Reference No. RAMP/C/03-10/CQ

Transcription

1 REPUBLIC OF CROATIA MINISTRY OF FINANCE TAX ADMINISTRATION REVENUE ADMINISTRATION MODERNIZATION PROJECT Reference No. RAMP/C/03-10/CQ Terms of Reference Technical Supervision of reconstruction and construction works on the building of Back-Up/Disaster Recovery Center, Tax Administration Regional Office Vinkovci 1. BACKGROUND The Government of the Republic of Croatia has embarked on a reform of revenue administration. The inputs for these reforms include the need for the Croatian Tax Administration (hereinafter: CTA) to keep pace with the requirements of a globally competitive, market economy and to set the stage for EU Accession. The overarching objective of the project is to achieve further improvements in efficiency, taxpayer services, and tax compliance through capacity building and systems improvement in CTA. Project goals are : a) to achieve organizational consolidation and functional realignment of CTA tax offices, including physical facilities; b) to enhance knowledge and technical expertise of tax officials and stakeholders; c) to upgrade technological services, management information system and to provide support to TIN implementation (MIS) and d) modernization of management and project support. 2. OBJECTIVES OF THE CONSULTING ASSIGNMENT The task of the consultant is to provide technical supervision of civil works in compliance with the Physical Planning and Building Act (Official Gazette of the Republic of Croatia No. 76/07, 38/09, 55/11, 90/11), Act on Architectural and Engineering Activities in Physical Planning and Building (Official Gazette of the Republic of Croatia 152/08, 49/11), Safety at Work Act (Official Gazette of the Republic of Croatia No. 59/96, 94/96, 114/03, 100/04, 86/08, 116/08, 75/09) and to applied standards in the Republic of Croatia, for the following construction structure and site: Reconstruction and construction works on the building of Back-Up/Disaster Recovery Center, Tax Administration Regional Office Vinkovci

2 3. SCOPE OF ASSIGNMENT 3.1 Technical supervising service a) Constant supervision of reconstruction works so that the reconstruction works will be performed in compliance with the building permit, the Physical Planning and Building Act and other relevant regulations; b) Constant supervision of the quality of the work, installed products and equipment, in compliance with the design requirements. Quality is confirmed by certificate issued by the authorized firm, for which records are kept and reports are submitted to the Client. c) technical supervision and supervision of compliance with the bill of quantities of civil works on the Reconstruction and construction works on the building of Back-Up/Disaster Recovery Center, Tax Administration Regional Office Vinkovci, d) surveying supervision of the civil works, in compliance with the Croatian regulations; e) technical supervision and supervision in compliance with the bill of quantities of the construction of the metal shelters at the crossings, in compliance with the relevant regulations; f) technical supervision and supervision of compliance with the bill of quantities of the construction of the power facilities, and work on the digital telecommunications and telephone installations, in compliance with the relevant regulations. g) Handing-over of the works and structures, h) Collection of results of quality control and other testing i) To supervise the works to ensure that works are planned orderly and completed on schedule and within the budget j) Reviewing design documents and drawings prepared by the Contractor k) to execute the inspection and witness the testing executed by the Contractors as required by Croatian Law or as otherwise directly defined or indirectly implied in the Technical Specifications or Requirements as part of the Contracts; l) To certify Contractors invoices m) To ensure proper recording of the progress of the Works and actual expenditure; n) To ensure regular reporting by submitting initial, monthly and final reports o) The Consultant will be included in all activities during defects liability period 3.2. HSE (health, safety and environment) Coordination - Coordinator 1&2 Coordinator of occupational safety requirement is prescribed in the Ordinance on the conditions and expertise for the appointment of coordinators for safety at work and taking technical exams (Official Gazette 101/2009) in relation with the Work Protection Act (Official Gazette No. 59/96, 94/96, 114/03 i 100/04, 86/08; 116/08, 75/09). a) Duties of Coordinator I for safety at work in the preliminary design phase shall be : Coordination of implementation of the principles of safety at work in the preliminary design phase making/preparing the plan works making/preparing documentation of the relevant safety and health information b) Duty of Coordinator II for safety at work in the civil works phase: Coordinate application of the principles of safety:

