Rfp Oprc Copy

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GOVERNMENTOFANDHRAPRADESH ROADS AND BUILDINGS DEPARTMENT

REQUEST FOR PROPOSALS

A s.tudy on Experience from Implementation of OPRC Contracts and to Develop Recommendation for Future Contracting Approach and its

Management

(Quality and Cost Based Selecti~n [QCBS] -Lump. Sum)

Office of the Chief Engineer (R&B) CRN, PPP & Managing Director ,A.P. Road Development Corporation D. No. 10-1-1195, 5th ·Floor, R&B Office Complex,

Mahaveer Marg, A.C.Guards, Hyderabad- 500 004, India

RFP - OPRC - As issued to Bidders.doc

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Paragraph Reference

1.1

. 1.2

1.3

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Instructions to Consultants

DATA SHEET

Name of the Client: Roads & Buildings Department (RBD) I A.P. Road Development Corporation (APRDC), Government of Andhra Pradesh (GoAP)

·Method of selection: Q:uality and Cost Based Sel~tion [QCBS]

Financial Proposal to be submitted together with Technical Proposal: Yes

Name of the assignment is: A study on Experience from Implementation of OPRC Contracts and to Develop Recommendation for Future Contracting Approach and its Management , ____ ~

A pre-proposal conference will be held: Yes Date and Time: 2-t3.:!015 at 11.00..--'ll'\1 Venue : Office of the Chief Engineer (R&B) CRN; PPP & Managing

Director, A.P. Road Development Corporation, D. N9 • .JO-t.:. 1195, 5th Floor, R&B Office Complex, Mahaveer Marg, A.C.Guards, Hyderabad - 500 004, India

The Client's representative is: Sri G. JAGANNADHA RAO

Address: Chief Engineer (R&B) CRN, PPP & Managing Director, A.P. Road Development Corporation, D. No. 10-1-1195, 5th Floor, R&B Office Complex, Mahaveer Marg, A.C.Guards, Hyderabad- 500 004, India

Telephone: +91-40-23300462 Facsimile: +91-40-23301196 E-mail: [email protected]

1.4 - The Client will provide the following inputs and facilities: Required information available with the Department will be provided.

1.12 Proposals must remain valid for 90 days after the last date of submission.

QCBS-LS [May 2004]

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2.1

3.1

3.3 (a)

3.3 (b)

3.4

3.4 (g)

3.7

Section 3. ~fechnical Proposal- Standard Forms

Clarifications may be requested not later than 15 days before the submission date.

The address for requesting clarifications is:


Telephone: +91-40-23300462 Facsimile: +91-40-23301196 E-mail: [email protected]

Proposals shall be submitted in the following language:- English

Shortlisted Consultants may associate with other shortlisted Consultants: No

The estimated number of professional staff-months required for the assignment is: 10 Man-months

The format of the Technical Proposal to be submitted is: Full Technical proposal

Training is a specific component of this assignment: No

Amounts payable by the Client to the Consultant under the contract to be subject to local taxation: Yes.

Consultants (Foreign and Domestic) are responsible for payment of all taxes as applicable in India. Consultants are requested to consult Tax consultants for details.

The Client will however reimburse the following indirect taxes I duties.

a. Duties on imported equipment brought by foreign consultants to India to provide the required services and

b. Consultancy service tax payable on the contract value by both foreign and domestic consultants.

Section 3. Technical Proposal- Standard Fonns 23

0 . The above only are to be shown separately in their financial proposal.

3.8 Consultant to state local cost in the national currency: Yes ...:t._

4.3 Consultant must submit the original and 3 copies of the Technical Proposal, and the original of the Financial Proposal.

4.5 The Proposal submission address is:


Telephone: +91-40-23300462 Facsimile: +91-40-23301196 E·mail: [email protected]

Proposals must be submitted no later than the following date and time:

-10.4.2015 15.00 Hrs 1ST -


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5.2 (a)

Section 3. Technical Proposal- Standard Fonns

Criteria, sub-criteria, and point system for the evaluation of Full Technical Proposals are:

(i) Specific experience of the Consultants relevant to the assignment: (a) Global experience in similar nature projects 2.0

{10 projects- full points) (b) Experience on projects in the Region, including India 2.0

(5 projects -full points) (c) Perfonnance and capability 1.0

Total points for the criterion (i):

(ii) Adequacy of the proposed methodology and work plan in responding to the Terms of Reference:

a) Technical approach and methodology 15.0 b) Work plan 5.0 c) Organization and staffing 5.0

5 Points

Total points for criterion (ii): 25 Points

(iii) Key professional staff qualifications and competence for the assignment:

a) Road maintenance Engineer cum Team Leader 25.00 b) Contract Management Specialist 20.00 c) Finance & Costing Expert 15.00

