5 REPORTING
5.3 TYPES OF REPORT
5.3.1 Inception Design Report
The report shall include staffing and methodology, detailed work program, and initial findings:
a. Survey and Investigation methodology (Site data and information covering geotechnical studies, topographical surveys, hydrological and hydraulic investigations, environmental program and other purposes needed);
b. Schedule of works indicating various activities;
c. Design Concept covering structure program, varies kind of structures, and organization of structure connections;
d. Key persons to be engaged in the projects;
These documents should be submitted in one (1) original and five (5) copies and six (6) electronic copies in CD and/or other forms electronic copies.
This Inception Design report should be approved by the Owner in the first (1st) months of assignment, before proceeding to the Preliminary Design Report Stage
Comments on the Inception Design Report will be prepared and discussed between the Consultant and the Employer together with other relevant institution and an agreed Design Concept will be approved by the Employer enabling the Consultant to continue his work with minimal delay.
5.3.2 Preliminary Design Report
Preliminary Design Report shall cover the following:
a. Presentation of numerical presentation of the results;
Traffic counts and traffic forecasting.
Testing the bearing capacity;
visual condition survey;
Photo documents from field surveys;
Analyses of data and conclusions.
b. Location map, site plan, road alignment plan, longitudinal plan, layout, representative cross sections, elevations, and in the aspect of structure, supporting utilities, environment and architecture;
c. Existing Road Inventory and Condition assessment;
d. Hydrologic and Hydraulics data for roads and minor bridges;
e. Description of the choice of design concept.
f. Type of pavement proposed;
g. Typical Design calculation for design of relevant road and structures;
h. Preliminary Cost Estimation;
i. Simplified Environmental Impact Statement (SEIS) Reports and Environmental Management Plan (EMP) Reports
j. Rocial Safeguard Reports
k. Results of Consultations with the Employer
These documents should be submitted in one (1) original and five (5) copies and six (6) electronic copies in CD and/or other forms of electronic copies.
This Preliminary Design report should be approved by the Owner in the third (3th) months of assignment, before proceeding to the Draft Final Design Report Stage.
5.3.3 Draft Final Design Report
Detailed Engineering Design will consist of the following:
a. Draft Detailed Engineering Design and drawings of road in the aspect of structure, supporting utilities, environment and architecture based on approved Preliminary Design describing site plan, layout, elevations, and cross sections, etc.
b. Description of design concept and calculations needed including soil test and design of foundation.
c. Draft Technical Specifications describing classifications, types and characteristics of materials to be used.
d. Draft the Cost Estimates including Unit Price Analysis and Unit Price of Labour, Material and Equipment and covering aspects of structures, environmental mitigation measures, architecture, and local social culture to conform to the design concept.
e. Draft the Bill of Quantities;
f. Draft Bidding Documents
g. Draft of Construction Schedule, Bar Chart and "S" Curve;
These documents should be submitted in one (1) original and five (5) copies and six (6) electronic copies in CD and/or other forms of electronic copies.
This Draft Final Design report should be approved by the Owner in the fifth (5th) months of assignment, before proceeding to the Final Design Report Stage.
Comments on the Draft Final Design Report will be prepared and discussed between the Consultant and the Employer together with the PSC and an agreed technical design concept will be approved by the Employer enabling the Consultant to continue his work with minimal delay.
5.3.4 Final Design Report
This Final Design report should be approved by the Owner in the sixth (6") months of assignment, as the result of Draft Final Report that has already been discussed and approved by the Project Manager.
These documents should be submitted in one (1) original and five (5) copies and six (6) electronic copies in CD and/or other forms of electronic copies.
Final Report should be presented with a sample miniature design to each of road links.
The Final Report package shall present the previous reports incorporating all revisions deemed necessary arising from comments received from the Employer. In addition, the final design report package shall present a Pavement Design Report, Specifications, Summaries, Explanatory Notes, Bill of Quantities, Cost Estimates, Google Maps, Performance Specifications as well as Minutes of Consultation Meetings with Village's Representatives. The Final Design Report should have at least the following contents:
a. Introduction
b. Description of Project Road
c. Road Surveys, Investigations and Instrumental Testing d. Climate
e. Traffic
f. Pavement Study and Design g. Road Safety
h. Drainage
i. Minor Bridges and Structures j. Standard Specification
k. Design of Performance Based Contract (PBC) Template for Routine Base Maintenance
l. Construction Cost Estimates
m. Construction Method and Schedules
n. Environmental Impact Assessment Summary
o. Resettlement
p. Summary of recommended rehabilitation project-alternative q. Bidding Documents and Tender Phase Management
The Consultant is obliged to comply with remarks of the Employer in reference to technical documents which are subject to final control, if such remarks exist. For every particular remark, the Consultant shall indicate the request for correction, as well as description of manner in which the remark was corrected with appropriate justification.
The bid documents to be prepared by the Consultant with assistance by DRBFC shall include all necessary technical documents prepared by the Consultant and sections requested by the valid legislation.
Details of rehabilitation shall be prepared, bounded and submitted to the Employer in hard and soft copies and shall contain relevant textual, graphical and numerical attachments.
Technical documents shall be delivered to the Employer in 6 (six) copies with the cover letter which in addition to basic data on the design and consultant, shall include identification of the contract.
Copy implies printed version of design and e-form on a CD of appropriate capacity.
While processing the technical documents, the following shall be respected:
a. E-form of technical documents shall cover all source files (unprotected e-documents in form of program used for preparation and processing) and unprotected pdf form.
b. Bothe-forms shall be identical;
c. E-form of technical documents shall be fully compliant with the printed copy;
d. Document processing (text, graphics, vector, grids) shall imply use of generally accepted and available commercial programs (such as applications from package MS Office, Auto CAD, Bridge Design Software, Civil 3D, Structure Design Software etc.). Forms of
these documents shall be compatible with older versions of those programs.
e. If the Consultant, for processing of documents, uses non-standard programs which are not available to the Project Manager, the consultant shall, with previous agreement with the Project Manager, convert all documents to formats available to the Project Manager before final processing of technical documents;
f. CD cover shall bear the name of Consultant, title of technical documents and date, where the date represents the month of verification of design by technical control.
g. Text on the cover shall be printed electronically. Also, the disc shall bear legible name of Technical Documents and Consultant;
h. Textual parts of design shall be processed, printed and packed in hard covers in A4 format;
i. Graphical attachments shall be processed and printed in appropriate format A3 and bound in A4 format;
j. Printed copies shall be bound in hard covers, verified and sealed in accordance with valid regulations;
It shall be considered that the Consultant has not complied with contracted obligations and become entitled to payment in accordance with the contract conditions as long as the Consultant does not meet the above stated requirements.