Project Management

PROJECT DESCRIPTION Design, Supply of Materials, Erection including Civil Works, Testing & Commissioning of 220 kV Transmission Line on Total Turnkey basis. SCOPE OF WORK: The salient features of the Scope include, but not limited to, the following: a) Overall Project Management, Coordination. b) Conducting of detailed survey, & Check Survey. c) Preparation of fabrication drawings and shop drawings, fabrication and supply of towers as per Standard Drawing and Bill of Materials. d) Supply of Conductor, Ground Wire, Conductor accessories, earthing sets, Number plates, Phase plates, Danger boards and all other materials required for completeness of the line. e) Excavation, casting of tower foundation, stub setting, erection of complete towers with extensions and fixing of all accessories, hoisting of insulators, stringing of conductor and ground wire, fixing of line hardware including all Civil and Structural works as per specification. f) All statutory clearance, wherever required shall be arranged by the owner. The Bidder should clear any way leave problems, but the owner shall extend all help/co-operation in this regard. Techno Commercial Documents The Techno- Commercial Bid consists of following: i) Techno - Commercial Sheets ii) Data Requirement Sheets.

General The transmission lines shall be designed and constructed meeting the requirements mentioned in these regulations, requirements of applicable Indian Standards as well as other rules & regulations as per latest amendments. The Contractor shall follow all the prudent utility practices in the design and construction of the transmission lines. Also, the design and construction of the transmission lines shall be such that they perform their intended functions under the License. Conductor The conductor of appropriate size shall be selected considering power flow requirements and other system considerations in consultation with neighboring transmission and generation utilities. It shall be so selected so as to ensure satisfactory performance of transmission lines from corona and interference aspects.
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The conductors may be of type ACSR, AAAC or other and shall generally conform to relevant IS or IEC standards. Other new technology conductors conforming to International standards and specifications may also be used depending on system requirements. Earthwire The earthwire of appropriate size to cater to predicted and design fault currents and lightning shall be used. The earthwire shall be either of galvanized stranded steel (GSS) or alternatively ACSR or AACSR conductor type. Optical fiber ground wires may also be used as earthwire. Other new technology earthwires conforming to international standards and specifications may also be used. Generally, one earthwire shall be used for transmission lines up to 220 kV. Towers The towers shall be self-supporting lattice steel type and shall be a fully galvanized structure. The standard drawings for the Towers are available with the owner & the Contractor shall supply the towers as per the standard drawings. The Type of towers, design and ruling span, wind & weight spans, extension and truncation provisions, Live-metal clearances, mid-span clearance, shielding angle etc. shall be decided as per prudent utility practices following applicable standards and codes and keeping in view electrical system parameters and requirements, line altitude and other service conditions and factors. Ground clearance shall be as per requirements of Central Electricity Authority (Measures relating to Safety and Electricity Supply) Regulations as and when these are notified by the Authority. The loads at conductor and earthwire points under different loading conditions viz. reliability conditions (normal condition), security conditions (broken wire condition), safety conditions, anti-cascading condition etc. (as per relevant IS or IEC Standards) considering various combinations of design temperatures, wind and snow loads shall be calculated accordingly. Tower Materials Mild steel and high tensile steel sections of tested quality in conformity with relevant IS shall be generally used in towers and their extensions. Other equivalent grade of structural steel angle sections and plates conforming to International Standards may also be used. Fasteners, bolts and nuts shall be generally as per relevant IS.
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Tower fabrication Tower fabrication shall generally conform to relevant IS. Tower parts shall be galvanized as per relevant IS. (iv) Tower accessories Various tower accessories viz. danger plates, number plates, phase plates, circuit plates, anti-climbing devices, bird guards etc. shall be provided conforming to relevant IS. Remedial measures shall be taken by the Owner to put spike type Bird guards on the Upper (tie members), Lower main members and also on Plan bracings in the barrel of the tower at all the cross arm levels to prevent birds from making nests. This measure will also help to improve the performance and availability of the system. Earthing Each tower shall be earthed such that tower footing resistance does not exceed 10 ohms. Pipe type or Counterpoise type earthing shall be provided in accordance with relevant IS. Aviation requirements and warning signals Day and/or night visual aids and markers for denoting transmission line or structures as per requirements of Directorate of Flight Safety or relevant IS or ICAO shall be provided. Insulators, Insulator Strings and Hardware Fittings Requisite type of suspension and tension insulator strings with disc insulators or long rod insulators offering equivalent performance shall be used. The Drawings for the Insulators shall be provided by the owner. Number of insulators and creepage distance shall be selected based on electrical system parameters and requirements taking into account other factors and conditions viz. line altitude, expected environmental and pollution conditions etc. However, for critical locations with high pollution level, antifog type insulators or polymer insulators may be used for better performance. Insulators shall generally conform to relevant IS or IEC standards. Polymer or composite insulators conforming to relevant IEC or other international standards may also be used. Insulator strings shall be complete with all required hardware fittings. The fittings shall generally conform to relevant IS. Accessories for Conductor and Earthwire The accessories required for the conductor and earthwire viz. mid-span compression joints, repair sleeve, T-connector, flexible copper bond, vibration dampers, spacer or
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spacer-dampers, earthwire clamps etc. shall be used as suitable for type and size of conductor and earthwire used for the transmission line. The accessories shall generally conform to relevant IS.

