contracts.

All costs for a cost control reporting system for all activities to be undertaken as part of the design and construction activities.

All costs associated with environmental compliance planning, monitoring, and reporting (excluding any mitigation measures that might be included in individual construction contracts).

All costs associated with email updates, weekly, biweekly, monthly, quarterly and other coordination meetings as required.

All costs associated with the general reporting requirements (e.g., monthly progress and financial reports to the Contracting Officer’s Representative (COR).

All costs for specific deliverables such as site assessment reports, inception report, detailed designs and technical specifications, tender documents, and analyses of bids, etc.

4.1 Scope of Services

This A&E contract seeks the following services to be provided by the Contractor over the period of performance mentioned elsewhere in this Request for Qualification (RFQ).

1. Architect-Engineer Services: This will cover all architect-engineer (A&E) services required for planning, design, construction monitoring, quality assurance, and milestone certification for the improvement of solid waste, wastewater and drinking water facilities in the WSSP mandate areas of Peshawar, and Dera Ismail Khan and Malakand Divisions, as mentioned before. The services of the Contractor will include but will not be limited to:

a) Solid Waste Management: The activities are intended to improve the municipal solid waste collection system in Peshawar city, Dera Ismail Khan, and Malakand Divisions, to provide the capability to collect all the currently generated solid waste and includes but is not limited to:

Evaluate and incorporate the lessons learnt from the activities already implemented in selected areas of Peshawar and elsewhere in the country for the solid waste collection requirements for Peshawar city. It is required to review and include recommendations of the Peshawar Master Plan and re-establish design parameters;

Review, comment, modify if needed, and certify the validity of the requirement of equipment, machinery, and vehicles worked out by the PMU of its A&E consultant/s for Dera Ismail Khan and Malakand Divisions for the solid waste collection and transportation;

Prepare, if needed, a program to upgrade the existing solid waste collection systems;

Evaluate needs for municipal solid waste collection equipment including collection bins and transport vehicles. Develop procurement documents, including specifications, for appropriate solid waste collection and transport equipment;

Define personnel requirements and financial management capacity development required to operate the solid waste collection system;

Prepare or modify and update the solid waste equipment machinery/vehicles maintenance workshop designs, drawings, specifications, BOQs, engineer’s estimates, and tender documents;

Assist the PMU in procurement of construction contractor services for the construction of SWM machinery/vehicles maintenance workshop;

Provide construction monitoring and supervision services for the construction of

SWM machinery/vehicles maintenance workshop;

b) Improvement of Sewerage/Drainage Systems: These activities are intended to improve the municipal and storm wastewater disposal systems in the cities of

Peshawar, Dera Ismail Khan, Mingora, and Dir. This includes but is not limited to:

Review and evaluate recommendations of the Peshawar Water and Sanitation

Master Plan and suggest those components to USAID that can be implemented within the time and budget for this Contract;

Carryout assessments and prepare designs, BOQs, engineer’s estimates, technical specifications, tender documents, environmental documentation forms (EDF), and environmental monitoring and mitigation plans for the new sanitation activities including municipal and storm water drainage and sewerage;

On need basis, review, comment, certify, and modify if needed, the designs, BOQs, engineer’s estimates, technical specifications, tender documents, environmental documentation forms (EDF), and environmental monitoring and mitigation plans (EMMP) for the already completed documents and for the on-going sanitation activities including municipal and storm water drainage and sewerage;

Assist the PMU in procurement of construction contractor services for the sanitation activities including municipal and storm water drainage and sewerage;

Provide construction monitoring and supervision services for all the sanitation activities including municipal and storm water drainage and sewerage;

Review, and modify if needed, the designs, drawings, specifications, BOQs, engineer’s estimates, and tender documents of Hazar Khwani Wastewater

Treatment Plant (WWTP);

Assist the PMU in procurement of construction contractor services for the construction of Hazar Khwani WWTP;

Provide construction monitoring and supervision services for the construction of

Hazar Khwani WWTP;

Carryout assessments and designs and prepare BOQs, engineer’s estimates, technical specifications, tender documents, environmental documentation forms

(EDF), and environmental monitoring and mitigation plans for the new sanitation activities including municipal and storm water drainage and sewerage in

