Lake Development

(IV) Technical Bid Opening Date (On-Line) In the :- Dt.24/02/2026

office of the Superintending Engineer

Ahmedabad Panchayat (R & B ) Circle,

Bahumalibhavan, Vastrapur, Ahmedabad

(V) Date for Submission of EMD & Document Fee :- Dt.24/02/2026 to 02/03/2026

etc. Certain documents etc. By Regd. Post. (During office Hours..)

A.D.Only in the office of the Executive

Engineer, R & B Panchayat Division Laldarwaja

Bhadra Ahmedabad –380001

VI Tender Validity Period 120 Days (After Opening the Technical Bid)

VII Remarks :- Tenderer shall submit their offer in

electronic format on website, after digitally

signing the same. Offers which are not

digitally signed will not be accepted. No

offer in physical form will be accepted and

any such offer if received by R & B

Panchayat Division Ahmedabad will be

outright rejected. Phone :- (079)

VIII Office Inviting Bids :- Executive Engineer, R & B Panchayat

Division Lal darwaja Bhadra Ahmedabad –

IX Bid Opening Authority :- Superintending Engineer, Ahmedabad

Panchayat (R & B) Circle Bahumali Bhavan,

Block No. 6/C Nr. Gurukul Driwing Road

Ahmedabad Ph(079)

Eligibility &Further details of the tender are as per under :

1. Eligibility as mentioned in 2.0 A

2. Down loading Tender Document: As mentioned in 2.0 B

3. Bid documents will be available on web site up to Date shown above.

4. Bidders wishes to participate in this tender will have to register on web site

https://www.nprocure.com

3.0 Digital Certificate

3.1 Agency who wish to participate in online tenders will have to procure / should have

legally valid Digital Certificate as per Information Technology Act-2000 using which they can

sign their electronic bids. Agency can procure the same from any the license certifying

authority of India or can contact (n) code solution a division of G.N.F.C. Ltd. Who are licensed

certifying authority by Govt. of India.

3.2 All bids should be digitally signed for details regarding digital signature certificate and

related training involved the below mentioned address should be contacted:

(n) Code solutions

A division of GNFC Ltd.

301, GNFC Infotower, Bodakdev,

Ahmedabad-380054, India.

E.mail :: nprocure@ gnvfc.net

web site :- www.nprocur.com

Toll free :- 1800-233-1010 (Ext.321)

3.3 Agency who already have a valid Digital certificate need not procure a new Digital

4.0 Online Submission of Tender:

4.1 Agency can prepare and edit their offers number of times before tender submission date

and time. After tender submission date and time, bidder cannot edit their submitted offer in any

case. No written or online request in this regard shall be granted.

4.2 Tenderer shall submit their offer Bid in electronic format on above mentioned web site

and date shown above after Digitally Signing the same.

4.3 Offers submitted without Digitally signature will not be accepted.

4.4 Offers in physical form will not be accepted in any case.

5.0 Submission of tender Fees, Bid Security:

5.1 As per 2.0 A, B.

5.2 Tender fee for works as mentioned in 2.0 A shall be by Demand draft in favor of"

Executive Engineer, Panchayat (R&B) division, AHMEDABAD" payable at AHMEDABAD from any

Nationalised / Scheduled Bank except Co-operative Bank. BG shall be valid upto 180 days.

5.3 Bid Security i.e. EMD for works as mentioned in 2.0 A shall be in the form of DD/ FDR or

Bank Guarantee in favor of "Executive Engineer , Panchayat (R&B) division, AHMEDABAD" from

any Nationalized / Scheduled Bank except Co-operative Bank, and shall be valid up to

6.0 Submission of other documents:

6.1 Other Documents required to be submitted through online in electronic format through

(a) Details of Experience as Consultant

(b)The Bank solvency Certificate for the current calendar year 2025 from a Nationalized

Bank / Schedule Bank

(c) Partnership deed if applicable.

7.0 Opening of Tenders

7.1 Tender will be opened on Date & time shown in the NIT in the office of Superintending

Engineer, Ahmedabad Panchayat (R & B) Circle Bahumali Bhavan, Block No. 6/C Nr.

Gurukul Driwing Road Ahmedabad Ph(079)

7.2 Intending agency or their representative who wish to remain present at R&B premises at

the time of tender opening can do so.

8.0 Contacting Officer:

8.1 Further details / clarification of any requirement will be available from Superintending

Engineer’s office, Panchayat (R&B) Circle, AHMEDABAD Tel No. (0265)

8.2 In case bidder needs any clarification / assistances or if training required for participating

in online tender, they can contact at following office.

(n) Code solutions

A division of GNFC Ltd.

301, GNFC Infotower, Bodakdev,

Ahmedabad-380054, India.

E.mail :: nprocure@ gnvfc.net.

9.0 Other important details.

9.1 The major items are related to road works.

9.2 The completed documents along with tender documents completed in all respect should

be submitted online on above mentioned web site.

9.3 The language for submission of tender documents shall be ENGLISH. If information is

provided in another language, it shall be accompanied by a translation of its pertinent parts

into ENGLISH. This translation will govern and be used for interpreting the information.

9.4 The cost incurred by the contractor for this offer for clarification or attending discussion,

conference or site visits will not be reimbursed by the Employer of Engineer-in-charge.

9.5 The application shall be submitted through online with required documents.

9.6 The enclosed schedules should be filled completely.

10.0 General Instruction:

10.1 The fees for online tender document will not refunded under any circumstances.

10.2 Tenders without Tender document fees, Earnest Money Deposit (EMD) and which do

not fulfill all or any of the condition or submitted incomplete in any respect will be

10.3 Conditional tender shall not be accepted.

10.4 The tender notice shall form a part of tender document.

10.5 The tenderer are advised to read carefully the "Instruction to Consultancy Organizations

10.6 The Internet site address for E-Tender is https://rnb.nprocure.com and that of corporate

web site is www.nrpocure.com.

10.7 Free training camp for bidders will be organized by (n) Code Solution as per programme.

A division of GNFC, 301 GNFC Infotower, Bodakdev, Ahmedbad-380 054 (India). Bidders are

requested to take benefit of the same.

10.8 The R&B reserves the rights to reject any or all tenders without assigning any reasons

Deputy Executive Engineer Executive Engineer

Panchayat (R&B) Sub Division Panchayat (R&B) Division

AHMEDABAD AHMEDABAD

REQUEST FOR PROPOSALS (RFP)

Letter of Invitation

Request for Proposal for Consultancy Services for Quality Monitoring & Quality

Assurance for Road & Bridge works under jurisdiction of

Panchayat (R&B) Circle, AHMEDABAD

…………………………………….. (Contact Person & Designation)

…………………………………….. (Name of Firm & Address)

Dear Mr. /Ms. …………………..

Project ID. No.: TC/ QC Monitoring/2025-26

1. Panchayat (R&B) Circle, AHMEDABAD deals with construction and maintenance of V.R., O.D.R.

and M.D.R. along with cross drainage structures thereon through its various Panchayat

Divisions namely AHMEDABAD, Nadiyad, Anand, Sabarkhanta & Arvali Divisions. These

activities are being implemented from State Govt. fund under MMGSY scheme (more than

year resurfacing, Metal to B.T., Bridge in place of causeway, and Connectivity to population

less than 250 etc.). This Request for Proposal is invited by the Superintending Engineer,

Panchayat (R&B) Circle, AHMEDABAD for road and bridge works under progress / to be taken

up in AHMEDABAD, Nadiyad, Anand, Sabarkhanta&Arvali Divisions. (herein after referred to

as the Client).

2. The Consultancy services are required for independent quality monitoring & Quality Assurance

as per guideline of Tender specifications and Quality Control Manual.

3. The Client invites Technical and Financial proposals on approved TOR from consulting

engineering firms or bodies (hereinafter referred to as the ‘Consultant’) corporate to

undertake and perform the duties and functions of Quality Monitors. The Technical

Proposal will be evaluated as per the criteria subject to fulfillment of technical

qualifications. The financial offers of only those consultants would be opened whose

Technical Proposal is found responsive. The award of services would be made to the lowest

evaluated Financial Proposal.

4. This Invitation for Proposals is open to all Consultants meeting the eligibility criteria. The

Applicant should be a private or government owned legal entity. Any combination of them

with a formal intent to enter into an agreement or under an existing agreement in the

form of a Joint Venture (JV) is NOT APPLICABLE.

5. The Background Information and Terms of Reference for the Consultancy services are

illustrated in Section 5 of the Request for Proposal (RFP).

6. The RFP includes the following documents:

Section 1B Letter of Invitation

Section 2 Instructions to Consultants including Data Sheet

Section 3 Technical Proposal Standard Forms

Section 4 Financial Proposal Standard Forms

Section 5 Terms of Reference

Section 6 Standard Form of Agreement

Annexure I Details of Project

Annexure II Eligibility Criteria

Annexure III Evaluation Sheet for Technical Proposals

Annexure IV Format for cover Letter to Technical Proposal.

Annexure V Format for Cover Letter to Financial Proposal.

Annexure VI Draft Code of Conduct

7. You are requested to submit your proposal online only. The last date and time for on line

submission is up to Date 23/02/2026- 18.00 Hours.

Yours sincerely,

(Authorized Signatory)

INSTRUCTIONS TO CONSULTANTS (ITC)

INSTRUCTIONS TO CONSULTANCY ORGANIZATIONS (ITC)

2.1 INTRODUCTION

2.1.1The Consultants are invited to make Technical and Financial Offers on line on the approved

TOR, Section 5 of this document. The Technical Proposal will be evaluated as per the criteria

subject to fulfillment of technical qualifications. The financial offers of only those consultants

would be opened whose Technical Proposal is found responsive. The award of services would

be made to the lowest evaluated Financial Proposal. The firm should have persons of

appropriate qualifications on its rolls retainer-ship.

2.1.2 Consultant(s) should familiarize themselves with local conditions and take them into account

while preparing their proposals. To have an idea of the assignment and local conditions,

Consultants are encouraged to visit the project area (details given in Annexure-I). The

Consultant’s representative(s) may contact the Client’s representative named in the Data

Sheet for this purpose. Consultants should have thorough knowledge of “Specifications for

Road & Bridge works” (Fifth Revision) issued by MINISTRY OF ROAD TRANSPORT & HIGHWAYS,

“Quality Assurance Hand Book for Rural Roads Volume I and Volume II published by

Ministry of Rural Development Govt. of India” with amendments issued afterwards if any

and other relevant standards for rural roads.

2.1.3 Generally, the replacement of Key Personnel (LQM & ALQM) will not be allowed. However,

in exceptional cases, the replacement would be permitted to the extent of maximum 25%

personnel at every level during the period of services with the permission of Employer.

2.1.4 Consultants shall bear all costs associated with the preparation and submission of their

Proposals. Costs might include site visit, collection of information, and if selected, attendance

at Agreement negotiations etc.

2.1.5 The Client is not bound to accept any Proposal and reserves the right to annul the selection

process at any time prior to signing the Agreement for this consultancy service, without

thereby incurring any liability to the Consultants.

2.1.6 While preparing their Proposals, Consultants are expected to examine in detail the documents

comprising the RFP. Material deficiencies in providing the information requested may result in

rejection of a Proposal.

2.1.7 Not more than two Consultants may associate for the purpose of submitting a joint proposal.

(a) A consultant cannot be a party to two or more consultancy groups nor can such

consultant submit proposal individually in addition being a partner/associate to

another joint venture/consultancy group

(b) A detailed Memorandum of Understanding between the partners of such

Association/Joint Venture stating inter-relationship and division of work between

them shall be submitted.

(c) In case, sub-contracting a part of the assignment to another consultant is proposed at

the stage of RFP, the capabilities of such sub-consultant would be thoroughly

examined during the technical evaluation of proposal to determine their suitability with

respect to qualification criteria, their capacity and experience in proportion of work

proposed to be allotted to them by the consultant

2.1.8 RFP submitted by a Joint Venture (JV) of not more than three firms as partners shall comply

with the following requirements:

(a) There shall be a Joint Venture Agreement specific for the present consultancy

services, between the constituent firms, indicating clearly, amongst other things, the

proposed distribution of responsibilities both financial as well as technical for the

consultancy service amongst them. The most experienced lead partner will be the

one defined for the purpose. A copy of the Joint Venture agreement in accordance

with requirements shall be submitted before any award of consultancy services could

(b) The proposal for Expression of Interest, proposal at RFP stage and in the case of the

Agreement, the Form of Agreement, etc., shall be signed and / or executed in such a

manner as may be required for making it legally binding on all partners (including

operative parts of the ensuing Agreement in respect of Agreement of Arbitration,

etc.). On award of work, the Form of Agreement and Agreement Documents shall

be signed by all partners of the Joint Venture to conclude Contract Agreement.

(c) Lead partner shall be nominated as being partner-in-charge; and this authorization

shall be evidenced by submitting a power of attorney signed by the legally

authorized signatories of all the partners.

(d) The partner-in-charge shall be authorized to incur liabilities and to receive

instructions for and on behalf of the partners of the Joint Venture, whether jointly or

severally, and entire execution of the Agreement (including payment) shall be

carried out exclusively through the partner-in-charge. A copy of the said authorization

shall be furnished in this Proposal.

(e) All partners of the Joint Venture shall be liable jointly and severally for the execution

of the Agreement in accordance with the Agreement terms, and a relevant statement to

this effect shall be included in the authorization mentioned under sub clause (c)

above as well as in the Form of Proposal and the Form of Agreement (in case of a

successful proposal).

(f) In the event of default by any partner, in the execution of his part of the Agreement,

the Employer shall be so notified within 30 days by the partner-in-charge, or in the

case of the partner-in-charge being the defaulter, by the partner nominated as

partner-in-charge of the remaining Joint Venture. The partner-in-charge shall, within

60 days of the said notice, assign the work of the defaulting partner to any other

equally competent party acceptable to the Employer to ensure the execution of that

part of the Agreement, as envisaged at the time of Proposal. Failure to comply with

the above provisions will make the Consultant liable for action by the Employer under

the Conditions of Agreement. If the Most Experienced i.e. Lead Partner defined as

such in the Communication approving the qualification defaults, it shall be construed

as default of the consultancy services and Employer will take action under the

Conditions of Agreement.

(g) Notwithstanding the permission to assigning the responsibilities of the defaulting

partner to any other equally competent party acceptable to the Employer as

mentioned in sub clause (f) above, all the partners of the Joint Venture will retain the full

and undivided responsibility for the performance of their obligations under the

Agreement and/ or for satisfactory completion of the consultancy services.

(h) The proposal submitted shall include all the relevant information as required under

the Instructions to Consultants (ITC) and furnished separately for each partner.

Only One Proposal

2.1.9 A Consultant should submit only one proposal for each Project. If a consultant submits or

participates in more than one proposal of the same Project such a consultant shall be

disqualified. Similarly, an associated consulting firm should submit proposal with one

consulting firm only. A consultant may submit proposal for one or more Project. However,

such proposals should contain name of different experts. Each proposal would be evaluated

on the basis of qualification & experience of experts proposed in that particular proposal.

Proposal Validity

2.1.10 As the Data Sheet indicates the Consultants’ Proposals must remain valid for the 120 days,

after the Bid submission date. During the period, the Consultants shall maintain the

availability of experts nominated in the Proposal. The Client will make its best efforts to

complete negotiations within the validity time indicated in the Proposals. Consultants have

the right to refuse to extend the validity period of their Proposals.

2.1.11 a) The earnest money in the form of acceptable Bank Guarantee as stated in format at

Appendix-I for Rs. 100000.00(Rupees One Lacs Only ), in favor of Executive Engineer,

Panchayat (R&B) division, AHMEDABAD shall besubmitted by each Consultant.

b) The validity of earnest money shall cover the validity period of 150 days of the proposal

as defined in Data Sheet plus 30 days (total 180 days).

c) Demand Draft/ BG/ FDR for earnest money would be submitted online only.

d) Offers submitted without valid earnest money would be rejected outright.

e) The earnest money of the successful Consultant will be released to him on receipt of

initial performance security as stated in clause 3.4 of General Conditions of Agreement

and signing of agreement as per Section

f) The earnest money furnished by the Consultants who are unsuccessful will be released

within Ninety (90) days of the expiry of the validity period including the extended

period, if any. The earnest money shall be forfeited if the Consultant upon acceptance of

the proposal by the Employer does not furnish performance security as per provisions of

Clause 3.4 of GC.

Participation of Government Employees:

2.1.12 Consultants cannot include current Government employees of Central &State

Government as their personnel/experts in any capacity. But consultants can include retired

Government employees of Central & State Government as their personnel/experts in any capacity.

2.2 CLARIFICATIONS AND AMENDMENTS TO RFP DOCUMENTS

2.2.1 Consultants may request a clarification of any of the RFP documents up to Ten (10) days

Prior to the Proposal submission date: ------------- (but prior to pre-proposal meeting dt:

-----------------) indicated in the Data Sheet. Any request for clarification must be sent in writing

to the address indicated in the Data Sheet. These would be clarified at the pre -proposal

meeting without identifying its source.

Pre-Proposal Meeting

2.2.2 The Consultant or his official representative is invited to attend a pre-proposal meeting,

which will take place at date / time and place indicated in Data Sheet.

2.2.3 The purpose of the meeting is to clarify issues and to answer questions on any matter related

to the RFP that may be raised, at that stage, including the clarifications requested under para

2.2.1 above. The consultant shall have to submit their quarries in writing only if any.

