Professional Documents
Culture Documents
SIGNMENT
APPROACH, METHODOLOGY AND WORK PLAN
Project Appreciation
The existing Koforidua Water Treatment Plant, built in 1938, has seen a number
of rehabilitation programmes all aimed at improving water delivery to the people
of Koforidua and its environs, the most recent of which was in 2005. It current
ly has a maximum capacity of approximately 5,400 cm/diem.
It takes its raw water from the River Densu and two springs-Suhyen and Okume wit
h an improved impoundment capacity of approximately 100, 000 cubic meters. These
sources of raw water however face perennial dry-ups during the dry season makin
g water a scarce commodity for the plant’s catchment population of about 200,000
.
In addition, the current estimated peak production capacity of 5,400 cubic meter
s is
inadequate for target population of 200,000 and the industrial development gradu
ally
springing up in the Municipality.
In order to address this perennial challenge in the water supply, the Government
of
Ghana has obtained a mixed financing facility from Belgian Foreign Aid Departmen
t
(FINEXPO) and the KBC Bank of Brussels, Belgium to build a new plant to augment
the
delivery from the existing system. The project on completion is to meet the year
2025 demand for an estimated population of 280,000.
The importance of the Koforidua Water Supply Expansion Project to the Municipali
ty and the Government of Ghana cannot be overemphasized. It is a project that ha
s been long awaited by the beneficiary communities, who have had to contend with
perennial water shortages as aforementioned.
With the expected improved production capacity as well as a reliable distributio
n of treated water from the existing and new plants, chronic water shortages wou
ld be a thing of the past.
The Team-Royal/Ecobuild Consult
Royal and Ecobuild Consult have associated with complementary expertise to under
take this assignment.
We come into this project with a team which has the rare positive advantage of h
aven worked extensively with both contractors and clients on a broad spectrum of
projects, a major component of which has been in the water treatment sector.
Royal/Ecobuild Consult’s Approach, Work Plan and Methodology are carefully desig
ned to reflect our understanding and appreciation of the expectations of both th
e Client (GWCL) and the Contractors Denys Engineering & Contractors BV.
Below are four key reasons, among others, why Royal/Ecobuild Consult is the idea
l choice to serve as the Employer’s Representative for Ghana Water Company on th
is all important Water Project:
• Understanding and Knowledge of the project based on successful project e
xecution: Royal/Ecobuild consult has successfully undertaken a number of project
s for prominent clients including Ghana Water Company in both design, design rev
iew and supervision of water supply projects, Ghana Civil Aviation Authority- Re
habilitation and Expansion of Kotoka International Airport among many others
• Programme Management experience: The team brings a wealth of experience
in implementing feasibility, detailed design review, Project and Construction Ma
nagement and Supervision, and Contract management for water treatment plants and
a host of projects of similar complexities from other sectors of the economy
• Outstanding Management Team: Our Project Manager comes into this project
with over 16 years of uninterrupted experience in Project and Contract Manageme
nt haven worked for international organizations like the World Bank, Danish Inte
rnational Development Assistance and Ford Foundation across the length and bread
th of Ghana in various capacities as Adviser, Project Coordinator, Contracts ma
nager and Project Manager. With such leadership, the team which has been togethe
r for the best of 6 years, and made up of experienced professionals, is poised t
o deliver excellent services
• Track Record of Successful Project execution in Ghana: The Royal/Ecobuil
d team has successfully worked together on multi-million dollar projects for the
past 6 years. A wholly Ghanaian team of experts came together to supervise the
completion of the Expansion of Kwanyaku Drinking Water Supply Project. In additi
on, the team worked successfully on the $ 80.0 million dollar rehabilitation of
the Kotoka International Airport as well as other projects involving water retai
ning structures, car parks and multi-storey buildings, industrial enclaves and r
eal estate gated communities.
• Proven Management Approach: We believe Royal/Ecobuild’s management appro
ach, based on Total Quality Management (TQM) approach, will go far to ensure tha
t the project is efficiently executed, programs successfully launched and funds
judiciously used to the benefit of all stakeholders. Flexibility in planning the
diverse components of the project for smooth implementation is a hallmark of th
e team.