Peshawar;

Carryout assessments and prepare designs, BOQs, engineer’s estimates, technical specifications, tender documents, environmental documentation forms (EDF), and environmental monitoring and mitigation plans for the sanitation activities including municipal and storm water drainage and sewerage in Dera Ismail Khan, Mingora Swat, and Dir;

Assist the PMU in procurement of construction contractor services for the sanitation activities including municipal and storm water drainage and sewerage in Dera Ismail Khan, Mingora Swat, and Dir;

Provide construction monitoring and supervision services for all the new sanitation activities including municipal and storm water drainage and sewerage in Dera Ismail Khan, Mingora Swat, and Dir;

Carryout and assist the PMU in construction quality and quantity monitoring, satisfying both the USAID and GoKP programmatic, finance, environmental, and gender, and general health, safety, and environmental (HSE) compliance requirements;

Provide construction quality assurance (“QA”) services for the sanitation including municipal and storm water drainage and sewerage activities in Dera

Ismail Khan, Mingora Swat, and Dir;

Certify the achievement of payment milestones for all the sanitation activities including as identified in the project implementation letters (PILs) signed between

USAID and GoKP for MSPKP activities.

c) Water Supply System Improvement: These activities are intended to improve the drinking water supply systems in the cities of Peshawar, Dera Ismail Khan, and Dir.

This includes but is not limited to:

Review and evaluate recommendations of the Peshawar Water and Sanitation

Master Plan and suggest those components to USAID that can be implemented within the time and budget for this Contract;

Carryout assessments and prepare designs, BOQs, engineer’s estimates, technical specifications, tender documents, environmental documentation forms (EDF), and environmental monitoring and mitigation plans for the new drinking water supply activities;

On need basis, review, comment, certify, and modify if needed, the designs, BOQs, engineer’s estimates, technical specifications, tender documents, environmental documentation forms (EDF), and environmental monitoring and mitigation plans (EMMP) for the already completed documents and for the on-going drinking water supply activities;

Assist the PMU in procurement of construction contractor services for the drinking water supply activities;

Provide construction monitoring and supervision services for all the drinking water supply activities;

Carryout assessments and designs and prepare BOQs, engineer’s estimates, technical specifications, tender documents, environmental documentation forms

(EDF), and environmental monitoring and mitigation plans for the new drinking water supply activities in Peshawar;

Carryout assessments and prepare designs, BOQs, engineer’s estimates, technical specifications, tender documents, environmental documentation forms (EDF), and environmental monitoring and mitigation plans for the drinking water supply activities in Dera Ismail Khan, and Dir;

Assist the PMU in procurement of construction contractor services for the drinking water supply activities in Dera Ismail Khan, and Dir;

Provide construction monitoring and supervision services for all the new drinking water supply activities in Dera Ismail Khan, and Dir;

Carryout and assist the PMU in construction quality and quantity monitoring, satisfying both the USAID and GoKP programmatic, finance, environmental, and gender, and general health, safety, and environmental (HSE) compliance requirements;

Provide construction quality assurance (“QA”) services for the drinking water supply activities in Dera Ismail Khan and Dir;

Certify the achievement of payment milestones for all the drinking water supply activities as identified in the project implementation letters (PILs) signed between

USAID and GoKP for MSPKP activities.

2. Engineering Support to the Project Monitoring Unit: This will cover engineering support to the Project Management Unit (PMU) for implementation of the construction and infrastructure improvement activities funded by USAID under MSPKP.

3. Milestone Establishment and Monitoring Services for the Construction and

Improvement of Drinking Water and Sanitation facilities in Peshawar, Dera Ismail

Khan, Mingora, and Dir: This will cover services associated with the development of payment milestones for the activities in Peshawar and review and finalize the payment milestones developed by the PMU’s A&E services provider for the activities in Dera

Ismail Khan and Malakand divisions. These milestones shall be incorporated in the fixed amount reimbursement agreements between USAID and the GoKP.