Quality Assurance
The Quality Management System to be followed should be built around a philosophy of "prevention" rather "detection and cure". The quality Management system is time tested and may have an ISO-9001 certification. The Various Steps involved in the Quality System Management are given below: Inclusion of Quality Requirement in the Contract. Selection of good quality vendors/sub vendors. Approval of unambiguous Manufacturing Quality Plan (MQP) Finalization of Field Quality Plan (FQP) Ensuring regular, timely and consistent inspection at various stages, viz. Raw material, during in- process stage and final inspection and testing prior to dispatch. Implementation of Quality Systems and Procedures as per ISO 9001. System of Vendor and Sub Vendor Approvals The list of approved sub vendors is maintained for all the sub vendors irrespective of the fact whether the Technical Qualifying Requirements are specified in the contract or not. The contractors can choose any sub vendor from the list possessing a large number of sub vendors to choose from, with full transparency. The list is continuously revised based on the feedback obtained from the inspection reports, surveillance audits and failure reports, etc. Manufacturing Quality Plan A standard format is developed for the approval of Manufacturing Quality Plan (MQP) which includes the quality requirements at the raw material stage, in process testing and final inspection and testing requirements as per Technical specifications of the contract, National and International Standards and Manufacturer s internal plant standards and well known good engineering practices of the industry. This document has to be self-sufficient and it should include sample size, acceptance norms, place of testing, requirements of test reports and hold point beyond which the work can progress only after clearance from the owner. By standardizing the various testing requirements and procedures it is to be ensured that it is not biased towards any particular manufacturer. These MQP(s) may be approved for a period of three years instead of approval on contract-to-contract basis; this alone could reduce the project execution time substantially by eliminating the requirements of submission of MQP, discussions and approval for each contract.
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Inspection Customer Inspection Points (CIP) are identified in MQPs to be carried out at various stages such as raw material stage, in-process stage and final stage. A certificate known as CIP is to be issued at each stage; if the material/product/Sub System meets the various requirements specified in the specification, Standards, Approved data sheets/Drawings etc. In other words issuance of CIP certifies the various routine checks and technical features. However it does not certify the various contractual obligations, which are necessary for release of payment. Material Inspection and Clearance Certificate (MICC) is to be issued for all billable items as per contract after all the CIP stages, type tests, Bill of Quantities and other requirement are checked by the inspection engineer. Issuance of MICC does not require any inspection of the equipment but it requires checking of other contractual documents. It is a responsible job as it enables dispatch and payment to the contractor. Inspection is most critical and important activity in the quality system

