Standard TOR

Terms of Reference (ToR) for Procurement of Consultancy Services for Development of Ethiopian National Railway Codes, Standards, Manuals
and Specifications
Ethiopian Railways Corporation Infrastructure Division,
Terms of Reference for Development of Ethiopian National Railway Standards
Procurement Reference No.: Date: July 2012
Infrastructure Division
Page i
Terms of Reference (ToR) for Procurement of Consultancy Services for Development of Ethiopian National Railway Codes, Standards, Manuals and Specifications
Table of Contents
TABLE OF CONTENTS...........................................................................................I 1.INTRODUCTION............................................................................................... 1 1.1.BACKGROUND............................................................................................................... 1 1.2.ERC OBJECTIVES AND THE NATIONAL RAILWAY NETWORK OF ETHIOPIA........................................2 2.OBJECTIVES OF THE SERVICES..........................................................................3 3.SCOPE OF SERVICES........................................................................................3 4.DELIVERABLES................................................................................................ 6 4.1.INCEPTION REPORT............................................................................................................. 6 4.2.PROGRESS REPORTS........................................................................................................... 6 4.3.DRAFT COMPLETE SET OF NATIONAL CODES, STANDARDS MANUALS AND SPECIFICATIONS...............6 4.4.FINAL COMPLETE SET OF NATIONAL CODES, STANDARDS MANUALS AND SPECIFICATIONS.................7 4.5.COMPLETE SET OF TRAINING DOCUMENTS................................................................................7 4.6.TRAINING OF STAFFS.......................................................................................................... 7 4.7.CONSULTANCY COMPLETION REPORT.....................................................................................7 5.KEY PERSONNEL AND SUB CONSULTANTS.........................................................9 5.1.TEAM COMPOSITION........................................................................................................... 9 5.2.ELIGIBILITY AND QUALIFICATION REQUIREMENTS.......................................................................9 6.FACILITIES, SERVICES AND RESOURCES TO BE PROVIDED BY THE PROCURING ENTITY............................................................................................................. 12 7.LIAISON WITH ERC.........................................................................................12 8.ADDITIONAL RESPONSIBILITIES OF THE CONSULTANT.....................................12 9.REPORTING REQUIREMENTS...........................................................................13 9.1.DELIVERABLES REPORTS................................................................................................... 13 9.2.FORMAL MINUTES OF MEETINGS / COPIES OF PRESENTATIONS..................................................13 9.3.CD COPIES..................................................................................................................... 14
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1. Introduction
1.1. BACKGROUND
The Government of the Federal Democratic Republic of Ethiopia (FDRE) has unleashed the economy by issuing a free market policy in 1992. Following the economic liberalization policy, the government has earmarked a huge proportion of the national budget towards improving the infrastructure network of the country. In order to satisfy the demand of the economy for bulk cargo transport services at bare minimum cost and to be competitive in the international market, the government has established Ethiopian Railways Corporation (ERC) by Regulation Number 141/2007 of the council of ministers of FDRE. The corporation is overseen by the Ministry of Transport of FDRE as a regulatory body. The management of the corporation is managed by Board of Directors. The government has given due attention for the expansion and provision of a reliable, affordable and environmentally friendly railway transport system in the country. In compliance with this objective demand, ERC has identified eight railway corridors for study, design and subsequent implementation, the total length of which is some 5060km. The eight railway corridors are; 1. Addis Ababa Dire Dawa Dewenle 2. Modjo Shashemene Arbaminch Moyale 3. Addis Ababa Ejaji Jimma Tepi Dima 4. Ejaji Nekemte Assosa Kurmuk 5. Awash Kombolcha Woldya Mekelle Shire 6. Finoteselam Bahir Dar Woreta Woldya Semera Galafi 7. Woreta Azezo Metema and
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8. Adama Gassera
Figure 1 National Railway Network of Ethiopia
1.2. ERC Objectives and the National Railway Network of Ethiopia

The ERC Key objective is to develop an integrated and efficient railway transport system in order to ensure competitive and affordable transport for freight and passengers in the FDRE at an affordable tariff structure. ERC has been expanding its project management organizational structure which permits it to fully manage the development of the planned National Rail Network from concept to implementation.
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2. Objectives of the Services