Amendment to RFP

2.2.4 At any time before the submission of Proposals, the Client may, whether at its own

initiative, or in response to a clarification requested by a Consultant, or in response to

queries raised at the pre-proposal meeting amend the RFP by issuing an addendum. The

addendum shall be made online and will be binding on all. To give Consultants reasonable

time for taking aforesaid addendum/amendment into account for preparation of the

Proposals, the Client may at its discretion, extend the deadline for the RFP submission.

2.3 PREPARATION OF THE PROPOSAL

(a) A Consultant’s Proposal (the Proposal) will consist of two (2) components:

(i) The Technical Proposal, and

(ii) The Financial Proposal

(b) All related correspondence exchanged by the Consultants would also form part of the Proposal.

(c) The Technical Proposal should clearly demonstrate the Consultant’s understanding of the

assignment requirements and capability and approach for carrying out the tasks set forth in the

TOR Section 5 through the nominated experts.

2.3.1 The Technical Proposal

The Technical Proposal shall not include any financial offer and such Technical Proposals

containing financial offer shall be declared non-responsive, accordingly, shall be rejected.

Technical Proposal Format and Content

The Technical Proposal shall contain information indicated in the following paragraphs from (i)

to (xii) using the Technical Proposal Standard Forms (Section 3).

(i) A brief description of the organization and outline of recent experience (last 5 years) on

assignments of consultancy services for road/highway project is required in Form TECH-1. For

each assignment, the outline should indicate inter-alia, the assignment clearly specifying the

nature of service rendered, Agreement amount, cost of project for which consultancy service

rendered and the Consultant’s involvement. Information should be provided only for those

assignments for which the Consultant was legally contracted by the Client/Corporate entity

or as one of the major participating consulting firms within an association. The Consultant

shall ensure that for each assignment the nature of the consultancy services rendered for

road/highway projects, such as, project preparation, proof checking, construction supervision

etc should be clearly mentioned. If one single assignment is combination of other

consultancy services including construction supervision, the details about the

services on construction supervision should be separately and clearly shown without

any ambiguities. Assignments completed by individual experts working privately or through

other consulting firms cannot be claimed as the experience of the Consultant, or that of the

Consultant’s Associate(s), but can be claimed by the individuals themselves in their CVs.

Consultants should be prepared to substantiate the claimed experience if so requested by

(ii) In order to assess the eligibility with respect to turnover, the Consultant shall furnish a copy of

audited balance sheet for the year that best illustrates the qualification in this regard. The

Consultant shall also attach a separate statement with clear referencing to balance sheet

illustrating the turnover with respect to consultancy services in Civil Engineering field in

(iii) A concise, complete, and logical description of how the Consultant’s team will carry out the services

to meet all requirements of the TOR in form TECH-3 supported by form TECH-

(iv). Comments, if any, on the TOR (to be given in Form TECH - 3) to improve performance in

carrying out the assignment. Innovativeness will be appreciated, including workable

suggestions that could improve the quality/effectiveness of the assignment. In this regard,

unless the Consultant clearly states otherwise, it will be assumed by the Client that work

required to implement any such improvements, are included in the inputs shown on the

Consultant’s Staffing Schedule (Form TECH- 5, Section - 3).

(v) Based on requirement of inspections of each work depending upon its construction stage at

the commencement of services and taking into account the expected stage of construction

till the end of the period of services, the Consultant shall draw detailed month wise work

programme in Format TECH 5. Timing of major activities, anticipated coordination meetings,

and deliverables such as reports as required under the ToR (Section-5) shall also be shown

vi). An organization chart indicating relationships amongst the Consultant and any Associate(s),

and other parties or stakeholders, if any, involved in the assignment.

(vii) The name, age, key qualifications, employment record, and professional experience of each

nominated expert, with particular reference to the type of experience required for the

assignment should be presented in the CV format shown in Form TECH-6. A summary should be

given in Form TECH -

(viii) All nominated experts must be Indians Nationals. Only one CV may be submitted for each

(ix) It would be preferred that the consultant deploys regular full-time employees as the key

personnel for the services. The Client defines a regular full-time employee to be a person who

has been employed continuously by the Consultant or one of its Associates, for more than Six

(6) months prior to the date of submission of the Proposal.

(x) The Client requires that each expert confirm the correctness of contents of his/her

Curriculum Vitae (CV) and the expert himself should sign the certification of the CV.

(xi) The CV shall not be considered valid if,

(a) The expert is a current employee of Government of India/ any State

Government/Union Territory.

(xii) The Consultants are required to complete the “Summary of Information on Proposed

Experts”, Form TECH-7, as a checklist to ensure that all the requirements have been

2.3.2 Financial Proposal

(a) All information provided in the Consultants’ Financial Proposal will be treated as confidential

unless otherwise specified. The Financial Proposal should show the rates for each inspection

of road work by one QM. Extra rate for engaging more than one QM should also be shown.

These rates would include the all expenses related to inspection, remuneration of experts,

travel, scrutiny, abstracting and reporting by the main office, all costs associated

establishment of field office and main office etc.

(b) The Financial Proposal must be submitted in hard copy using online in the format shown in

Section 4. The Financial Proposal requires completion of form namely FIN-1.

(c) The amounts stated under the Financial Proposal must be the exact figures (in figures and

words) as specified in the Data Sheet. No proposed schedule of payments should be included in

Consultants’ Financial Proposals. The payment schedule will be as per 6.4 of General

Conditions of Agreement.

(d) Amounts payable to the Consultant by the Client may be subject to taxes and statutory

levies. It is the responsibility of the Consultant to determine the estimated taxes/levies

payable and take such amounts into account, as appropriate. All such taxes/levies

including service tax shall be deemed to be included in the Consultant’s Financial Proposal.

2.4 SUBMISSIONS, RECEIPT AND OPENING OF PROPOSALS

2.4.1 The original proposal (Technical Proposal and if required financial Proposal; see Para

1.1) shall be submitted online only as indicated in tender notice public invitation.

2.4.2 The Completed technical and financial Proposal must be submitted on or before the

time and date stated in the Data sheet.

2.5 PROPOSAL EVALUATION

From the time the Proposals are opened to the time the contract is awarded, the Consultant

should not contact the Client on any matter related to its Technical and/or Financial

Proposal. Any effort by a Consultant to influence the Client in examination, evaluation of

Proposals or recommendation for award of contract shall result in rejection of the

Consultant’s Proposal.

2.5.1 Examination and Evaluation of Technical Proposals

(a) During the detailed evaluation of technical proposals, the employer will determine whether

each proposal meets the eligibility criteria defined in Annexure-II, and is accompanied by

required securities; and is responsive to the requirements of this document for Consultancy

(b) As per Evaluation Sheet for Technical Proposal at Annexure-III, the evaluation of Technical

Proposals shall be carried out as follows:

(i) The assessment about fulfillment of criteria regarding turnover shall be made on the

basis of information given by the Consultant in Form TECH-2, regarding experience

with respect to consultancy services rendered by the Consultant in any field of

Roads/Highway projects and experience of construction supervision/quality control in

Roads/Highway projects shall be made on the basis of information given by the

Consultant in form TECH-1.

(ii) The evaluation of availability of qualified personnel shall be made on the basis of

information given by the Consultant in Form TECH-3, TECH-6 and TECH-7 and

provisions contained in TOR (Section-5).

(iii) The Work Programme submitted by the Consultant in Form TECH4 shall be evaluated

on the basis of requirements illustrated in TOR (Section-5).

(iv). The assessment about any disqualifications as given in Paragraph 3 of Annexure-II of

Eligibility Criteria shall be made by the employer on the basis of information available

with the employer.

(c) A Consultants’ Selection Committee (CSC) constituted by the employer shall be

responsible for evaluation of the proposal.

(d) The Consultants’ Selection Committee (CSC) shall evaluate the Technical Proposals on

the basis of Proposal’s responsiveness to the TOR using the evaluation criteria.

(e) A Technical Proposal may not be considered for evaluation in any of the following

(i) The Technical Proposal was submitted in the wrong format; or

(ii) The Technical Proposal included details of costs of the services

(f) After the technical evaluation is completed, the Client shall notify Consultants whose

Proposals did not meet the minimum qualifying criteria or Consultants who’s

Technical Proposals were considered non-responsive to the RFP requirements,

indicating that their Financial Proposals will be returned unopened after completion of

the selection process. The Client shall simultaneously notify, in writing

Consultants who’s Technical Proposals found responsive, indicating the date, time,

and location for opening of Financial Proposals.

2.5.2 Opening and Evaluation of Financial Proposals

Opening of Financial Proposals

(a) Consultants representative are encouraged to be present at the time of on line opening of

Financial Proposal. At the opening of Financial Proposals, Consultant representatives, who

choose to attend, will sign an Attendance Sheet.

(ii) The Client representative will on line open each Financial Proposal,

Such representative will read out aloud the name of the

Consultant and the billing rates for each item shown in the Consultant’s Financial

Proposal. The Client’s representative will record this information in writing.

Examination and Evaluation of Financial Proposals

(b) The Client will subsequently review the detailed contents of each Financial Proposal during

the examination of Financial Proposals, the Client’s staff and any others involved in the

evaluation process will not be permitted to seek clarification or additional information from

any Consultant who has submitted a Financial Proposal.

(c) During the detailed evaluation of financial proposal, the responsiveness of the proposal will

be further determined with respect to remaining conditions i.e. billing rates etc.

(d) A substantially responsive offer is one which conforms to all terms and conditions of this

document for Consultancy Services, without material deviation or reservation. A material

deviation or reservation is one which affects in any substantial way the scope, quality or

performance of the services; which limits any substantial way, inconsistent with this

document for Consultancy Services, the employer’s right or the Consultant’s obligation under the

contract; or whose rectification would affect unfairly the competitive position of the other

consultants presenting substantially responsive offer.

(e) If a financial offer is not substantially responsive, it will be rejected by the employer, and may

not subsequently be made responsive by correction or withdrawal of the non-conforming

deviation or reservation.

(f) Financial Proposals will be reviewed to ensure that the figures provided therein are

consistent with the details of the corresponding Technical Proposal (e.g. personnel schedule

(g) The commercial terms in each Financial Proposal will be checked for compliance with the

requirements set forth in the Data Sheet. For instance the validity period of the Consultants’

Proposals must be in accordance with the validity period set down in the Data Sheet.

(h) The employer will evaluate and compare only the offers determined to be substantially

responsive in accordance with Clause 2.5.2 (d) above.

2.6 AWARD CRITERIA

The employer will award the services to the consultant who’s offer has been determined to be

substantially responsive to provisions contained in this document and has offered the

lowest evaluated offer price, provided that such consultant has been determined to be

eligible in accordance with the provisions of eligibility criteria.

2.7 NEGOTIATIONS

2.7.1 Negotiations, if required, will be held at the address indicated in the Data Sheet. Normally,

such negotiations commence not less than 7 (seven) days after issuance of the Client’s

invitation to attend the negotiations. The invited Consultants will, as a pre-requisite for

attendance at the negotiations, confirm availability of all nominated experts and satisfy such

other pre-negotiation requirements as the Client may specify. Failure in satisfaction of such

requirements may result in the Client’s proceeding to negotiate with other Consultant(s).

Representatives conducting negotiations on behalf of the Consultant must have written

authority to negotiate technical, financial, and other terms and conclude a legally binding

2.7.2 The technical negotiations cover the Consultant’s Technical Proposal, including the proposed

technical approach and methodology, work plan, staffing schedule, organizational

arrangements, and any suggestions made by the Consultant or the Client to improve the

implementation of the assignment. Negotiations will not result in substantial modifications to

either the Consultant’s Technical Proposal or the TOR (Section - 5).

2.7.3 The consultant shall confirm the modifications made in his proposals in writing within three

days of conclusion of negotiations.

Information relating to evaluation of Proposals and recommendations concerning contract

award shall not be disclosed to Consultants who submitted Proposals or to other persons not

officially concerned with the recruitment process until the successful firm has been notified

and contract awarded.

2.9 AWARD OF CONTRACT

The Client shall award the contract to the selected Consultant by issuing Letter of

Acceptance and promptly notify the other Consultants who submitted Proposals that they

were unsuccessful. The Client will return the unopened Financial Proposals to the

unsuccessful Consultants.

2.9.1 On the basis of rates quoted by lowest bidder and agreed upon after negotiation

(if any), all other qualified consultants , bidders will be invited to negotiate and

to agree for the lowest rates of each of the items and all those first five lowest

bidders who agrees , shall be entitle for empanelment for the work.

Upon issue of Letter of Acceptance the Consultant will be required to furnish the

performance security as provided in Clause 3.4 of GC and will be required to sign an

agreement as specified in Section-6.

2.11 CONTRACT COMMENCEMENT DATE

The Data Sheet indicates the anticipated date for the commencement of the contract

Information to Consultant

Project ID. No.: TC/ QC Monitoring/2021-22

Clause Items Detail

2.1 Name of the Employer : Road & Building Department, Govt. of

2.1 Representative/Contact Person and Executive Engineer

Address of the Client : R & B Panchayat Division, Ahmedabad

Email: [email protected]

2.1.10 Validity of Technical and Financial

Proposals DD/ FDR/Bank Guarantee of Nationalized Bank

2.1.11 Acceptable form of earnest money : Executive Engineer, Panchayat (R&B) division,

AHMEDABAD (Gujarat)

2.2.1 Name and Address of the Client where

correspondence concerning clarification

Superintending Engineer, Ahmedabad

on Request for Proposal is to be sent:

Panchayat (R & B) Circle BahumaliBhavan,

Block No. 6/C Nr. Gurukul Driwing Road

2.2.2 Date/time and Venue for holding pre-

Ahmedabad Ph(079)

proposal meeting:

2.4.5 Consultants must purchase and submit an Executive Engineer

original Technical Proposal as well an R & B Panchayat Division, Ahmedabad

original Financial proposal to the Client

at address: On line submission Up to 6:00 PM on Dt.

2.4.5 Submission of the proposals (Technical as 23/02/2026

well as Financial) to the address given

under 2.4.5 not later than. As per Annexure III

2.5.1 (b) Evaluation Criteria After CSC, technical Evaluation report.

2.5.2 (a) Date of opening of Financial Proposal (Date will be communicated to the

2.7.1 Expected date to start contract

negotiations ----------------

2.11 Expected date for commencement of

consulting services

Details of Projects

Panchayat (R&B) Circle, AHMEDABAD

Sr. Consultancy Name of Blocks/ No. of Total Total No. of Total

No. Package district Talukas roads length in expected Estimated

Km. inspection of Cost.

1 Ahmedabad 09 225 556.37 449

4 Sabarkhanta 8 209 481.57 257

1. Number of expected inspections would depend on stage of work at which the QM inspection

is likely to be started and schedule of completion of work during the period for which the QM

consultancy services are envisaged.

2. The Number of Inspections calculated are likely to reduce or increase by 30%, which shall be

considered by the Bidder.

3. Client is not bound for increase or decrease within limits under Special note - 2 above.

4. For the calculation of QM Inspection numbers following may, in general, be considered;

5. The no. of inspections shall be considered as per the actual Length of road actually executed

during inspection.

6. The Consultancy service which the QM should take Geo-tagging photographs while inspection of

roads and structures.

7. The Consultancy service take inspection note at site and send inspection note to sub division,

division and circle office at same day by mail and hard copy.

However, inspection carried out by other quality control personnel engaged by Government before

award of this work and even during the consultancy period, for any of the

chain age of the road under inspection, shall be deducted from the calculation of the QM inspection

numbers, and those shall be accepted as a reduction in the estimated Inspection shown here. No

additional or compensatory inspection or fee/charges/claims shall be accepted by the Employer.

Sr. Status of Road with length Calculation of For Example

work Inspection

1 In Progress 0.5 Km to 4.5 1 for each stage of Length up to 4.5 Km or part thereof. Stage

Km Construction of Construction

1st stage 2nd Stage Total

3+1.5=1 3+1.5=1 2 Inspection

Greater than in the multiplication of 3 Length up to 7.8 Km (or more than

4.50 Km KM and part thereof, KM) Stage of Construction

depending upon the

stage of construction

1st stage 2nd Stage Total

2 Completed 0.5 Km to 4.5 1 for each stage of Length up to 4.5 Km or part thereof. 1 for

Km Construction each completed road

Greater than in the multiplication of 3 Length up to 7.8 Km (or more than

4.50 Km KM and part thereof, KM)

depending upon the

stage of construction 3+3+1.80 = 3 nos

Eligibility Criteria

Eligibility Criteria for Sole Applicant Firm:

1. To qualify for award of consultancy services for Quality Monitoring, the applicant should have the

(i) Annual Turnover:

In any one year of the last five years, the applicant firm should have achieved a minimum

financial turnover (in all cases of consultancy services in Civil Engineering field) of at-least

Rs.82.40Lakh. Annual Turnover should be duly certified by statutory body like Chartered

Accountant or Independent Auditors who are competent to do so as recognized by the State

(ii) Experience of Consultancy Services for Construction Supervision and/or Quality

Control of Roads/Highways:

In any one year of the last five years, the firm should have experience of providing

consultancy services in construction supervision and/or quality control of roads/highway

construction projects having value (cost of the projects), not less than 10% of the

approximate estimated cost of road works as indicated in eighth (8) column of table given in

Annexure I of this Invitation of Proposals for EOI. OR The firm should have experience as TAQC

in Any One Year of last 5 years.

