World Bank/IDA

HANDBOOK FOR IMPLEMENTATIONOF

EDUCATION PROJECTS

PREPARED BY: EDUCATION DEPARTMENT, CENTRAL PROJECTS STAFFMay 1975

INTERNATIONAL BANK FOR RECONSTRUCTION AND DEVELOPMENT AND INTERNATIONAL DEVELOPMENT AX 1A 11()%\

This Handbook may not be publi%hed or (ited without Bank Group authorization

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World Bank/IDA

HANDBOOK FOR IMPLEMENTATIONOF

EDUCATION PROJECTS

PREPARED BY: EDUCATION DEPARTMENT, CENTRAL PROJECTS STAFFMay 1975

INTERNATIONAL BANK FOR RECONSTRUCTION AND DEVELOPMENT AND INTERNATIONAL DEVELOPMENT ASSOCIATION

This Handbook may not be published or cited without Bank Group authorization,

IBRD/IDA EDUCATION DEPARTMENT

HANDBOOK FOR IMPLEMENTATIONOF

EDUCATION PROJECTS

The Handbook has been prepared primarily as an aid to borrowers, staff inthe tasks of organizing, controlling and supervising the execution of Bank/IDA-assisted education projects and is distributed for this purpose.

It is also issued to our Bank/IDA operational education staff to assistthem in their missions of guiding borrowers through successive stages ofthe project implementation process - and as an aid to the training of newstaff.

The Handbook is produced in a loose-leaf format to accommodate periodic up-dating releases of text and the incorporation of additional - or replace-ment - sample documents and other supporting material in the annexes toeach section.

The annexed sample documents from earlier Bank/IDA-assisted educationprojects are the property of the government authorities concerned andshould not be cited without their permission. Nor should any section ofthe Handbook be quoted without Bank Group authorization.

David H. LewisImplementation AdvisorEducation Department

HANDBOOK FOR IMPLEMENTATIONOF EDUCATION PROJECTS

FOREWORD

The Handbook is designed primarily as an aid to borrowers' staff in the tasks oforganizing, controlling and supervising the execution of Bank/IDA education projects-whether as members of specially established project implementation units or of perma-nent government departments assigned project management responsibilities. It is in-tended also to assist the Bank's regional education projects staff in their missions of guid-ing and advising borrowers' staff concerning the action required at successive stages ofproject implementation.

Preparation of the Handbook was prompted b3 the need to reduce time and effortexpended on solving problems or issues which stem frequently from imperfect or insuffi-cient understanding of Bank/IDA requirements and of project implementation proceduresand techniques. It, therefore, focuses upon areas and activities where experience hasshown that difficulties and delays may be encountered.

Guidelines are applicable to projects of differing composition. Material isorganized for easy reference and supported by specimen samples of various charts,notices, documents, etc., adaptable to local conditions and the specific needs of particularprojects. It will be revised periodically, as and when found necessary.

Borrowers' project management staff are encouraged to identify and discuss withsupervision missions any aspects of these guidelines requiring clarification or to write tothe Bank/IDA for such advice. Any suggestions for improvement of the Handbook willalso be considered.

No. 0.00Page 1

WORLD BANK/IDA

HuNDBOOK FOR IMPLEMENTATION OF EDUCATION PROJECTS

TABLE OF CONTENTS

Section Paragraph

1.00 Checklist of Implementation Activities fnd ProcessesIn troduction ................................................... 1.01Activities and processes outlined in chronological sequence......... 1.04

2.00 Project DocumentsOutline of docum ents........................................... .0

ANNEX 2-A Project Appraisal ReportANNEX 2-B Project Working PapersANNEX 2-C Loan/Credit AgreementANNEX 2-D Project Agreement/Supplemental LettersANNEX 2-E Conditions of Effectiveness and Obligations of the

Borrower

3.00 Project ManagementChoice of M anagement Systems ................................. 3.01Functions of a Project Unit-or Management Team................ 3.04Staffing of a Project Unit-or Management Team.................. 3.05

ANNEX 3-A Duties of the Project DirectorANNEX 3-B Duties of the Project ArchitectANNEX 3-C Duties of the Project EducatorANNEX 3-D Duties of the Project Procurement OfficerANNEX 3-E Duties of the Project Accountant

4.00 Planning and Programming Project ImplementationG eneral ...................... 4.01Identifying Activities and Establishing Logical Sequences........... 4.03Preparation of an Implementation Plan -Alternative Methods ...... 4.04Preparation of a Bar Chart....................................... 4.05

ANNEX 4-A Sample Bar ChartsPreparation of a Network Diagram ............................... 4.08

ANNEX 4-B Sample Network Diagrams

5.00 Technical AssistanceG eneral ....................................................... 5.0 1Specialists' Services ............................................. 5.04

ANNEX 5-A Job Description of Educational PlannerANNEX 5-B Job Description of Educational EconomistANNEX 5-C Job Description of Statistician/DemographerANNEX 5-D Job Description of Educational Building SpecialistANNEX 5-E Job Description of Educational AdministratorANNEX 5-F Job Description of Architect, University Master

PlannerANNEX 5-G Job Description of University Planner

Staff Training-Fellowship Program ............................. 5.10

6.00 Sites for Educational InstitutionsSite Selection and Acquisition.................................... 6.01Site Selection Checklist ......................................... 6.03Factors Affecting Site Selection .................................. 6.04Site Surveys ................................................... 6.05

No. 0.00Page 2

Section Paragraph

7.00 Briefing of Design (Executive) Architects (Government or Consultant)Preparation of a Brief........................................... 7 01

ANNEX 7-A Preparation and Content of a BriefANNEX 7-B Sample Architect's Briefs

8.00 Services of Design (Executive) Architects (Government or Consultant)G e n e ral ................... ... ........ ......... ....... ........ . 8 .0 1

ANNEX 8-A Duties and Responsioilities of Client and ArchitectThe Pre-Design Phase........ ................................. 8.05The Schematic Design Phase. .................................... 8.08The Design Development Phase................................. 8.13Working Drawings, Bidding and Construction Documents Phase .... 8.17Bidding and Contract Award Phse............................... 8.20Construction Supervision Phase.................................. 8.21Additional or Special Services.................................... 8.29

9.00 Engagement of Private Firms as Consultants for Architectural Design andOther Services (where not undertaken by Government Staff)

G e n e ral ............................................... ..... 9 .0 1ANNEX 9-A "Uses of Consultants by the World Bank and its

Borrowers"M ethods of Selection ........................................... 9.03Com parative Selection .......................................... 9.07

ANNEX 9-B Sample Supplementary Information SchedulesANNEX 9-C Sample Invitations to Qualified Firms to Declare

InterestANNEX 9-D Sample Proforma for Evaluation of Prospective

Consultants' ProposalsC ontract N egotiation ........................................... 9.15Engagement-Award of Contract ................................ 9.19

ANNEX 9-E Typical Conditions of Consultancy Agreement

10.00 Preparation of Drawings, Bidding and Construction DocumentsG e n e ral ....................................................... 10 .0 1Checklist for Review of Schematic Design ........................ 10.04Checklist for Review of Final Design............................. 10.06Construction Docum ents........................................ 10.08Bidding and Contract Documents ................................ 10.11

ANNEX 10-A Sample Instructions for BiddingANNEX 10-B Typical Conditions of ContractANNEX 10-C Sample Forms of Bid or TenderANNEX 10-D Typical Specimen Bid BondsANNEX 10-E Typical Specimen Performance Bonds

11 .00 Construction ProceduresG ene al ..... ......................... 1....................... 11.0 1

ANNEX 11-A "Guidelines for Procurement under World BankLoans and IDA Credits"

Prequalification of Bidders....................................... 11.06ANNEX 11-B Sample Prequalification Notices/Advertisements and

QualificationsB id In vitation ...................................... ............ 11.12

ANNEX 11-C Sample invitations to BidANNEX 11-D Sample Combined Invitations to Prequalify and to

BidBid Evaluation..................1........ ....... 11,15

ANNEX 11-E Sample Bid Evaluation FormsAward of Contract...................2....... 11.22

No 0.00Page 3

Section Paragraph

12.00 Preparation of Master Lists of Equipment aqd FurnitureE quipm ent Provision .......................... ............... 12.01M aster Lists- G neral......................................... 12.04.Equipment Master Lists-Specifications.......................... 12.08