4 OUR PROPOSALS
4.0 Our proposal is in direct response to your letter of invitation as well
as the Terms of Reference (TOR) included in the Request for Proposals (RFP) and
the relevant components of the Contract Data Sheet(s).
4.1 General
In accordance with the TOR, the Consultant’s expected assignment is in three dis
tinct phases as follows:-
Phase 1 – Review of engineering design reports, drawings, technical specif
ications, and Contract Documentation
Phase 2 - Construction Supervision and Project & Contract Management
Phase 3 - Post-construction Services (Defects Liability Period)
The services for Phase 1 are dealt with in detail in Section 4.3 and tha
t of Phase
2 in section 4.4 followed by Phase 3 services in section 4.5.
4.2 Mobilization
Immediately after the receipt of the letter of award for the contract and notice
to commence, the Team Leader/Project Manager and the key professional personnel
as spelt out in the Contract Data Sheet(s) would hold a number of implementatio
n planning sessions. Within seven (7) days of these sessions, Royal/Ecobuild Con
sult would mobilize its staff for the commencement of the project.
Activities to be undertaken within this period are as follows:-
1. Secure office and residential accommodation for project staff in project
areas
2. Procure requisite equipment, administrative support facilities including
secretarial drafting and reproduction; identification of laboratory facilities
for testing of samples of water, soils, concrete and other materials
3. Assignment of duties and responsibilities to technical, administrative a
nd support personnel assigned to the project in conformity with the Consultant’s
project Organizational Chart
4. Organize project commencement meetings between our team and that of GWCL
comprising the Project Coordinator/Manager, GWCL Eastern Regional Technical Tea
m and the Station Management of the Koforidua Water Treatment Plant to discuss a
nd finalize planned procedures, scheduled collaborations and work plan for the e
xecution of the project;
5. Initiate procedures with the Employer for the procurement of vehicles, s
ite office space/accommodation and equipment required for the project as would b
e agreed.
4.3 Phase One: Review of Engineering Design Reports, Drawings
Specifications and Contract Documentation
4.3.1 Introduction
For effective and efficient Project management and construction supervision acti
vities, well-prepared Tender Documents including but not limited to clear (in fo
rm and content) Conditions of Contract, detailed Drawings and explicit Technical
Specifications is a prerequisite. It also helps to minimize/avoid litigation an
d ambiguities in the Contract and minimize cost and time overruns.
As Consultants, we would conduct a thorough review of the engineering designs, d
rawings and tender documents with the view of ensuring smooth implementation.
The proposed site for the new plant at Bukunor Junction showing limited preparat
ory activity by the contractor as they prepare for the commencement of the proje
ct Site for the new plant at Bukunor Junction
In order to fulfill the above requirements, activities envisaged under this phas
e will be as follows:
a. Demand Estimation for the new System
b. Adequacy and reliability of the source of supply of raw water
c. Location and type of Intake
d. Sampling and testing of water from the source
e. Design criteria for the treatment of raw water
f. Design calculations for Pipe distribution network
g. Design Standards for water retaining structures
h. Design standards for electro-mechanical installations
4.3.2.1 Demand Estimation for the System
In accordance with the TOR, the system is to be designed to serve a popu
lation of about 280,000. This corresponds to the projected population for year 2
025 based on a historic growth rate of 2.28% for the project catchment.
It should be noted that the project is anticipated to have a design life of at l
east 20 years for the source and 15 years for storage reservoirs and other appur
tenances.
In reviewing the design to be prepared by the contractor, this projection shall
be assessed with the figures of the 2000 National Population and Housing Census
and the demand projected for at least 20 years. This is to ensure that the perio
d of design and construction is catered for in the demand projections.
The average per capita consumption of 34 litres per person per day (lppd) used i
n the “Strategic Investment Programme”(SIP) document for social services will be
reviewed to determine its relevance to the domestic, commercial and industrial
demand within the project area.