(iv) Experience of Consultancy Service for Road Work :- An Applicant firm should have

Experience of Consultancy Service for Road work for Minimum 3 Year Supporting Documents

shall be furnished for evaluation.

(iii) Experience of Consultancy Services for Construction Supervision and/or Quality

Control of Bridge:

In any one year of the last five years, the firm should have experience of providing

consultancy services in construction supervision and/or quality control of Bridge

construction projects having value (cost of the projects), not less than 5% of the

approximate estimated cost of Bridge works as indicated in eighth (8) column of table given in

Annexure I of this Invitation of Proposals for EOI.

(iv) Experience of Consultancy Service for Bridge Work :- An Applicant firm should have

Experience of Consultancy Service for Bridge work for Minimum 3 Year Supporting Documents

shall be furnished for evaluation.

Eligibility Criteria for partner in case of JV or Association:

2. If Consultant is a Joint Venture or an Association, the partners would be limited to three

(including lead partner). Joint Venture firm or Association shall jointly and severally

responsible for completion of the project. Joint Venture or Association partners must fulfill

the following minimum qualification requirement subject to fulfillment of 100% qualification

criteria as given in para 1 above by the JV or Association partners clubbed together.

(i) The lead partner shall meet not less than 60% of qualification criteria given in Para

(ii) Each of the remaining partners shall meet not less than 20% of all the qualifying

criteria given in Para 1 above

3. Even though the Consultants meet the above qualifying criteria, they are subject to be

disqualified if they have:

(i) made misleading or false representations in the forms, statements, affidavits and

attachments submitted in proof of the qualification requirements; and/or

(ii) Record of poor performance such as abandoning the consultancy services, not properly

completing the contract, inordinate delays in completion, litigation history, or financial

(iii) Participated in the previous bidding or the same work and had quoted unreasonably high or

low bid prices and could not furnish rational justification for it to the Employer.

Evaluation Sheet for Technical Proposals

# Evaluation Criteria Required Attached Fulfillment of

on pg. Qualification

In case of Sole Applicant

1 Turnover of the Applicant Firm 82.40 lacs in any

2 Experience of Applicant Firm with respect to 20% of Package

Consultancy Services in of Road/Highway Projects as

given in eligibility criteria 1(ii) at Annexure II.

3 Experience of Applicant Firm with respect to 5% of Package

Consultancy Services in Construction Supervision/

Quality Control in Bridge Projects as given in eligibility

criteria 1(iii) at Annexure II.

In case of JV Applicant or Association

1A Turnover of:

(a) Lead Partner

(b) Partner (one)

(c) Partner (two)

2A Experience of Applicant Firm with respect to Consultancy

Services in of Road/Highway Projects as given in eligibility

criteria 1(ii) at Annexure II of:

(a) Lead Partner

(b) Partner (one)

(c) Partner (two)

Total Experience

3A Experience of Applicant Firm with respect to Consultancy

Services in Construction Supervision/ Quality Control in

Road/Highway Projects as given in eligibility criteria 1(iii) at

Annexure II of:

(a) Lead Partner

(b) Partner (one)

(c) Partner (two)

Total Experience

4 Availability of Qualified Regular Full-time Employee ME / BE

5 Availability of Qualified Personnel as QM/ALQM ME / BE /DCE

6 Whether the Work Programme in Form Tech-5 and

Staffing Schedule in Tech-6 is as per the

requirements of Section-5 TOR

7 Is there anything on record as reason for

disqualification given in Para 3 of Annexure-II

Eligibility Criteria

FORMAT OF COVER LETTER TO TECHNICAL PROPOSAL

(Name & Address of the Consulting Firm)

The Superintending Engineer

Panchayat (R&B) Circle

Subject: Consultancy services for Quality Monitoring & Quality Assurance

Project I.D. No. …………………………………………

Regarding Technical Proposal

1. I/We …………………… the undersigned, offer to provide consulting services of the above Project I.D.

No. in accordance with your request for proposal dated …………... I/We am/are

hereby submitting my/our proposal, which includes this technical proposal, and a financial proposal.

sealed under separate envelopes. The earnest money for Rs. 100000.00(Rupees One Lacs Only)

furnished in the form of a bank guarantee from the…………………………………………………..(Name of

the bank, branch) is also enclosed separately. The earnest money is valid up to ……………………….(Date).

2. I/We submit my/our offer for the following Project(s) in order of descending priority in

accordance with clause 2.1.9 of Section -

3. If negotiations are held during the period of validity of the proposal, i.e. before (Date), I/We

undertake to negotiate on the basis of the proposed staff. My/Our proposal is binding upon me/us and

subject to modifications resulting from contract negotiations.

4. I/We understand that you are not bound to accept any proposal you receive.

Yours faithfully,

Signature………………………

Full Name…..…………………

(Authorized Representative)

Designation..………………….

(Full Address of the Consultant)

Telephone No.; ……………... . , Fax No.: ……………… Email ID: ……………..

TECHNICAL PROPOSAL STANDARD FORMS

Major Work during last five years that best illustrates Qualifications

Project I.D. No………… Quality Monitoring & Quality Assurance consultancy Project

Please provide information on each reference assignment for which your firm was legally contracted

as a corporate entity or as one of the major companies within a consortium.

(Separate for each project)

Project Name and Location: Professional Service (type of service) Provided by your

Cost of Project for which the Professional Staff Provided by your Company:

Professional/Consultancy service

provided: Number of Staff:

Man/Person-Months:

Name of Client(Client):

Start Date Completion Date: Approximate Value of Services Provided: (In Rs. Lakh)

(Month/Year): (Month/Year)

Name of Associated Firm(s), if any: Number of Person/Man-months of Professional Staff

Provided by Associated Firm(s):

Name and brief details of Senior Staff (Project Director/Coordinator, Team Leader) Involved and

Functions Performed:

Detailed Narrative Description of the Project:

Detailed Description of Actual Services Provided by your Company:

Firm's Name and signature of Authorized Representative:

Statement Showing Consultant’s Turnover

with respect to Consultancy Services in Civil Engineering

Project I.D. No………… Quality Monitoring & Quality Assurance consultancy Project

The Statement showing Turnover with respect to Consultancy Services rendered in all cases of Civil

Engineering field is given below:

1. The audited balance sheet for the year…………..that best illustrates the qualification is

enclosed with this statement which is page numbered from page….. to page…… The audited

balance sheet has been certified by the Charted Accountant

(full name, address and contact details of Charted Accountant).

2. The details are abstracted below and referenced to the balance sheet.

Approach Paper on Methodology

Proposed for Performing the Assignment and Comments on TOR

Project I.D. No………… Quality Monitoring & Quality Assurance consultancy Project

Note: The duties, functions and responsibilities of key personnel, scope of work and method of

reporting and scrutiny has been elaborated in Section 5 Terms of Reference (TOR). Based on

requirement of inspections of each work depending upon its construction stage at the

commencement of services and taking into account the expected stage of construction till the end of

the period of services, the Consultant shall draw detailed methodology and work programme.

One QM can inspect one work of maximum 3 km length in a day and make observations as

required under the TOR. Thus, one QM would be able to perform not more than 20 inspections in

a month including time required for travel, performing tests and writing reports etc.

The LQM would be required to scrutinize the reports of QM critically and to examine as to

whether, the QM has carried out inspection, testing and reporting as per Scope of Works given in

Each LQM would be supported by ALQM in the main office for scrutiny and abstracting the reports of

QMs. The expected output of one ALQM would be scrutiny of not more than 250 inspection report.

The deployment of QMs, ALQMs and LQMs shall depend upon the number of inspections to be carried

out during the period.

Composition of the Team Personnel

Project I.D. No………… Quality Monitoring & Quality Assurance consultancy Project

The composition of team and details of personnel including assigned task is given below:

a. Technical/Managerial Staff at the Main Office

# Name Position Task assigned

b. Supporting Staff at the Main Office

# Name Position Task assigned

c. State Quality Monitors for the Field.

# Name Position Task assigned

(Consultant’s Name and signature of Authorized Representative)

Project I.D. No…………… Quality Monitoring & Quality Assurance consultancy Project

The Work Programme for Services of State Quality Monitoring is given below:

# Month Since No. of Length of No. of QMs No. of

Commencement Inspections Roads Works to be ALQMs to be

of Services Planned Planned for deployed at deployed at

Inspection field Main Office

Total of 1 stQuarter

Total of 2 ndQuarter

Total of 3 rdQuarter

Total of last Quarter

Grand Total … … …

Grand Total … … …

(Consultant’s Name and signature of Authorized Representative)

Curriculum Vitae (CV) Format

(To be submitted with Proposal for each Expert. Only one candidate should be nominated

for each position)

Project I.D. No……… Quality Monitoring & Quality Assurance consultancy Project

1 Proposed Position for this Project :

3 Date of Birth :

4 Nationality :

5 Personal Address :

Telephone No. :

Email Address :

6 Education (The years in which various :

qualifications were obtained must be stated).

7 Other Training :

8 Language and Degree of Proficiency (Indicate :

proficiency in speaking reading and writing

of each language by excellent, good, fair or

9 Membership in Professional Bodies :

10 Organizations of Work Experience :

11 Employment Record: (Starting with present position, list in reversed order every

employment held and state the start and end dates of each employment.) (Clearly

distinguish your "employer" as an employee of the firm from a "Client" for whom you

have worked as a consultant or an adviser.)

From To Employer Position held and :

description of duties

From To Employer Position held and :

description of Duties

12 Detailed Tasks Assigned: (In this column, list tasks one by one and support each task by

project experience in the right hand side column.) Work undertaken that best illustrates

capability to handle the task assigned (In this column, list project name, location, year,

position held, i.e., Team Leader, etc. and exact duties rendered and time spent on each

Certification (Please follow exactly the following format. Omission will be seen as

I, the undersigned, certify that to the best of my knowledge and belief, this Biodata correctly

describes my qualifications, my experience, and myself. I understand that any willful

misstatement described herein may lead to my disqualification or dismissal, if engaged.

I have been employed by ………………………….. (Name of the firm) continuously for the last

(6) months as regular full time staff (indicate yes or no in the following boxes):

Signature: Date of Signing: Yes /no

Summary of Information on Proposed Experts

Project I.D. No…………… Quality Monitoring & Quality Assurance consultancy Project

Family Proposed Employment Education/ No. of years Ex-Govt CV

Name Position Status with Degree (Year/ Of relevant Staff Signature

First for Consultancy Institution) Project (Yes/No) (By

Name The Organization Experience Expert/

Project (full time By Other)

Shri X Y Full time / B.Tech/ BE (As per the Yes / no By Expert

Z Quality regular Staff/ Engineering required

Monitor 1 other (Year/University criteria under

FINANCIAL PROPOSAL STANDARD FORMS

FINANCIAL PROPOSAL STANDARD FORMS

Remuneration: Proposed Billing Rates

4.1.1 The purpose of Form FIN-1 is to identify the billing rates for each inspection of work.

Normally, the inspection of each work would be carried out by one QM, however, in some

cases; joint-inspection of the same work could be expected by a team of QMs consisting of

but not more than 3. Generally, the report of inspection would be prepared by inspecting QM

or team of QMs, however, the LQM would ensure that inspection and reporting by QMs is

factual, true and appropriate as per directions of the employer.

4.1.2 For quality monitoring of work through inspection of work by one QM, the billing rate would be

“one inspection of one work by one QM”. The Leader Quality Monitor in the main office will

scrutinize the data and prepare abstract observation reports and billing accordingly. The billing rate

for each inspection of work by one single Quality Monitor would include all expenses

related to inspection, remuneration of experts, travel, scrutiny, abstracting and report writing and

presentation in an appropriate form or as desired by the employer, all costs associated

establishment and running of field office and main office etc. and taxes or levies as provided under

the law including service tax. The rates would also include scrutiny of ATRs and expenses required

for appropriate communication (as decided by the employer) of observations to the concerned

executive Engineer and SQC.

4.1.3 In case, the inspection of work is desired by more than one Quality Monitor, the

billing rate would still be for each inspection by the number of Quality Monitors, as

desired by the employer. The details as mentioned in (4.1.1) above should be given for each

expert and the rates for each extra Quality monitor should be mentioned separately.

4.2 FINANCIAL PROPOSAL SUBMISSION

The hard copy of the Financial Proposal shall include all the information contained in Forms

FIN-1 in accordance with Sub-Clause 2.3.2 (a) of Section 2, Instructions to Consultants. In

the event of any difference between the substance of the electronic copy of the Financial

Proposal and the Hard Copy, the Hard Copy shall be the controlling version used for

purposes of scoring of the Financial Proposal and ranking of the Technical and Financial

Format of Cover Letter to Financial Proposal

(Name & Address of the Consulting Firm)

The Superintending Engineer

Panchayat (R&B) Circle

Subject : Consultancy services for Quality Monitoring & Quality Assurance

Project I.D.No …………………………………………

Regarding Financial Proposal

1. We the undersigned, offer to provide QM consulting services for the above project I.D. No.

_________ in accordance with your RPF dated [Date] and our proposal (technical and

financial proposals). Our attached financial proposal is for the sum of [Amount in words and

figures]. This amount is inclusive of all taxes, levies.

2. Our financial proposal shall be binding upon us subject to the modifications resulting from

Contract negotiations, up to expiration of the validity period of the proposal or the date

extended by us i.e. [Date].

3. We certify that we have not engaged any Agents, nor we have paid any fee to any Agent for

procuring this consulting service.

4. We understand that you are not bound to accept any proposal you receive.

Yours faithfully,

Signature……………………..

Full Name……………………

Designation………………….

Address………………………

(Authorized Representative)

Remuneration: Proposed Billing Rates For Experts

Project I.D. No…………… QM Consultancy Project

The following rates are including all expenses related to inspection, remuneration of

experts, travel, scrutiny, abstracting and report writing and presentation in an appropriate

form or as desired by the employer, all costs associated establishment and running of field

office and main office etc. and taxes or levies as provided under the law including service

tax. The rates would also include scrutiny of ATRs and expenses required for appropriate

communication (as decided by the employer) of observations to the Executive Engineer

Rate for each inspection of work by Rs……… (in words…………………..…………….)

one single State Quality Monitor. per inspection by one QM

Extra Rate for each inspection of Rs………. (in words………………………………….)

work by one Extra Quality Monitor. per inspection

(beyond the inspection

defined in this RFP)

(Name and Dated Signature of Authorised

Representative of the Consultant)

TERMS OF REFERENCE (TOR)

Terms of Reference (TOR)

For Quality monitoring & Quality Assurance of road & bridge works

5.1 INTRODUCTION:

5.1.1 Roads and Buildings department, Government of Gujarat has objective of providing all weather

road connectivity to every villages and maintaining the existing road network service level as

high as possible. To achieve this goal, Govt. has created set up of Circle office for overall

monitoring the projects at Region level and Division offices for implementing various projects at

District level.

5.1.2 Panchayat (R&B) Circle, AHMEDABAD, through its various Panchayat Divisions located at

AHMEDABAD, NADIYAD, ANAND, SABARKHANTA & ARVALI District is implementing State

schemes MMGSY(MUKHYA MANTRI GRAM SADAK YOJANA) , Metal to B.T., Special repairs

programme, Bridge in place of causeway, Connectivity to population less than 250 etc. to

achieve the goal and objective of the Govt. in road sector.

5.1.3 Ensuring the quality of road/ bridge construction & maintenance works is responsibility

of the Government. The Govt. has its own set up of state quality control division in each

region for ensuring and monitoring quality aspect of work being carried out by the

implementing Divisions. Apart from the in-house quality control exercised by the Client,

the Govt is desirous to have independent quality monitoring system so that quality and

effectiveness of the enforcement process of quality control can be monitored.

• Independent quality tests to verify that the quality control system is achieving its intended

• Detection of systemic flaws in the quality control process and action to improved the

• Independent monitoring of deterrent and punitive measures in respect of the first tier and the

5.2 THE CONSULTANT:

5.2.1 The services of the QM Consultants may be provided by a consulting firm (‘Consultant’)

with adequate experience in the field of supervision of construction (including quality

control) of road works. The Consultant shall provide implementation arrangements and

staffing as indicated in Clause 5.3 & 5.7 of TOR Section 5. However, in preparing their

proposals, the Consultants may propose alternative arrangements that, in their opinion, will

provide service of an equivalent level.

5.2.2 The Consultant will be engaged by the Roads & Buildings Department, Govt. of Guj.,

for services based on Terms of Reference by inviting Technical and Financial Proposals.

The Consultant will be required to furnish the CVs of all the Team members along with the

Technical Offers including documentary proof of qualification and experience, their written

consent and availability.

5.2.3 Procedure for Engaging Consultant: Roads & Buildings Department, Govt. of Guj,

Employer shall engage the QM Consultants by -

(a) Issuing request for proposals inviting Technical and Financial proposals and Technical

evaluation by the Employer.

(b) Final Selection on the basis of lowest evaluated offer price subject to consultant meeting

the eligibility criteria consequent to evaluation of Technical Proposal.

5.3 IMPLEMENTATION ARRANGEMENTS:

5.3.1 Construction packages are as shown in Annexure-I to RFP.

5.3.2 The Consultant would be required to establish a main office at

AHMEDABAD/GANDHINAGAR headed by Leader Quality Monitor (LQM) and supported

by appropriate number of Assistant Leader Quality Monitors (ALQM) having minimum

prescribed qualification and experience, for scrutinizing of QM reports, ATRs etc. and

coordination of the activities related to quality monitoring under this main office.