3 - when making decisions on technical and / or organizational measures during the planning phase of individual work - in determining the limits, which are necessary for the safe completion of certain phases of work, which is presented Coordinate implementation of appropriate procedures to ensure that employers and other persons: - consistently application of the principles of safety at work; - perform work in accordance with the plan works; Develop or encourage the making of necessary adjustments of the plan of works and documents with all changes on construction site. To organize cooperation and mutual reporting of all contractors and their workers' representatives which together or one after the other (in sequence) to work on the same site, in order to prevent injuries and health care workers. Check whether the operating procedures carried out in a safe manner and coordinate the activities prescribed. Arrange to have access to the site only people who are working on it and people who have permit entry to the construction site. The schedule for this particular supervision shall be coordinated with the schedule for the reconstruction of the object Assistance to the Employer in start-up and close-out of work contracts The responsibility of the Consultant shall be for, but not limited to, the following tasks: a) approve Contractor s insurance policy as required by the contract; b) approve, when satisfactory, the Contractor s Quality Assurance Plan; c) participate in handing over the Site procedure by the Employer to the Contractor to establish survey points for execution the works and by co-signing the handing over certificate; d) establish contents and formats of a Contractor s reporting system to the Engineer / Chief Supervising Engineer and the Employer; e) ensure that traffic operations safety is met before commencing the works; f) check and approve eligibility of the source of materials and eligibility of subcontractors g) check and approve major equipment proposed to be used by Contractor. h) review and revise the designs, drawings and other Contractor s Documents in accordance with the Contract requirements i) assist the Employer in project close-out (receipt, acceptance and archiving all project documentation including as-built drawings, operating and maintenance manuals, administrative documentation; as applicable, preparing for and witnessing the final taking-over and testing in order to prove that the overall objectives of the measure have been achieved, post-contract evaluation and examination of lessons learned) 3.4. Contract administration The responsibility of the Consultant shall be for, but not limited to, the following tasks: (a) Management of the work contracts. Based on (i) Contractors program of works and cashflow forecast which should be revised at required time intervals and, (ii) upon his own judgment, the Consultant shall prepare monthly disbursement tables showing the status of

4 previous disbursements and a tentative forecast of the future disbursements on a monthly base. The said tables shall be submitted before the 5th day of each month to the Employer. (b) Day-to-day measurement and recording of quantities of works carried out by Contractor; (c) Recapitulation of quantities of work carried out monthly for each contractual item of work; monthly comparison of actual progress against progress as scheduled; (d) Continuous follow-up of the Contractors work programs and monitoring cash-flaw in relation to the planned schedules; (e) Alert immediately the Employer (Project Manager) if any change occurs in the work progress or disbursements; (f) Check of the Contractors Monthly Statements; (g) Establishment of Interim Payment Certificates and Final Payment Certificate. An appropriate format to carry out these tasks shall be prepared by the Consultant and submitted to the approval of the Employer Approval of Contractor s program, construction techniques and materials The responsibility of the Consultant shall be for approval of, but not limited to, the following tasks: (a) Contractor s proposal for supply of material management (b) Contractor s safety at work site measures; (c) Contractor s detailed work program based on proposed resources, (d) Contractor s method of measurement and calculations established by Contractor; (e) Contractor s earthmoving scheme for earthworks; (f) Contractor s construction techniques for structures; (g) setting-out of the works; (h) Contractor s establishment of contract management documents; (i) any other activities related to approval of management Supervising the works a) The responsibilities of the Consultant shall be, but not limited to, the following tasks: b) Inspect the works to check whether the performance complies with specification and drawings; c) Control materials incorporated into the works; d) order quality control of material and completed works as prescribed by the relevant and effective Laws and regulations and verify that all tests, in terms of type and frequency, are carried out by the Contractor or its Sub-contractors meet the requirements. e) Record work site daily events and measure quantities of the executed works and builtin materials; f) The Consultant shall immediately report to the Employer (Project Manager) any event or dispute which requires the intervention of the Employer (Project Manager) and will assist the Employer in resolving any dispute; g) in case of slippage in the progress of the Works, with reference to the original or updated and approved work program and, if a postponement of the contractual Completion Date is foreseen, the Consultant will take the necessary measures to