4. IEE and Environmental Assessment compliance: There is an approved Initial

Environmental Assessment (IEE) for the MSP prepared by USAID/Pakistan. Also, an

Environmental Assessment (EA) is approved for the Hazar Khwani Wastewater

Treatment Plant. The Contractor is required to comply with requirements of the IEE and

EA and also prepare EDFs and Environmental Mitigation and Monitoring Plans (EMMP) for activities as required. These EMMPs will be used by the PMU and the Contractor to ensure environmental compliance during construction. In addition, the contractor will prepare Environmental Compliance Monitoring Reports (ECMRs) for the construction activities to report on progress in complying with the EMMPs.

4.2. Element One Activities – General Management and Administrative Support: The

General Management and Administrative Support Elements activities are enumerated in this section and apply to all Elements included in C.4. Activities and responsibilities of the

Contractor under this element include but are not limited to the following:

1. General Advice and Support: Provide general advice and support to USAID, the GoKP, the PMU, and other entities as authorized by USAID and relevant to the implementation of projects, including the identification of required new activities.

2. Overall Management and Administrative Support: Provide overall management and administrative support for the efficient execution of the Contract. This will include senior level management and technical support from the head office of the Contractor, provision of qualified and experienced staff for the project office/s and fully equipped for efficient and smooth running of the project.

3. Management Systems: Provide and ensure the proper, efficient and uniform use of modern management and administration, accounting practices, information technology, communications, reporting, human resource management, property control, security, records, and other systems required to comply with the terms and conditions of this

Contract.

4. Utilization of Staff and Facilities: Provide and ensure the effective, efficient, safe, and proper use of staff, office space, and other facilities as required to implement this

Contract.

5. Security: Provide a reasonable level of security for all contract and subcontract personnel, facilities, and equipment. The Contractor shall prepare a security plan covering all activities under this Contract.

6. Gender Considerations: In the design of all components and facilities of the project, the

Contractor shall incorporate gender considerations specifically identified in this Contract as well as discussed as part of the Activity Approval Document (AAD) for the Municipal

Services Program. In the annual Work Plan, the Contractor shall address how gender considerations have been incorporated into this activity.

7. Property Control: Procure any additional required property, assign, and ensure the proper and efficient control and use of USAID-funded expendable and non-expendable property.

8. Data Base Development and Management: During the term of the Contract, the

Contractor will be required to update and manage data bases, which could support varied activities and analyses for all activities under MSPKP.

9. Performance Monitoring: The Monthly progress reports will report on the status of assessment, design and construction of various activities and will include a percentage of completion based on the approved annual Work Plan and activity-specific work plans.

10. Branding and Marking: Consistent with the requirements of the Branding Strategy for this activity and the approved Branding Implementation Plan and Marking Plan, the

Contractor shall promote the provision of services under this Contract as being provided by the U.S. Agency for International Development (USAID) and “made possible by the

American people.”

11. Support for Conferences, Workshops, and Seminars: Provide technical and administrative support for conferences, workshops, seminars, groundbreakings, dedications, VIP visits, and other public events related to the MSPKP activities. The

Contractor shall provide technical and administrative support for such functions by organizing the program, assisting in the identification and commitment of speakers, selecting or recommending the venue, monitoring and reporting (including evaluation of) the proceedings, and other support functions normally associated with conferences, workshops, seminars, and other public events.

12. Project Closure and Assets Disposition: The project closure and demobilization plan shall be part of the final year work plan of the project. The demobilization plan shall be finalized at least three months before the scheduled closure date of the project. The contractor shall prepare a project closure and assets disposition plan and submit it to the

COR for finalization. The plan shall include an inventory of assets and proposals for their disposition in accordance with USG and USAID regulations.

13. Reports Required Under This Contract: Prepare and submit all reports required under this Contract. This function relates to the preparation and submission to USAID of all reports and other deliverables specifically specified in Deliveries and Performance of this

Contract.

14. Chief of Party’s Communications with the USAID Contract Officer’s

Representative (COR): The Contractor’s Chief of Party shall provide email updates as needed and hold periodic coordination meetings (frequency not more than a month) with the USAID COR for the duration of this Contract. The Contractor shall promptly notify the USAID Contracting Officer (CO) and the USAID COR of any problems, delays, or adverse conditions that materially impair the Contractor’s ability to meet the requirements of the Contract.

