Draft Terms of Reference

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Emmeline Baker
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1 Draft Terms of Reference CONSULTANCY FOR INTERIOR DESIGN AND PROJECT IMPLEMENTATION & SUPERVISION SERVICES FOR STATE EMERGENCY OPERATION CENTER (SEOC) AND GUJARAT INSTITUTE OF DISASTER MANAGEMENT (GIDM) 1.0 BACKGROUND The state of Gujarat covers a total area of 19.6 million ha, accounting for 6% of the total geographical area of the country. According to 2001 census, total population in the state is 50.5 millions, which accounts for nearly 5% of the total population of India. The general climatic condition in Gujarat is varying in nature with a relatively higher temperature, moderate rainfall, and low relative humidity, except in coastal areas. The State is subject to several natural hazards including earthquake, cyclones, floods and droughts. Gujarat is the second highly industrialized state in the country, accounting for about 24% in net value added by manufacturing sector of the country. Thus there is also potential for man made hazards associated with industrial accidents and civil strife. Following January 26th 2001, Gujarat State Disaster Management (GSDMA) has launched Programs for rehabilitation, reconstruction and capacity building of state in Disaster Management. This was envisage that oopportunities for disaster management education and training which exists in Gujarat are limited in scope and coverage and do not meet the expected requirements for improving overall disaster management in the state. To realize this vision, GSDMA decided to establish a State Emergency Operation Center (SEOC), Emergency Response Centre (ERC), District Emergency Operation Centre (DEOC) and Gujarat Institute of Disaster Management (GIDM) as a Centre of Excellence in disaster management education and training. The construction of these buildings is in progress and most of them are near completion. 2.0 OBJECTIVE The SEOC which is positioned behind Sachivalaya in Gandhinagar will be coordination and decision making hub in any emergency arises due to natural or man made disaster and GIDM which is positioned in Institutional Area near petroleum university will be and educational institute for training and capacity building in disaster management. The main objective of this assignment is to provide consultancy for interior design and implementation of same including assistance in procurement of various materials, project management, supervision etc. as required. 3.0 SCOPE OF SERVICES In order to achieve the above stated objectives the consultant shall perform, inter-alia, the following tasks: 1

2 3.1 Schematic Designs o Coordinate with GSDMA, GIDM and Commissioner of Relief Commissioner in finalization of the overall design of concept, layout, functional and space requirements for each room/area in GIDM, and SEOC. The consultant can propose modular products also. o Prepare at least three alternative concept plans / drawings / views / animations etc. with cost estimates and probable specifications for both sites and packages as required. o Prepare a schematic master plan for the both the buildings, specifications and estimates for the proposed interior, as per the final concept plans as agreed in consultations with GSDMA. The consultants shall also prepare necessary views, presentations and detail drawings of the final approved plan. o The consultant shall prepare drawings and details for interior of these buildings in consideration of all necessary components such as acoustics, lighting and audio visual, storage and necessary cabling for phone computers etc. 3.2 Procurement o Prepare technical specifications and estimates of all works, goods and furniture envisaged in the project. o Prepare and submit to GSDMA the final bid documents, as per the Standard Bidding Documents containing the technical specifications, bill of quantities and bid drawings. o The consultants shall assist GSDMA/Procurement/PMC/R&B in evaluating the bids submitted by various bidders. o Provide technical inputs during the pre-bid conference/s organised by GSDMA /Procurement/PMC/R&B for various contract packages. 3.3 Detail Working Drawings o Based on the approved design, prepare the detailed working drawings including wherever necessary, large scale and full size details. This would include interior designs, detailed drawings for electrical, acoustics, lighting and audio visual, storage, fire fighting systems, false ceilings (if any) and all other miscellaneous facilities. o Prepare Coordinated Drawings for both sites showing details of all the above services / facilities including levels. o All the designs and drawings shall be conforming to the international standard and quality. 3.4 Support to Project Management o Regular quality inspection of both sites (GIDM and SEOC) during the implementation phase to ensure using reasonable endeavors that the works carried out are as per the specification laid out and consistent with good engineering practices. o Consultants shall co-certify the bills of the contractor at random. o Participating in inspection and mock up approvals o Co-ordinating with Procurement/PMC/R&B for monitoring progress and attending all monitoring meetings. It is envisaged that a monitoring meeting would be held at site/gsdma office/r&b office on fortnightly basis o Assist Procurement/PMC/R&B in finalizing planning & scheduling of overall activities. o Witness all final performance tests as and when required by GSDMA. 2