Appropriate number of Quality Monitors (QM) having minimum prescribed qualification

and experience would be deployed for carrying out work-wise monitoring of quality at the

work-site. LQM shall also be responsible for maintaining proper interface between the

designated officer of the Employer, and of the Consultant.

5.3.3 Arrangement for Testing: The Quality Monitor shall carry ordinary instruments,

such as, measuring tapes and measuring scales etc required for inspection and general

measurements of road works during the inspection. However, the tests for material and

workmanship shall be carried out in the field laboratory established by the contractor. It

would be possible to conduct all the tests prescribed in the TOR in the field laboratory of

the contractor, however, it may not be possible to generally carry out some specific tests

in the laboratory of the contractor, in such cases the testing would be performed in the

district/regional/State level laboratories of the employer organization, laboratories of

engineering institutes or institutes of technology as approved by the employer. The

testing can also be carried out in the private laboratories provide they are accredited by

The employer shall be responsible for all expenses relating to testing and

transportation of samples to the laboratory etc. The employer shall also be responsible for

ensuring that the QM is provided full support for taking samples, transportation of samples

to the laboratory and appropriate testing in presence of the QM. All the tests, whether

performed in the field laboratory of the contractor or otherwise, shall be performed

in presence of and under full supervision of the QM and the QM shall be fully responsible

for correctness of the test results.

5.3.4 The Consultant shall make appropriate arrangements to ensure inspection of all the

works under the package at-least at 2 stages, as prescribed by the employer.

The Consultant shall also ensure that:

• the inspecting QM, monitors the quality of work through making observations, tests

regarding each item and sub-item of work as prescribed under this TOR.

• The observations about the quality are made through conduct of laboratory/field tests,

hand-feel tests or by visual observations as per frequency as prescribed in this TOR.

• all the observations are recorded, reported and substantiated through prescribed test

results in the manner as prescribed by the employer.

• The inspection and reporting by QMs is factual, true and appropriate.

• An individual QM shall not inspect the same work/ chainage more than once at-least

for six month period.

• The Action Taken Reports on the observations of QMs are scrutinized professionally and

Observations are communicated to the EE and the SE.

• The Consultancy service which the individual QM should take Geo-tagging photographs while

inspection of roads and structures.

• The Consultancy service take inspection note at site and send inspection note to sub division,

division and circle office at same day by mail and Hard Copy.

5.3.5 Each QM should be equipped with compatible mobile hand set (as per

specification issued by C-Dac - Annexure VII) provided by the firm(QM

outsourcing firm) to upload the spot inspection report. Operation and

maintenance charges of the handset shall be borne by the consultant.

5.4 DUTIES, FUNCTIONS AND RESPONSIBILITIES OF KEY PERSONNEL:

The duties, functions and responsibilities of various key personnel are given below:

5.4.1 LQM: The main office shall be headed of LQM who would be overall in-charge of

Quality Monitoring. His duties and responsibilities would inter-alia cover the following:

a) Coordinate all the activities of QMs with the Client.

b) Deployment of QMs for inspection.

c) Ensuring all arrangements for appropriate testing and reporting by QMs.

d) Receiving reports of QMs, scrutiny of reports and communication of observations to the

concerned executive Engineer and SE within the time specified by the Client.

e) Ensuring that QMs inspect the work, report as per provisions in TOR and carryout tests

as per the frequencies provided in TOR.

f) Ensuring that QMs perform inspection of works and reporting most professionally and

diligently and strictly adhere to the code of conduct prescribed for QMs.

g) Ensuring that ATRs submitted by the EEs are scrutinized professionally and diligently

and observations are communicated to the EEs and SE. Its shall also notice that,

i. Such QM inspections would not be recognized/considered for the

calculation of numbers of inspection, unless requisite grading of item / sub

items are sent Mail via Circle Office.

ii. Each QM inspection should also cover at least 5 digital Geo-tagging

photographs which are sent Mail via Circle Office to concern Division

iii. In quarterly report indicate only those QM reports which are sent Mail via

5.4.2 ALQM-1: The main office based ALQM would work under overall supervision of LQM. He/she would be

responsible for providing support to the LQM in discharge of his duties. He / She shall be stationed

at SECON MMGSY CONSULTANT office, Gandhinagar on full time basis. He/she shall assist SECON

MMGSY CONSULTANT/R & B department for monitoring & reporting of quality assurance system.

He/she shall coordinate with field staff and concerned field offices of R & B department and the

Chief Engineer’s office. He/she shall operate prepared for the purpose and upload necessary

data/photographs/progress report/quality inspection reports etc. on daily basis. He/she shall also

prepare and submit daily/monthly/quarterly reports to Chief Engineer, Superintending Engineer

and concerned Executive Engineer as the case may be in desired format. He/she shall be

responsible to maintain and preserve all relevant documents in this regard. 5.4.3

5.4.3 ALQM-2: ALQM-2 shall be stationed at Superintending engineer office, R&B panchayat circle at

vastrapur Bahumali bhavan Ahmedabad on full time basis. He/ she shall assist SE.s office for

monitoring & reporting of Quality assurance system. He /she shall coordinate with field staff and

concerned field officers of R&B department and SE’s office. He/ she shall also prepare and submite

daily/ monthly/ quarterly reports to Superintending engineer as the case may be in desired

formate. He/she shall be responsible to maintain and preserve all relevant documents in this

5.4.4 He/she shall be stationed at SECON MMGSY CONSULTANT office, Gandhinagar on full time basis.

He/she shall assist SECON MMGSY CONSULTANT/R & B department for monitoring & reporting of

quality assurance system. He/she shall coordinate with field staff and concerned field offices of R & B

department and the Chief Engineer’s office. He/she shall operate prepared for the purpose and upload

necessary data / photographs / progress report/ quality inspection reports etc. on daily basis. He/she shall

also prepare and submit daily/monthly/quarterly reports to Chief Engineer, Superintending Engineer and

concerned Executive Engineer as the case may be in desired format. He/she shall be responsible to maintain

and preserve all relevant documents in this regard.

5.5 MOBILIZATION, WORK PROGRAMME AND ITS REVISION:

5.5.1 Mobilization Time: Upon issue of notice to proceed with the work from the employer,

the Consultant shall mobilize its resources within a period of 15 days and date of

commencement of services shall be reckoned from 16th day of issue of notice to proceed

5.5.2 Work Programme and its Revision:

(a) Duration of Consultancy Services: The duration of consultancy services shall be one

year. The first, second, third and last quarter would mean the duration between date of

commencement up to 90 thday, from 91st day to 180th day, from 181st day to 270th day and

from 270 thday to date of completion of one year reckoned from date of commencement

(b) Original Work Programme: As per the guidelines, it is required to be ensured that each

work, from its commencement to completion, is inspected at least at 2 stages in

accordance with the provisions of this Terms of Reference. Based on requirement of

inspections of each work depending upon its construction stage at the commencement of

services and taking into account the expected stage of construction till the end of the

period of services, the Consultant shall draw detailed month-wise work programme.

(c) Work Programme during Consultancy Services: Depending upon progress of

construction works or as directed by the Employer, month-wise work programme for the

subsequent quarters shall be revised by the Consultant in each quarter. Month-wise

revised work programme for subsequent quarters shall be submitted to the Employer for

approximately 20 days before the commencement of the subsequent quarter. After due

consultation with the Consultant, the employer shall approve the revised work

programme 10 days before the commencement of the subsequent quarter.

(d) Review Meeting :- A review meeting will be held once in a month or as and when

required by the S.E. for reviewing the progress report and work programme where in

LQM, ALQM & all QMs will have to remain present.

5.6 SCOPE OF WORK: The broad Scope of Work of this consultancy service shall include:

(a) Monitoring the quality of road/ bridge works by the Quality Monitors through structured

inspection of works as given in 5.6.1 below at TWO stages from commencement to

completion of the construction work and reporting the observations in formats

prescribed by the employer. The number of inspection would depend on stage of work at

which the services of Quality Monitoring would commence and the period of such services.

The reports of QMs shall be scrutinized by the Consultant and abstracted.

(b) The EEs would be required to take action on the observations of QMs and Action

Taken Reports (ATRs) shall be furnished. The scope of QMC shall also include the

scrutiny of ATRs with reference to the observations of the QM and due communication

of results of scrutiny.

(c) The consultant shall prepare a web based Project Monitoring tool for tracking and monitoring of

daily, weekly, monthly and quarterly progress of the site through photographs, quality control

reports which can be accessible by employer at any time. Ownership of the web based project

monitoring tool shall be of R & B Department. No separate payment shall be made for the web

based project monitoring tool.

5.6.1 Inspection of Works:

The Quality Monitor (QM) shall inspect every road work including CD works/ bridge and all other

related works at 2 stages as prescribed by the employer. In case of road work involving

earthwork in cutting or/and embankment, construction of sub-grade and construction of

flexible/semi-rigid/rigid pavement, the stages of inspection shall be:

• Stage-I: When the work has been started and generally earthwork in embankment and/or

cutting and pavement work in base-course is in progress is in progress,

• Stage-II: When the work is nearing completion i.e. the stage when the bituminous surface

work is in progress or just upon completion.

However, in case of road work involving only formation cutting and related protection works or

CD works/ bridge, construction of only rigid pavement or only other type of pavement or any

individual CD work or bridge work etc, stages of inspection for each work would be prescribed by

Item-wise requirements for monitoring the quality of road works by Quality Monitors are

given below and accordingly, the QM shall monitor the quality through observations and

(i) Setting Out: For systematic execution of work, appropriate setting out is to be ensured by EE.

The QM is required to see as to whether, the appropriate setting out is required for the

item of work ongoing at the time of inspection of QM is in place or not. The following

aspects need to be seen:

(a) Bench Marks: As per specifications, the contractor is required to establish at least

reference bench marks per kilometer and also at or near all CD works. The levels of

these reference bench marks are required to be approved by the engineer. The QM is

required to see as to whether these bench marks exist and up-to-date record of bench

mark including approved adjustment have been maintained.

(b) Center Line: Center line of the carriageway is required to accurately establish by the

contractor at every marker pegs and chainage board appropriately placed at defined

intervals. The QM shall check these markings

Frequency: At all stages of inspection, the QM shall check the above aspects and record his

(ii) Working drawing: At every work site, clear working drawing having pre-commencement levels

and levels of various items of work to be achieved after completion is required to be

made available to the contractor. The QM is expected to check the working drawing in

reference to the level of execution at the time of inspection.

Frequency: At all stages of inspection, the QM shall check the above aspect and record his

(iii) Site Clearance and Grubbing: As per specifications, clearing and grubbing is required to be

implemented. The QM is expected to see as to whether, clearance and grubbing as

provided in the DPR is being carried out and disposal of material as provided in the

specifications is being done. In case of up-gradation, scarifying of the existing work may

be involved. The QM is required to see as to whether scarifying is as per specifications

and proper provision for salvaging and reuse of the used material has been carried out.

Frequency: At first stage of inspection, the QM shall check the above aspect and record his

observations. In case, the above item is partly executed after first stage inspection of the

QM, the observations in the subsequent stages would be made by the QM.

(iv) Quality Control Arrangements and Attention to Quality: As per the contract, the contractor is

required to establish the field laboratory for conducting mandatory quality control tests

for material and workmanship. The QM is expected to check as to whether, requisite

equipments for the testing of works ongoing at the time of inspection are there in the

laboratory or not. This is also required to be seen that whether equipments are being

used to actually testing workmanship and clear observations on this aspect are to be

It is mandatory to maintain the Quality Control Register for EW, Subgrade, sub base,

base, BUSG, Plant & Paver site Register for asphalt work by Hot mix plant etc. In case of

ongoing works the QM is expected to see, as to whether, appropriate entries in the

abstract of Quality Control Register have been made, whether, test results for all the items

of work executed upto the time of inspection are available in the prescribed Quality

Control Register. It is required to be seen that whether record of non-

conformance is being maintained and whether appropriate non-conformance report

have been issued.

Frequency: At all stages of inspection, the QM shall check the above aspects and record his

Geometrics: The observations about road land width, road way width, carriage way width are

required to be taken at various stages of construction. Geometrical features such as

camber and super elevation are required to be provided right from the levels of the sub-

grade and it is expected from QM to make observations about these elements at

various stages of work. Provision of horizontal curves and other such geometrical

features, including requisite transition curves and extra widening, needs to be observed

and recorded at various stages, starting from initial setting out to completion of surface

Frequency: At all stages of inspection, the QM shall check the above aspect and record his

(vi) Earthwork: The road may be either in cutting or embankment or there may be a combination

of cutting and embankment in the same road. The observations about the quality are

expected for both types of works.

(a) Earthwork in Embankment and Sub-grade: For embankments and sub-grade, the

following parameters are critical to quality of material and workmanship:

• Quality of Soil used in embankment or sub-grade (Soil Classification)

• Compaction of embankment or sub-grade.

The QM would be required to ascertain conformance of above parameters with the

specifications. Appropriate hand-feel test for soil classification and test for field density at

various levels of embankment are expected while the work is ongoing. These

observations can also be made by digging appropriate pit in cases where embankment has

been completed and the work of sub-base and base-course is ongoing. The QM is

expected to make the above observations while the work in this item is ongoing. If,

somehow the sufficient observations have not been made during the execution of this

item, appropriate observations by digging pit after completion of embankment are

expected from the QM.

Frequency: The QM shall perform the tests as given below:

Visual In Stage-I, at least 1 test for earthwork in each km (irrespective of the executed

Classification f quantity).

Soil In Stage-II or III, if earthwork of the stretch of road has not been monitored

earlier, at least 1 test for earthwork in each km

Degree of In Stage-I, minimum 2 tests for each km length or part thereof (irrespective of

Compaction the executed quantity). M[

In Stage-II or III, if earthwork of the stretch of road has not been monitored

earlier, minimum 2 tests for each km length or part thereof (irrespective of the

executed quantity).

Camber Minimum 2 measurements per km at any stage of inspection.

(b) Earthwork in Cutting: The roads in hilly areas and rolling terrain may have earthwork in

cutting. The following parameters are critical to quality of earthwork in cutting:

• Longitudinal gradient and

• Slopes of cutting.

The QM is expected to make clear observations on the basis of actual recording of

levels in the stretches fairly representative of the overall quality.

Frequency: The QM shall record observations as given below:

Recording of Longitudinal Levels At all stages of inspection in case of work of formation cutting

- In a critical and fairly representative stretch of 100 meters in

each kilometer (irrespective of the executed quantity).

In case of hill road having formation cutting and pavement work,

the above observation would be made at those stages of

inspection when formation cutting work is ongoing.

Recording of Slope of Cuttings At all stages of inspection in case of work of formation cutting

- At least two critical locations with maximum height in each

kilometer stretch of road (irrespective of the executed quantity).

In case of hill road having formation cutting and pavement

work, the above observation would be made at those

stages of inspection when formation cutting work is

Camber and super elevation : Minimum 2 measurements per km at every stage of inspection

(vii) Sub Base Course and Shoulders: Specifications provide for course-graded granular sub-base

for rural roads. Recently, gravel sub-base has also been allowed. For shoulders,

appropriate material is to be used and construction of the shoulder has to take place

simultaneously with construction of other layers of pavements. For monitoring the

quality of GSB and shoulders the following quality parameters are critical:

• The conformance of the material to grading requirements and also to ensure that soil

fraction passing through 75 micron sieve is not more than the prescribed percentage.

• Plasticity characteristics of the fraction passing through 425 micron sieve are well

within the prescribed limits.

• Thickness of compacted layer.

• Simultaneous construction and compaction of shoulder with other layers of pavement. The

QM is expected to carry out actual field tests for all the above items for samples fairly

representative of overall quality of the item.

Frequency: The QM shall record observations as given below:

Gradation In Stage-I, at least 1 test for each km (irrespective of the executed quantity).

In Stage-II, if gradation of GSB of the stretch of road has not been monitored earlier, at

least 1 test for each km

Degree of In Stage-I, minimum 2 tests for each km length or part thereof (irrespective of the

Compaction executed quantity).

In Stage-II, if GSB of the stretch of road has not been monitored earlier, minimum

tests for each km length or part thereof (irrespective of the executed quantity).

Test for Liquid In Stage-I, at least 1 test for each km (irrespective of the executed quantity).

Limit and In Stage-II, if GSB of the stretch of road has not been monitored earlier, at least

test for each km

Thickness of In Stage-I or II, in case, GSB is complete and if every km not monitored for quality, at

compacted least 2 test per km.

Camber and Minimum 2 measurements per km at any stage of inspection.

(viii) Base Course: In rural roads, generally sub-grade of Water Bound Macadam is being

constructed. In WBM layer, the following items are critical to quality:

• Gradation of course aggregates.

• Gradation of fine aggregates (filler material and binding material).

• Quantity of fine aggregates.

• Adequacy of compaction.

• Surface evenness.

• Thickness of compacted layer.