Total points for criterion (iii): 60 Points

The number of points to be assigned to each of the above positions or disciplines shall be detennined considering the following three sub-criteria and relevant percentage weights:

1) General qualifications (a) Education:

Ph.D. - 10 Masters Degree -5 Bachelors Degree and Others - 3

(b) Experience: No. of years of proven experience Points will be prorated

(c) Position Held: No ofyrs in current position held

2) Adequacy for the assignment

10

15

5

(a) Experience in Highway Projects in Maintenance 3 projects on Highway Projects in financing 30

(b) Experience in other Sectors in Maintenance 3 projects on financing in sectors other than Highways 10

(c) Experience in similar position: 5 projects 'in relevant field of expertise 20

3) Experience in region and language

30%

60%

10%

Section 3. Technical Proposal- Standard Fonns 25-

(a) Experience in the Region 10% (b) Exposure to th~ Language in Region 5%

. . Total weight: 100%

(iv) Suitability of the transfer of knowledge (training) program: Relevance of training program 2 Points

b) Training approach and methodology 2 Points c) Qualifications of experts and trainers I Point

Total points for criterion (iv): 5 Points

(v) Participation by nationals among proposed key staff Nationals 50% of the staff and above 5 Points Less than 50% of the staff 3 Points

Total points for the criterion (v): 5 Points

-Total points for the five criteria: 100 Points

The minimum technical score required to pass is: 75 Points -

5.6 The single currency for price conversions is: Indian Rupees

The source of official" selling rates is: State Bank oflndia [SBI] B.C. Selling rate of Exchange ..

The date of exchange rates is: 14 days prior to the last date for submission of proposals indicated in Clause 4.5 of Data Sheet.

5.7 The formula for determining the financial scores is the following: [Insert either the following formula] Sf= 100 x Fm I F, in _which Sf is the financial score, Fm is the lowest price and F the price ofthe proposal under consideration.

The weights given to the Technical and Financial Proposals are: T= 0.75; and P=0.25 -I

6.1 Expected da~ and address for contract negotiations:

Date: 25.4.2015 Address: Chief Engineer (R&B) CRN, PPP & Managing J;>jrector,

I A.P. Road Development Corporation, D. No. 10-1-1195, 5th Floor, 'R&B Office Complex, Mahaveer Marg,

I A. C. Guards, Hyderabad- 500 004, India --

7.2 Expected date for commencement of consulting services 1.6.2015 at Hyderabad

RFP w OPRC - As issued to Bidders.doc

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Section 5. Terms of Reference

Output and Performance-based Road Contracts (OPRC): Experience to-date and Lessons for Future

1.0 Background 1. Andhra Pradesh Road Sector Project (APRSP) is being implemented by the Government of Andhra Pradesh (GoAP) through its Roads & Buildings Department (RBD) I AP Road Development Corporation (APRDC), with a loan procured by the Government of India from the International Bank for Reconstruction & Development. ~

2. As part of this project, services over nearly 4300 km of roads under the S~ate's Core Road Network are being improved through Long-term Performance-based Maintenance Contracts, which are also known as Output and Performance-based Road Contracts (OPRC). These contrJlCts are awarded in four lots/pha~es at different times, as indicated in Table I (further details are placed in Annexure I). Where, the remainder of the state road network, under the aegis of the RBD, continues to be

Table 1 Phase No. of Total

Contract Length in Packages Km

Phase I 7 1288 Phase IIA 10 1601 Phase liB 4 590 Phase IIC 5 823 Total 26 4301

maintained through traditional annual maintenance practices.

Est. Cost in Rs. Cr.

215 379 113 186 892

3. The OPRC contracts are different from the traditional maintenance contracts, in four notable ways. To begin with, in terms of planning, the objective of the OPRC contracts was to provide comprehensive maintenance of selected roads over a 5-year period and. thus includes undertaking Ordinary Maintenance, Initial Rectification Works, Periodic Maintenance Works, Minor Improvement Works and Emergency Works. Second, from a procurement perspective, the OPRC contracts are usually encompass longer stretches and higher outlays. Third, in terms of incentives, the payments under OPRC contracts are mostly aligned with the achieved pre-specified standards of performance. In line with this, while Ordinary Maintenance is paid for on a monthly, lump-sum basis, the Minor Improvement Works are paid for on the basis of actual quantities of work completed. Initial Rectification and Periodic Maintenance, on the other hand, are paid either on lump-sum basis in case of contracts in earlier phases or on ·per-km rates in case of contracts under Phases liB and .IIC. Lastly, from an implementation and monitoring perspective, although OPRC contracts too are administered by the respective field units of RBD, such administering encompasses measurement and recording of various road service performance indicators and also an

Section S- Terms of Reference

additional layer of review by third-party monitoring consultants. Since January 2012, the ·· OPRC contracts under APRSP are being examined a Third-Party Monitoring Consultant · engaged by APRDC, with the objective of monitoring as well as facilitating seeding and , exchange of various best practices.