The objective of the assignment is to Develop Ethiopian National Railway Codes, Standards, Manuals and Specifications for Design, Construction and Maintenance of the different elements of the railway system in accordance with international best practices and the local conditions of Ethiopia.
3. Scope of Services
The service will have three phases and hence the scope the services are categorized accordingly. The scope of services for completing the above objective will include but not limited to the following: Phase I
1.
Set out the principles against which National Railway Standards are established and maintained
2.
Study the local conditions of Ethiopia and gather relevant information which are required for the development of the national railway codes, standards and specifications
3.
Prepare Ethiopian National Railway Codes, Standards Manuals and Specifications for the design, construction and maintenance of the different elements of the railway system which are mentioned below: Geometric Design codes and standards Sub-grade design, construction and maintenance Codes, Standards Manuals and Specifications Railway Track design, construction and maintenance codes, Standards Manuals and Specifications which encompasses the Ballast, Sleeper, Rails, Switches and Turnouts
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Bridges,
Viaducts
and
Drainage
Systems
design,
construction and maintenance codes, standards, Manuals and specifications Railway Tunnels design, construction and maintenance codes, standards, Manuals and specifications Phase II
4.
Prepare Ethiopian National Railway Codes, Standards Manuals and Specifications for the design, construction and maintenance of the different elements of the railway system which are mentioned below: Signaling and Telecommunication design, construction and
maintenance codes, standards, Manuals and specifications Electrification and power supply design, construction and
maintenance codes, standards and specifications Water supply system codes, standards and specifications
Phase III
5.
Prepare Codes, Standards Manuals and Specifications for the design, construction and maintenance of Rolling Stock Requirements
6. 7. 8. 9.
Develop Maintenance and Rehabilitation Manual and Standards Prepare working documents for Operation and Service Provisions Prepare Safety, health and Environment Guidelines and Manuals Develop Upgrading Strategy and Manual for the railway infrastructure
10. Prepare fire prevention and control design manual
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11. Develop and conduct training on how to use these codes, standards
and Specifications
12. Establish procedures for reviewing and monitoring the effectiveness of
the National Standards, for introducing new Standards and for modifying or abolishing existing Standards.
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4. Deliverables
The deliverables to be provided by the Consultant shall be of a high standard, presented in the appropriate format, neatly bound and clearly labeled with the project title, procurement number and date. The details of the various reports and documents to be submitted and the numbers of copies required are given below. The Consultant shall prepare and submit the following documents for the assignment in each phase. A brief description of the contents of these reports is presented as follows: 4.1.Inception Report The Consultant shall submit an inception report and this report will outline the Consultants initial findings and confirm the methodology and detailed work program proposed for adoption in the light of initial findings; while also identifying constraints and proposed solutions together with any action required by ERC to facilitate the successful implementation of the study. 4.2.Progress Reports These shall be submitted at monthly intervals from the date of commencement of the service and shall give a brief statement of work performed during the preceding month and a schedule of work for the next month. The progress report shall also contain comments and recommendations describing the effects of the accomplishment on future activities and any proposed change to the work plan for the following month. The reports shall be submitted not later than the end of the first week of each month including idle months, if any, and are to be numbered sequentially until the completion of the service, including any extension period (if relevant). 4.3.Draft Complete Set of National Codes, Standards Manuals and Specifications The consultant shall prepare and submit to the Employer for his review and approval the draft complete set of documents including all the Codes, Standards, Manuals and Specifications and their annexes at each phases of the service. The documents shall include all the vocabularies, methods,
Infrastructure Division Page 6
specifications, codes of practice, guides and recommendations with technical and practical knowledge and recommended practices pertaining to the design, construction and maintenance of railway infrastructure. The report should contain complete set of the standards in both hard and soft copies. 4.4.Final Complete Set of National Codes, Standards Manuals and Specifications This final report should include all the comments and suggestions given by the Employer on the draft documents. The consultant shall prepare and submit to the Employer for his review and approval the final complete set of documents including all the Codes, Standards, Manuals and Specifications and their annexes at each phases of the service. The documents shall include all the vocabularies, methods, specifications, codes of practice, guides and recommendations with technical and practical knowledge and recommended practices pertaining to the design, construction and maintenance of railway infrastructure. The report should contain complete set of the standards in both hard and soft copies. 4.5.Complete set of training documents This report should summarize the purpose of the trainings, mode of training, schedule, trainers requirements, and employers duties. Attached to summary the report should contain complete set of training materials in both hard and soft copies. The content of the training and the documents shall be as proposed by the consultant and as agreed by the employer prior to contract signing. 4.6.Training of Staffs This report should present the trainings offered, when, where, and how the training are conducted in light of the initial schedules. It should also present the number and type of participants attended in the training. 4.7.Consultancy Completion Report This report is to be prepared after the final deliverable is submitted to the Procuring Entity. It will be a comprehensive report on the consultancy services throughout the Contract period. It will describe the aims of the
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project and the achievements of the consultancy services. It will also give progress on the Final Account, which will be appended.
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5. Key Personnel and Sub Consultants