ANNEX 12-A Sample Equipment SpecificationsFurniture Master Lists- Specifications............................ 12.11

ANNEX 12-B Sample Furniture Specifications

13.00 Equipment and Furniture Procurement ProceduresG eneral ....................................................... 13.0 1

ANNEX 13-A "Guidelines for Procurement under World BankLoans and IDA Credits"

Bidding and Contract Documents................................ 13.06ANNEX 13-B Sample Bidding DocumentsANNEX 13-C Sample Instructions for BiddingANNEX 13-D Typical Conditions of ContractANNEX 13-E Sample Forms for Bid or TenderANNEX 13-F Typical Specimen Bid BondsANNEX 13-G Typical Specimen Performance BondsANNEX 13-H Sample Bid Contract or Order Form

Registration of Bidders.......................................... 13.10ANNEX 13-I Sample Registration Notices/Advertisements

B id Invitation.............. ................................... 13.14ANNEX 13-i Sample Invitations to Bid

Bid Evaluation................................................. 13 16ANNEX 13-K Sample Bid Evaluation Forms

A w ard of Contract.............................................. 13.21

14.00 Financial Arrangements and Loan/Credit Withdrawal ProceduresGovernment Budgetary Allocations .............................. 14.01W ithdrawal of Loan/Credit Proceeds ............................. 14.04

ANNEX 14-A "Guidelines for Withdrawal of Proceeds of WorldBank Loans and IDA Credits"

ANNEX 14-B Typical Disbursement LetterANNEX 14-C Application for Withdrawal Procedure IANNEX 14-D Application for Withdrawal Procedure IIIANNEX 14-E Application for Withdrawal Procedure VANNEX 14-F Application for Withdrawal Procedure VI

Financial Control............................................... 14.09

15.00 Project Progress ReportingProject Supervision Generally.................................... 15.01Purpose and Content of Progress Reports......................... 15.04Preparation and Format of Progress Reports....................... 15.06

ANNEX 15 Specimen Progress Reporting Forms

16.00 Use, Maintenance and Evaluation of Buildings and EquipmentCommissioning of New Facilities- Orientation of Users ............ 16.01Maintenance of Buildings and Equipment......................... 16.04

ANNEX 16-A Sample Building Owner's ManualsEvaluation of Completed Facilities ............................... 16.09

ANNEX 16-B Specimen Evaluation Proformas

1.00

CHECKLISTOF

IMPLEMENTATION ACTIVITIESAND PROCESSES

No. 1.00Page 1

WORLD BANK/IDA

HANDBOOK FOR IMPLEMENTATION OF EDUCATION PROJECTS

1.00 CHECKLIST OF IMPLEMENTATION ACTIVITIES AND PROCESSES(outlined in roughly chronological sequence)

Introducti(,n

1.01 Te process of implementing an education project assisted by the World BankGroup be initiated as soon as the prospective Borrower's proposals have been ap-praised by a Bank/IDA team- even before a Loan/Credit is awarded followif.g considera-tion of the team's recommendations.

1.02 By the start of the implementation process, the content of the project has been es-tablished, the facilities needed at each of the schools or other institutions concerned havebeen fairly' precisely calculated, and the most appropriate means of' having project build-ings designed has been determined. The most appropriate arrangement to be adopted bythe Borrower for managing the project has usually also been decided. (The content of theproject is described in the appraisal report and working papers, and the agreement reachedbetween the Borrower and the Bank/IDA concerning its financing and implementation isrecorded in the Loan/Credit Agreement-of which copies are attached as Annexes ofSec-tion 2.00 of this handbook.)

1.03 In the following checklist, the project implementation processes and activities tobe organized, controlled and supervised by a Borrower's project management staff are out-lined in roughly chronological sequence-but many closely listed items can, and should,be dealt with concurrently or in parallel.

Para. andImplementation Checklist Annex ref.

1.04 Project Management Arrangements

a. Arrangements permitting the effective assumption of project Para. 3.01management functions by a permanent department

or

the establishment of a project unit (whicheyer is appropriate)must normally be completed by the Borrower before a loan/credit can become effective

but

should preferably be completed much earlier-before loan/ Para. 3.03credit negotiation and as soon after project appraisal as possible.

b. The functions of a project unit, or a permanent departmentassigned project management duties and staffing are describedunder .......................... . ............ Paras.3.04

and 3.05

c. The names and particulars of key project management person- Para. 3.06nel must normally be submitted to the Bank/IDA for clearanceprior to appointment.

d. The duties and responsibilities of key personnel are describedunder .................................................. A nnexes 3-A ,

3-B, 3-C, 3-D,and 3-E

No. 1.00Page 2

e. One or more of the key project management personnel, should,if possible, accompany the Borrower's negotiating team toWashington.

1.05 Project Implementation Programming

a. A realistic plan of operations should be prepared (by bar chart or Paras. 4.01critical path diagram) as soon as possible after establishment of -4.15project management arrangements and should reflect any nec-essary adjustment and elaboration of the appraisal implementa-tion schedule.

b. Sample implementation charts/diagrams are provided under.. Annexes4-Aand 4-B

1.06 Engagement of Specialists under Technical Assistance

a. Suitable candidates for any specialists' posts allowed for under Para. 5.05technical assistance provisions of the Loan/Credit should besought as early in the project implementation process as prac-ticable (before loan/credit negotiation, if possible), on the basisof draft job descriptions/terms of reference which should becleared first with the Bank/IDA.

b. Sample job descriptions for typical technical assistance posts areprovided under.......................................... A nnexes4-A,

4-B, 4- C, 4- D,4-E,4-F, and

4-Gc. Names and particulars of agencies, organizations or individuals Paras. 5.08

under consideration should be cleared with the Bank/IDA and 5.09before selection and proposed terms and conditions for employ-ment should be cleared prior to engagement.

1.07 Staff Development and Fellowship Program

a. A staff development program for any training of education or Para. 5.10other staff should be finalized as soon as possible after projectappraisal.

b. As may be required under the Loan/Credit Agreement, Bank/ Para. 5.11IDA clearance should be obtained for:

i. the proposed timetable or phasing of fellowships;

ii. programs and institutions selected; and sometimes also

iii. the particulars of candidates for training.

1.08 Sites for Project Institutions

a. Any sites for project schools or other institutions not available Paras. 6.01at the time the project was appraised should be acquired as and 6.02quickly as possible, following clearance of proposals with theBank/IDA. Any not available at the time of loan/credit negotia-tions must normally be acquired by such times as may bespecified in the Loan/Credit Agreement.

b. Criteria for site selection is provided under................. Paras.6.03and 6.04

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c. Any site surveys necessary for building design and construction Para. 6.05purposes should be obtained by arrangement with appropriategovernment technical services (e.g. a public works department)or consultants.

1.09 Preparation of Design (Executive) Architect's Briefs

a. Briefs should be prepared for the architects (government or Paras. 7.01consultant) who are to be entrusted with the design of project -7.04buildings. and

b. The briefs should be based essentially on the schedules of re- Annex 7-A

quired accommodation with area and cost limitations ("architec-tural worksheets") prepared by the Bank/IDA and should alsoinclude relevant notes on performance requirements, the stan-dards of structure and finish allowed for in th,e cost allocations,suggested architectural character and provisions required topermit flexibility of space organization.

c. Sample briefs are provided under.......................... Annex7-B

1.10 Engagement of Private Firms as Consultantsfor Architectural Design

a. Where the Government's own technical organizations (e.g. its Paras. 9.01public works department) are not in a position to undertake and 9.02architectural design and/or other professional services required,and private firms have, to be employed as consultants for thepurpose, the selection o! suitably qualified and experiencedfirms should be initiated as early as practicable after project ap-praisal.

b. The services which should be provided by design (executive)architects are described under............................. Section 8.00

and itsAnnexes

c. The process of selecting consultants is described in the booklet"Uses of Consultants by the World Bank and its Borrowers," acopy of which is provided under .......................... Annex9-A

d. The Borrower is solely responsible for the selection and Paras. 9.04employment of any consultant architects (or other technical -9.06consultants) required, but the Borrower's final list (or "shortlist") of the firm(s) being considered for consultancy assign-ments should be submitted to the Bank/IDA for approvalbefore proposals are invited. (Only competent firms from WorldBank member countries and Switzerland are eligible for con-sideration.)