Field Quality Plan Field Quality Plans (FQP) should be followed for various construction activities at site like Survey, Civil Construction, Tower Erection, Insulator Hoisting, and Stringing & Earthing. The FQP(s) describe the various stages for checks and testing requirements at each stage. The FQP defines the requirement with regard to proper unloading/receipt of equipment and material at site, storage, testing requirements of erection material, sampling and acceptance norms, test report requirements, pre commissioning checks. The responsibility of implementation FQPs is with the site organizations, which are ensuring its implementation through Project Managers responsible for construction. Qualifying Requirements The eligibility criterion for the bidder is so designed that only those companies which possess minimum technical & commercial capability are allowed to bid so as to ensure that the project is executed without any technical or financial problem. The Qualifying Requirement of the Bidders consists of two requirements i. Technical - This criterion defines the minimum technical experience which the prospective bidder should posses to participate in the bid. This is defined in terms of the minimum of projects of similar nature which has been successfully completed & is in commercial operation for a minimum period of at least two years. ii. Financial - This defines the financial capability which the prospective bidder should possess so as to enable him to execute the project successfully without
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having to face financial problem during the execution of the projects. This is defined in terms of the net worth & the turnover of the prospective bidder of the past three years.

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Bidding System - Once the Technical Specifications are finalized & the necessary approvals are in place for the bid, the next step is initiation the process for inviting bids. For such bids first the number of packages are decided which can be either one for the entire scope or split the numbers into two three etc. one for Conductors supplies one for insulators & the one for the balance supplies & turnkey execution of the project. In the instant case the entire scope is defined as one package. For such type of tenders Single Stage one envelope or single stage two envelope process is adopted. The following Bid documents for the bid are prepared

VOLUME- I Section I Section II Section III Section IV Section V Section VI VOLUME-II VOLUME- III

COMMERCIAL REQUIREMENTS Invitation for Bids Instruction to Bidders General Terms and Conditions of the Contract Erection Conditions of Contract Special Conditions of Contract ANNEXURE TECHNICAL REQUIREMENTS BID PROPOSAL SHEETS IFB ITB GCC ECC SCC ANNEX

The bidders are to submit their bids based on the above documents in two sections as below. Section I Section II TECHNO COMMERCIAL SHEETS PRICE SHEETS

The documents are prepared on the following basis 1. Define the pre qualifications of the eligible parties based on the project complexity, the prospective bidders past experience, financial & technical capabilities required for faithful execution of the project. 2. Modalities of bidding i.e. International Competitive Bid or Domestic Bid. 3. Bid Validity Period - Based on the anticipated time required for evaluation & placement of orders, the Bidders are advised to submit their offers valid for a specific period.
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4. Payment terms are so made that the materials are sequentially supplied to the project as per the project needs. The payments for supplies are staggered so as ensure commercial interest of the Parties at the same time ensure that their financial needs in execution of the project is taken care of. 5. The Bidders shall be given access to the prospective Project sites to familiarize themselves with the site conditions. 6. Suitable time is also given to the bidders to go through the documents & seek clarifications or deviations which they propose. Once all the comments are received then clarifications are issued to all the parties to establish a level playing field. If required a pre bid meeting is also arranged. PREFERENCE TO DOMESTIC BIDDERS In single responsibility turnkey, a margin of preference shall be applied to the domestically manufactured goods in accordance with the following provisions: (a) The margin of preference shall not be applied to the whole package but only to the domestically manufactured goods within the package (b) Goods offered from outside the territory of the Borrower shall be quoted CIF and goods offered domestically shall be offered ex-factory or ex-works (free of sales and similar taxes) (c) All other cost components, such as design as well as works, installation and supervision, shall be quoted separately (d) In the comparison of bids only the CIF price in each bid of the goods offered from outside the territory of the Borrower shall be increased by the applicable duty and other taxes payable by a non exempt importer or by 15 percent, whichever is less