All the Consultants personnel shall be fluent in the full use (i.e. the writing, reading and speaking) of the contract language, which is English. In addition, all the key staff described herein, shall be fully computer literate regarding word processing and spread sheets, with at least one member of staff fully computer literate in the use of data bases, and necessary specialized software(s). 5.1.Team Composition The Consultant shall provide competent personnel for the services, who shall be managed by the Team Leader and who will represent the Consultant in performing the services. The team shall comprise the following experts but not be limited to: S. N. 1 2 3 4 5 6 7 8 9 Area of Expertise Railway Specialist Team Leader Railway Track Engineer Geotechnical Engineer Railway Bridge Expert Railway Tunnel Expert Railway Operation and Maintenance Specialist Environmental and Safety Engineer Railway Signal and Telecommunications Engineer Railway Rolling Stock Engineer 5.2.Eligibility and Qualification Requirements 1. Railway Specialist Team Leader: The team leader shall be an international specialist with expertise in railway sector standard preparation, research and development with 15 years of relevant experience. The incumbent will also monitor the work carried out by other personnel in the team and ensure close collaboration between the team members and the corporation. The Team Leader will review the
Year of Experienc e 15 10 10 10 10 10 10 10 10
Governments plan for developing the rail and road transport network and other infrastructure carry out a study on the prevailing rules, regulations, and practices, identify the local conditions relevant for the development of the national railway standards. 2. Railway Track Engineer: The expert shall be an international specialist with 10 years of relevant experience in design or research and development of railway track/pavement works involving ballast, Sleepers, rails, switches and turnouts or rail road design projects as a track structure expert or as a materials engineer. The expert will prepare the standards of railway tracks including Ballast, Sleepers, rails, switches and turnouts. The expert will review of the completeness and adequacy of the documents prepared in accordance to the local situation of the country. 3. Geotechnical Engineer: The engineer shall be an international geotechnical engineer, with expertise in railway sector development covering all aspects, including experience in design works of sub-grades involving soils (e.g. expansive soils, arid climate alluvial deposits etc). The expert will develop Codes, standards, Manuals and Specifications of Sub-grade structures. The specialist will review of the completeness and adequacy of the documents prepared in accordance to the local situation of the country. 4. Railway Bridge Expert: The expert shall be an international railway bridge expert with 10 years of relevant expertise in the railway sector involving the design of rail/road bridge design projects or in research and developments in railway bridges. The expert will be responsible in preparing the relevant Bridge and viaducts standards and specification based on the prevailing local conditions. 5. Railway Tunnel Expert: The expert shall be an international railway Tunnel expert with 10 years of relevant expertise in the railway sector involving the design of rail/road tunnel design projects or in research and developments in railway tunnels. The expert will be responsible in preparing the relevant railway tunnel standards and specification based on the prevailing local conditions. 6. Railway Operations and Maintenance Specialist:
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The expert shall be an international specialist with expertise in operations and maintenance of railway projects, including private sector participation, with 10 years of relevant experience. The specialist will prepare the entire operations and maintenance arrangement of the National Railway Network. The specialist will also develop a Manual which will lay the procedures for infrastructure management of the railways assets and assist in development long term operation and maintenance arrangements for various projects. 7. Environment and Safety Engineer: The engineer shall be an international engineer, with expertise in environment and track surveying, and 10 years of relevant experience. The engineer will prepare the safety, health and environment guidelines in line with the relevant rules, regulations, and prevalent local conditions. 8. Railway Signal and Telecommunications Engineer: The expert shall be an international engineer, with expertise in signal and telecommunications of the railway network, and 10 years of relevant experience. The expert will be responsible in preparing the relevant railway signaling and telecommunication standards and specification based on the prevailing local conditions. 9. Railway Rolling Stock Engineer: The expert shall be an international engineer, with expertise in rolling stock of the railway network, and 10 years of relevant experience. The expert will be responsible in preparing the relevant rolling stock standards and specification based on the prevailing local conditions. Notes: 1. Only Personnel having the minimum educational qualification set will be considered for evaluation. 2. Personnel who scored below 60%, of the allotted points for their respective criteria, will be replaced by a better-qualified one, prior to concluding the Contract signing. 3. The induction of any staff including the intermittent ones shall be subject to the client prior approval.
4. CVs of the support staff shall be submitted when and as required during the implementation period of the consultancy service.
6. Facilities, Services and Resources to be provided by the Procuring Entity