e. Proposals from the firms considered suitable by both the Bor-rower and the Bank/IDA should be sought on the basis of draftterms of reference which shouid first be cleared with the Bank/IDA. (Terms of reference s,hould constitute the key provisionsof the architect's briefs- para. 1.09 above).

f. Proposals should be invited, and evaluated, solely on the basisof firms' professional qualifications and experience to performthe required services, and not on financial considerations. Asample pro-forma for comparative evaluation of proposals isprovided under.......................................... Annex 9-D

No. 1.00Page 4

g. Justification of the firm selected for contract negotiation on the Para. 9.14basis of such evaluation should be cleared with the Bank/IDA.

h, The terms of reference, financial terms and conditions of Paras.9.15employment negotiated with the selected firm should be sub- -9.18mitted to the Bank/IDA for approval prior to award of contract.

i. Typical conditions of contract agreement between client andarchitect are provided under ............................. Annex9-E

j. As soon as a contract for consultancy services has beenawarded, following clearance with the Bank/IDA, and beforethe submission of the first application for withdrawal of loan/credit funds in respect of such a contract, one or two copiesthereof (as stipulated in the Loan/Credit Agreement) should besent to the Bank/IDA ......................... ......... Para.9.22

1.11 Preparation of Drawings and Construction Documents

a. Sketch plans (schematic design drawings) prepared by design Paras. 10.01texecutive) architects (government or consultant), on the basis -10.05of the architect's brief (as based on the Bank/IDA schedules ofrequired accommodation with areas and cost limitations-andother performance requirements-para. 1.09), should first bereviewed by the Borrower's Project Director and his ProjectArchitect, and, if considered acceptable by them, should besubmitted for Bank/IDA approval before development of con-struction drawings (working drawings).

b. Construction drawings need not be submitted for Bank/IDA Para. 10.09review- unless they are known to deviate from approvedsketch plans in content or character-but the Bank/IDA shouldbe informed when they have been completed and are ready forinvitation of bids. Where construction drawings do represent afundamental deviation from the provisions, standards orcharacter of the design previously approved, submission to theBank/IDA should be accompanied by justification.

c. Sample specifications for construction work (labor and Para. 10.10naterials) involved in implementing architectural designs anddraft bills of quantities (where provision is customary underconstruction procedures of the country) prepared b. the design(executive) architects concurrently with the working drawingsshould be submitted for Bank/IDA approval, following reviewand clearance by the Project Architect.

1.12 Preparation of Master Listsof Equipment and Furniture Requirements

a. Suitable arrangements should be made as early in the imple- Para. 12.04mentation process as possible for the equipment and furniturelists reviewed by the Bank/IDA appraisal mission to bemodified, completed or amplified-as necessary-by the ap-propriate authorities for each level and type of institution in-volved. Appropriate procedures should aso be established forthe coordination of individual lists, to avoid duplication and en-sure consistency.

No. 1.00Page 5

b. Completed master lists of equipment and furniture incorporat- Para. 12.05ing specifications and estimated costs should be submitted forBank/IDA approval prior to the development of procurementdocuments.

1.13 Bidding and Procurement Arrangements(Construction, Equipment and Furniture)

a. Except as otherwise agreed between the Borrower and theBank/IDA, construction and the procurement of equipmentand furniture should be carried out by means of contractsawarded on the basis of international competitive bidding,restricted to member countries of the Bank/IDA and Switzer-land.

b. Procurement procedures are described in the booklet"Guidelines for Procurement under World Bank Loans andIDA Credits," copies of which are provided under .......... Annexes11-A

and 13-A

c. The extent to which Bank/IDA guidelines for procurement on Paras. 11.02the basis of international competitive bidding (I.C.B.) apply to -11.04specific construction, equipment and furniture requirements is and 13.03normally stipulated in the Loan/Credit Agreement. Bank/IDA -13.041.C.B. requirements may be relaxed for building components somodest in scale that they are unlikely to attract.foreign competi-tion and for equipment and furniture bid packages of low over-all value, to permit construction or purchase on the basis of bid-ding advertised only locally-or, in the case of small quantitiesof equipment or furniture, to permit purchase by means of pru-dent "off-the-shelf" shopping-in accordance with standardgovernment practices acceptable to the Bank/IDA.

d. Bids for construction work should be accepted only from pre- Paras. 1L06qualified contractors, to ensure that such work will be capably -11.08executed. Contractors should normally be invited to prequalifyin advance for placement on the tender list by means of an ad-vertisement in the local press and-where international biddingis required- by a notice transmitted to the embassies of mem-ber countries of the World Bank/IDA and Switzerland.

The advertisement and notice should first be cleared with theBank/IDA. Sample notices are provided under.............. Annex11-B

(The alternatives of either prequalifying or post qualifying bid- Paras. 11.10ders on the basis of qualification particulars submitted with bids and 11.11should be replaced by advance prequalification wherever possi-ble.)

e. Evaluation of the 'response to the prequalification notices and Para. 11.09advertisements, and the tender list accordingly proposed forconstruction bidding, should be submitted for Bank/IDA ap-proval before any construction bids are invited.

f. Prequalification of equipment and furniture suppliers and Paras. 13.10manufacturers interested in bidding for equipment and fur- -13.12niture requirements is not normally required. Such suppliersand manufacturers may, however, be invited to register their in-terest in bidding by means of an advertisement and a notice

No. 1.00Page 6

sent to embassies. The advertisement and notice shouldsimilarly be cleared in advance with the Bank/IDA. Samplenotices are provided under ............................... Annex 13-1(Such advance registration of bidders should not, however,preclude acceptance of bids from suitable suppliers andmanufacturers who have not registered and may subsequentlyexpress interest in bidding.)

g. A set of draft bid and contract documents.to be used for: (a) allconstruction bids, and a corresponding set of documents ap-propriate for inviting (b) all eqclipment supply and (c) all fur-niture supply bids, should also be submitted to the Bank/IDAfor approval before any bids are invited. The draft documentsfor each type of procurement may include: (a) Instructions forBidding, (b) Conditions of Contract, (c) Form for Bid or Tender,(d) Specimen form of Bid Bond.and (e) Specimen form of Perfor-mance Bond. Samples of these bids and documents are includedas follows:

i. Construction bid documents........................ Annexes10-A,10-B, 10-C,

10-D and 10-Eii. Equipment and Furniture bid documents ............. Annexes 13-C,

13-D, 13-E,13-F and 13-G

h. Contractors placed on the approved tender list for constructionon the basis of satisfactory prequalification should be notifiedby letter when the working drawings and construction docu-ments (para. 1.11(b) and (c)) and bidding documents (para. (f)above) for each construction bid package are ready for collec- Para. 11.12tion. Sample letters of invitation to bid are provided under... Annex 11-C

i. When the list of equipment (or furniture) required for each Paras. 13.14equipment (or furniture) bid package (para. 1.12(b)) has been and 13.15completed, equipment (or furniture) suppliers and manufac-turers who have already registered an interest in bidding shouldbe notified by letter that the list and bidding documents (para. (f)above) are ready for collection. Whether there has-or hasnot-been an advance registration of bidders, general invita-tions to bid should be advertised and transmitted to embassiesof Bank/IDA countries and Switzerland.

Sample invitations to bid are provided under ............... Annex 13-J

J. After bids received for (i) construction or (ii) the supply of equip- Paras. 11.15ment or (iii) the supply of furniture have been reviewed and -11.21evaluated by the Government tender board or equivalent au- and 13.16thority, and before a final decision on an award of contract is -13.20made, a bid analysis and award recommendation should be sub-mitted to the Bank/IDA for approval.

Sample bid analysis forms are provided under .............. Annexes 11-E

and 13-K(For contracts of low value, which do not substantially exceedestimated costs or involve an'award to other than the lowest.

No. 1.00Page 7

bidder, the Bank/IDA may agree-as indicated in the Loan/Credit Agreement-that submission of the bid analysis may bedeferred until the contract has been awarded.)

k. As soon as a contract has been awarded and before the submis- Paras. 11.23sion of the first application for withdrawal of loan/credit funds and 13.22in respect of such contract, one or two certified copies thereof(as stipulated in the Loan/Credit Agreement) should be sent tothe Bank/IDA.