5 increase the rate of the works and shall advise the Employer (Project Manager) accordingly; h) In case of postponement of the Completion Date, the Consultant shall evaluate the implications for the Contract and advise the Employer (Project Manager) on the consequences of such postponement; i) Calculate liquidate damages, if necessary; j) Supervise, verify and correct, if necessary, the Contractor s as-built drawings k) Monitor and take part in the commissioning and trial operation of the project phases and sub-phases l) Participate in provisional, temporary and partial taking-over of works and submit all supervision documents to the Employer (Project Manager) according to the Croatian Construction Law; 3.7. Relevant and effective Croatian Laws and regulations Particularly following Croatian Laws and regulations (but not limited to) are considered relevant for the subject matter; 1. Physical Planning and Building Act, Official Gazette 76/07, 38/09, 55/11, 90/11 2. Act on Architectural and Engineering Tasks and Activities in Physical Planning and Building (Official Gazette, 152/08, 49/11) 3. Environmental Protection Act (Official Gazette No. 110/07) 4. Waste Act (OG No. 178/04, 111/06, 60/08, 87/09) 5. Work Protection Act (Official Gazette No. 59/96, 94/96, 114/03 i 100/04, 86/08; 116/08, 75/09) 6. Fire Protection Act (Official Gazette No. 92/10) 7. Public Roads Act (Official Gazette 84/11) 8. Road Traffic Safety Act (Official Gazette 67/08, 48/10, 74/11) 9. Standardization Act (Official Gazette 139/03) 10. Statute of Croatian chamber of architects and civil engineers (Official Gazette 131/10) 3.8. Duties and responsibilities of technical supervision services are as follows: o Assistance to the Employer in start-up and closeout of work contracts; o to be at the site during the works are performed; o to discuss the problems in connection with the building site daily with the Contractors and immediately inform the Client about all significant problems; o to sign a building journal daily, to sign the construction book within intervals that make it possible to prepare a monthly interim invoices, i.e. upon the completion of particular items of work; o to inspect delivered materials and work completed in a timely manner and to require the contractors to perform the necessary preliminary testing promptly; o to comply with obligations according to relevant and effective Laws and regulations; o to require the testing of materials for work and construction; o to supervise the implementation of technical solutions in the technical documentation and other documents, on the basis of which construction is performed; o to monitor and supervise the realization of the dynamic plans and all activities which should be in compliance with the bill of quantities; o to take over the projects completed in a qualitative and quantitative manner; o to control the implementation of other contracted obligations by the contractors; o to control, check and propose a fee analysis for compensation and unanticipated work; o to control and sign interim and final statements; o to participate in the turnover and acceptance of the objects and prepare final statements;

6 o to keep orderly documentation on construction, the quality of the materials, amendments and modifications of the project documentation, turnover and acceptance, and the final statement; o to prepare and hold regular weekly working meetings with the contractors and the client; o to report regularly to the client; o to perform all other work regarding supervision in connection with the construction of the border crossings and according to the directives of the client. The Consultant shall exercise all reasonable care to protect the interests of Employer, to ensure the timely supervision and control of the Works and to avoid the occurrences of disorders of construction during the works. In order to achieve a timely implementation of the works and efficient use of financial resources, the Consultant shall maintain a continuous presence of its Key experts on site according to the Assignment Schedule to be indicated in the Bid and specified in contract. The Consultant is responsible for adjusting its personnel s time schedule to the detailed time schedule of works Contractors in order to be present at all key activities of works within the regular working time. All payments for the Consultant s staff will be based on the work executed and according to the timesheets approved by the Project Manager. The Consultant shall be responsible for both its personnel and the personnel provided by its subconsultant, if any, shall comply with requirements of relevant Croatian regulations regarding the authorization to perform supervision services. The Consultant shall ensure a sufficient interpreting capacity to enable unhindered work of its personnel. 4. TIMING AND DURATION The beginning of the assignment is expected in January The beginning of civil works is expected at the beginning of 2013, and to be completed within 12 months. The schedule for the supervision shall be coordinated with the schedule for the reconstruction of the object. In case they are needed, The Consultant will be included in all activities during defects liability period and should give its services during this period until full expiration of this period. Defects Liability Period is twenty four (24) months from the taking over certificate date. 5. REQUIREMENTS 5.1. Personnel capabilities The Consultant will employ appropriately qualified and experienced personnel to be capable of effectively achieving the scope of the services. Supervisory engineers should be certified engineer in compliance with the Physical Planning and Building Act, Statute for Croatian Chamber of Architects and Civil Engineers, and Act on Architectural and Engineering Activities in Physical Planning and Building. A) Project manager - 1 person