4. GoAP/APRDC now seeks to review the experience of implementation of OPRC contracts and draw lessons, by engaging a consulting ~-un.det;.~!ae..~~is ~ - .~ -SP.

2.0 OBJECTIVES and TERMS of REFERENCE 5. This study aims to review the experience of implementation of OPRC contracts and draw lessons to improve the overall approach to providing.better maintenance of state road network. Towards this end, specifically, the consultants are expected to do the following:

6. Undertake a comprehensive assessment of how OPRC contracting structure has

performed with regard to addressing the following key issues that it had set out to achieve, on its own and vis-a-vis traditional item-rate annual maintenance contracts, viz:,

• Service Improvements: Betterment of roads in terms of overall riding quality through routine and periodic maintenance, particularly from the perspective of road user and: his/her level of satisfaction with regard to all key aspects of road infrastructure .including pavements, shoulders,. drains, CD structures, road· safety ap_inmenan.ces - signs, markings and painting, shrub clearance, etc.

• Cost Effectiveness: Value for Money in comparison to the conventional departmental maintenance. efforts- by providing due weightage to (a) improved levels of road service and road user satisfaction; and (b) savings as well as avoided costs due to timely planning and interventions.

• Sustainability: Providing assured and sustained funding for maintenance through contractual commitments for 5 years or longer duration; .

• Monitoring and Evaluation: (a) Generating data on the road inventory and condition on a regular basis; and (b) its analysis and use for future planning and contracting.

• Scope for improv{!ment in OPRC in all key areas including planning, procurement, documentation, contract management, payments and monitoring.

7. Such a comprehensive assessment shall be based inter alia on the following list of sub-tasks/activities, viz.,

• mplil:zg;d[lpllecti o.n a~d -4-!l • • C.~Yl1~~~lyz_e ~levant data from a s .. ~Ie- se~··of g.;. 10 packages ( coveritlg at least an aggregate length of 2,000 km) from tpr~ ·major modes ofmaintenance-contracts; viz., (i) OPRC-Phase I; (ii) OPRC-Phase 11 (with revised bidding documetitS); and {iii) traditional, item-rate annual

maintenance contracts. Such data should cover key areas of focus of comparison, that . is, procurement (no. and sire of packages, average number of bidders, timeframe),


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planning (requirement vs. budget allocation), technical/implementation aspects (use of different types of technology, equipment and materials), costs (estimate vs. bids vs. actual), all major parameters of performance covering all aspects of road infrastructure/service, road user satisfaction and quality of data on road inventory and condition that is available and analyzed/used for future decisions. Towards this end, for the data on OPRC-type packages, the consultant may mainly rely on the data available under the existing contracts, Road User Satisfaction Surveys, APRDC, Road Asset Management System (RAMS) and reports of the Third-Monitoring consultants. For the data on traditional annual maintenance contracts·, the consultant may rely on the data available through RBD sources and, if necessary, undertake a limited data collection exercise especially to ascertain/verify performance related to road infrastructure/services and road user satisfaction. For instance, cross-sectional sample analyses of the road conditions -or site visits to validate RAMS data - would need to be carried out to check whether there is a difference in the levels of maintenance between the OPRC roads and those under traditional item-rate contracts. The consultants shall be required to finalize the sample set of packages/contracts and roads, data requirements and the framework for analysis, in consultation with RDC/RBD;

• Consultations: Within the aforementioned sample set of package~ for OPRC-type contracting, conduct interviews and interactive consultation sessions with the. key representatives/officers of GoAP (including Finance Department), R.i3D, APRDC, contractors and consultants for the Third-Party Monitoring and Road User Satisfaction Surveys, and document the experience, challenges faced and suggestions for improvement, if any, w.r.t., planning, procurement, contract documents, implementation and monitoring.

• Bidding Documents Review and Analysis: (i) Review key provisions/changes in the procurement documents used for OPRC contracts (original and revised versions); (ii)

Analyze whether and how such provisions/changes have impacted the costs and performance outcomes under respective sets of contracts; and (iii) Recommend changes to future OPRC documents.