1.14 Continuous Administrative Controlof Project Implementation Activities

a. Construction work should be regularly inspected.

b. Equipment and furniture processes should be continuouslymonitored and supervised.

c. Suitable advance arrangements should be made for the receipt,inspection, distribution and installation of equipment and fur-niture.

d. The work of any specialists employed under the technical assis-tance provisions of the project should be constantly supervised.

e. Any fellowship program for staff training abroad should be con-stantly monitored and the selection of candidates for phasedtraining programs should be arranged and coordinated.

f. Records of progress and registers of bids received and con'tractsawarded should be maintained.

g. Coordinating procedures should be developed and maintainedwith regard to the project related activities of all governmentministries, departments, or agencies concerned with the project.

1.15 Continuous Financial Controlof Project Implementation Activities

a. Availability of the local funds required to meet payments to Paras: 14.01contractors and others for expenditures in local currency should -14.03be ensured by timely forecasting of anticipated needs and ar-rangements with the government's financial authorities for thebudgetary allocations required. (In addition to meeting all proj-ect costs not covered by the Loan/Credit-through grants/loansfrom other sources- the Government must generally arrangeinitial payment of many expenditures which are eligible for fi-nancing only after they have been met, e.g. building construc-tion costs.)

b. Procedures generally applicable for the withdrawal of loan/credit funds are described in the booklet, "Guidelines for With-drawal of Proceeds of World Bank Loans and IDA Credits," acopy of which is attached under.......................... Annex 14-A

c. The disbursement procedure-or procedures-followed should Para. 14.07be the one-or ones-agreed by the Borrower's representativeswith the Bank/IDA Controller's Department during negotiationof the Loan/Credit, as confirmed by the Bank/IDA in a "Dis-bursement Letter" sent to the Borrower soon after Loan/Creditsigning.

No. 1.00Page 8

d. Applications for withdrawal of loan/credit funds under the pro-cedures to be used should be prepared in accordance with theinstructions forwarded by the Bank/IDA with the "Disburse-ment Letter."

e. Copies of withdrawal application forms and the instructions forpreparing them are provided under........................ Section 14.00

'. A proper accounting system for the financial control of the proj- Para. 14.10ect should be established, and adequate financial records shouldbe maintained for each disbursement category (e.g. civil works,imported equipment, etc.) under the account head for each.school or other project item.

1.16 Periodic Project Progress Reporting to the Bank/IDA

a. Periodic (usually quarterly) reports should be prepared to indi- Paras. 15.04cate actual or predicted project progress and costs at the time of and 15.05reporting, in relation to original implementation forecasts andcost estimates, and to identify problems for corrective action.Reports should be airmailed to be received by the Bank/IDAnot later than thirty days after the end of the reporting periodconcerned (normally, the end of a calendar quarter).

b. For ease of reference and to simplify successive updating of Paras. 15.06material, the reporting of related actual, or currently estimated, and 15.07progress and costs in comparison with original forecasts andestimates may best be accomplished by means of schedules ortables. Reports should also include a section for notes in narra-tive form to cover any problems, encountered or expected, andany aspects of implementation which cannot be conveyed bytables, such as national educational developments and informa-tion concerning activities bearing on progress towards achiev-ing the educational objectives of the project, etc.

c. Specimen reporting forms are provided under .............. Section 15.00Annexes

1.17 Arrangements for Routine Maintenanceof Project Buildings and Equipment

a. Where provisions for maintaining educational buildings and Para. 16.07equipment are inadequate, effective and practicable proceduresfor carrying out maintenance tasks should be devised and estab-lished- including the organization and control of operationsand regular inspection measures.

b. Where suitable maintenance guidelines for school/institution Para. 16.06staff do not exist, they should be prepared, and the staff shouldbe instructed in their use. Maintenance handbooks-or build-ing owners' manuals- with sets of "as-built" drawings may beprepared by the design architects (government or consultant).

c. Sample building owners' manuals are provided under ..... Annex 16.A

d. Where maintenance operations have been handicapped Para. 16.08through insufficient funding, arrangements should be made toensure adequate and regular budgetary allocations. (Allocationsequivalent to 1%-2% of capital-or replacement-costs, onaverage, may generally be appropriate.)

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1.18 Preparations for the Use of New Facilities

a. The principals and other key staff of new institutions should be Para. 16.02assigned to their posts sufficiently in advance of initial studentintake to complete all administrative arrangements in time-in-cluding the programming of courses and the preparation of timetables on the bases of the educational specifications and utiliza-tion factors used in determining space allocations.

b. Courses should be conducted to instruct staff in the proper and Para. 16.03efficient use and care of new buildings and equipment, includ-ing maintenance needs.

1.19 Evaluation of Completed Facilities

a. Completed facilities should be evaluated to determine the Paras. 16.09degree to which they succeed in satisfying the objectives origi- -16.11nally aimed for, and to help ensure continued improvement inthe planning and construction of similar facilities in the future.

b. Pro formas for carrying out an evaluation program are providedunder .................................................. A nnex 16-B

2.00

PROJECTDOCUMENTS

No. 2.00Page 1

2.00 PROJECT DOCUMENTS

2.01 The description of the project, its purpose and objectives can be found in the"Project Appraisal Report" prepared by Bank/IDA (Annex 2-A). This report is usuallysupplemented by "Project Working Papers" (Annex 2-B) which provide more detailed in-formation on each project item included in the project and are intended to serve as back-ground information and material for "briefing" of government architects or consultingfirms in the implementation of the project. To ensure a proper understanding of require-ments in carrying out the project, the Project Director and his staff should familiarizethemselves with the contents of these documents.

2.02 The Loan/Credit Agreement (Annex 2-C) and Project Agreement and Supple-mental Letters (if any-Annex 2-D) record the understanding and agreement reached be-tween the Borrower and Bank/IDA and their respective obligations in the joint financingand implementation of the project. It is important for the Project Director to be fullyfamiliar with these documents and he should ensure that the obligations of the Govern-ment contained in them are known also to responsible persons in the various ministriesand other agencies of the Government concerned with the implementation of the project.

2.03 The Loan/Credit Agreement and Supplemental Letters normally contain cove-nants and conditions which are intimately concerned with the execution of the project.For convenience of reference, the conditions for effectiveness of the Loan/Credit, thevarious obligations of the Borrower and the documents requiring Bank/IDA approval orconcurrence are listed in Annex 2-E.

Annex 2-APage 1

PROJECT APPRAISAL REPORT g

(Relevant report to be inserted)

Annex 2-BPage 1

PROJECT WORKING PAPERS

(A set of the relevanteducational and architectural working papers

to be inserted)

Annex 2-CPage 1

LOAN/CREDIT AGREEMENT

(Relevant Loan/Credit Agreement to be inserted)

Annex 2-DPage 1

PROJECT AGREEMENT(if any)

AND SUPPLEMENTAL LETTERS(if any)

(Any relevant Project Agreementand Supplemental Letters to be inserted)

Annex 2-EPage 1

CONDITIONS FOR EFFECTIVENESSAND

OBLIGATIONS OF THE BORROWER

(Schedules listing relevant (i) Conditions of Effectiveness &(ii) Obligations of the Borrower

to be inserted)

3.00

PROJECTMANAGEMENT

No. 3.00Page 1

3.00 PROJECT MANAGEMENT

Choice of Project Management Systems

3.01 For the purposes of organizing, controlling, coordinating and supervising thevarious activities involved in implementing education projects, the Bank/IDA requiresborrowers to make suitable arrangements for project management. Where an existingdepartment or section within the permanent government organization structure (i.e. in aministry, university, etc.) is suitably staffed, organized, and otherwise in a position to un-dertoke such project management responsibilities in addition to its primary functions, it isnormally assigned them. If there is no such department, project management respon-sibilities may be assigned to an available unit initially established to supervise an earlierBank/IDA assisted project. Where neither a suitable permanent department-nor anyunit formed for earlier Bank/IDA project-is available, the Bank/IDA normally requires aborrower to establish such a project implementation unit. When this is necessary it shouldbe the intention to develop such a unit so that it may become, in time, a permanent depart-ment or section responsible for the development and implementation of all the minis-try's-or university's- development programs.