1. The Ethiopian Railways Corporation (ERC) will make available to the Consultant, upon request and free of charge, any documents relevant to the project. 2. ERC will provide liaison with other Ministries/Departments of the Government in order to introduce the Consultant. The Consultant shall be fully responsible for collection of data and information from these agencies. 3. ERC will, if required, assist the Consultant in obtaining Visas, Work Permits, Driving Licenses, Car registrations and other formalities for all Consultant Personnel entering or leaving Ethiopia, for the purpose of carrying out the Services in line with the Agreement.
7. Liaison with ERC

The Consultant shall maintain close liaison with a project counterpart to be designated by ERC. A formal joint meeting shall be arranged by the Consultant at least once a month to facilitate monitoring of the services; the Consultant is also responsible for the formal minutes of such meetings.
8. Additional Responsibilities of the Consultant

The Consultant shall provide himself with offices, accommodation, transport and all other facilities, equipment, utilities, consumables, staff, support staff and any other resources necessary for the complete execution of the services. The costs of provision of each and all the aforesaid shall be detailed in the Consultants financial proposal.
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The Consultant shall attend monthly joint/progress meetings with the ERC and shall take minutes of those meetings and submit the minutes to ERC. The Consultant is also responsible for providing any required assistance to the Employer on problems that arise from the services executed by the consultant. He shall also make available all relevant personnel for specific presentations at any time when called upon by the Client, whether or not they are normally locally resident. The Consultant shall make provision for any costs associated with these requirements.
9. Reporting Requirements
9.1.Deliverables reports The consultant shall present inception report at the commencement of the consultancy service. Progress reports shall be presented at each end of the calendar month. Each deliverables cited in section 4 should be submitted in appropriate reporting format as per the consultancy services schedule. All reports should have Title of the Consultancy Service, Title of the Deliverable, Date of Submission, Document Reference Number, Procurement Reference Number, and Volume Number. At the inside of cover pages of all reports the Document Preparer, Checker and Approvers name, title and signature with date should be placed neatly. All reports should be presented in English Language with readable font. Tables, figures, and charts should be neat and readable. All reports should first be submitted as Draft Report and thus are subject to ERCs comments. The consultant should collect such comments and rectify the services and issue a Final Report. Payments are made only to such Final Reports. 9.2.Formal Minutes of Meetings / Copies of Presentations Throughout the project, the Consultant shall arrange formal monthly meetings with ERCs project coordinator, and shall take and circulate minutes of such meetings. All presentations made to ERC shall also be submitted in hard and soft copies to the project coordinator.
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9.3.CD Copies The Consultant shall submit all final reports and documents in three (3) CD copies prepared in appropriate software in formats as agreed by the Procuring Entity. The soft copies shall be delivered:1. With properly designed CD case covers clearly showing Projects name Clients name and logo Consultants name and logo Date of submission CD content Software and saved format
2. Inside there will be laminated CDs showing Projects name Clients name and logo Consultants name and logo Date of submission CD content Software and saved format
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Terms of Reference (ToR) for Procurement of Consultancy Services for Development of Ethiopian National Railway Codes, Standards, Manuals

Ethiopian Railways Corporation Infrastructure Division,

Terms of Reference for Development of Ethiopian National Railway Standards

Procurement Reference No.: Date: July 2012

Figure 1 National Railway Network of Ethiopia

1.2. ERC Objectives and the National Railway Network of Ethiopia

2. Objectives of the Services

10. Prepare fire prevention and control design manual

5. Key Personnel and Sub Consultants

6. Facilities, Services and Resources to be provided by the Procuring Entity

7. Liaison with ERC

8. Additional Responsibilities of the Consultant

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