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(e) If duties vary from item to item within a package, the appropriate tariff for each item shall apply (f) No margin of preference shall be applied to any associated services or works included in the package (g) Bidders will not be permitted or required to modify the mix of domestic and foreign goods after bid opening. Bidders applying for the preference shall provide evidence necessary to establish the eligibility of a bid for the preference. The bidding documents shall clearly indicate the preference to be granted, the information required to establish the eligibility of a bid for the preference claimed, and the procedures to be followed in the comparison of bids, all as set forth above.

BID EVALUATION The bid is evaluated in four stages Stage 1 - In stage 1, the basic data & the record of the bid opening & the preliminary completeness of the bid is prepared. Stage 2 - In stage 2, the detailed examination of the bid is done to evaluate the substantial responsiveness of bid. The substantial responsiveness is done for commercial terms & conditions as well as technical requirements. Various points like major deviations, on commercial terms, execution period, non availability of signatures by authorized personnel, submission of bid security, conditional bids, deviations technical parameters, type test reports etc. are examined to eliminate bidders who are substantially unresponsive. Stage 3 - In Stage 3 detailed evaluation of all substantive responsive bids are done on Commercial & Technical Terms. a. The Commercial Terms list all the important commercial conditions specified in the bidding documents such as the bid security amount and validity period, terms of payment, liquidated damages etc., and list any deviations from requirements of the bidding documents. Further, it should be stated whether a financial adjustment to the bid is considered necessary as a consequence of any minor deviation. b. The Technical Requirements sets out the scope of supply, delivery or work schedule, the important technical specifications of all major items of equipment and material and warranty period. Every bid being evaluated should then be scrutinized in detail and its salient features entered into the table against the listed items of the bidding documents. As in the detailed evaluation of commercial terms, any substantial deviations from the technical requirements of the bidding documents should be

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listed and it should be determined whether a financial adjustment to the bid is necessary or the bid should be rejected as nonresponsive. c. Financial Adjustment of Bid Prices (Commercial Aspects) Bid price comparison is the final and most critical step in due bid evaluation process. The bid prices are adjusted for the purpose of bid comparison for those deviations which are permissible and which can be "translated" fairly into monetary values in the manner specified in the bidding documents. All the adjustment factors and the basis of price comparison specified in the bidding documents must be taken into account. Factors not listed in the bidding documents shall not be introduced during the bid evaluation. As a standard practice bids deviating in the terms of payment or Delivery schedule are not accepted. Any bidder offering such deviation is asked to withdraw such deviations failing which they are considered substantially non responsive & rejected. Financial Adjustment of Bid Prices (Technical Aspects) Major deviations from the technical requirements which will result in the rejection of bids are discussed in Stage 2 of this Evaluation Procedure. Other deviations, classified as minor or non substantive, which will not have any effect on price or quality of the goods and services offered, can be accepted for evaluation purposes without a price adjustment. Other deviations, which will affect the cost, should be expressed in monetary terms and added to the bid price for purposes of evaluation. All cost adjustments should be made by without any consultations with the bidder regarding the justification for the amount of the adjustment. Adjustment for Completeness in Scope of Supply The cost of minor omissions or missing items in the scope of supply, services, etc. should be added to the bid price to allow for bid comparison on an equal basis. The price adjustment should be based on a reasonable estimate of the cost by the Owner, taking into consideration the corresponding quoted prices from other conforming bids. The price adjustment should be based on the fair price of the omitted item. In the event of uncertainty, the average quoted price by the other responsive bidders may be used. Adjustment for Technical Compliance Similarly, a minor deficiency in technical compliance should not be a cause for rejection of the bid.