3.02 A project unit will normally be located in the ministry or university adminis-tratively responsible for the projert-and of which body the new unit will hopefullybecome in time a permanent department. This may be the Ministry of Education, theMinistry of Agriculture or an autonomous university. Where a project may involve onlyconstruction and procurement of furniture and equipment for items to be administered bya number of ministries, universities, etc. (i.e., say agricultural schools and university prem-ises as well as general, technical or vocational schools), it may on occasion be found mostappropriate to place the project unit within the Ministry of Public Works, or equivalentconstruction organization.

3.03 The terms of a loan/credit agreement may specify that the project unit must beestablished-or the assignment of project management responsibilities to a permanentdepartment completed-before the Loan/Credit can become effective, but project man-agement arrangements should, preferably, be completed before loan/credit signing. Staffdesignated for key management positions should, to advantage, be involved in project im-plementation planning as early in the development process as practicable-before ap-praisal, if possible-and should participate in the team sent by the Borrower to negotiatethe Loan/Credit in Washington.

Functions of a Project Unit-or Management Team

3.04 The functions of a project unit- or of the permanent department assigned projectmanagement responsibilities-may vary somewhat in accordance with the compositionand size of the project, but its responsibilities for organizing, controlling and supervisingimplementation activities will generally include inter alia:

a. liaison wi,1h the Bank/IDA, including the submission of plans, lists, documents,reports and other material for review and clearance;

b. development of a realistic plan of operations (by means of critical path or other ap-propriate scheduling methods) for establishing a timetable of coordinated ac-tivities and responsibilities on which the implementation of all aspects of theproject will be based;

No. 3.00Page 2

c. selection, briefing, and engagement of any education or other specialists whoseemployment is necessary for the attainment of project objectives including thepreparation of their terms of reference and the negotiation of their contracts;

d. coordination and supervision of the services of such specialists, including ar-rangements for the review and evaluation of reports and studies by appropriateauthorities;

e. the organization, coordination and control of any program necessary for the train-ing of teachers or for other staff development (including any fellowship program);

f. selection, acquisition, and surveying of any sites for project schools or other in-stitutions not selected or available at the time the project was appraised;

g. selection and engagement of consultant architects for the design of project build-ings, where government architectural services may not be in position to under-take such professional services, including the preparation of their ,rms ofreference and the negotiation of their contracts;

h. briefing, coordination and supervision of the design architects (government orconsultant), including the review and approval of their design proposals at suc-cessive stages of development, and of draft bid and contract documents for con-struction;

i. arrangements for the provision of all information required by specialists and con-sultants for discharge of their services;

j. organization of preparation by the appropriate education departments of lists ofthe instructional equipment required for the different elements of the project;preparation of consolidated lists and of bid and contract documents;

k. preparation of lists of furniture requirements and of bid and contract documents;

1. organization and supervision of the most appropriate arrangements for the con-struction of project buildings and where competitive bidding is employed- theevaluation of bids and the recommendation of awards;

m. organization and supervision of the most appropriate arrangements for the pro-curement of equipment and furniture and-where competitive bidding isemployed- the evaluation of bids and the recommendation of awards;

n. supervision of construction and procurement operations and preparation of pro-cedures for the receipt, distribution and installation of equipment and furniture;

o. establishment of an accounting system for the financial control of the project;

p. arrangements for payment of contractors' and suppliers' accounts, specialists' sal-aries, fellowship training costs, etc.;

q. maintenance of records, furnishing of information and preparation of periodic re-

ports on project progress;

r. monitoring project implementation generally to ensure that all works, goods andservices meet required performance standards; and

s. any arrangements necessary for the commissioning of the new facilities for opera-tions, including preparatory instruction of staff in the proper and efficient use ofpremises and equipment.

Staffing of the Project Unit-or the Management Team

3.05 The staffing of a project unit-or the staff of an existing department assignedspecifically to project management duties- may also vary in accordance with the size,

No. 3.00Page 3

complexity and nature of the project, but will generally comprise the following key per-sonnel assisted by necessary office and other supporting staff:

a. a Project Director;

b. a Project Architect;

c. a Project Procurement Officer; and

d. a Project Accountant.

With the possible exception of the last listed, these officers should preferably be appointedor assigned on a full-time basis. However, on occasion, the Minister (or University Rectoras the case may be), or one of his department directors, may head the project managementteam on a part-time basis, and in such a case, authority for the day-to-day supervision ofproject management operations may be delegated to a full-time Deputy Project Director orProject Coordinator. Dependent on the content and scope of the project, a Project Educa-tor may also be appointed to the project management staff to handle curriculum develop-ment, the supervision of education studies or other tasks.

3.06 The names and particulars of the persons under consideration by a borrower forthe key project management posts- including essentially those of the Project Director andProject Architect-should normally be cleared with the Bank/IDA prior to appointment(as may be required under the terms of the Loan/Credit Agreement).

3.07 Typical duties and responsibilities of key project management staff are describedin the sample job descriptions attached as Annexes to this Section of the Handbook.

3.08 It may be seen from the functions of the project unit-or of the permanentdepartment assigned project management responsibilities-and from the sample jobdescriptions of the key personnel that only properly qualified and experienced persons ofsuitable professional background should be considered eligible for appointment to theseposts. It is, therefore, not unusual for the Bank/IDA to include in a loan/credit technicalassistance provisions for the employment of specialists to provide project unit support andguidance and training of local project staff.

Annex 3-APage 1

DUTIES AND RESPONSIBILITIES OF THEPROJECT UNIT DIRECTOR

The Project Director will be responsible for directing all aspects of the executionof the Project. More specifically, he will be responsible inter alia for the following:

(a) selection, organization, supervision and direction of all project unit staff in theperformance of their respective duties and ensuring the efficient functioning ofthe project unit;

(b) selection of consultants and specialists, the approval of their terms of referenceand administration of their agreements;

(c) necessary arrangements for briefing consultants and specialists;

(d) reviewing and approving or arranging for the review and approval by the ap-propriate authorities, of all reports, plans, specifications and other material relatedto the project;

(e) necessary arrangements for the calling of bids, evaluation of bids and awarding ofcontracts relating to the Project;

(f) coordination and integration of all project activities with the relevant ministries,authorities and agencies, and with the Bank/IDA;

(g) organization and administration, in consultation with appropriate authorities, ofany technical assistance or fellowship programs included in the Project;

(h) ensuring maintenance of Project accounts and timely preparation of interimevaluations and financial statements;

(i) planning, programming and arranging for the preparation of a project implemen-tation schedule and monitoring to ensure that works are on schedule and meetingestablished performance standards;

(j) necessary arrangements for the commissioning of new facilities on completion;

(k) necessary arrangements for the acquisition of any sites required; and

(1) preparation of periodic progress reports for the Government and the Bank/IDA.

Annex 3-BPage 1

DUTIES AND RESPONSIBILITIES OF THEPROJECT UNIT ARCHITECT

Under the general direction of the Project Director and in close cooperation withthe other members of the project unit, the Project Unit Architect will, inter alia:

(a) assist in the selection of consulting architects and other specialists in facility plan-ning and in the preparation of their terms of reference and contract agreements;

(b) assist in the preparation of the project implementation schedule and ensure thatimplementation aspects of the construction, furnishing, and equipping of theProject'institutions are properly coordinated;

(c) initiate the preparation of briefing documents (the architect's brief) for either(i) government architects or (ii) the private firm of architects, assigned or engagedas consultants to design project buildings-and of briefed documents for anyother specialists required (e.g. campus planners)-ensuring that norms, standards,and specifications reflect economy and functional design;

(d) arrange for and assemble all information relating to site and site conditions forProject institutions;

(e) act as technical and architectural adviser to the Government or consultant design(executive) architects ensuring that the brief is fully understood and that the Proj-ect institutions are designed in accordance with briefs;

(f review architectural drawings to ensure that space provisions and educationalspecifications are interpreted correctly so as to minimize changes during construc-tion and after acceptance and approval of bids;

(g) ensure that design (executive) architects and contractors are meeting performancestandards, as reflected in the specifications;

(h) take all steps required to ensure that proper furniture lists and bid documents areprepared and that furniture selected or designed for the Project institutions is ap-propriate and constructed to specifications;

(i) arrange for the preparation of Model Bid Documents for the calling of construc-tion and furniture bids;

(j) establish procedures and criteria for the evaluation of construction and furniturebids;

(k) process and expedite all certificates of payments from contractors submittedthrough the executive architects;

(1) visit the works to monitor and evaluate progress;

(m) inspect completed buildings with the executive architects preparatory to theirdelivery to the education authorities and supervise the preparation of final certifi-cates for payment due on completion; and

(n) participate in the preparation of periodic progress reports for the Government andthe Bank/IDA.