3 The consultants shall have and maintain their self-sustaining office either at Ahmedabad or Gandhinagar. This office shall serve as single point contact for daily operational / any other issues. The cost of operating this office shall be borne by consultants. 4.0 SCHEDULES FOR COMPLETION OF TASKS The project assignment is planned to be completed over a period of about 9 months (3 months for design finalization and 6 months for implementation). The consultant would be expected to provide a detailed time schedule for undertaking the various activities. 5.0 COMPOSITION OF REVIEW COMMITTEE The consultant s work will be monitored and reviewed by the Review Committee under the chairmanship of the Chief Executive Officer, GSDMA. The Joint CEO, GSDMA shall be the Member Secretary / Coordinator for this assignment. The Review Committee shall consist of the following members: 1. Secretary (R&B), GOG 2. Chief Engineer (Procurement), GSDMA 3. PMC, GSDMA 6.0 PROCEDURE FOR REVIEW OF PROGRESS AND REPORTS Consultants shall make presentations to review committee members for approval on deliverables mentioned at point no. 3, and 4 and any other submittals which require project decisions and approvals. GSDMA will communicate decisions / approvals to the consultants in writing. 7.0 FACILITIES IN SEOC AND BUILDING LAYOUT The SEOC building will be coordination and decision making hub in any emergency arises due to natural or man made disaster. The total built up area of the building is about 2250 sq.m and this includes following facilities; 1. Entrance Hall and Reception area 2. Waiting cum Display area 3. State Control Room 4. Officers Chambers (4) 5. Media Room 6. Video Conference Room and Conference Room 7. VIP Room 8. State Alert and Warning Room 9. Staff seating area 10. Rooms for Line departments 11. Rest Room 12. Facility Management Room and Pantry etc. 3

7.0 FACILITIES IN GIDM AND BUILDING LAYOUT The GIDM building will be a premium institute with facilities of international standard for training and capacity building in Disaster Management.

4 7.0 FACILITIES IN GIDM AND BUILDING LAYOUT The GIDM building will be a premium institute with facilities of international standard for training and capacity building in Disaster Management. The total built up area of the building is about 13,500 sq.m and this includes following facilities; 1. Reception Foyer 2. Public Information and Display Area 3. Multipurpose Hall 4. DG Cabin and Head of Department Cabins 5. Cubicles and Other Staff Seating Area 6. Library 7. Class Rooms 8. Core Faculty Rooms 4

5 9. Video Conference Room 10. Computer Lab 11. Committee Room 12. Rooms for Visiting Faculty 13. Faculty Lounge 14. Hostel Rooms 15. Kitchen and Dining Area 16. Sports Room 17. Fitness Club 18. ERC Administration 19. Directors Room 20. Meeting Room and Classrooms 21. Laundry and Changing Room 22. First Aid and Doctor s Room 23. Rest Rooms 24. Recreational Area 25. Breathing Apparatus Maintenance Room and Compressor Room 26. Staff Seating Area 27. Other Storage area for Fire Equipments 5

6 Ground Floor Plan 6

7 First Floor Plan 7

a) Hostel 50 Capacity with twin sharing basis b) Common room for Hostel c) Dean s Residence d) Care taker residence

a) Hostel 50 Capacity with twin sharing basis b) Common room for Hostel c) Dean s Residence d) Care taker residence NOTICE FOR SELECTION OF ARCHITECT FOR CONSTRUCTION OF PREMISES FOR INSTITUTE S CENTRE OF EXCELLENCE (CoE) AT PLOT NO. IIA/3, ACTION AREA- IIA, NEW TOWN, KOLKATA 70017 The Institute of Company Secretaries