4.3.2.2 Adequacy of the Source of Supply
The current source of supply of raw water for the Koforidua Water Treatm
ent Plant is from the Densu River and two springs – Suhyen and Okume whose flows
are at present inadequate for meeting the expected future needs of the municipa
lity and its environs.
The proposed expansion seeks to address this shortfall by taking raw water from
the Volta Lake at Kponyarkope. The design review will evaluate the designer’s me
thod of assessment of the intake draw and the proposed draw-off from the Kponyar
kope intake.
4.3.2.3 Location of the Intake
The proposed location for the intake of the new Koforidua Water Treatmen
t Plant at Kponyarkope and the type of intake proposed would be reviewed against
the background of the seasonally influenced levels of the Volta Lake.
The type of intake would be influenced by the historical empirical data availabl
e as far as the water level in the lake is concerned. Existing data shows that t
he minimum recorded level of the lake was 72 meters in 1983 with the highest bei
ng 84 in 1991. The most critical operation level of the Akosombo Dam should also
inform the design criteria of the intake.
The location and the type of the intake must therefore take this into co
nsideration to ensure that the raw water is available for treatment all year rou
nd to make the investment profitable.
The sizing of raw water pumps must also take into account the estimated
head between the intake and the treatment plant at Bukonor junction bearing in m
ind the expected raw water pipeline diameter (Ǿ) of 450 mm over a distance of 9.
1 kilometers with a gradual ascent and an estimated head of about 60 meters.
4.3.2.4 Sampling and Testing of Water from the Source
The raw water quality we anticipate would be influenced by the single se
ttlement within the Volta Lake. Any serious turbidity in colour would be caused
by run-offs especially during the rainy season when flow and speed results in th
e carry over of large quantities of silt.
It is anticipated that stagnation during the dry season, water weeds and
algae decomposition would also affect the taste, colour and odour of the raw wa
ter. The worse case scenario for the quality of raw water would be, in our estim
ation, just at the onset of the rains and the quality of samples taken would be
taken into account in reviewing the designs.
The design of the various treatment processes must address the raw water
quality and ensure that the use of chemicals are optimum and the final water me
ets the quality standards of the Ghana Water Company Ltd (GWCL) and the World He
alth Organization (WHO) in terms of its physical, chemical and bacteriological p
roperties.
The Ghana Water Company Ltd uses standard chemicals, which are imported
in bulk and distributed nationwide to their various Water Treatment Plants. It i
s therefore important that the design takes into account or is fashioned to be a
daptable to the use of these standard chemicals.
a) Minimum Cover
The following specification for minimum cover as specified by GWCL shall apply:
• For pipes up to 300mm diameter: 1100mm
• For pipe greater than 300mm diameter: 1500mm
c) Isolating Valves
The entire distribution network shall be assessed to establish its flexibility b
y ensuring that branches are provided with isolating valves to ensure effective
isolation in case of emergencies (repairs & maintenance) of sections of the netw
ork with minimal impact on the entire distribution system.
This would ensure that only small supply areas are affected in case of repairs o
n any section due to damage or any such malfunction.
d) Maximum and Minimum service Pressures
The pipe network shall be designed to give a minimum head of 10mwc durin
g peak hours and that of the standpipes of 3mwc and minimum flow of 0.4l /s.
The maximum pressure in the network shall not exceed 70mwc and where pre
ssures are excessive, it is recommended to install pressure reducing valves. How
ever, due to the difficulty in maintaining these pressure reducing valves, their
use shall be limited as much as possible.
The velocities in the distribution network shall be maintained between 0
.3 to 6m/sec.
e) Fire Fighting
The storage capacities within the distribution system shall be assessed
and discussions held with the District Fire Office to locate fire hydrants.
In accordance with the British Standards (BS 750), the discharge at the hydrants
shall not be less than 200 litres/min. at a constant pressure of 1.7 bar at the
hydrant inlet.