To ensure the conformance of course or fine aggregate to gradation requirements, QM is

expected to carry out sieve analysis. In case crushable aggregate has been used as filler

material, the plasticity characteristics are critical; therefore, QM is expected to test PI and

LL. There is specific method of spreading the course aggregate, dry rolling followed by

application of fine aggregates to be continued with dry rolling followed by wet rolling has

been prescribed under the specifications. However, it has been observed that in many cases,

course aggregates and fine aggregates are mixed without any control over the quantity of

fine aggregates and rolled unsystematically. There is an urgent need to check this bad

practice in construction of WBM. While the work of WBM is ongoing, the QM is expected to

check the process of construction meticulously and report. In case WBM has been

completed, it is still possible to fairly judge the levels of compaction. To ensure that

prescribed dry rolling and wet rolling has been carried out for achieving appropriate

compaction in the WBM, it is necessary to carry out volumetric analysis by excavating pit of

specific size and after appropriate screening to separate out course and fine aggregates the

proportion of fine aggregates by volume of course aggregates should be calculated. If proper

dry rolling and wet rolling is done, the WBM would appear solid compacted and the

percentage of fine aggregates would not generally be more than 25% of volume of course

aggregates. Appropriate allowance for crushing under the wheels of the roller may also be

made depending on the aggregate impact value of the course aggregates. If volume of fine

aggregate is more, it is obvious that specified rolling has not been carried out. To confirm the

levels of compaction, the pit should be filled with the course aggregates and it should be

seen that sufficient loose course aggregate should still remain balance after filling up the pit.

Frequency: The QM shall record observations as given below:

Gradation Test for In Stage-I, at least 1 test for gradation of course aggregate

each layer of WBM and fine aggregate separately for each km (irrespective of

the executed quantity).

In Stage-II, if gradation of Course aggregate and fine

aggregate of the stretch of road has not been monitored

earlier, at least 1 test for each km

Volumetric Analysis In Stage-I or II, in case, WBM is complete and if every km

for assessment of not monitored for quality, at least one test per km.

compaction of WBM

Test for Liquid Limit In Stage-I, at least 1 test for each km (irrespective of the

and Plasticity Index in executed quantity).

case fine aggregates In Stage-II, if WBM of the stretch of road has not been

are crushable type. monitored earlier, at least 1 test for each km

Surface Evenness In Stage-I or II, in case, WBM is complete and if every km

using straight edge not monitored for quality, at least 2 test per km.

Thickness of In Stage-I or II, in case, WBM is complete and if every km

compacted layer not monitored for quality, at least 2 test per km.

Camber and Super Minimum 2 measurements per km at every stage of

elevation inspection.

(ix) Bituminous Construction: Generally the work of 20 mm pre-mix carpet

followed by pre-mix/liquid seal coat is taken up over primed and tack coated WBM base-

course. In some cases, construction of bituminous macadam or modified penetration

macadam is also taken up. Mix-seal surfacing is also being constructed in some District.

The requirements of quality monitoring for various components of the

bituminous construction are given below:

(a) Preparation of Surface for Bituminous Construction: It is extremely important to

properly brush off loose material and fine aggregates generally available on the surface

of WBM, however, it has been observed that cleaning of WBM surfaces does not receive

proper attention of the staff of EE. The QM is expected to check this aspect

meticulously. Even in cases where the bituminous construction has been completed, it is

possible to fairly assess this aspect by carefully removing the bituminous layer and

observing the availability of loose material between the WBM layer and bituminous

(b) Priming Coat and Tack Coat: Specifications prescribed for application of priming coat by

slow setting emulsion before application of tack coat, application of tack coat by rapid

setting emulsion and even by viscosity grade straight-run bitumen. Uniform unbroken

spread of emulsion/straight-run bitumen can only be ensured through its application by

mechanical spraying rather than spray by a perforated cane. The temperature at the

time of application of straight-run bitumen is critical to the quality of tack coat. The QM

is expected to make clear observations about this aspect. Frequency: If the work of

prime coat and tack coat is ongoing, the QM shall carry out one test for rate of spread

of binder. If the work in bituminous surface has been completed, the QM shall carry out

assessment of level of cleaning by removing bituminous layer at least at one spot in

every 500 meters of the road.

(c) 20 mm Thick Pre-mix Carpet/BM/MSS and Seal Coat: The following are critical to quality

of bituminous layers:

• Gradation of aggregate

• Quantity of Binder

• Mixing and laying temperature

• Compacted thickness

• Surface Evenness

The above aspects can be easily monitored when the work in this item is ongoing.

While the work is ongoing, the assessment of quantity of binder may be made easily,

however, when the work is complete, the QM shall carry out bitumen extraction test and

while interpreting the results, possible presence of binder used for tack coat should be

appropriately accounted for.

Frequency: The QM shall record observations as given below:

Gradation Test for Course Aggregate (if the In Stage- II, At least one test on the day of

work in the item is ongoing)/visual inspection.

observation in case of completed item of

Temperature of Binder at the time of In Stage- II, at least one test on the day of

mixing and laying (if the work in the item is inspection.

Bitumen Extraction Test In Stage-II, in case, PMC is complete and if every km

not monitored for quality, at least 1 test per km.

Thickness of compacted layer. In Stage-II, in case, PMC is complete and if every km

not monitored for quality, at least 2 test per km.

Surface Evenness using straight edge In Stage-II, in case, PMC is complete and if every km

not monitored for quality, at least 2 test per km.

Camber and Super elevation Minimum 2 measurements per km at every stage of

(x) Side Drains and Catch Water Drains: For ensuring appropriate surface drainage, provision of

side drains and if required, catch water drains followed by integration of these drains to

across drain is critical. In case of hill roads, provision of side drains along with catch-pits of

appropriate size at appropriate locations followed by provision of appropriate cross

drainage work is critical. The QM at all stages of inspection is expected to make clear

observations about the aspects given above. He should clearly mention the adequacy of

the size of the side drain and shall observe clearly, whether, the longitudinal gradient of

the side drains is adequate for ensuring disposal of water.

(xi) Road Furniture and Markings: Logo boards and other road furniture are to be provided at

appropriate time. The QM shall check, as to whether, all Informatory Boards, as

prescribed under the programme have been provided on the site and report. The QM

shall also check and report the quality of material and workmanship of road furniture

(xii) Cement Concrete Pavement and Associated Pucca Side Drains: In case of cement

concrete pavements, the following are critical to quality:

• Quality of cement concrete

• Workmanship of cement concrete

• Size and Shape of associated pucca side drains and their adequacy

• Quality and Workmanship of material used in pucca side drains

• Longitudinal levels of pucca side drains, their integration to cross drains or

appropriateness of the provisions for disposal.

• Cross drainage works

While the work is ongoing, the QM is expected to verify all the above items, however,

while the work is complete, measurements about the thickness of CC Pavement, Surface

conditions such as cracking etc may visually be seen, the register of cube test may be

verified and based on visual observations, comments on quality of material and

workmanship may be made. The aspects of size and shape of associated pucca side

drains and their adequacy, Quality and Workmanship of material used in pucca side

drains and Longitudinal levels of pucca side drains, their integration to cross drains or

appropriateness of the provisions for disposal may be observed and recorded even if the

work is complete. The QM shall make observations about the above aspects during his

inspection and report.

(xiii) Cross Drainage Works: There are a variety of CD works, taken up under Govt. schemes.

Quality monitoring requirements for some common types of CD works are given below:

(a) Hume Pipe Culverts and Vented Cause-way: The following aspects are critical for

quality of hume pipe culverts:

• Adequacy of provision for face/main walls, wings and return walls has been made as per

site conditions (whether these walls provided with appropriate design in appropriate

• Quality of material and workmanship of face/main walls, wing and return walls.

• Quality of hume-pipes

• Adequacy of cushion over hume-pipes.

• In case of vented cause-ways, quality and workmanship of surfacing over vented

cause-way (generally, CC Pavement is constructed and quality monitoring as covered

under CC Pavement would apply to this item also).

While the work is ongoing the QM shall check all the above aspects and report. In case of

completed Hume-pipe culverts also the above aspects can be checked and reported. In

case of cause-ways, it is important to check, as to whether; main walls have been

appropriately keyed on the banks of the drain taking them well beyond HFL to avoid

outflanking in high floods. The QM shall make observations on all the above aspects during

his inspection and report.

(b) Simply Supported Slab Culvert or Cement Concrete Box Culverts: Quality

monitoring aspects for such works would be decided on case-to-case basis.

(xiv) Observations on action regarding issues mentioned in earlier inspection reports

If the work being inspected by the QM was earlier inspected by other QM/ Q.C. EE the QM

shall make item and sub-item wise observations on the action by the EE regarding issues

mentioned in reports of earlier inspections by QMs and record these observations in a

manner prescribed by the Client.

5.6.2 Actions Taken Reports and its Scrutiny: Upon receipt of the inspection reports and

observations of QM, the EE shall initiate action (if required) for rectification of defects (if

any) pointed out in the observations. This shall be ensured by the QM. An Action Taken

Report (ATR) shall be furnished by the EE to the Consultant in manner and within a period

prescribed by the SE.

The LQM shall scrutinize the ATRs with reference to the observations of QM contained in

the inspection report and make clear observations on the ATRs. These observations

would be communicated to EE and SE by LQM within prescribed time period.

5.7 STAFFING AND OTHER INPUTS:

5.7.1 Personnel to be deployed and expected Output: Generally, one QM can inspect one

work of maximum 3Km length in a day and make observations as required under Clause

5.6.1 of this TOR. Thus one QM would be able to perform not more than 20 inspections

in a month including time required for travel, performing tests and writing reports etc.

The LQM would be required to scrutinize the reports of QM critically and to examine

as to whether, the QM has carried out inspection, testing and reporting as per Scope of

Works given in this TOR. Each LQM would be supported by ALQM-1 in the main office for

scrutiny and abstracting the reports of QMs. The LQM would be required to ensure

that QMs reporting commensurate to the test results and they (QM) perform

inspection most professionally and report diligently. Thus, one ALQM would be able to

scrutinize not more than 250 inspection reports. ALQM-2 deployed at SECON MMGSY

CONSULTANT office would be required to upload progress report and quality reports along

with the photographs to web based application developed by consultant. He/she shall

submit all the necessary documents required by authority as and when required. The

deployment of QMs, ALQMs and LQMs shall depend upon the number of inspections that

are required to be carried out during the period of service.

5.7.2 Consultant’s Team Composition and Deployment: The consultant firm shall provide the

personnel for the indicated duration. The given durations are indicative and subject to

variation by mutual agreement between consultant and the Client.

The Consultant’s Team Composition and Deployment/Duration is given below:

(a) Guidelines for Deployment of Consultant’s Team: The expert-wise Deployment and

Duration is given below:

Experts Experience Deployment/Duration

At-least 15 years as Civil Engineer in Main office based expert is required to

various capacities. Out of experience of 15 provide overall leadership, guidance

years, he should have at-least 10 years and peer consultation. The Leader QM

experience in construction supervision shall be required for full duration

or quality control of Road & Bridge stationed at the head-quarter where main

Project. office is situated.

At-least 10 years as Civil Engineer ALQM-1: The main office based ALQM

out of which, 5 years experience in would work under overall supervision of

construction supervision or quality LQM. He/she would be responsible for

control of Road & Bridge Project for providing support to the LQM in

candidate discharge of his duties. He / She shall be

having Diploma in Civil Engineering. stationed at SECON MMGSY

CONSULTANT office, Gandhinagar on full

At-least 10 years as Civil Engineer

time basis. He/she shall assist SECON

out of which, 3 years experience in

MMGSY CONSULTANT/R & B

construction supervision or quality control department for monitoring & reporting

of Road & Bridge Project for candidate of quality assurance system. He/she

Assistant having Graduation in Civil Engineering. shall coordinate with field staff and

Lead Quality concerned field offices of R & B

Monitor-1 department and the Chief Engineer’s

(ALQM-1) office. He/she shall operate web based

application prepared for the purpose

and upload necessary

data/photographs/progress

report/quality inspection reports etc. on

daily basis. He/she shall also prepare

and submit daily/monthly/quarterly

reports to Chief Engineer,

Superintending Engineer and concerned

Executive Engineer as the case may be in

desired format. He/she shall be

responsible to maintain and preserve all

relevant documents in this regard. 5.4.3

At-least 10 years as Civil Engineer ALQM-2: ALQM-2 shall be stationed at

out of which, 5 years experience in Superintending engineer office, R&B

construction supervision or quality panchayat circle at vastrapur Bahumali

control of Road & Bridge Project for bhavan Ahmedabad on full time basis.

Assistant candidate He/ she shall assist SE.s office for

having Diploma in Civil Engineering. monitoring & reporting of Quality

At-least 10 years as Civil Engineer out assurance system. He /she shall

of which, 3 years experience in coordinate with field staff and

construction supervision or quality control

SECON concerned field officers of R&B

of Road & Bridge Project for candidate

MMGSY department and SE’s office. He/ she

having Graduation in Civil Engineering.

CONSULTANT shall also prepare and submite daily/

office monthly/ quarterly reports to

Superintending engineer as the case

may be in desired formate. He/she shall

be responsible to maintain and preserve

all relevant documents in this regards.

At-least 10 years as Civil Engineer out Each QM shall perform inspection of not

of which, 5 years experience in more than 20 works in a month

construction supervision or quality including travel and report writing.

control of Road & Bridge Project for Accordingly, depending on total number

Quality candidate of works to be inspected, the number of

Monitor having Diploma in Civil Engineering. QMs would be deployed.

(QM) At-least 10 years as Civil Engineer out

of which, 3 years experience in

construction supervision or quality

control of Road & Bridge Project for

candidate having Graduation in Civil

(i) Minimum Qualification and Experience of the Leader Quality Monitor (LQM) and Quality

Monitor (QM) or Assistant Leader Quality Monitor (ALQM) are given below:

(ii) Qualification for Lead Quality Monitor (LQM):

• Educational Qualification: The candidate should be Graduate in Civil Engineering from

recognized University.

• Age Limit: Any individual who has attained the age of 65 years would not be allowed to

• Experience: The candidate should have an experience of at-least 15 years as Civil

Engineer in various capacities. Out of experience of 15 years, he should have at-least

years experience in construction supervision or quality control of Road & Bridge Project.

• If the candidate was working as State Quality Monitor or National Quality Monitor or

QATA consultant under PMGSY / or in R&B Department but was discontinued on account

of poor performance or conduct, shall not be eligible.

• The Consultant will be responsible for deployment/withdrawal of staff/additional staff

for efficient and complete service as expected from the Consultant. The CVs of Key

Personnel shall be included in the EOI along with the documentary proof of

qualification and experience, their written consent and availability. The CVs of all the

team members will be provided along with the technical bid.

(iii) Assistant Leader Quality Monitor-1, Assistant Leader Quality Monitor-2 and

Quality Monitor (QM)

• Educational Qualification: The candidate should be Diploma from the recognized

institute or Graduation from recognized University in Civil Engineering.

• Age Limit: Any individual who has attained the age of 65 years would not be allowed to

• Experience: The candidate having Diploma in Civil Engineering, should have an

experience of at-least 10 years/05 years as Civil Engineer in various capacities for ALQM &

QM respectively. Out of experience of 10/05 years, he should have at-least 10/05years

experience in construction supervision or quality control of Road & Bridge projects for

ALQM & QM respectively.

In case of candidate having Graduation in Civil Engineering, the candidate should

have an experience of at-least 10 years/ 03 years as Civil Engineer in various capacities for

ALQM & QM respectively Out of experience of 10/03 years, he should have at-least 10/03

years experience in construction supervision or quality control of Road & Bridge Project

for ALQM & QM respectively .

• If the candidate was working as State Quality Monitor or National Quality Monitor or

QATA consultant under PMGSY / or in R&B Department but was discontinued on account

of poor performance or conduct, shall not be eligible.

5.8 FACILITIES:

(a). The Consultant shall make his own arrangements for establishing office, utilities,

hardware and internet service. The Consultant shall also make his own arrangements for

travel, accommodation, transport etc of the field staff. The following minimum

arrangements would be ensured by the Consultant:

(i) A main office shall have a minimum carpet area at the rate of 10 QM. per working

person including supporting staff.

(ii) Each of the QM and LQM should have facility of mobile phone and the main office

should have a land line phone with facsimile. All contact number of QM and QMs

would be provided to the Employer.

(iii) Minimum one computer of appropriate configuration should be available in the main

office each for LQM and each pair of ALQM. For each additional pair of ALQM, one

computer each should be available.

(iv) The office should have at least one photocopier and one computer printer of

appropriate configuration with each computer depending upon work load.

(v) Each of the QM and LQM should have appropriate four wheeler inspection vehicle for

performing their functions efficiently.

(b). The Client, shall organize a two day orientation programme for the quality monitors

engaged by the Consultant and the Consultant shall ensure the presence of all quality

monitors in the orientation programme without any extra remuneration.

5.9 REPORTING AND SCRUTINY: Based on prescribed method of observation mentioned in Scope

of Work, an appropriate reporting format would be developed by the Client in

consultation with the Consultant and shall be prescribed. The Client shall also be free to

change reporting format or methods of observations and reporting based on the

requirements of the quality monitoring from time-to-time. Based on prescribed method

of scrutiny of Action Taken Report (ATR) on the inspection report and observations of the

QM, an appropriate scrutiny format would be developed by the Client in consultation

with the consultant and shall be prescribed. The following reports shall be submitted:

(a). Inspection Report: Within 3 DAYS upon issue of letter to proceed with the

work, the Consultant shall submit inspection report in Hard copy to SE. The report

will be based on requirement of services, detailed work programme as per Clause 5.5.2

of the TOR and other related activities.