4.3. Element Two Activities – Design and Tendering: Activities and responsibilities of the

Contractor under this element include but are not limited to the following:

Assessment (including topographic surveys and requisite investigations) and Design of

Drinking Water Supply, Drainage/Sewerage, and Solid Waste infrastructure activities:

The Peshawar Water and Sanitation Master Plan, other government assessments, and the government of Khyber Pakhtunkhwa in coordination with USAID has identified various activities listed in Table C.1 and at other places in this request for proposal. The new planned activities are illustrative and in rough order of magnitude for cost and may change during final assessment and design stages During the design, the COR will be involved and all engineering drawings shall be reviewed in draft by both the PMU and USAID and finalized in light of the comments of both these agencies. The final design/drawings shall be accepted by the GoKP through its PMU and also accepted by USAID before these are converted into PC1s for GoKP approval. The construction packages will have detailed construction drawings, Bills of Quantities (BOQs), Engineer Cost Estimates, and Tender

Documents. The contractor will help the PMU identify/pre-qualify construction contractors, tender, and make awards of construction contracts. The Contractor’s cost estimates shall serve as the basis for establishing costs in fixed amount reimbursement agreements (FARAs) to be negotiated between the GoKP and USAID and formally agreed through Project

Implementation Letters (PILs).

1. Population Projection: Correct population projections for the design year is an important prerequisite for efficient drinking water supply and sanitation infrastructure designs. The projected population influences the size and scope of the new improved infrastructure for drinking water, sanitation, and SWM, this activity shall need extra focus. Significant factors influencing the population figures shall have to be taken into account while projecting design populations.

2. Estimating Water Demand and Waste Generation: Current and future lifestyle trends influence drinking water demand, wastewater and solid waste generation. Demands have to be realistically calculated to size and design the new improved infrastructure with the minimum possible negative impacts on the environment. Ways and means for reducing demands to decrease waste generation, both solid and liquid, are to be identified and incorporated in the designs of drinking water, wastewater and solid waste infrastructure.

3. Design of Drinking Water, Drainage/Sewerage and Solid Waste Management

Systems: The Contractor shall review the designs, when available, of the existing drinking water, drainage/sewerage and solid waste management systems. The Contractor will also review the plans and designs for all pertinent ongoing projects in the target cities. This will include review of all assessments, reports, design calculations, drawings, if available, and visits to actual projects. The Contractor will consult the PMU, Local

Government and Rural Development Department (LGRDD), TMAs, Municipal

Committees and Area Development Authorities such as Peshawar Development

Authority (PDA), PHED, Irrigation Department, and all other related agencies on appropriate criteria for sizing various components of the project. Accordingly, the

Contractor shall develop designs for improvement of drinking water supply, drainage/sewerage system, improvement of solid waste management system, etc.

4. Type of Material and Construction: Subject to the approval of PMU and USAID, the contractor will carry out analyses for the methods of construction and materials to be used for the project. Standard specifications of the PHED, LGRDD, and Communication and Works (C&W) department of the GoKP will be followed for all component elements of the project. Specifications, related to the project, from these and other sources shall be prepared and compiled in separate folders for all project construction packages. New specifications shall be developed for any item of work not available in the provincial specifications. The Contractor shall also analyze costs of different construction methods and materials and recommend the most feasible and economically viable options. The use of best practices and latest technologies has to be considered for project components for enhanced efficiency and reduced operation and maintenance costs. The analyses of infrastructure types will take into consideration natural and man-made adversities such as seismic activity, floods, fire, and etc. Availability of suitable construction materials and testing facilities, capabilities of the local skilled labor force, and construction monitoring requirements shall also be considered.

5. Community Engagement: To ensure local buy-in, the designs and infrastructure layouts shall be adapted in consultation with local communities to reflect cultural perspectives, needs, and recommendations. Focus groups comprised of businesspeople, government servants, teachers and community leaders shall be conducted on the functional and design requirements of the water and sanitation infrastructure, engaging both men and women as culturally appropriate.

6. Cultural and Historical Context: The Contractor shall be sensitive to the cultural context in the target project areas and pay particular attention to gender-sensitive issues

(e.g., siting public stand posts, house wastewater connecting chambers, and solid waste containers etc.), use of local materials, and traditional architectural features and details.