At the minimum, fire hydrants shall be provided for all district capitals and i
n other towns with population of over 15,000. For towns with population below
15,000, provision shall be made for fire-fighting at the draw-off point.
4.3.2.8 Design calculations
4.3.2.8.1 Distribution Network
Analysis (design calculations) of the pipe distribution network shall be carried
out by the EPANET 2.0 developed by the Unites States Environmental Protection A
gency (EPA). The network must take account of the existing challenges of interco
nnectivity in the system especially in Koforidua.
Microcomputer Programs for Improved Planning and Design of Water Supply and Wast
e Disposal Systems – UNDP/World Bank, 25th June 1986, would also be used.
4.3.2.8.2 Structural Designs
Designs for structural elements shall be checked with the relevant code of pract
ice for water retaining structures: BS8007: Design of Concrete Structures for Re
taining Aqueous Liquids and BS8110: Design of Concrete Structures or their match
ing equivalent in Eurocode 2 which is eventually being adopted by UK and Europe
for Concrete Design.
Structural Analysis would carried out using Robot Millennium Sof
tware V20.2
4.3.3 Review of Drawings
The Consultants would ensure that all drawings are reviewed to conform to the
Ghana Water Company Ltd. Standards. The drawings to be expected include the foll
owing:
4.3.3.1 General
General Layout of Project
General Layout of Water Treatment Plant
Plant Pipe Layout
Plant cable Layout
4.3.3.2 General Arrangement and Structural Drawings
Intake Structure
Low Lift Pumping Station/facility
Sedimentation Tanks
Chlorine Dosing Chamber / Contact Tank
Dividing Chamber
Clarifiers and Flocculators
Settled Water Channels
Rapid Gravity Filters
Filter Gallery
Chlorine Building
General Services and Chemical Building
Clear Water Reservoir
High Lift Pumping Station
Service Reservoirs
4.3.3.3 Transmission and distribution Mains
General Pipe Layout
Plans and Longitudinal Sections
Standard Details
• Valve Chamber Details
• Air Valve and Chamber Details
• Washout and Chamber Details
• Valve Chamber Details
• Thrust Block Details
• Trench Details
• Stream/River Crossing details
• Culvert/Drain Crossing Details
• Road Crossing Details (Asphalt/Bituminous/Gravel)
4.3.3.4 Electrical/Mechanical Drawings (Motor/Feeder Schematics)
Panel Layouts
Distribution and Protection
High and Low Level Signalling
Flow Measurement
Feeders for Equipment
Motor Controls
Level Switches
Level Measurements
c) Conditions of Contract
These are expected to be the Standard FIDIC Conditions of Contract for EPC/Turnk
ey Projects dated 1999. It is however imperative that tailored Conditions of Spe
cial/Particular Applications are included to address issues that are peculiar to
the Koforidua project.
4.4 Phase Two - Works Contract Supervision and Contract Management
4.4.1 Overview of the Consultant’s Methodology
The general approach of the “Engineer” will be to set up appropriate management
and organizational systems specifically for this project such that effective man
agement of the works is executed and satisfactorily completed to the required te
chnical standards, in a timely manner and within budget.