(b). Inspection Report by QM: Immediately upon completion of inspection of work (including

reasonable time required for testing of material, as determined by the Client) but

before leaving the head quarter/area of the EE, the QM / team of QMs shall prepare

inspection report in the prescribed format and submit a hard copy to the DEE & EE and by

mail also. A copy of the inspection report shall also be submitted to LQM and SE within

3 working days upon completion of inspection in the prescribed format and by mail also.

(c). Scrutiny of Inspection Report of QM and communication of observation by LQM: The

LQM shall check and scrutinize the inspection report of the QM and in case the LQM

prefers to make additional observations, these would be sent to the EE

with a copy and mail to the SE Roads & Buildings Department, within 3 working

days upon completion of inspection by the QM.

(d). Monthly Report: Within 7 days upon completion of a calendar month, the LQM shall prepare

and submit to the SQC, an abstract report of inspections carried out by the QMs, in the

format prescribed. The format for monthly abstract report of inspections shall be

prescribed by the Client in consultation with the Consultant.

(e). Reporting Observations on ATR by LQM: The LQM shall communicate the observations on

ATRs to EE and QM and SE, within 3 working days upon receipt of ATR from the EE.

(f). Project Completion Report: This report shall be submitted by the Consultant upon completion

of services and would include full report of activities carried out to EE. A copy of this report

shall be submitted to SE also.

STANDARD FORM OF CONTRACT

Empanelment QUALITY MONITORING CONSULTANCY SERVICES FOR

THE WORKS UNDER (MMGSY) JURISDICTION OF PANCHAYAT (R&B)

CIRCLE, AHMEDABAD

CONSULTANT’S SERVICES

[Superintending Engineer, AHMEDABAD Panchayat Circle, R&B]

[Name of consultant]

This AGREEMENT is made on this ________ day of _____(Month), _____ (Year) between the

________________________________ [Name and Address of Employer] (hereinafter referred to as

the “Client”) which expression shall where the context so admits, includes his successors in office

and assigns on the one part, and,

_ (Legal Name of the Consultant) (hereinafter called the “Consultants”) which expression shall where the

context so admits, includes his successors in office and assigns on the other part.

(a) The Client is carrying out Road Construction Project as defined (hereinafter called the “Project”)

in accordance with the Government Guidelines.

(b) The Client has requested the Consultants to provide certain services as Quality Monitors

required for the project as defined in the Conditions of agreement attached to this agreement

(hereinafter called the “Services”);

(c) The Consultants, having represented to the Client that they have the required professional

skills, personnel and technical resources, have agreed to provide the Quality Monitoring

Services on the terms and conditions set forth in the Agreement;

NOW THEREFORE the parties hereto hereby agree as follows: -

The following documents attached hereto shall be deemed to form an integral part of this

(a) The General Conditions of Agreement (hereinafter called “GC”);

(b) The Special Conditions of Agreement (hereinafter called the “SC”); (c)

The following document and Appendices:

Section 1 - Letter of Invitation.

Section 2 - Instructions to Consultants including Data Sheet.

Section 3 - Technical Proposal Standard Forms.

Section 4 - Financial Proposal Standard Forms.

Section 5 - Terms of Reference.

Section 6 - Standard Form of Agreement and General Conditions of Agreement,

Special Conditions of Agreement.

Appendix I- Form of Bank Guarantee for Bid Guarantee.

Appendix II- Form of Bank Guarantee for Performance Guarantee

All related correspondence exchanged between the Client and the Consultant.

The mutual rights and obligations of the Client and the Consultants are be set forth in the

Agreement; in particular:

(a) The Consultant shall carry out the services in accordance with the provisions of the

The Client shall make payments to the Consultant in accordance with the provisions of the

IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be signed in

their respective names as of the day and the year first before written.

FOR AND ON BEHALF OF [Name of the FOR AND ON BEHALF OF [Name of the

Client] Consultant]

[Authorised Representative] [Authorised Representative]

GENERAL CONDITIONS OF AGREEMENT

GENERAL CONDITIONS OF AGREEMENT (GC)

1. GENERAL PROVISIONS

1.1 Definitions:

Unless the context otherwise requires, the following term whenever used in this Agreement have

following meanings:

(a) “Applicable Law” means the laws and any other instruments having the force of law in the India

and the State of Gujarat as they may be issued and in force form time to time;

(b) “Client” means the Roads & Buildings Department, Govt. of Gujarat.

The Client shall be the Employer who may delegate any or all functions to a person or body

nominated by him for specified functions.

(c) “Agreement” means the Agreement signed by the Parties, together with all

documents/Appendices attached hereto and includes all modifications made in term of the

Provisions of Clause 2.6 hereof;

(d) “Authorized Representatives” is the person named in Clause 1.8 of GC to execute the agreement

and administer the Agreement.

(e) “Bank” means any Scheduled or Institutional bank so designated by the Client for their banking

transactions relating to this agreement.

(f) “Consultant” means any Private or Public entity including a Joint Venture that will provide

services to the Client under the Agreement;

(g) “SE” means an Officer designated as Superintending Engineer of the Client;

(h) “Effective Date” means the date on which this Agreement comes into force and effect pursuant

to Clause 2.1 hereof;

(i) “Personnel” means persons engaged by the Consultants as employees or short term monitors for

duration of the project or persons on consultant’s retainer ship.

(j) “EE” means head of Division office implementing the project & designated by the Client;

(k) “Key personnel” means the personnel referred to in Clause 4.2(a) hereof;

(l) “Party” means the Client or the Consultants, as the case may be, and Parties means both of

(m) “Project” means Quality Monitoring Project packages described in Annexure-II of RFP

(n) “Services” means the work to be performed by the Consultants pursuant to this Agreement for

the purposes of the project as per the Term of Reference (TOR) Section 5 hereof;

(o) “Starting Date” means the date referred to in Clause 2.3 hereof;

(p) “Sub-Consultant” means any entity to which the Consultant sub-contracts any part of the

services in accordance with the provisions of Clause 3.8 (b) hereof, and;

(q) “Third Party” means any person or entity other than the Government, the Client, or the

1.2 Relation between the Parties:

Nothing contained herein shall be construed as establishing a relation of master and servant or of

agent and principal as between the Client and the Consultants. The Consultants, subject to this

Agreement, have complete charge of Personnel, performing the Services and shall be fully

responsible for the Services performed by them or on their behalf hereunder.

1.3. Law Governing the Agreement:

This Agreement, its meaning and interpretation, and the Applicable Law shall govern the

relations between the Parties.

1.4. Language & Headings:

This Agreement has been executed in English, which shall be the binding and controlling

language for all matters relating to the meaning or interpretation of this agreement. The

Headings shall not limit, alter or affect the meaning of this Agreement.

1.5.1 Any notice, request or consent required or permitted to be given or made pursuant to this

Agreement shall be in writing. Any such notice, request or consent shall be deemed to have

been given or made when delivered in person to an authorized representative of the Party to

whom the communication is addressed, or when sent by registered mail, speed post,

telegram, facsimile or email to such Party at the addresses specified hereunder.

Client Consultants: ………………………

Name and Address to be given

Name and Address to be given

Phone No.: ……………………. Attention: ………………………

E-mail: …………………… Phone No.: …………………….

1.5.2 The notice sent by facsimile or other electronic means shall be effective on confirmation of

transmission. The notice sent by registered post or speed post shall be effective on delivery or at the

expiry of normal delivery period as undertaken by the postal service.

1.5.3 A Party may change its address for notice hereunder by giving the other Party notice in writing of

such change to the address specified in the SC.

The services shall be performed at such locations as are specified in TOR.

1.7 Authority of Lead Partner:

In case the Consultant consists of a joint Venture of more than one entity, the Partners hereby

authorize the Lead Partner specified in the SC 1.7 to act on their behalf in exercising all the

Consultant’s rights and obligations towards the Client under this Agreement, including without

limitation the receiving of instructions and payments from the Client.

1.8 Authorized Representatives:

Any action required or permitted to be taken, and any document required or permitted to be

executed under this Agreement by the Client or the Consultants may be taken or executed by the

officials specified in this Agreement.

1.9 Taxes and Duties:

The Consultants and the personnel shall pay the taxes, duties; fees, levies and other impositions

levied under the existing, amended or enacted laws during life of this agreement and the Client shall

perform such duties in regard to the deduction of such tax as may be lawfully imposed.

It is required to observe the highest standard of ethics during all the processes involved in this

Agreement. The Client,

(i) Defines, for the purpose of this Agreement, the term set forth below as follows:

(a) “Corrupt Practices” means the offering, giving, receiving or soliciting of anything of value to

influence the action of a public official in the selection process or in agreement execution;

(b) “Fraudulent Practices” means a misrepresentation or omission of facts in order to

influence a selection process or the execution of an agreement;

(c) “Collusive Practices” means a scheme or arrangement between two or more Consultants,

with or without the knowledge of the borrower, designed to influence the action of any

party in a consultant selection process or the execution of an Agreement;

(d) “Coercive Practices” means harming or threatening to harm, directly or indirectly,

persons or their property to influence their participation in a Consultant selection process,

or affect the execution of an Agreement.

(ii) Will reject

(a) a proposal for award if it determines that the consultant recommended for award has

directly, or through an agent, engaged in corrupt, fraudulent, collusive or coercive

practices in competing for the contract in question;

(b) will sanction a party or its successor, including declaring ineligible, either indefinitely or for

a stated period of time, such party or successor from participation in any future bidding, if it at

any time determines that the Consultant has, directly or through an agent, engaged in corrupt,

fraudulent, collusive or coercive practices in competing for, or in executing, a contract or

an Agreement and;

(c) The Consultant will disclose any fees, gratuities, rebates, gifts, commissions or other

payments that may have been paid or are to be paid to agents and/or representatives, with

respect to the selection process or execution of the Agreement. The information disclosed

must include the name and address of the agent and/or representative, the amount and

currency, and the purpose of the fee, gratuity, rebate, gift, commission or other payment.

1.11 High Standard of Conduct:

The Client requires that the Consultant and its Personnel maintain a high standard

of conduct when carrying out their functions under this Agreement. Accordingly, the

Consultant and its Personnel are expected to recognize the contribution of others, regardless

of their nationality, gender, religion, seniority or contractual status. All the Key Personnel

working for the Consultant shall be required to accept and sign the Code of Conduct given at

Annexure-VI. The Client will take prompt action to address incidents involving conduct that

does not live up to these standards, which may result in replacement of any individual

expert, consultant or contractual staff involved in such incidents pursuant to Clause GC

1.12 The conditions shown in Request for Proposal (RFP), Term of Reference, Technical and

Financial Offers shall form the part of this agreement.

2. COMMENCEMENTS, COMPLETION, MODIFICATION AND TERMINATION OF AGREEMENT

2.1 Effectiveness of Agreement:

This agreement shall come into force and become effective on the date (the “Effective Date”) of the

Client’s notice to the Consultants instructing them to begin carrying out of the services. The notice shall

confirm that the effectiveness conditions, if any, listed in Special Conditions (SC) of this

agreement have been met.

2.2 Termination of Agreement for Failure to Become Effective:

If this Agreement has not become effective within such time period after the agreement signed by the

Parties as shall be specified in the SC of this agreement, either party may, by not less than 15 days

written notice to the other Party, declare this Agreement to be null and void, and in the event of such

a declaration by either party, neither Party shall have any claim against the other party with respect

2.3 Commencement of Services:

The Consultants shall begin carrying out the Services at the end of such period after the effective

date as specified in the SC of this agreement.

2.4 Expiration of Agreement:

Unless terminated earlier pursuant to GC Clause 2.9 hereof, the Agreement shall expire when

services have been completed and all payments have been made at the end of such time period

after the ‘Effective date’ as shall be specified in the SC or this agreement.

2.5 Liability of Parties:

This agreement contains all covenants, stipulations and provisions agreed by the parties. No agent or

representative of either Party has authority to make, and the Parties shall not bound by or be liable

for, any statement, representation, promise or agreement not set forth herein.

2.6 Modification:

Modifications of the terms and conditions of this agreement, including any modification of the scope of

the services, may only be made by written agreement between the parties. Pursuant to Clause 7.2 of

this agreement hereof, however, each Party shall give due consideration to any proposals for

modification made by the other Party.

2.7 Force Majeure:

2.7.1 Definition:

(a) For the purposes of this agreement, “Force Majeure” means an event which is beyond the

reasonable control of a Party, and which makes a Party’s performance of its obligations

hereunder impossible or so impractical as reasonably to be considered impossible in the

circumstances, and includes, war, riot, civil disorder, earthquake, fire, explosion, storm, flood

,other industrial action which are not within the power of the Party invoking Force Majeure to

prevent, confiscation or any other action by Government agencies.

(b) Force Majeure shall not include any event, which is caused by the negligence or

intentional action of a Party or such Party’s Sub-Consultant or agent or employees;

(c) Force Majeure shall not include any event, which a diligent Party could reasonably have

been expected to:

(i) Take into account at the time of the conclusion of this Agreement and/or; (ii)

Avoid or overcome in the carrying out of its obligations hereunder.

(d) Force Majeure shall not include insufficiency of funds or failure to make any payment

required hereunder or reduction in the estimated inspections.

2.7.2 No Breach of Agreement: The failure of a Party to fulfill any of its obligations hereunder

shall not be considered to be a breach of or default under, this agreement insofar as such

inability arises from an event of Force Majeure, provided that the Party affected by such an

event has taken all reasonable precautions, due and reasonable alternative measures, all with

the objective of carrying out the terms and conditions of this agreement.

(a) A Party affected by an event of Force Majeure shall take all reasonable measures to

remove such Party’s inability to fulfill its obligations hereunder with a minimum of delay.

(b) A Party affected by an event of Force Majeure shall notify the other Party of such event as

soon as possible, and in any event not later than seven (7) days following the occurrence of

such event, providing evidence of the nature and cause of such event, and shall similarly give

notice of the restoration of normal conditions as soon as possible.

(c) The Parties shall take all reasonable measures to minimize the consequences of any event of

2.7.3 Consultation: Not later than fifteen (15) days after the Consultants, as the result of an event

of Force Majeure, have become unable to perform a material portion of the Services, the

Parties shall consult with each other with a view to agreeing on appropriate measures to be

taken in the circumstances.

2.7.4 Extension of Time: Any period within which a Party shall, pursuant to this Agreement,

complete any action or task, shall be extended for a period equal to the time during which

such party was unable to perform such action as a result of Force Majeure.

2.7.5 Payments: During the period of their inability to perform the Services as a result of an event

of Force Majeure, the Consultants shall not be entitled for any reimbursed for

additional costs incurred by them during such period for the purposes of services and in

reactivating the Services after the end of such period.

2.7.6 All duties, taxes, and other levies except GST payable by the contractor under the contract, or

for any other cause shall be included in the rates, prices and total Bid Price submitted by the Bidder.

(GST will be paid Separately )

2.7.7 All Empaneled Agency are required to Appoint Key Personal in R & B Panchayat Circle

Vastrapur Ahmedabad Collectively and Expenses of Appointed Person Beared by Empaneled Agency

Collectively themSelf. No Extra Payment shall be made by Department.

On the Failure of the same, Penalty of Rs. 20000/- Per Person per Month shall be Applied and

Will be Deducted every Month.

2.8 Suspension:

The Client, by written notice of suspension to the Consultants, may suspend all payments to

the Consultants hereunder, if the Consultants fail to perform any of their obligations under this

Agreement, including the carrying out of the Services provided that such notice of suspension (i)

shall specify the nature of the failure and (ii) shall request the Consultants to remedy such failure

within a period not exceeding Seven (7) days after receipt by the Consultants of such notice of

The Client, for any reasons beyond his reasonable control, may ask the consultant to

suspend any inspection or whole or part of the work/services for such time till the reasons are

removed or settled. The extra time period of such duration may be granted as time extension on the

original terms and conditions.

2.9 Termination:

2.9.1 By the Client: The Client, may by not less than Seven (7) days written notice of

termination to the Consultant, such notice to be given after the occurrence of any of the

events specified in paragraphs (a) to (g) of this Clause, terminate this Agreement:

a) If the Consultants fail to remedy the failure in the performance of their obligations

hereunder, as specified in a notice of suspension pursuant to Clause 2.8 of this agreement

hereinabove, within Seven (7) days of receipt of such notice of suspension or within such

further period as the Client may have subsequently approved in writing;

b) If the Consultants (or if the Consultants consists of more than one entity, (of any of their

members) become insolvent or bankrupt or enter into any agreements with their creditors for

relief of debt or take advantage of any law for the benefit of debtors or go into liquidation or

receivership whether compulsory or voluntary;

c) If the Consultants fail to comply with any final decision reached as a result of arbitration

proceedings pursuant to Clause 10 of this agreement hereof;

d) If the Consultants submit to the Client a statement which has a material effect on the

rights, obligations or interests of the Client and which the Consultants know to be false;

e) If as the result of Force Majeure, the Consultants are unable to perform a material portion of

the Services for a period of not less than sixty (60) days;

f) If the Client, in its sole discretion and for any reason whatsoever, decides to terminate this

g) If the Consultant, in the judgment of the Client, was engaged in any activity falling under

Conflict of Interests category as defined in Clause 3.2, hereof.

h) Consultant / Agency will be terminated if Consultant / Agency Found to be Practice mal

function / fraud intention / Poor Performance or any activity which against the Department.