Preservation, renovation, restoration and amalgamation of the old architectural, cultural, and historical, features and sites into the new system designs will require special attention.

7. Architectural Services: These activities include conventional architectural services required to set the basis for the preparation of construction drawings such as but not limited to, layouts, plans, longitudinal sections and profiles, 3-dimensional renderings, sections, schedule of pipes, drains and sewers, valve chamber details, junction details, bore logs for tube wells based on the freehand sketches and information recorded in the field during the drilling of new bore holes or deepening/rehabilitation of tube wells, details of manholes, drain and sewer junctions, outfalls details, details of various components of the wastewater treatment plants, solid waste collection, transfer points, and municipal dumping grounds, incineration sites or resource recovery stations etc.

Detail architectural drawings of the subsidiary and other facilities shall also be prepared and plotted on suitable scale. This may include; pumping chambers, transfer stations, details of specially designed equipment, etc. Standard designs for the drains and sewers shall be prepared along with alternate options to be incorporated into the standard designs. All architectural and engineering drawings shall be draft reviewed by both the

PMU and USAID and finalized in light of the comments of both these agencies. The final drawings shall be approved by the GoKP through its PMU and duly certified and sealed prior to obtaining approvals from USAID.

8. Design Codes: The designs shall be based on sound engineering judgment and prevailing codes. The designs for all elements and components of the project shall be prepared in accordance with the GoKP (local), GoP (national), and international water, wastewater disposal and solid waste management code standards. In the case of conflict over the design code standards, a decision taken by the USAID will prevail.

9. Drinking Water and Wastewater Quality Testing, and Solid Waste Analysis: The

Contractor shall have drinking water quality tests performed by government approved water sample analyses laboratories. The water at source and point of use shall be analyzed for physical, chemical and biological quality confirmation. This information will support community and household level water and sanitation programs to be carried out separately by NGOs. Analyses for wastewater/ sewage shall also be performed by reputable public or government certified laboratories. Extensive analyses of the solid waste generated by households, commercial premises, hotels, clinics/hospitals, abattoirs etc. shall also be undertaken to determine an environmentally friendly disposal method.

Recommendations made in the water and sanitation assessments reports shall be further elaborated and extended under this Contract.

10. Bills of Quantities (BOQs) and Cost Estimates: For each component of the project and for each package of works, the Contractor shall develop a BOQ and cost estimate. Cost estimates shall be comprehensive, including all ancillary facilities, the cost of temporary facilities, if any, and the cost of demolishing existing structures, if required. The cost estimation shall be based on current market rates or the current Market Rates Schedule

(MRS) approved by the GoKP. The contractor shall carryout a detail rate analysis for the non-schedule items of work.

11. Technical Specifications: The Contractor shall develop appropriate detailed standard specifications for use in construction, improvement/extension, repair and rehabilitation activities under the project.

12. Environmental Compliance: The Contractor shall comply with all requirements of the

IEE that was completed for the MSP and is incorporated into this Contract. An ERAC will be completed for each activity at the time of detail assessment being performed under this Contract. The ERAC format is provided as Annex A. The intent of the ERAC is to screen all construction activities for potential environmental impacts at an early stage in the planning process. During design of the activities, the Contractor shall develop an EMMP. An outline containing the elements of an EMMP is given as Annex A. The

EMMP shall, at a minimum, incorporate the Standard Conditions for Small-Scale

Construction. These Standard Conditions are included in the IEE of MSP. The

Contractor shall obtain USAID COR approval of the EMMP prior to commencing any construction activities. Reporting on environmental compliance shall be an integral part of all work plans, monthly progress reports, and final reports.