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STAGE 4: DETERMINATION OF THE LOWEST EVALUATED SUBSTANTIALLY RESPONSIVE BID After going through the above stages, the lowest evaluated substantially responsive bid shall be determined in accordance with the provisions of the bidding documents. As a final step prior to award, the Owner should always ensure that the bidder whose bid has been evaluated as the lowest evaluated substantially responsive bid has the financial and technical capability to execute the contract satisfactorily. If this is determined as positive, the contract shall be awarded to the bidder which submitted the lowest evaluated substantially responsive bid. ADB Guiding Principles The Bid Evaluation Report should include such information and documentation to establish to the satisfaction of the ADB that principles pursuant to the Loan Agreement and the Procurement Guidelines are satisfied in the bidding and bid evaluation process, and the proposed award of contract. These principles are as follows: (i) goods, services and works are sourced from the eligible member countries of the ADB (ii) the transparency of the bidding process has provided adequate, fair and equal opportunity to manufacturers, suppliers and contractors from all the eligible member countries of the ADB and (iii) The principle of economy and efficiency has been applied in the bidding and in the bid evaluation process by establishing the lowest evaluated substantially responsive bid. The information and documentation to be submitted as part of, or with, the Evaluation Report should include the following: a) Basic Data Sheet b) A photocopy of the Invitation for Bids advertised in an English language local newspaper of wide circulation and evidence of copies of the Invitation for Bids transmitted to designated addresses of the ADB's member countries c) The Record of Bid Opening including the attendance sheet of the representatives of bidders d) Tables of Bidders and Bid Prices including discounts offered as submitted and as corrected for arithmetical errors; if substantial arithmetical error corrections are involved, evidence that corrections for arithmetical errors have been accepted by the bidders concerned e) Table of Substantive Responsiveness showing the bidders' compliance with major commercial terms and conditions
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f)

Table of Detailed Evaluation of Bids with respect to salient commercial features of the bids, showing for each bid the adjustments made to the bid prices for deviations with references to the clauses in the bidding documents on which they are based, and indicating the methods used in computing the adjustments g) Table of Detailed Evaluation of Bids with respect to salient technical features of the bids, showing for each bid the adjustments made to the bid prices for deviations with references to the clauses in the bidding documents on which they are based, and indicating the methods used in computing the adjustments h) Table of Bid Price Comparison showing all bids selected for detailed evaluation, the bid price as opened, discounts if any, the arithmetically corrected bid prices, the financial adjustments for commercial terms and conditions, the financial adjustments for technical requirements to obtain the total evaluated prices for all bids concerned i) Records of discussions and/or copies of correspondence with bidders relating to clarifications of their bids j) Recommendation for award of contract