Annex 3-CPage 1

DUTIES AND RESPONSIBILITIES OF THEPROJECT UNIT EDUCATOR

Under the general direction of the Project Director, the Project Educator will interalia:

(a) prepare educational specifications, in consultation with appropriate educationistsand school administrators for the facilities to be constructed;

(b) assist the Project Architect in the preparation of architects' briefs;

(c) act as adviser to the design (executive) architects (government or consultant) on alleducational matters, to ensure that the educational aspects of the architects' briefsare fully understood;

(d) review architectural drawings with the Project Architect to ensure that space pro-visions and educational specifications are correctly interpreted by the design (ex-ecutive) architects;

(e) assist in organizing specialist teachers to prepare basic equipment and materiallists and specifications and furniture lists for the Project institutions;

(f) ensure that all instructional equipment meets required specifications and is prop-erly installed;

(g) assist in reviewing furniture selected or designed, to ensure appropriateness for itsfunction;

(h) take all steps required to ensure that principals, heads of departments andteachers for Project institutions will be assigned-or recruited-by the time newfacilities are completed and available for use;

(i) organize orientation programs for teachers and administrative staff of the Projectinstitutions for the commissioning and proper use of the new facilities;

(j) coordinate and integrate all Project educational.activities with related activities byother concerned agencies;

(k) coordinate the resource personnel provided under technical assistance for special

aspects of education pertaining to the Project;

(1) organize, coordinate and supervise any staff development or fellowship trainingprogram including arrangements for the selection of candidates;

(m) organize and coordinate any curriculum development activities or the preparationof teaching materials, teacher's guides etc. related to the Project;

(n) coordinate any pre-service or in-service staff training activities related to the Proj-ect;

(o) arrange and monitor evaluation of programs and completed facilities in use; and

(p) participate in the preparation of periodic progress reports for the Government andthe Bank/IDA.

Annex 3-DPage 1

DUTIES AND RESPONSIBILITIES OF THEPROJECT PROCUREMENT SPECIALIST

Under the general direction of the Project Director, the Project ProcurementSpecialist will be responsible, inter alia, for the following:

(a) procurement of all equipment, books, furniture and materials for the Project in-stitutions;

(b) itemizing and listing all goods required for the Project, showing the specificationsand the estimated unit and total costs of each item, arranging for the index codingand numbering of each item for identification with the Project institution and thespace for which it is required;

(c) grouping goods to be procured, so as to permit bulk procurement consistent withsound technical and procurement practices;

(d) drafting bid notices, other standard documents for inviting bids and Model BidDocuments, and determining the method to be used for obtaining bids in accor-dance with the "Guidelines for Procurement under World Bank Loans and IDACredits";

(e) establishing procedures and criteria for the evaluation of bids and evaluating bidsreceived for goods required for the Project;

(f) inspecting and receiving goods, to ensure that correct quantities are received, tothe correct specifications;

(g) arranging for the safe custody and the proper delivery of goods to the Project in-stitutions and installation, in accordance with the target dates in the implementa-tion schedule; and

(h) participating in the preparation of periodic progress reports for the Governmentand the Bank/IDA.

Annex 3-EPage 1

DUTIES AND RESPONSIBILITIES OF THEPROJECT ACCOUNTANT

The Project Accountant will be responsible to the Project Director for setting upthe accounting machinery and for the technical and operational aspects of accounting con-trol relating to Project implementation. He will also be required to familiarize himself withall aspects of the execution of the Project, to be in a position to generally assist the ProjectDirector in the coordination of activities connected therewith and with the administrativemanagement of the Project Unit.

More specifically he will be responsible, inter alia, for the following:

(a) ensuring that funds are available in the relevant accounts as required to meet pay-ments for expenditures incurred in connection with the Project;

(b) ensuring that a detailed account is maintained in respect of each contract for theconstruction, and procurement of goods and services for the Project;

(c) preparation of letters of credits, if any;

(d) ensuring that financial regulations are complied with by all engaged in receipt andpayment of funds in connection with the Project;

(e) overall supervision, maintenance and verification of any account which may beset up for the Project;

(f) ensuring prompt action with regard to payments on expenditures incurred withrespect to the Project, including the preparation of withdrawal applications;

(g) signing or countersigning of checks; and

(h) such other duties as may be assigned by the Project Director.

4.00

PLANNING AND PROGRAMMINGPROJECT IMPLEMENTATION

No. 4.00Page 1

4.00 PLANNING AND PROGRAMMINGPROJECT IMPLEMENTATION

General

4.01 Among the first tasks of the project unit-or of the permanent departmentassigned project management responsibilities-is the development of a realistic plan ofoperations to establish, at the outset, a timetable of coordinated activities and respon-sibilities for implementing the project, as defined in the Bank/IDA Appraisal Report andthe Loan/Credit Agreement (Section 2.00).

4.02 The plan of operations, or program for project implementation, should take as itspoint of reference the implementation chart or schedule which forms an Annex of theAppraisal Report, and should be developed to reflect any necessary adjustments of the ap-praisal schedule.

Identifying Activities and Establishing Logical Sequences

4.03 Whatever method is used for planning and programming project implementationoperations, it is necessary first to identify all the tasks involved, choose the work methodsto be adopted for accomplishing them and determine the essential relationship betweenactivities, their duration and relative timing for overall completion.

(a) The main categories of work involved in implementing an education project gen-erally include, but may not be limited to the following:

(i) establishment of management procedures-e.g. funding and budgeting,division of responsibilities, decision making processes (collective, in-dividual), etc.;

(ii) allocation of priorities among project items, on the basis of availableresources and any phasing necessary;

(iii) selection, acquisition and survey of sites for project institutions;

(iv) selection, appointment and briefing of consultants;

(v) recruitment and appointment of specialists under technical assistanceprovisions;

(vi) organization and control of any staff training program;

(vii) preparation of lists of equipment, instructional materials and furniture;

(viii) review and approval of plans and documents submitted by consultants;

(ix) organization of bid processes, the evaluation of bids and the award ofcontracts;

(x) establishment of curricula guidelines, preparation of syllabi and coursesof studies;

(xi) inspection of equipment, instructional materials and furniture received,and distribution to project institutions;

(xii) selection of staff for project institutions and instruction in the use of newfacilities; and

(xiii) the use of new facilities; and final inspection and occupation of newpremises.

No. 4.00Page 2

(b) On the bases of the methods chosen from possible ways for carrying out the work,these main categories are broken down into the separate operations or processesby which they can be accomplished, and the time required to complete each isestimated. For programming purposes, each of these separate operations or pro-cesses is known as an "activity"-which consumes time-and the completion ofan "activity" is known as an "event"-which does not involve time. The separateoperations or "activities" resulting from this breakdown- and for which probabledurations are estimated-can include, but may not be limited to, the following:

Project Management

(i) selection/appointment of project unit staff;

(ii) establishment of project managemen procedures-i.e.: division of

responsibilities, review/approval processes, funding/budgeting arrange-ments, etc.;

(iii) tentative determination of the order of priorities among project itemsand the number of separate architectural design teams (government ser-vices or consulting firms) required;

(iv) formation of site selection committee, selection of sites, Bank/IDA ap-proval and acquisition of sites approved;

Construction of Project Buildings and Acquisition of Sites

(v) preparation of draft brief-or briefs- for design architects (governmentor consultant);

(vi) compilation of short list of possible consultants for Bank/IDA reviewand approval;.