13. Tender Documents: The Contractor shall submit for both USAID and PMU approval, a complete package of tender documents for construction contracts including Design

Report, Construction Drawings, Bill of Quantities and Engineer‘s cost estimate, rate analyses report if any, Technical Specifications, and bidding documents. The package shall also include an illustrative construction schedule that shall take into account site accessibility, weather and security conditions. The Contractor shall package activities, as appropriate, for each set of tender documents. The size and technical importance of MSP demand the procurement of quality materials, particularly pipes and fittings, electro-mechanical components, standard pre-cast sections for the drains and pipes for the sewerage system. Drain and sewerage clearing and de-silting equipment, solid waste collection and disposal equipment and vehicles must be separately packaged. The actual size of all packages shall be the Contractor‘s recommendation but subject to the approval of USAID and the PMU. The Contractor shall be responsible for providing tender documents for all required approvals and to those prospective bidders prequalified and shortlisted for the tender.

14. Pre-Qualification of Construction Contractors: The Contractor shall assist the PMU to carry out a prequalification exercise to shortlist contractors based on criteria developed by the Contractor and approved by both the USAID COR and the PMU. The shortlist shall include all interested construction firms that have demonstrated to the Contractor‘s, USAID‘s, and the PMU‘s satisfaction that they possess the qualifications to complete all proposed work satisfactorily within the established timeframe.

15. Tendering Process: Through the PMU, the Contractor shall provide the tender documents to shortlisted contractors and will review, analyze, and prepare recommendations on the bids received for the PMU. The Contractor‘s analyses of bids will be submitted as a Bid Evaluation Report to USAID and the PMU. The method of selection will be determined based upon an analysis of the market and in accordance with

GoKP procurement procedures. During the procurement phase, the Contractor shall also assist the PMU in preparing responses to questions raised by prospective offerors, participating in site visits, participating in pre-bid/proposal conferences, and preparing amendments to the solicitation.

16. Award of Construction Contracts: The GoKP PMU shall be responsible for the award of all construction contracts under the MSPKP. Funding for construction and procurement activities will be provided to the GoKP through PILs, signed with USAID, detailing payment provisions for each construction activity or procurement.

17. Reports Required Under This Element: Prepare and submit to USAID all reports and other deliverables specified in “Deliveries and Performance” of this Contract.

4.4. Element Three Activities – Construction Monitoring, Inspection, and Quality

Assurance: Activities and responsibilities of the Contractor under this element include but are not limited to the following:

1. Award of Construction Contracts: As previously noted, the GoKP PMU shall award all construction contracts under MSPKP. These contracts will be funded through PILs issued by USAID specifying payment milestones for fixed amount reimbursements based upon detailed designs and specifications.

2. Project and Field Offices: The Contractor shall establish a project office in Peshawar, and two or three small field offices in Dera Ismail Khan and Malakand Divisions.

Program management functions and responsibilities include establishing project management controls; budget and cost reporting; liaising with USAID, GoKP agencies, and other donors and their implementing partners actively working in the water and sanitation sector in Peshawar; securing approvals; reporting progress; personnel management; and monitoring performance.

3. Construction Monitoring: The Contractor shall perform all procedures necessary to ensure that all construction activities are completed successfully and in accordance with the approved designs, drawings and technical specifications. The Contractor shall put in place all systems required to monitor the progress of the works.

4. Record Keeping: The Contractor shall be responsible for maintaining records of all of the following:

a. Job files;

b. Working folders;

c. Project correspondence;

d. Verbal discussions/directives;

e. Daily diaries for project activities noting events affecting procurement and construction progress (weather, manpower, site equipment, material deliveries, test dates, and work performed);

f. Submittal review process logs;

g. Project schedules;

h. Marked-up sets of design drawings and technical specifications for future “as-built” drawings;

i. Change orders issued by the PMU;

j. Environmental compliance reports;

k. Payment requests for works completed from the construction contractors; and

l. Any other documents and photographs pertinent to the monitoring and inspection of construction.