2.9.2 By the Consultants: The Consultants may, by not less than Fifteen (15) days written

notice to the Client such notice to be given after the occurrence of any of the events

specified in paragraphs (a) to (d) of this Clause, terminate this agreement:

(a) If the Client fails to pay any money due to Consultants pursuant to this agreement and not

subject to dispute pursuant to Clause 10 of this agreement hereof within Sixty (60) days after

receiving written notice from the Consultants that such payment is overdue;

(b) If the Client is in material breach of its obligations pursuant to this agreement and has not

remedied the same within Sixty (60) days (or such longer period as the Consultants may have

subsequently approved in writing) following the receipt by the Client of the

Consultant’s notice specifying such breach;

(c) If as the result of Force Majeure, the Consultants are unable to perform a material potion of

the services for a period of not less than sixty (60) days; or

(d) If the Client fails to comply with any final decision reached as a result of arbitration

pursuant to Clause 10 of this agreement hereof.

2.9.3 Cessation of Rights and Obligations: Upon termination of this Agreement pursuant to GC

Clauses 2.2 or 2.9.1 hereof, or upon expiration of this Agreement pursuant to Clause 2.4 of this

agreement hereof, all rights and obligations of the Parties hereunder shall cease, except:

(a) Such rights and obligations as may have accrued on the date of termination or expiration; (b)

The obligation of confidentiality set forth in Clause 3.3 of this agreement hereof;

(c) The Consultant's obligation to permit inspection, copying and auditing of their accounts and

record set forth in Clause 3.7 of this agreement hereof;

(d) The Consultant’s obligations regarding default in performance of the services in

accordance of the provisions of the agreement and for any loss suffered by the Client,

whereof, as a result of such default; and

(e) Any right, which a party may have under the Applicable Law.

2.9.4 Cessation of Services: Upon termination of this agreement by notice of either to the other

pursuant to Clauses 2.9.1 or 2.9.2 of this agreement hereof, the Consultants shall, immediately upon

dispatch or receipt of such notice, take all necessary steps to bring the Services to a close in a

prompt and orderly manner and shall make every reasonable effort to keep expenditures for this

purpose to a minimum. With respect to documents prepared by the Consultants and equipment and

materials furnished by the Client, the Consultants shall proceed as provided, respectively, by

Clauses 3.10 or 3.11 of this agreement hereof.

2.9.5 Payment upon Termination: Upon termination of this agreement pursuant to Clauses 2.9.1 or

2.9.2 of this agreement hereof, the Client shall make the payment pursuant to Clause 6 of this

agreement hereof for services satisfactorily performed prior to the effective date of termination,

subject to other conditions of this agreement, to the Consultants (after offsetting against these

payments any amount that may be due from the Consultants to the Client):

2.9.6 Disputes about Events of Termination: If either Party disputes whether an event specified

in paragraphs (a) to (c) Clause 2.9.1 of this agreement or in Clause 2.9.2 of this agreement hereof has

occurred, such party may, within forty-five (45) days after receipt of notice of termination from the

other party, refer the matter for settlement of disputes pursuant to Clause 10 of this agreement

3. OBLIGATIONS OF THE CONSULTANTS

3.1.1 Standard of Performance: The Consultants shall perform the services and carry out their

obligations hereunder with all due diligence, efficiency and economy, in accordance with generally

accepted professional techniques and practices. The consultants shall always act, in respect of any

matter relating to this Agreement or to the Services, as faithful advisers to the Client, and shall at all

times support and safeguard the Client’s legitimate interests in any dealings with Sub

consultants or third Parties.

3.1.2 Law Governing Services: The Consultants shall perform the Services in accordance with the

Applicable Law and shall take all practicable steps to ensure that any Sub-consultants, as well as any

personnel of the Consultant and/or Sub-Consultants and agents, comply with the Applicable Law

time being in force.

3.2 Conflict of Interests:

3.2.1 Consultants not to benefit from Commissions, discounts etc.: The remuneration of the

Consultants pursuant to Clause 6 of this agreement hereof shall constitute the Consultant’s sole

remuneration in connection with this agreement or the services and subject to Clause 3.2.2 of this

agreement hereof, the Consultants shall not accept for their own benefit any trade commission,

discount or similar payment in connection with activities pursuant to this Agreement or to the

Services or in the discharge of their obligations hereunder, and the Consultants shall use their best

efforts to ensure that any of the Personnel and agents, or either of them, similarly shall not receive

any such additional remuneration.

3.2.2 Procurement Rules of Funding Client: If the Consultants, as pert of the Services, have the

responsibility of advising the Client on the procurement of goods, works or services, the

Consultants shall comply with any applicable procurement guidelines applicable in the State Gujarat

and shall at all times perform such responsibility in the best interest of the Client. Any discounts or

commissions obtained by the Consultants in the exercise of such procurement responsibility shall be for

the account of the Client.

3.2.3 Consultants and Affiliates not to engage in Certain Activities: The Consultants agree

that, during the term of this agreement and after its termination, the Consultants and nay entity

affiliated with the Consultants, as well as any Sub-consultant and any entity affiliated with such

Subconsultant, shall be disqualified from providing goods, works or serviced (other than the services and

any continuation thereof) for any Project resulting to the Services.

3.2.4 Prohibition of Conflicting Activities: The Consultants shall not engage and shall cause their

personnel as well as Sub-Consultants and their Personnel not to engage, either directly or indirectly in

any business or professional activities in the State of Gujarat, which would conflict, with the

activities assigned to them under this Agreement.

The Consultants, their Sub-Consultants and the personnel of either of them shall not, either during the

term or within two (2) years after the expiration of this Agreement, disclose any proprietary or

confidential information relating to the project, the services, this agreement or the Client’s

business or operations without the prior written consent of the Client.

3.4 Performance Security:

The Consultant shall be required to submit acceptable Bank Guarantee for an amount equal to 5% of the

accepted consultancy cost towards Performance Security. The validity of the Bank Grantee(s) shall

cover entire duration of the consultancy period plus 6 (Six) months. The format of the Bank

Guarantee(s) shall be. The Bank Guarantee(s) shall be released after satisfactory completion of the

assignment. If performance of the QM Consultant is not found satisfactory, this security will be

liable to be forfeited. In addition, the Consultant shall be liable for termination and other action

under other clauses of the Agreement.

3.5 Limitations of the consultant’s liability towards Client:

(a) Except in case of gross negligence or willful misconduct on the part of the Consultants or on the

part of any person or firm acting on behalf of the Consultants in carrying out of the services, the

Consultants, with respect to the damage caused by the Consultants to the Client’s property, shall not

be liable to Client:

(i) For any indirect or consequential loss or damage, and

(ii) For any direct loss or damage that exceeds: (A) the total payments for services made and

expected to be made to the Consultant hereunder; or (B) the proceeds Consultant may be entitled to

receive from any insurance maintained by the Consultant to cover such a liability, whichever of (A) or

(b) The limitation of liability shall not affect the Consultant’s liability, if any, for damage to third

parties caused by the Consultants or person or firm acting on behalf of the Consultant in carrying out the

3.6 Insurance to be taken out by the Consultants:

The Consultants shall: take out and maintain, own cost but on terms and conditions approved by the

Client, insurance against the risks, and for the coverage’s, as specified below; and

(ii) At the Client’s request, provide evidence to the Client showing that such insurance has been taken

out and maintained and that the current premiums therefore have been paid.

(a) Third party motor vehicle liability insurance as required under Motor Vehicles Act 1988 in

respect of motor vehicles operated in India by the Consultants or their personnel for the

period of the Consultancy; and

(b) Employer’s liability and worker’s compensation insurance in respect of the personnel of the

Consultant, in accordance with relevant provisions of the applicable law, as well as, with

respect to such personnel, any such life, health, accident, travel or other insurance as may be

3.7 Accounting, Inspection and Auditing:

The Consultants shall: (i) keep accurate and systematic accounts and records in respect of the Services,

hereunder, in accordance with accepted accounting principles and in such form and detail as will clearly

identify all relevant time charges and cost, and the bases thereof; and

(ii) Permit the Client or its designated representative periodically, and up-to one year from the

expiration or termination of this agreement, to inspect the same and make copies thereof as well as to

have them audited by auditors appointed by the Client.

3.8 Consultant’s Actions requiring Client’s prior Approval:

The Consultants shall obtain the Client’s prior approval in writing before taking any of the following

(a) Appointing such members of the Personnel as are listed in merely by title but not by name;

(b) Entering into a subcontract for the performance of any part of the Services, it being understood (i)

that the selection of sub-consultant and the terms of conditions of the subcontract shall have been

approved in writing by the Client prior to the execution of the subcontract, and

(ii) that the Consultants shall remain fully liable for the performance of the Services by the

subconsultant and its personnel pursuant to this agreement;

(c) Any other action as may be specified in SC.

3.9 Reporting Obligations:

The Consultants shall submit to the Client the reports and documents specified in TOR (Section 5)

hereto, in the form, in the numbers and within the time period set forth in the said Para and also

furnish specific data/information called for by the Client as and when required.

3.10 Documents Prepared by the Consultants to be the Property of the Client:

All plans, drawings, specifications, designs, reports other documents and software prepared by the

Consultants for the Client under this agreement shall become and remain the property of the

Client. The Consultants shall, not later than upon termination or expiration of this Agreement,

deliver all such documents etc. to the Client, together with a detailed inventory thereof. The

Consultants may retain a copy of such documents and software. Restrictions about the future use of

these documents and software, if any, shall be specified in the SC.

3.11 Equipment and Materials furnished by the Client:

Equipment and materials made available to the Consultants by the Client if any, or purchased by the

Consultants with funds provided by the Client shall be the property of the Client and shall be marked

accordingly. Upon termination or expiration of this agreement, the Consultants shall make available to

the Client an inventory of such equipments and material and shall dispose of such equipments and

materials in accordance with the Client’s instruction. Equipments and materials, the Consultants,

unless otherwise instructed by the Client in writing, shall insure them at the expense of the Client

in an amount equal to their replacement value.

4. CONSULTANT’S PERSONNEL

The Consultants shall employ and provide such qualified and experienced Personnel as are required to

carry out the Services.

4.2 Description of Personnel:

(a) The titles, agreed job descriptions, minimum qualifications and approximate period of

engagement in carrying out of the Services of each of the Consultant’s Key Personnel are described in

Section 5, TOR.

(b) If additional work is required beyond the scope of the Services specified in TOR, the estimated

periods of engagement of Key Personnel set forth in TOR, may be increased by agreement in writing

between the Client and the Consultants.

4.3 Approval of Personnel:

The Key Personnel listed by title as by name are hereby approved by the Client. In respect of other

personnel, which the Consultants propose to use in the carrying out of the Service, the Consultants

shall submit to the Client for review and approval of a copy of their biographical data. If the Client does

not object in writing (stating the reasons for the objection) within thirty (30) calendar days from the

date of receipt of such biographical data and such certificate, such Key Personnel shall be deemed to

have been approved by the Client.

4.4 Working Hours, Overtime, Leave etc:

(a) Working hours and holidays for key personnel shall be as per prevailing rules of Govt. of Gujarat

(b) The personnel shall not be entitled to be paid extra for overtime or paid sick leave or vacation

leave etc. The Consultant’s payment shall be deemed to cover these items. Any grant of leave by

personnel shall be subject to the prior approval by the Consultants who shall ensure that absence for

leave purposes will not delay the progress and adequate supervision of the Services.

4.5 Removals and / or Replacement of Personnel:

(a) Except as the Client may otherwise agree, no changes shall be made in the Key Personnel

(LQM & ALQM). If for any reason beyond the reasonable control of the Consultants, it becomes

necessary to replace any of the Personnel, the replacement of the personnel would be permitted to the

extent of maximum 25% at every level for full project period. Subject to condition that the

Consultants, shall forthwith provide as a replacement a person of equivalent or better qualifications

acceptable to the Client, such replaced person shall be inducted only after approval by the Client;

(b) If the Client (i) finds that any of the Personnel has committed serious misconduct or has been

charged with having committed a criminal action, or (ii) has reasonable cause to be dissatisfied with the

performance of any of the personnel, then the Consultants shall, at the Client’s written request

specifying the grounds therefore, forthwith provide as a replacement a person with qualifications

and experience acceptable to the Client.

4.6 Leader Quality Monitor:

When Services are carried out, at all times, ensure that there is a LQM acceptable to the Client to

supervise and coordinate the operations of the Personnel in the field and to be responsible for

liaison between the Consultant and the Client.

5. OBLIGATIONS OF THE CLIENT

5.1 Assistance and Exemptions:

The Client will assist to consultant in grant of following from Government:

(a) Provide the Consultants, Sub-consultants and Personnel with work permits and such other

documents as shall be necessary to enable the Consultants, Sub-Consultants and Personnel to

perform the Services;

(b) Assist the Consultants, and the Personnel employed by them for the Services from any

requirement to register or obtain any permit to practice their profession or to establish themselves

either individually or as a corporate entity according to the Applicable Law;

(c) Grant to the Consultants, and the Personnel of either of them the privilege, pursuant to the

Applicable Law, of bringing into State of Gujaratreasonable amount of currency for the purposes of

the Services or use of the personnel and their dependants and of withdrawing any such amounts as

may be earned therein by the Personnel in the execution of the Services.

5.2 Access to Land:

The Client warrants that the Consultants shall have free of charge unimpeded access to all land in the

State Gujaratin respect of which access is required for the performance of the Services.

5.3 Making available, Field/District Laboratory for Testing to QM:

The tests for material and workmanship shall be carried out by the QM in the field laboratory

established by the contractor/district laboratory of the Govt. The Client shall ensure that the EE

provides the QM full support for taking samples, transportation of samples to the laboratory and

actual conduct of tests in the field laboratory of the contractor/district laboratory of the Govt.

5.4 Arrangement for Testing:

The Quality Monitor shall carry ordinary instruments, such as, measuring tapes and measuring scales

etc required for inspection and general measurements of road works during the inspection. However,

the tests for material and workmanship shall be carried out in the field laboratory established

by the contractor. It would be possible to conduct all the tests prescribed in the TOR in the field

laboratory of the contractor, however, it may not be possible to generally carry out some specific tests

in the laboratory of the contractor, in such cases the testing would be performed in the

district/regional/State level laboratories of the employer organization, laboratories of engineering

institutes or institutes of technology as approved by the employer. The testing can also be carried out

in the private laboratories provide they are accredited by the employer.

The employer shall be responsible for all expenses relating to testing and transportation of

samples to the laboratory etc. The Employer shall also be responsible for ensuring that the QM is

provided full support for taking samples, transportation of samples to the laboratory and

appropriate testing in presence of the QM. All the tests, whether performed in the field laboratory of

the contractor or otherwise, shall be performed in presence of and under full supervision of the QM

and the QM shall be fully responsible for correctness of the test results.

In consideration of the Services performed by the Consultants under this agreement, the Client

shall make to the Consultants such payments and in such manner as is provided by GC Clause 6 of this

6. PAYMENTS TO THE CONSULTANTS

The Client shall make payment of mobilization advance to the Consultant against the provision by the

Consultant of an unconditional Bank Guarantee by a Commercial Bank, in a form acceptable to

employer, in amounts equal to 5% (five) of the accepted total consultancy cost.

6.2 Monthly Payment:

1. The payment to the Consultant in consideration of the services rendered by him shall be

made on monthly basis.

2. All Mandatory certificates shall be produced in accordance to the Cl :9.1 (a), (b) and (c)

submitted by LQM and certified by concerned Executive Engineer, Roads & Buildings Dept

6.3 Currency of Payment:

All payments under this agreement shall be made in Indian rupees.

6.4 Payment to the Consultants:

The Client shall pay to the Consultants on the basis of No. of inspections of work by the

Consultants Personnel at the specified billing rates approved by the Client every month.

6.5 Mode of Billing and Payment:

The billing and payment in respect of services shall be made as follows:

(a) The Client shall cause to be paid to the Consultants an advance payment as specified in the

SC and as otherwise set forth below. The advance payments will be due after provision by the

Consultants to the Client of a Bank Guarantee by a Bank acceptable to the Client in an

amount (or amounts) specified in SC, such a bank guarantee (i) to remain effective until the

advance payment has been fully set off as provided in the SC, and (ii) to be in the form set forth

in Appendix III hereto or in such other form as the Client shall have approved in writing;

(b) As soon as practicable and not later than the Fifteen (15) days after the end of each calendar

month, during the period of services, the Consultant shall submit to Client in duplicate

itemized statements accompanied by the copies of the receipted invoices, vouchers and other

appropriate supporting materials of the amounts payable pursuant to GC Clauses 6.3 and 6.4 for

(c) The Client shall cause the payment of the Consultants periodically as given above within

thirty (30) days after the receipt by the Client of bills with supporting documents. Only such

portion of (month) statement/bill that is not satisfactorily supported may be withheld from

payment. Should any discrepancy be found to exist between actual payment and cost

authorized to be incurred by the consultants; the Client may add or subtract the difference from

any subsequent payments.

(d) The final payment under this Clause shall be made only after the final report and a final

statement, identified as such, shall have been submitted by the consultants and approved as

satisfactory by the Client. The services shall be deemed completed and finally accepted by the

Client and the final report and final statement shall be deemed approved by the Client as

satisfactory, ninety (90) calendar days after receipt of the final report and final statement by the

Client unless the Client, within such ninety (90) days period, gives written notice to the

consultants specifying in detail deficiencies in the services, the final report or final statement.