• Review of Implementation and Monitoring Arrangements: Review the existing arrangements for the management, reporting and monitoring of OPRC contracts and recommend changes for improvement, if any. While doing so, particular attention may be paid to (i) collecting data on more general/common forms of lapses in the performance of Contractors or issues leading to disputes; (ii) examining the paucity or ineffectiveness of the clauses in the contract documents to address such lapses/issues; (iii) review the contract management systems that were adopted; and (iv) suggesting

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Section 5- Terms of Reference 47 .

any remedial action I changes in the contract clauses and · systems for their · monitoring.

• Analyze critically the clauses pertaining to environmental and safety aspects and suggest improvements, if required. Also, assess the efficacy of implementation and any changes required towards ensuring better compliance to these. ·

In case the Consultant proposes to add/modify the aforementioned list of sub-. tasks/activities, they need to justify how such changes would be more effective for achieving the study objectives, explicitly as part of the approach and methodology section in their proposal.

3.0 SELECTION MODE, KEY DELIVERABLES, TIMELINES and PAYMENT l\1ILESTONES

8. The selection of Consultant for this shall be based on QCBS, as explained in the Request for Proposal (RfP), with lump-sum payment against acceptance of key deliverables by APRDC. The assignment shall be completed within 5 months of issue of notice to commence the. services. The key deliverables expected, along with the respective timelines, are tabulated belowe ·-

Item Due date Payment (from start of Milestones . Services)

Inception Report detailing consultant's appreciation of the key issues, finalized Draft: 1 month Draft: 10% approach and methodology, sampling Final: 1.5 months· Final: 5% strategy, identification of designated counterparts/resource persons for data collection, data collection formats, overall resource and time-pJan

.. '-1 ~ons ,, ions includktg 2 Months 15% ~ ,c.;~$- a ............ Interim Report - covering a summary of data Draft: 3 Months Draft: 20% collected from secondary and primary Final: 3.5 Months Final:IO% sources, prelin1inary analysis and findings covering all key elements of the ToR B.i:.~1 .. 11J,.~Vo~hu_p~r presentation and 4Months 10% diwws.sion of key findings Final report Draft: 4 Months Draft:20%

Final: 5 Months Final:10% I Note: The Consultants shall arrange for a soft-copy and five hard-copies of each key deliverable/report in their draft as well as final forms.

RFP - OPRC - As issued to Bidders..doc

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9. The Client shall forward their observations, if any, on the Draft Reports within 7 days of their receipt and the Consultants shall submit the Final Reports duly complying with the observations communicated, if any.

4.0 TEAM COMPOSITION, QUALIFICATIONS and SKILLS 10. The Consultant's team shall comprise the following key personnel:

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Team Leader (Road maintenance engineer, 1 No.): A Graduate Degree in Civil Engineering \;Vith 15 or more years of experience in road construction and maintenance, of which at least 5 years in dealing with (i) long-term and/or performance-based maintenance contracts of packages covering an average road length of at least 1 OOkm; (ii)

road maintenance performance monitoring and evaluation; and (iii) costengineering/value-for-money in the context of road construction projects. (Minimum expected engagement: 3 person-months, spanning throughout the calendar duration of the assignment period)

Senior Consultant (Contract Management Expert, 1 No.): A Graduate Degree in Civil Engineering with I 0 or more years of experience in road construction and maintenance, of which at least 5 years in dealing with (i) procurement, monitoring and evaluation of performance-based road maintenance contracts; and (iii) cost-engineering/value-formoney in the context of road maintenance projects. (Minimum expected engagement: 5 person-months, spanning throughout the calendar duration of the assignment period)

"#- ' Finance and Costing Expert (1 No.): A certified Cost Accountant and/or Financial .>" Analyst or a Post Graduate in Management (with finance/costing specialization), with a

<Jo..r "\. ~ minimum of I 0 year experience, of which at least 5 years in the road sector, with proven 'f experience in handling management-oriented cost accounting/analysis. (Minimum ~ expected engagement: 2 person-months, spanning throughout the calendar duration of the

assignment period)

11. In addition to the above key personnel, which shall be considered for the purposes of evaluation, the assignment may require the Consultant to intermittently mobilize specialists with requisite expertise to deal with issues related to various disciplines such as, for example, Environment, Drainage and Cross Drainage structures. Ac.:ordingly, the Consultants may include such requirements and related resource plans in their proposal.

5.0 FACILITIES AND SERVICES TO BE PROVIDED BY THE CLIENT

12. For the purpose of analysis with respect to the scope of this ToR, APRDC shall assist the Consultants in obtaining data and information that is already available with themselves or with any other ann of the Government of Andhra Pradesh, as requested by the Consultants with sufficient prior notice. All the costs associated with the collection of such data shall be

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Section 5- Terms of Referel!ce

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borne by the Consultant. APRDC shall not provide any office space or any other logistical · · support.


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