1. Inspections: The Contractor will perform all inspections required to ensure that project requirements are met. Inspection requirements include, but are not necessarily limited to, the following:

a. Regular Inspections: The Contractor will conduct routine on-site inspections of all construction activities under the project. During these inspections, the Contractor will:

1) Verify and ensure that the quality of materials used meet contract specifications;

2) Verify the correctness of the quantities used;

3) Monitor sampling and testing procedures, including testing frequency, and report failed tests to concerned parties for corrective action;

4) Verify the quality of construction/installation work and ensure conformity to contract design drawings, technical specifications, and requirements;

5) Monitor progress of work against the approved construction schedule, report deviations and their causes, and recommend corrective actions;

6) Report on the safety conditions at construction sites, contractors’ facilities, and identify violations of safety regulations;

7) Monitor safety violations and follow up on corrective actions;

8) Monitor environmental compliance;

9) Verify security incidents, weather problems, and any other events that could potentially affect the approved construction schedule; and

10) Regularly take photographs showing the progress of construction at each site.

b. Substantial Completion Inspections: Upon substantial completion of construction/ installation, repair/rehabilitation activities, the Contractor with representatives from the PMU and USAID shall inspect the activity/package and develop a punch list of items requiring remedial work before final inspection and acceptance.

c. Punch List Verification Inspection: When a construction contractor informs the

Contractor that punch list activities have been completed, the Contractor shall conduct an inspection and verify that the construction contractor has indeed addressed the items specified on the punch list. If additional work is still required, the

Contractor shall so inform the construction contractor.

d. Final Inspection and Acceptance: After satisfactory completion of all punch list activities, the Contractor together with representatives from the PMU and USAID shall conduct a final inspection of all facilities constructed under the relevant contract. If all parties are satisfied that the punch list items have been satisfactorily completed, the PMU will sign the handover certificate.

e. Final Warranty Inspection: If a warranty period is specified in the construction contract, the PMU shall conduct a final warranty inspection of the procurement/construction activity. Following this inspection, full responsibility for maintenance of the facility will then be transferred to the relevant authority.

2. Quality Control Program and Progress Monitoring: The Contractor’s Quality

Control Program (QCP) shall be implemented and the implementation of the QCP is the prime responsibility of the individual construction contractors. However, the Contractor shall monitor each construction contractors adherence to the QCP. Quality assurance and progress monitoring shall also be the responsibility of the Contractor. Under this responsibility, the Contractor will verify the levels of workmanship and quality of materials as defined in the drawings and technical specifications. The Contractor will also measure progress toward meeting the milestones established for payment under the

FARA. As noted above, the Contractor is also responsibile for monitoring the quality of work and through the PMU ensuring delivery of required outputs as per the agreed schedule.

3. Environmental Compliance: The Contractor shall ensure compliance with USAID, GoP, and GoKP environmental procedures. The Contractor will monitor all construction activities regularly and will provide adequate documentation of the environmental compliance status for each individual construction activity.

4. Approval of Materials and Sources: The Contractor will be responsible for recommending approval (or disapproval) of the materials and sources of materials to be designated for procurement by the construction contractor or supplier.

5. Construction Schedules Specific to Construction Contracts: The Work Plans prepared by each construction contractor working for the PMU will be reviewed and approved by the Contractor, and incorporated into the annual Project Work Plan. The objective of this program is to provide safe, quality construction of the water and sanitation infrastructure. Expectations should be managed to reflect the many challenges associated with materials and equipment handling, and construction in high density populated localities faced with many challenges, like maintaining regular water supplies to households, diversion of sewage and other wastes during construction activities, smooth traffic flows, quality assurance, staff security concerns, and maintain progress.

Unknowns include potential delays in securing favorable conditions for simultaneous water and sanitation related construction activities in the built up areas; unfavorable weather conditions; restricted road access; labor or commodity shortages; and uncertain security requirements; all impact time, cost, schedule and performance. These factors shall be taken into consideration when developing the Work Plan and construction and supplies delivery schedules. On a quarterly basis, Work Plans and work progress against the approved Annual Project Work Plan shall be reviewed by the Contractor and submitted to the USAID COR with commentary.

6. Pre-Construction Conferences: The Contractor shall conduct pre-construction conferences with each package contractor to acquaint key personnel, local authorities and inspectors, and other involved parties such as community representatives and the concerned government agencies’ staff, with the procedures, lines of authority, and the interrelationship with the monitoring activities of the Contractor, USAID, the PMU, and others. These conferences shall take place shortly after each contract is executed.

7. Notice to Proceed: Issuance of any Notice to Proceed for procurement and construction contractors shall be the responsibility of the PMU.

8. Certification of Progress and Final Payments to Construction Contractors: The

Contractor shall assist the PMU in processing…