The consultants shall thereupon promptly make any necessary corrections, and upon

completion of such corrections, the foregoing process shall be repeated. Any amount which the

Client has paid or caused to do paid in accordance with this Clause in excess of the amounts

actually payable in accordance with the provisions of this agreement shall be reimbursed by the

Consultants to the Client within thirty (30) days after receipt by the consultants of notice. Any

such claim by the Client for payment must be made within six (6) calendar months after

receipt by the Client of a final report and a final statement approved by the Client in

accordance with the above.

(e) All payments under this agreement shall be made to the accounts of the Consultants specified in

The advance payment shall be recovered by deducting 3 (three) equal installment amounts from the

payments due to the Consultant. Any sum falling due or any loss caused due to this agreement shall be

recoverable by the Client from the Consultant as if it were arrears of land revenue.

6.7 Payment to the Government Agencies:

If required to make any payment to any Governmental Agency in connection with implementation of

the Services the Consultant shall make such payments only by means of cheque, or through official

bank remittance addressed to the account of the relevant Agency. Where payments to such Agency

account cannot be made, payments to any employee of such Agency, (whether for a permanent,

part-time or contractual staff), shall only be make with prior written endorsement of the Client and

only by cheque or though official bank remittance addressed to the relevant account of the

employee. In the event that a non-cash payment cannot be effected in a timely manner, cash

payment upto Rs.20,000/-, or such amount as may be allowed under the relevant laws applicable to

the Government Agency or employee as the case may be, whichever is less, may be made by the

Consultant to the Government Agency or employee against receipt for such payment, provided that

such payment is reported to the Client within three working days after such payment is made and a

written explanation of the circumstances that necessitated such payment is submitted by the

Consultant to the Client.

7. FAIRNESS AND GOOD FAITH

7.1. Good Faith:

The Parties undertake to act in good faith with respect to each other’s rights under this agreement

and to adopt all reasonable measures to ensure the realization of the objectives of this agreement.

7.2. Operation of the Agreement:

The Parties recognize that it is impractical in this agreement to provide for every contingency which

may arise during the life of the agreement, and the Parties hereby agree that it is their intention that

this agreement shall operate fairly as between them, and without detriment to the interest of either

of them and that if during the term of this agreement either Party believes that this agreement is

operating unfairly, the Parties will use their best efforts to agree on such action as may be necessary

to remove the cause or causes of such unfairness, but on failure to agree on any action pursuant to

this Clause shall give rise to a dispute subject to arbitration in accordance with GC Clause 10 thereof.

8. ACTION WHEN THE KEY PERSONNEL NOT PROVIDED

As per TOR (Section 5) the Consultant is required to provide the Key Personnel with qualification and

experience as laid down in TOR. The team given in Technical Proposal will have to be employed on the

work. However, the changes of team members will be allowed only in exceptional circumstances on

approval of the Client.

If the services of required staff are not made available at proper time and in specified number, the

proportionate payment plus additional 10% of the fee calculated on estimated inspections planned

by the consultant for the billing period shall be deducted from the bills of the Consultant as specified

in TOR (Section 5). In addition, the Consultant shall be liable for action under other clauses of the

contract that may ultimately result in the termination and or black listing of the contract.

9. COMPENSATION FOR FAILURE TO RENDER SATISFACTORY SERVICE BY THE CONSULTANT:

9.1. The assessment of inspections carried out by the Consultant shall be carried out by the

employer in each quarter or at shorter durations as agreed between the Consultant and the

employer. If the Consultant fails to render satisfactory services in respect of ensuring inspection of

works in each quarter at stages prescribed in the TOR depending upon the construction stage of

work at the commencement and up to completion of the service or as per agreed work programme; or

in respect of providing timely reports or in respect of scrutiny of inspection reports or ATRs, the

Consultant agrees to pay compensation in the following manner:

(a) If number of inspections carried out in a quarter are less than 80% of desired inspections as per

the work programme, the Client shall deduct amount equal to double the billing rate for each

inspection of work by one single State Quality Monitor for number of inspections not carried out

in excess of 80% of inspections agreed between the employer and the consultant as per agreed

work programme.

(b) However, in case the Consultant is able to carry out desired number of inspection in the

subsequent quarter covering short-fall of the previous quarter, the amount withhold will be

restored to the Consultant by adjustment in the next payment.

(c) If the Consultant fails to scrutinize (to be determined by the employer) the inspection reports, or

the Action Taken Report to the satisfaction of the Employer as per provisions contained in this

regard in TOR Section 5, the Consultant shall pay compensation equal to double the billing rate

for inspection of that work for which, the satisfactory scrutiny has not been carried out by the

(d) The total amount of such compensation for the complete duration of the services shall not be

(d) The total amount of such compensation for the complete duration of the services shall not be

more than 10% of the total billing for the services rendered by the Consultant. The employer may

deduct the amount of compensation from any payments due to Consultant. The payment of

penalty shall not affect the Consultant’s other liabilities.

9.2 Independent checking of works by Department:

9.2.1 The Client may conduct independent checking of works. If such checks disclose that quality

monitoring carried out by the consultant do not meet the specified standards, in such

event, the Consultant agree that the Client will not pay the consultants charges for the

defective inspections.

In addition, the Consultant agrees that the Consultant shall be liable to pay compensation

equal to 100% of such amount.

9.2.2 If such incident of inadequate or defective quality inspection exceeds more than 3 times in

particular contract then the consultant shall be liable for termination of agreement and/or

blacklisting for 6 months to 36 months period as decided by Government.

9.2.3 In case of substandard quality inspection found during independent checking of works by the

department and/or any other agency appointed for the purpose, the responsible key

personnel i.e. Q.M. shall be liable for termination of services. His/her name shall be

intimated to various R & B department offices and he/she shall be barred from any

TAQA/supervision/any other consultancy work of the department for 6 months to 36 months

period as decided by Government.

9.3. If the service of the specified personnel are not made available at proper time or a team

member provided by Consultants is not acceptable to the Client, the Consultant shall immediately

replace the team member and the Consultant and the Client agree that the Consultant is liable to

pay compensation equal to the Consultant’s rate of 10 inspection of each work by one QM. If the

Consultant fails to quickly deploy/replace a team member as instructed by the Client, the Employer

may make temporary arrangement. The Client will pay the temporary deployment/replacement

with commensurate reduction in the scope of Consultant contract. In such event, the Consultant and

the Client agree that the Consultant shall be liable to pay compensation equal to 50% of the cost to

the Client of the temporary deployment/replacement until the Consultant provides a suitable

replacement/team member. This will however be a temporary arrangement. If Consultant fails to

deploy the requisite personnel or replace any member as instructed, the Consultant shall be liable

for termination of the agreement and or black listing. In exceptional circumstances in case suitably

qualified/ experienced replacement team member cannot be made available by the Consultant, for

reasons which are accepted by Client, the following relaxation may be considered with reduced

remuneration by the Client at its sole discretion. The reduction in qualification level shall be

allowed only for one stage.

10. SETTLEMENT OF DISPUTES

10.1. Amicable Settlement:

The Parties shall use their best efforts to settle amicably all disputes arising out of or in connection

with this agreement or the interpretation thereof.

10.2 Dispute Redressal System

10.2.1 If any dispute or difference of any kind what-so-ever shall arises in connection with or arising

out of this Contract, whether before its commencement or during the services or after the

termination, abandonment or breach of the Contract, it shall, in the first instance, be referred for

settlement to the competent authority within 45 days of arising the dispute or difference, described

along with their powers in the SC. The competent authority shall, within a period of forty -five days

after being requested in writing by the Consultant to do so, convey his decision to the Consultant.

Such decision in respect of every matter so referred shall, subject to review as hereinafter provided,

be final and binding upon the Consultant. In case the services are already in progress, the Consultant

shall proceed with performance of services, pending receipt of the decision of the competent

authority as aforesaid, with all due diligence.

10.2.2 Either party will have the right of appeal, against the decision of the competent authority, to

the Road & Building Department (Panchayat), Govt. of Gujarat, Gandhinagar within 90 days of decision

of the competent authority.

10.2.3 The Consultant and the Employer will be entitled to present their case in writing duly

supported by documents. If so requested, the empowered officer of the Govt. may allow one

opportunity to the Consultant and the Client for oral arguments for a specified period. The

Govt. shall give its decision within a period of ninety days from the date of appeal,

failing which the Consultant can approach the appropriate court for the resolution of the dispute.

10.3 Arbitration: In view of the provision of the clause 10.2 on Dispute Redressal System, it is the

condition of the Contract that there will be no arbitration for the settlement of any dispute between the

11. JURISDICTION:

The contract has been entered into AHMEDABAD circle and its validity, construction, interpretation and

legal effect shall be to the exclusive jurisdiction of the courts at the place where this agreement is

entered into. No other jurisdiction shall be applicable.

IN WITNESS THEREOF, the parties hereto have caused this agreement to be signed in their respective

names of the day and year first above written.

FOR AND ON BEHALF OF THE CLIENT

Authorized Representative

FOR AND ON BEHALF OF THE CONSULTANTS

Authorized Representative

Code of Conduct for Quality Monitors, Engaged by Client,

The purpose of Code of Conduct is to ensure an ethical conduct in the third party inspection of

works under Various schemes of Roads & Buildings Department.

The objective of this quality management mechanism is to independently verify that the quality of

road/ bridge works executed by States confirms to standards and to see whether the prescribed

quality management mechanism in the State is effective. The role of this mechanism is also to

provide guidance to the State implementation machinery and the field engineers rather than ‘fault

finding’, as such; the basic duty of the QM is to inspect the road/ bridge works as per the TOR and

prepare inspection report giving clearly his findings and suggestions for improvement. High ethical

conduct is expected of the person who is engaged as Quality monitor.

A code of conduct is necessary and appropriate for the Quality Monitors because of the trust placed in

the independent quality management system.

The Code of Conduct extends beyond the definition of independent quality monitoring to include

two essential components:

1. Principles those are relevant to the profession and practice of independent quality monitoring

2. Rules of Conduct that describe behavioral norms expected of independent quality monitors.

These rules are an aid to interpreting the Principles into practical applications and are

intended to guide the ethical conduct of Quality Monitors.

This Code of Conduct applies to both individuals and entities that provide independent quality

monitoring services.

Quality Monitors are expected to apply and uphold the following principles:

• Integrity: The integrity of Quality Monitors establishes trust and thus provides the basis for

reliance on their judgment.

• Objectivity: Quality Monitors exhibit the highest level of professional objectivity in

gathering, evaluating and communicating information about the activity or process being

examined. Quality Monitors make a balanced assessment of all the relevant

circumstances and are not unduly influenced by their own interests or by others in forming

• Confidentiality: Quality Monitors respect the value and ownership of information they

receive and do not disclose information without appropriate authority unless there is a legal

or professional obligation to do so.

• Competency: Quality Monitors apply the knowledge, skills and experience needed in the

performance of independent quality monitoring services.

RULES OF CONDUCT:

Quality Monitors:

1.1. Shall perform their work with honesty, diligence and responsibility.

1.2. Shall observe the law and make disclosures expected by the law and the profession.

1.3. Shall not knowingly be a party to any illegal activity or engage in acts that are discreditable to

the profession or to the organization for which the QM is working.

1.4. Shall respect and contribute to the legitimate and ethical objectives of the organization for

which QM is working.

Quality Monitors:

2.1. Shall not participate in any activity or relationship that may impair or be presumed to impair

their unbiased assessment. This participation includes those activities or relationships that may

be in conflict with the interests of the organization and the programme for which the QM is

2.2. Shall not accept anything that may impair or be presumed to impair their professional

2.3. Shall disclose all material facts known to them that, if not disclosed, may distort the reporting of

activities under review.

2.4. Shall endeavor in guiding the executing machinery on correct technical procedures in Road

/ bridge construction.

Quality Monitors:

3.1 Shall be prudent in the use and protection of information acquired in the course of their duties.

3.2 Shall not use information for any personal gain or in any manner that would be contrary to the

law or detrimental to the legitimate and ethical objectives of the organization or the

programme for which the QM is working.

Quality Monitors:

4.1. Shall engage only in those services for which they have the necessary knowledge, skills, and

4.2. Shall perform independent quality monitoring in accordance with the provision in TOR.

4.1 Shall continually improve their proficiency and the effectiveness and quality of their services.

I, …………………………………………… hereby give my acceptance to the Code of Conduct to work

as Quality Monitor.

Signature………………….

Address……………………………………….

Contact No…………………………………...

SPECIAL CONDITIONS OF AGREEMENT (SC)

SPECIAL CONDITIONS OF AGREEMENT (SC)

Number of Amendments of, and Supplements to, Clauses in the GC Clause General

Conditions of Agreement.

2.1 The agreement shall come into force and effect on date order to commence services is issued by

2.2 The time period shall be 30 days unless any other time period parties may agree in writing.

2.3 The time period shall be 30 days unless any other time period parties may agree in writing.

2.4 The time period shall be months unless any other time period parties may agree in writing.

3.9 The Consultant shall not use these documents for purposes unrelated to this agreement without

the prior written approval of the Client.

4.6 “The person designated as LQM in TOR shall serve in that capacity, as specified in Clause GC

6.4 (a) The following provisions shall apply to the advance payment and the advance payment

(1) An advance payment shall be made within 30 days after receipt of advance payment

guarantee. The advance payment will be set off by the Client in 8 equal monthly

installments against the payments of the service;

(2) The bank guarantee shall be for the period of agreement for the amount to be paid as

advance payment.

10. The Competent Authority for the purpose of this Clause shall be as follows (details of Competent

Authority with power).

Executive Engineer

:- Full powers so far as matters included in TOR

Panchayat (R&B) Division

and General Conditions of the Contract.

FORM OF BANK GUARANTEE AS BID GUARANTEE

To: [name of Employer]

[address of Employer]

WHEREAS, _____________________ [name of Bidder] (hereinafter called “the Bidder”)

intends to submit his Bid dated [date] for the Quality Monitoring

Consultancy Package ID No _____________________ (name of Package) (hereinafter called “the Bid”).

KNOW ALL PEOPLE by these present that We ___________________________ [name of Bank] of

______________ [name of place] having our registered office at ________________ (hereinafter

called “the Bank”) are bound unto _________________________ [name of the State Nodal Client]

(hereinafter called “the Employer”) in the sum of _________________ (1) for which payment well and

truly to be made to the said Employer the Bank bids itself, his successors and assigns by these

SEALED with the Common Seal of the said Bank this _____________ day of ___________ 200____.

THESE CONDITIONS of this obligation are:

(1) If after Bid opening the Bidder withdraws his bid during the period of Bid validity specified in

Section 2 instructions to Consultants; or

(2) If the Bidder being directed by the Employer during the period of Bid validity; or

(a) Fails or refuses to execute the Form of Agreement in accordance with the Instructions to

Consultants, if required; or

(b) Fails or refuses to furnish the Performance Security, in accordance with the Instruction to

Consultants; or

(c) Does not accept the correction of the Bid Price pursuant to Clause 8 of the Instruction to

We undertake to pay to the Employer up to the above amount upon receipt of his first written

demand without demure and without the Employer having to substantiate his demand, provided

that in his demand the Employer will note that the amount claimed by him is due to him owing to

the occurrence of one or any of the above conditions, specifying the occurred condition or

This Guarantee will remain in force up to and including the date ______________ (2) days after the

deadline for submission of Bids as such deadline is stated in the Instructions to Consultants or as the

Employer may extend it, notice of which extension(s) to the Bank is hereby waived. Any demand in

respect of this guarantee should reach the Bank not later than the above date.

DATE ____________________ SIGNATURE OF THE BANK_________

[Signature, name and address]

1. The Bidder should insert the amount of the guarantee in words and figures. This figure

should be the same as shown in Clause 1.9 of the Instructions to Consultants.

2. 30 days after the end of the validity period of the Bid. The Client should insert date before

the Bidding documents are issued.

Note 1: The stamp papers of appropriate value shall be purchased in the name of bank that

issues the "Bank Guarantee".

Note 2: The bank guarantee shall be from a Scheduled or Institutional Bank.

*An amount shall be inserted by the bank representing the amount of the Advance

Mobile Device Specifications

Feature Minimum requirement

Memory Card Slot - micro SD, 16 GB

- 160MB ROM, 1 GB

Display Type TFT capacitive touch

screen, 65 k colours OR later

Size - 240 x 320 pixels,

inches (-121 ppi pixels The current android interface

density) - Touch Wiz v 3.0 U1 target a touch-based HVGA

resolution display with a

Camera Primary - 5MP, 2560 x 1920 touch-interface no smaller

pixels, aucofocus or later than 2.8 inches in size .

Features - Geo-TAGGING

Video - Yes QVGA @15 fps

Secondary - Not required

3 G recommendation OR later

AGPS Required recommendation

Operating System Android 2.3 Required by application

Android 2.3 or later

Panchayat (R&B) Circle, AHMEDABAD

Sr. Consultancy Name of Blocks/ No. of Total Total No. of Total

No. Package district Talukas roads length in expected Estimated

Km. inspection of Cost.

1 Ahmedabad 09 225 556.37 449

4 Sabarkhanta 8 209 481.57 257

Deputy Executive Engineer Executive Engineer

Panchayat (R&B) Sub Division Panchayat (R&B) Division

AHMEDABAD AHMEDABAD