The evaluation report should include a narrative section in which information not suitable for presentation in the form of tables is presented, together with any supplementary explanations and information necessary for a complete understanding of all the factors considered during bid evaluation. Particularly, the reasons for rejection of bids which are considered non-responsive to the bidding documents should be fully explained and justified in the narrative section. Similarly, the basis for adjustments in the bid prices should be adequately explained and, where appropriate, cross references made to the relevant provisions in the bidding documents. Finally, there must be a clear statement setting out fully the rationale for the recommendation for contract award. The recommended amount for award of contract should be the bid price submitted by the bidder as corrected for arithmetical errors plus the additional amount to make good any deficiencies in the scope of supply or technical compliance. In agreeing with the successful bidder to make good any minor deviations in the contract price for scope of supply or technical compliance, the Owner should note the following. The cost of making good the minor deviations should be included in the contract price The final amount agreed between the Owner and the successful bidder should not exceed the bid price (as corrected for arithmetical errors plus the amount to make good any
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minor deviations in the scope of supply and technical compliance) of the second lowest evaluated substantially responsive bidder. The bid evaluation report and recommendation for contract award should be sent to the ADB as early as possible. In any event, no later than 30 days prior to expiration of bid validity, the ADB should be furnished with three copies of the complete bid evaluation report together with a covering letter. This is necessary to enable the ADB to review thoroughly the report and recommendation in order to obtain the necessary formal approval within the ADB for transmission to the Owner. Utilization of knowledge available with the bidders- It is possible that some bidder may offer solutions which could be better than the one proposed by the owner. In such case if a better technical solution is anticipated then it is better to go for Two Stage Bidding Process. In the Two-Stage bidding procedure, the bidders first of all submit their technical proposals, in accordance with the specifications, but without prices. The technical proposals are opened at the date and time advised in the bidding documents. The technical proposals are evaluated by the Owner and discussed with the bidders. Any deficiencies, extraneous provisions and unsatisfactory technical features are pointed out to the bidders whose comments are carefully evaluated the bidders are allowed to revise or adjust their technical proposals to meet the requirements of the Owner. The objective of the exercise is to ensure that all technical proposals conform to the same acceptable technical standard and meet the technical requirements of the Owner Bids of bidders who are unable or not prepared to amend their technical bids so as to conform to the technical standard required by the Owner may be rejected, as deficient bids. After the evaluation of technical proposals has been approved, the second stage is to invite bidders to submit revised technical proposals and to submit price proposals based on the Bid Evaluation Procedure revised and agreed upon technical proposals. The price proposals and revised technical proposals are opened in public at a date and time advised by the Owner. In setting the date, the Owner should allow sufficient time for bidders to prepare price proposals and incorporate the changes required in the technical proposals. The price proposals and revised technical proposals are evaluated and, the award of contract is made to the lowest evaluated substantially responsive bidder. Ambiguities As far as possible all ambiguities should be cleared & clarified at pre bid stage itself so as to maintain fairness & transparency. However if any ambiguity is still existing in bidding stage the same should be removed at techno commercial stage before price opening. PREBID STAGE-

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The following steps are taken to ensure a level playing field & all the ambiguities are addressed & evaluation done in a fair manner. Suitable time is also given to the bidders to go through the documents & seek clarifications or deviations which they propose. Once all the comments are received then clarifications are issued to all the parties to establish a level playing field. If required a pre bid meeting is also arranged wherein all such issues are addressed. All data required for the purpose of bidding like the topography, climate conditions & other information are provided to the bidders. The Bidders shall be given access to the prospective Project sites to familiarize themselves with the site conditions. POST BID STAGE Even after addressing all possible ambiguities at pre bid stage, if some issues crop up at post bid stage, every effort is made to resolve it prior to opening the price bid. Minor issues which do not materially affect the bid in substance or price can be accepted. All such clarifications are properly documented & recorded. Deviation in Bidder s Proposal - In case if a bidder has submitted which is otherwise good by deviates from some specification then the following methodology is adopted In case of major deviations, on commercial terms, execution period, non availability of signatures by authorized personnel, submission of bid security, conditional bids, deviations in major technical parameters, type test reports etc. are not acceptable & the bids are rejected. However in case of any minor deviations the same is examined in detail & the bid prices are adjusted for the purpose of bid comparison for those deviations which are permissible and which can be "translated" fairly into monetary values in the manner specified in the bidding documents. All the adjustment factors and the basis of price comparison specified in the bidding documents must be taken into account. Factors not listed in the bidding documents shall not be introduced during the bid evaluation. As a standard practice bids deviating in the terms of payment or Delivery schedule are not accepted. Any bidder offering such deviation is asked to withdraw such deviations failing which they are considered substantially non responsive & rejected. The cost of minor omissions or missing items in the scope of supply, services, etc. should be added to the bid price to allow for bid comparison on an equal basis. The price adjustment should be based on a reasonable estimate of the cost by the Owner, consultant or bid evaluation committee, taking into consideration the corresponding quoted prices from other conforming bids. The price adjustment should be based on the fair price of the omitted item. In the event of uncertainty, the average quoted price by the other responsive bidders may be used.

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