(vii) selection of architectural design and other consultants from approved

short list and preparation of draft contracts for Bank/IDA review and ap-

proval;

(viii) award of consultant's contract-or consultants' contracts-followingany modifications necessary;

(ix) preparation of work program(s) by consultant(s);

(x) survey of sites;

(xi) completion of design architects' "briefing," including provision of sup-

porting education specifications and all other necessary information;

(xii) preparation of master plan or sketch (schematic) building design pro-posals and model construction specifications, for Bank/IDA review andapproval- following review and approval by the project unit;

(xiii) development of construction (working) drawings for building works, onbasis of approved sketch designs;

(xiv) preparation of draft notices for the prequalification of construction bid-ders and of draft model and contract documents for Bank/IDA review/approval;

(xv) advertisement and issue of prequalification notice and preparation andsubmission of particulars by interested contractors;

(xvi) compilation of construction tender list of suitably prequalified contrac-tors for Bank/IDA review and approval;

(xvii) invitation, preparation and submission of construction bids;

No. 4.00Page 3

(xviii) evaluation of construction bids received, and recommendation(s) of con-tract award, for Bank/IDA review and approval;

(xix) award of construction contract(s);

(xx) construction of project school(s)/institution(s);

(xxi) final inspection of completed facilities, issuance of completion certifi-cate(s) and occupation of premises;

Specialists' Services

(xxii) preparation of terms of reference for education and other specialists (tobe employed under technical assistance provisions)-and of local coun-terparts- for Bank/IDA review and approval;

(xxiii) selection of technical assistance specialists and counterparts and engage-ment/appointment, following Bank/IDA approval;

Development &f Teaching Programs

(xxiv) establishment of general curricula guidelines;

(xxv) development of syllabi;

(xxvi) preparation and evaluation of teaching programs;

Instructional Equipment Procurement

(xxvii) assignment of staff in appropriate departments to finalize lists of equip-ment requirements for each subject area;

(xxviii) modification and/or completion of draft master lists of equipment, forBank/IDA review and approval;

(xxix) preparation of equipment procurement lists for bid purposes, on basis ofapproved master lists;

(xxx) registration of equipment/instructional materials suppliers interested inbidding;

(xxxi) preparation of draft model equipment bid and contract documents, forBank/IDA review and approval;

(xxxii) invitation, preparation and submission of equipment/instructionalmaterials bids;

(xxxiii) evaluation of equipment/instructional materials bids received, and rec-ommendation(s) of contract award, for Bank/IDA review and approval;

(xxxiv) award of equipment/instructional materials contract(s);

(xxxv) procurement of equipment/instructional materials;

(xxxvi) inspection of equipment/instructional materials received and distribu-tion to project institutions and installation;

Furniture Procurement

(xxxvii) modification and/or completion of draft master furniture lists, for Bank/IDA review and approval;

(xxxviii) preparation of furniture procurement lists for procurement purposes, onbasis of approved master lists;

(xxxix) preparation of draft model furniture bid and contract documents, forBank/IDA review and approval;

No. 4.00Page 4

(xl) invitation, preparation and submission of furniture bids;

(xli) evaluation of furniture bids received and recommendation(s) of contractaward, for Bank/IDA review and approval;

(xlii) procurement of furniture;

(xliii) inspection of furniture received, and distribution to project institutions;and

Commissioning of New Facilities

(xliv) selection of staff for project institutions and preparatory instruction con-cerning the use of the new facilities.

(c) In order to determine the essential relationship between activities broken down,as above, with relevant durations and their timing, to achieve overall completion,it is necessary to distinguish between the activities which can be carried out con-currently, or in parallel, from those whose realization is constrained to a given se-quence. Each activity should be examined in terms of (a) which other activitiesmust precede it, (b) which other activities must follow it and (c) which other ac-tivities can be handled concurrently with it, and logical sequences of activities es-tablished. The possible start of every activity is marked by a definite event-which is either the start of the project itself or the completion of a preceding ac-tivity.

Preparation of an Implementation Plan-Alternative Methods

4.04 The choice of the graphic method used for planning or programming implemen-tation depends on the complexity of the operation and the resources available. The barchart-or bar graph- with, its clear visual presentation of a program or schedule and of therelationship between this plan and actual progress, is well suited to job control. For manyeducation projects- more especially relatively small and simple ones-it is often adequatealso for programming purposes, particularly if the "interface" points in parallel work se-quence "bars" are connected to emphasize interdependence of all the separate operationsinvolved. Alternatively, a bar chart may be supplemented by a flow chart(s) at the program-ming stage to compensate for its weakness in portraying the planning features of a pro-gram. On the other hand, the real value of the more complex network analysis pro-cedure-either by the Critical Path Method (CPM) or the similar but more complicatedProgram Evaluation and Review Technique (PERT)- is derived in the early stages of im-plementation, as it requires the implications of the courses of action under consideration tobe thought through, and facilitates appreciation of the consequences of actions. Its advan-tages over the bar chart are in the planning discipline it engenders by the analytic step-by-step approach it necessitates. However, following the planning process, the difficulties inadjusting-or modifying a network analysis to changing circumstances may not make it asappropriate for implementation control purposes. Network analysis is based on the propo-sition that the operations required have to be undertaken in a definite sequence and, ifconditions and the order of operations change, the entire critical path network has to beredrawn after being thought through anew.

Preparation of a Bar Chart

4.05 The breakdown of activities, for which a bar chart-or bar graph-can be used toplot work accomplishment time forecasts, can be as detailed as required but generally onlythe principal work sequences are plotted- i.e.: the construction, equipment and furnitureprocurement sequences for each project item, or group of items, expected to progress con-currently, and technical assistance specialists' services and staff development sequencesfor the project as a whole. These work sequences are usually listed vertically down the lefthand side of the chart and the estimated time required to complete each is plotted horizon-

No. 4.00Page 5

tally across a vertically arranged frame of months and years representing the total imple-mentation period. The direct relationship between work accomplishment projections andexpenditure/disbursement forecasts can be clearly and graphically exhibited, but the plan-ning involved in scheduling each work sequence cannot normally be demonstrated veryclearly unless it is broken down into more detailed charts at "lower levels" of program-ming for each sequence, to reveal all the processes involved. Sample bar charts are pro-vided under Annex 4-A.

4.06 Projections for each work sequence on a bar chart can be "layered" to the extentto which it may be required to distinguish component activities which can. be carried outconcurrently-e.g,. for each construction sequence, separate horizontal projections to showconcurrent (i) drawing preparation and (ii) prequalification of contractors and the prepara-tion of bid documents, etc. Appropriate points along the parallel projections may be con-nected by lines or arrows to mark the "interface" points at which the work sequences con-cerned are interdependent.

4.07 On a bar chart, space may be allowed under each work sequence set of estimatedtime forecasts to permit actual progress in accomplishing each activity to be plotted pro-gressively each quarter during implementation, for reporting purpost.

Preparation of a Network Diagram or Model

4.08 A network diagram- which is essentially a flow chart incorporating time scales-is a visual representation of the operational plan or program for implementing a project (orpart of a project) which indicates the correct sequence and relationship of activities andevents in each of the separate operations required to achieve the end objectives. The Criti-cal Path Method of network analysis (CPM) uses one time estimate for each activity. TheProgram Evaluation and Review Technique (PERT) requires three elapsed time estimatesfor each job activity: (a) a pessimistic estimate, or the maximum time required; (b) the mostprobable time; and (c) an optimistic estimate, or the minimum time. CPM networkdiagrams are "activity oriented." PERT diagrams are "event oriented." The more complexapproach of PERT is no longer widely used and the following notes are confined to CPM.