7 The consultant will assign a senior employee with the following qualifications and experience as a Project Manager for this assignment: A qualified civil engineer (with a license of Croatian Chamber of Architects and Civil Engineers), at least 10 years experience of similar projects and shall have been in a comparable position on at least 5 other project involving supervision of similar works, proven experience in team management skills, communication skills, A good command of written and spoken English and Croatian (or to provide translation from English to Croatian). Short Description of Project Manager Position: - caring out the duties of the Engineer, as described in the works contracts; - managing the overall Consultant s team; - elaborating the program of activities of the Consultant s team; - taking care of the Consultant s team s logistics; - checking that the services are carried out in accordance with the Terms of Reference; - advising the Client on any issue likely to affect the financial resources, e.g., variation orders, or the scope of work; - verifying and certifying the Contractor s interim and final Statements and supporting documents and issue Payment Certificates and issue / endorse Payment Certificates - submitting the inception, monthly and final report for the whole Project; - delegating duties as appropriate to other supervising engineers. B) Supervision engineers for installations - 3 persons The consultant should assign three (3) additional employees with the following qualifications and experience to work under the Team Leader for this assignment: Supervision engineers for Civil Works 1 person Supervision engineers for Electrical Installation 1 person Supervision engineers for Installations Works 1 person These persons should fulfill the following requirement: A qualified civil engineer (with a license of Croatian Chamber of Architects and Civil Engineers), Adequate experience of at least 5 years with at least 3 years as a leading person for supervision of installations A good command of written and spoken English and Croatian (or to provide translation from English to Croatian). C) Coordinator 1&2 (HSE Coordination) - 1 person The person must have experience in providing this type of services and also a written proof in order to confirm that he/she is able to implement this activity: relevant degree in the field of electrical engineering, civil engineering or similar relevant field; Minimum of 10 years experience technical experience in the field of safety on the work; Certificate for passed exam as Coordinator I for safety at work in the preliminary design phase and Coordinator II for safety at work in the stage work issued by Ministry of Economy, Labor and Entrepreneurship;