The main activities comprise the following:
Establishment of site management team and head office support systems
Construction Supervision and Contract Management Stage
Training of counterpart staff
Supervision of Packaging and submission of Operation and Maintenance Man
uals
Post-Construction Stage: Periodic visits and preparation of Schedules of
Defects
Preparation of reports on completion
i) Represent the interest of the Client vis-à-vis the Contractor in any man
ner related to the construction contract and the proper execution thereof;
ii) Review and recommend for approval the Contractor’s Works Schedule or rev
isions thereto and any such plans or programmes which the Contractor is obliged
to furnish for the Consultant’s approval;
iii) Assess the adequacy of all inputs, such as materials and labour provided
by the Contractor, and their methods of work in relation to the required rate o
f progress and, when necessary, take appropriate action in order to expedite pro
gress; keep, regulate and update a list of the Contractor’s equipment and its co
ndition to ensure compliance with the Contractor’s commitment in their bids;
iv) Examine and make recommendations to the Client on issues of extension of
time, extra compensations, work or expenses or other similar matters bordering
on contract management/administration ;
v) Inform the Client on problems or potential problems which may arise in c
onnection with the Contract and make recommendations to the Client for possible
solutions;
vi) Maintain representatives at the site in such a manner that adequate supe
rvision of construction works/installation is ascertained at all times and to en
sure that all works are executed in accordance with the drawings and specificati
ons;
vii) Furnish timely assistance and direction to the Contractor in all matters
related to the interpretation of the Contract Documents, ground survey controls
, quality control testing and other matters related to contract compliance and p
rogress of the Works/Installations;
viii) Organize the supervision of the Works with proper allocation of responsi
bilities to the individual inspectors and supervise their work to ensure effecti
ve execution;
ix) Prepare and maintain inspection and engineering reports and records to a
dequately document the progress and performance of the Works;
x) Review and approve all of the Contractor’s working drawings for temporar
y works;
xi) Assure the receipts of, and maintain as permanent records, all warrants
required under the terms of the Contract Documents for materials and equipment a
ccepted and incorporated in the Works. All local materials incorporated in the
Works/Installation and their sources are also to be approved;
xii) Supervise all laboratory and field testing of materials and products nee
ded to ensure that the quality as specified in the Contract Documents is obtaine
d;
xiii) Inspect the security and safety aspects of construction and temporary wo
rks/hoardings to ensure that every reasonable measure has been taken to protect
life and property;
xiv) Before the issuance of Certificate of Substantial Completion, to carry o
ut the necessary inspection, specify and supervise the remedial works to be carr
ied out by the Contractor and propose to the Client upon completion of the Works
, the final inspection together with representatives of the Client and assist in
issuing the Certificate of Substantial Completion;
xv) Cause to be prepared As-built Drawings and Operational &Maintenance Manu
als for the Works and pass same to the Client for the proper operation and maint
enance of the Works;
xvi) Perform all other tasks not specifically mentioned above, but which are
necessary and essential for the successful supervision and control all construct
ion activities in accordance with the terms and conditions of the Contract. The
Consultant’s responsibility for the Works shall expire upon the issuance of the
Final Completion Certificate to the Client.
4.5 POST CONSTRUCTION STAGE
These services will be provided by the Consultant during the maintenance and def
ects liability period, which is estimated to last twelve months after the constr
uction of the facilities. During this period, the Consultant’s Team will carry o
ut the following assignment:
• Supervision of remedial/ defective works
• Review of As-Built Drawings prepared by the Contractor;
• Final inspection leading to the handing over of the project to the Clien
t, and the issuance of Final Certificate;
• Preparation of Final Accounts and Final Construction Report.
4.6 REPORTING REQUIREMENTS
A) GENERAL
Throughout the Project, the Consultant’s Project Leader will maintain continuous
formal and informal liaison with the GWCL Project Manager/Coordinator as and wh
en needed. The formal communication will be by letters, reports and other docume
ntation.
The following reports, among others that may be deemed necessary, will be prepar
ed and the requisite number of copies distributed as required by the terms of re
ference.
B) DESIGN REVIEW REPORT
This Report is to be submitted before the commencement of construction. In view
of the fact that design is expected to overlap construction in the sense that wh
ereas the design of some of the units may be completed and approved for construc
tion, others units may still be at the design stage.
In order not to hold up construction, the “Engineer” may issue the design report
in sections to the Client and when all design work is finished, compile these s
ections into one volume and issue as the final design report.
At all stages of the design review, comments on the design, specifications and d
rawings shall be forwarded to the Contractor as soon as practicable to enable th
e necessary amendments to be made expeditiously.
C) INCEPTION REPORT
The inception report shall be issued three weeks after receipt of the Advance Pa
yment for Mobilization. This report shall highlight the following:
• Progress of work to date;
• Constraints and problems encountered or expected;
• Projections and anticipated progress
D) MONTHLY PROGRESS REPORTS
During the Construction Stage, the “Engineer” will prepare and submit Monthly Re
ports to be issued before the fifteenth day of the month following the reporting
period.
