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RHD Operational Procedure – Bridge Management Wing
 
Planning and Data - Bridge Inspection & Planning Division
 
OP/PD/2.4 - Procurement of Consultancy Services
 
Purpose and Scope :

This procedure describes the process of procurement of consultancy services required for inspection, feasibility studies and geo-technical, hydrological & topographical surveys of bridges.
 
Definitions :

Standard Guidelines for procuring consultancy services - are deemed to include all the standard guidelines that have been approved for use in Bangladesh by GoB and development partners.

Request for Proposal (RFP) - includes a brief description of the project, the scope of work, the scope of consultancy services, terms of reference (TOR), instruction for preparing proposal, evaluation criteria etc.

RHD Committee of Purchase (RHDCOP) - is a central committee that meets at regular intervals to vet and recommend RHD procurement contracts, which require the approval of Chief Engineer (CE) or higher authority. The committee is formed by the CE and the composition is approved by the MoC.
 
Responsibility :

Additional Chief Engineer - Bridge Management Wing (ACE-BMW) - is responsible for final review and recommendation of RFP, ToR, Evaluation Report etc from Bridge Management Wing’s point of view.

Superintending Engineer - Planning & Data Circle (SE-PDC) - organises the preparation of all the documents required for procuring consultancy services.

Executive Engineer - Bridge Inspection & Planning Division (EE-BIPD) - prepares the RFP, ToR, Contract Documents etc with the assistance of his Sub-Divisional Engineer/Assistant Engineer.
 
Method :

4.1 PREPARATION OF PROCUREMENT DOCUMENTS

The EE-BPID will finalise the projects, which require consultancy services in consultation with SE-PDC. He then prepares the draft procurement documents comprising RFP (including ToR, scope of work, scope of consultancy services, contract documents etc) following the standard guidelines for procurement of consultancy services with the assistance of his Sub-Divisional Engineer/Assistant Engineer. This is submitted to the SE-PDC for review.

4.2 SUBMISSION OF DRAFT DOCUMENTS TO RHD COP

Upon receipt of the draft documents the SE-PDC will review with ACE-BMW. They may ask for additional information or clarification.

When they are satisfied with the submission, the draft procurement documents will be submitted to the CE, RHD for approval. The CE will review the documents and recommend to MoC for approval. When approval is received the final RFP, including all procurement documents, will be finalised.

4.3 ADVERTISEMENT

After receiving the approved RFP the EE-BIPD will prepare a draft advertisement notice to be posted on the notice boards of relevant RHD offices, the RHD web-site and in national daily news papers. This advertisement should contain the following information:

· Name of work with location

· The anticipated commencement date and duration of works

· The funding agency

· The location where the RFP can be purchased, together with their (non refundable) cost

· The location and deadline for submission of RFP (in sealed envelopes)

Upon completion of the draft notice the EE-BIPD will submit this to SE-PDC for approval/(and for approval by the funding agency if required).

Subject to any amendments required by SE-PDC/(or funding agency), the EE-BIPD will prepare a final version of the advertisement notice and submit this to the Information Ministry, as per prevailing GoB rules, for publishing in the national daily news papers.

4.4 EVALUATION OF PROPOSALS

The proposals submitted by the consulting firms on due date will be evaluated as per criteria indicated in the RFP by EE-BIPD, or a committee constituted by CE/ACE-BMW.

Upon completion of the evaluation of the proposal a draft evaluation report indicating the ranking of the consulting firm will be submitted to ACE-BMW through SE-PDC for review and onward submission to CE, RHD with their recommendation. The CE will endorse the evaluation report to RHDCOP for review. After reviewing the evaluation report RHDCOP submits the report with its recommendation to CE for approval.

Upon approval of the evaluation report by the competent authority (as per financial limit) the contract agreement will be signed and notice to proceed will be issued to the top ranking consulting firm.
 
References :

Standard Guidelines for Procurement of Consultancy Services.
 
Procedure Flowchart :

The procedure flowchart for this procedure is detailed below -
 


 


 

 

For duties associated with each grade of personnel see

 

Updated on : 1/12/2003

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