8 Membership of the Croatian Chamber of Civil Engineers 5.2. Equipment capabilities provided by the Consultant In performing supervision and control testing, the Consultant is required to use his own equipment, means of transport and premises. The Consultant shall ensure that experts are adequately supported and equipped. The Consultant will provide (make it accessible for its personnel) at least following work equipment: fax machine; copying machine having the capacity to copy A4 and A3 formats; multi-media projector, portable laptop computer with the latest versions of MS Windows, MS Office Pro, MS Project, Adobe Acrobat and anti-virus, AutoCad; A3 Scanner with capacity to scan transparent copies; laser network printer with min. 24 ppm; digital photo camera with size capacity not less than 3 M pixels. 6. REPORTS AND SCHEDULE OF DELIVERIES Inception Report Within a period of 30 days from commencement of duties and beginning of civil works, the Consultant shall submit an Inception Report, to comment the general organization of the Project, setting up the organization for the purpose of construction supervision and all the relevant problems arising in the initial period of services. The Inception report should provide information on: 1. - General Organization, 2. - Mobilization of Consultant s staff, 3. - Initial Problems, 4. - Variations from Terms of Reference. The Inception Report of the Consultant will include the following items and show how the Consultant intends to deal with the following procedures: 5. - Quality control - methodology for testing by Contractor, monitoring and verification of results, 6. - Technical & Design Queries - procedures for resolving and monitoring responses, 7. - Interim Payment Certificate verification of measurement and amounts, 8. - Administrative procedures and controls. The Inception Report shall be combined, with the Report issued from the Coordinator I for safety at work in the preliminary design phase in accordance with his/her scope of services and legal requirements. Monthly Progress Reports Starting within one month after signature of the contract, the Consultant must submit monthly progress reports. These monthly reports should summarize all supervision activities undertaken by the Consultant. Each report shall include a precise statement of the financial status of the contract, and its progress schedule, including start date and anticipated completion date. It should give sufficient detail to be useful, without omitting essential information, or providing so much that it becomes unwieldy. It should be recognized that the monthly report is the first source of information, should there be a claim for extension of time or extra costs.

9 Monthly Progress Reports shall be combined with the Reports issued from the Coordinator II for safety at work in the civil works phase in accordance with his/her scope of services and legal requirements. Final Report The elements to be considered in the Final report include a description of the work undertaken, accompanied by physical indicators, quantification of expenditure by category of work and the measures taken with regard to publicity requirements. The Consultant shall submit a Final report one month after issuing the Taking-over certificate. This report shall present a brief summary of progress of the project, including any lessons learnt of relevance to future projects. The report will also make recommendations on any additional needs for reconstruction works or technical assistance, which might be identified by the Consultant as necessary for the proper protection and efficient maintenance of the Works. The Final Report shall be combined with the HSE (health, safety and environment) Final Report issued from the Coordinator I & Coordinator 2 in accordance with his/her scope of services in order to confirm that during civil works all legal HSE requirements were followed correctly and on time. Maintenance Report At the end of assignment, upon expiry of the Defect Notification Period, the Consultant will issue a brief report summarizing his activities in this period and all remedial actions and measures taken to eliminate deficiencies (if any). Records on the progress of the Works Throughout the period of the works, the Consultant will maintain detailed records including daily records of the progress of the works and of any problems or incidents occurring on or about the site and will submit one copy of all records to the Project Manager. All reports and invoices will be submitted to the Employer s office by hand or by registered mail, and will not be considered valid in case they are faxed or ed. All documents will be submitted in English and Croatian. The Consultant will provide the above reports and documents as hard copies together with one electronic copy in Croatian and one electronic copy in English: Correspondence The Consultant will copy all correspondence to the Project Manager as follows: Correspondence 1 set in English 1 set in Croatian Report English Croatian Inception report 2 sets 3 sets Monthly Progress Reports - 2 sets 3sets Final Report - one (1) month after completion of works and issuing of taking over certificate 2 sets 3 sets

10 Records on the progress of the Works 2 sets 3 set English translations are in the sole responsibility of the Consultant. 7. MONITORING AND EVALUATION The Consultant s performance will be monitored on a daily basis by the Project Manager. Project Manager will act as the Client s representative for the Project and will issue instructions and decisions on behalf of the Client. The Consultant shall seek prior approval of the Project Manager for: Giving consent to a Subcontractor for works that should have been carried out by a different subcontractor named in the Contract; Approving the Contractor s Documents; Agreeing or determining an extension of the Time for Completion; Instructing a Variation which is expected to increase the Contract Price or in any substantial way change the requirements of the contract, particularly regarding the scope, character or quality of the Works; Giving instructions for the use of the contingencies. Once the taking over certificate is issued it may not be necessary for the Consultant to maintain full time presence of its experts on Site during the Defects Notification Period. However, the Consultant should be available for making defect clearance and inspections and to give support to the Contracting Authority with any contractual, technical or operational issues that may arise during this period. The Consultant shall issue the performance certificate at the end of the Defects Notification Period.