This report will review progress as well as summary of the overall progress of t
he various construction activities including the following:
• An executive summary;
• Introduction and Background;
• Brief summary of progress to date;
• Detail of work executed during the reporting period;
• Personnel input for the reporting period and aggregate input to date;
• Status of programme of work (Planned versus Actual);
• Interim Certificates issued, paid, outstanding as well as Cash Flow anal
ysis of the project;
• Pending assignments and planned programme for the following reporting pe
riod;
• Progress photos if any, communications, meetings, etc.
Certificates of Payment
All monthly progress reports would be accompanied by a Certificate of Payment fo
r Work executed to the date of reporting. This is to ensure that provisions gove
rning such Certificates of payment are adhered to in order for the contractor to
have a smooth cash flow.
E) SUBSTANTIAL COMPLETION REPORT
This report will be submitted one month after Substantial Completion Inspection
of the works. The Substantial Completion Inspection will be carried out within t
wo weeks following the Contractor’s notice to the “Engineer” that the Works have
been completed and materials and equipment for the inspection are available.
The Contractor’s notice of completion shall include draft As-Built Drawings and
Operation & Maintenance Manuals for all the various equipment and plant for revi
ew by the “Engineer”.
F) CLAIMS REPORT
This report will compile all claims submitted by the contractor. The report will
include all assessments and recommendations to the client for consideration and
possible settlement.
G) FINAL INSPECTION REPORT
On completion of construction of the Contract and prior to the issuing of the Ta
king Over Certificate, the Consultant will prepare a report to verify that the w
ork undertaken by both the Contractor and the Consultant is in compliance with t
he Contract and Regulations.
The Report, which will be submitted initially as a draft followed by a final ver
sion, will fully address the following points.
• The original scope of works and any variations
• Design or Construction problems encountered and resolved
• Special Construction techniques adopted
• Major contractual problems and third party claims
• Future maintenance requirements
• List of outstanding works to be completed within the Defects Liability P
eriod
• Financial summary
H) PROJECT COMPLETION REPORT
The “Engineer”, one month before the end of the Service Contract, will submit a
draft version of the Final Project Report. The contents of the Final Project Rep
ort will be agreed with the Employer but is likely to include a summary of the C
onsultant’s activities, the implementation of the project and historical record
of the project recording all items of merit.
After review of the draft version by the Employer, the “Engineer” will prepare t
he Final Progress Report. It is the intention of the “Engineer” to submit this f
inal version together with an updated financial report at the end of the Service
Contract, on the Consultant’s services and final invoice.
ADDITIONAL REPORTS DURING DEFECTS LIABILITY PERIOD
I) INSPECTION REPORTS (Quarterly Reports)
During the 12-month Defects Liability Period, the Consultant will mobilise and a
ssign the supervising inspection staff in order to carry out periodic inspection
s of the outstanding and remedial works. The inspections will be carried out und
er the guidance of the Resident Engineer and in the company of the Employer’s op
eration staff on the plant.
The Inspection Reports describes the activities of the Contractor to complete pr
oject implementation and/or remedy any defects and would include Schedule of Def
ects as and when necessary. Any shortfalls (both material & workmanship) in the
work carried out by the Contractor or defects noticed during the period will be
identified, documented and based on recommendations, remedied by the Contractor
in accordance with the Contract provisions.
Further, the Inspection Report will briefly describe the ongoing supervision and
monitoring activities of Consultant’s staff during the Defects Liability Period
.
J) FINAL ACCOUNT
As the Contractor prepares to hand over the project at the end of the Defects Li
ability period, there is the need for the Consultant to prepare and agree with t
he Contactor the Final Account of the project. The Client would be entreated to
release the Performance Certificates well as any outstanding issues that need ne
gotiations and settlement.
5 LOGISTICS SUPPORT AND FACILITIES