4.09 In an "arrow" type CPM diagram, each event is represented by a circle, or node;each activity by a line or arrow connecting two nodes and the relationship between ac-tivities is indicated by the bearing of the relevant arrows to each other. The start of all ac-tivities leaving a node depends on the completion of all activities entering that node. Anarrow merely represents passage of time in the direction of the arrowhead; the length ofthe arrow has no significance. The description of the activity represented by an arrow isnoted above it (as indicated by capital letters in the following diagram) and the duration ofthe activity is noted below it (as indicated by numerals on the diagram). Logical relation-ship between two events which does not involve time- known as a "dummy" activity- isportrayed by a dotted line. The following diagram illustrates the essential elements of an"arrow" diagram:

D E

47

1 2 5 3 C 5 37

G H I16 0

No. 4.00Page 6

4.10 A CPM "precedence" diagram locates each activity and its duration in a box or ona node. This arrangement eliminates "dummy" activities and may be somewhat easier touse:

4.11 B3y its graphic presentation of relationships between the different work sequencesor operations required to complete a project, and of the probable durations of the activitiesinvolved in each sequence, a CPM analysis clearly identifies the work sequence which willtake the longest time to accomplish- which is, therefore, the minimum time to be allowedfor completion of the project. The work sequence-or "path"-so identified is, conse-quently, known as the "critical path." The following corresponding CPM diagrams of thetwo types referred to above (paras. 4.09 land 4.f0)provide alternative means oftdeterminingthe "critical path" for completion of a hypothetical operation or project:

A tPM Arrow Diagram

F H6 4

B Precedence Diagram

*No. 4.00Page 7

The times required to complete the "paths" of the different work sequences as Ipresentedin the alternative diagrams, will be found to be:

1,2,3,6 - on diagram A - or A,B,G - on diagram B:= 4 + 3 + 2 = 9 weeks1,4,3,6 -- on diagram A - or C,D,G - on diagram B:=3 +6 +2 = 11 weeks1,2,5,6 - on diagram A - or A,E,H - on diagram B:= 4 + 4 + 4 = 12 weeks1,4,5,6 - on diagram A - or C,F,H - on diagram B:= 3 + 6 + 4 = 13 weeks.

The "critical"path" is, therefore, 1,4,5,6 or C,F,H, (i.6. 13 weeks). The di agrams also revealthe "slack times" or "float"' in paths other than the critical path. For instance four addi-tional weeks could be spent in accomplishing the activities covered by path 1,2,3,6 (orA,B,G), without affecting the project completion date-or the "float" of path 1,2,3,6 (orA,B,G) is four weeks. It follows that resources spread out or transferred from this pathmight be used towards possible reduction of project completion time.

4.12 As demonstrated above, preparation of a CPM network analysis r equires a reason-ably accurate estimate of the time required for each activity. To finalize an analysis and aprogram of operations it is advisable to establish "time boundaries" within the plan, on thebasis of the expected times assigned to activities in the early planning phase (i.e. such asthose assigned to the network diagrams under paraJ4.1 1).,3wo time boundaries should beconsidered for each event: an Earliest Event Time and a Latest Event Time. The EarliestEvent Time (TE) is determined as the longest time taken by a "path" leading to an eventfrom. the starting event. For example, in the CPM network diagrams under para 4.14,.thereare two paths into event 3: activities A and B to be done in sequence and in parallel withthe sequence,of activities C and D; all of which must be completed before activity G canbe embarked on. As it will take 7 weeks (4+3) to complete A and B, and 9 weeks (3+6) tocomplete C and D, the earliest time to reach event 3 will be 9 weeks. This number is en-tered in a square box- representing the Earliest Event Time-for event 3 (see followingdiagram). The Latest Event Time (T) is determined by a subtractive process from the finalevent, as the least time necessary to complete all activities which have still to'be ac-complished after the event in order to achieve end objectives. Thus the Latest Event timeat event 3 is 13 weeks (the expected time for the critical path to complete all activities lead-ing into final event 6) less 2 weeks (the expected duration of activity G) or.1 1 weeks. Thisnumber is entered in a circular box- representing Latest Event Time-for event 3 (seefollowing diagram).

F414

No. 4.00Page 8

Each activity may similarly have four time boundaries: two earliest time bound-aries, one at its head (i) and one at its tail (j)-or i and TE j; and two latest time

boundaries, also one at its head (i) and one at its tail (j) or i and DLj.4.13 In a closed network there is one continuous path through the network that estab-lishes the duration of the project, which is the critical path. In some projects, there may beseveral critical paths, and they are identified in the same way. The criteria for identifyingthe critical jobs which make up the critical path are as follows:

(a) The earliest and latest time events at the tail of an arrow for a given job are identi-cal, or

TEi==( i

(b) The earliest and latest event times at the head of an arrow for a given activity arethe same, or

(c) The difference between the event times at the head of the arrow and the tail ofthe arrow is equal to the expected time duration of that arrow.

All three criteria must be satisfied for a job to be critical (e.g. see 1,4,5,6, above).

4.14 The paths that do not lie on the critical path have a certain flexibility in that thereis a difference between the earliest and latest expected times for a particular event. Thisdifference, called the "total float" in CPM, allows latitude in scheduling of the non-criticalactivities which originate or terminate at that event.

4.15 Sample network diagrams are provided under Annex 4-B.

ANNEX 4-A-(i)M-A LAYS I A

Schedule of Project Implementation

First Year Second Year Third Year Fourth Yer Fifth Year

NProJet Item -2 -1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

Educational Developent .st 'Educational Television

Appointment of Consultants - Design x x X

Construction Drawings xx x x x x

Supervision X XXXXXXXX XXXXXXXXx

Contract Preparation, Tender & Award 0 0 0 0 0 0

Construction XXXXXXXXXXXXXXXXXx

Defects, Liability Period (construction) XXXXXXXXXXXX

Master Lists, Furniture & Equipment 0 0 0Tender & Contract Award 0 0 0

Equipment & Furniture Procurement x x x X X X X x x XX

Guarantee Period (Furniture & Equipment) XX X x x X X x x x x x K x x x x XX

2a Vocational SchoolsKlang, Kluang, Talping. Tawau

Construction Drawings (PWD) 0 0 0 0 0 0

Supervision (PWD) 000000000000000000

Contract Preparation, Tender & Award (ID) 0 0 0Construction X X XXXXXXXX xx XXxX

Defects, Liability Period (Construction) xxxxxxxxxxxxMaster List , Furniture & Equipment 0 0 0 0 0 0

Tender & Contract Award O 0 0Equipment & Furniture Procurement XXXxXXXXX

Guarantee Period (Furniture & Equipment) xxxxxxxxxxxx

2b Vocational & Technical SchoolsKuala Trenganu, Temerlah, Miri, Sibu

Site Selection & Acquisition 0 0 0 0 0 0 0 0 0 0 0 0Construction Drawings (PWD) 0 0 0 0 0 0

Supervision (PWD) 00000000000 0 0 00000Contract Preparation, Tender & Award (PD) 0 0 0Construction XXXXXXXX XXXX XXXXDefects, Liability Period (Construction) XX X X XXXXxMaster Lists, Furniture & Equipment 0 0 0 0 0 0Tender & Contract Award 0 0 0Equipment & Furniture Procurement x xx x xxxxxGuarantee Period (Furniture & Equipment) XXXX K XXXXxxx

3a University of Penang - Phase IMaster Plan, Schools of Science

Master Plan XXXXX XXx

Site Development XX XXXXX XXXDesign Drawings x X x X xConstruction Drawings x K x x x xSupervision (Consultants) XXXXXXXXXXXXXXXXXXXXXXX XXKContract Preparation, Tender & Award 0 0 0 0 0 0Construction xXXXXXXXXXXX XXXXXXXXXXX XXxDefects, Liability Period (Construction) KX XX X XXXXMaster Lists, Furniture & Equipment 0 0 0 0 0 0 0 0 0 0 0 0TenderA Contract Award 0 0 0 0 0 0Equipment & Furniture Procurement XXXXXXXXXXXXGuarantee Period (Furniture & Equipment) XXXXXXXXXXXx

3b University of Penang - Phase IILibrary. Auditorium Hostels

Design Drawings XXXXXXConstruction'<Drawings XXXXXXSupervision (Consultants) XXXXXXxKXXXXXxKXXXXXXxContract Preparation, Tender & Award 0 0 0 0 0 0Construction xxx xxxxxxxxxxxxxxxxxDefects, Liability Period (Construction) XXXXXXXXXXxMauter Lists, Furniture & Equipment 0 0 0 0 0 0 0 0 0Tender & Contract Award 0 0 0 0 0 0Equipment & Furniture Procurement XXXKXXGuarantee Period (Furniture & Equipment) XXXXXXXXXXX

* - Date of EffectivenessX - Items financed under the project0 - Items not financed under the project

November, 1971

BRAZIL EDUCATION PROJECTIMPLEMENTATION -EXPENDITURES -DISBURSEMENTS

SIGNING DATE CLOSING DATE

ACTIVITY YEAR_YEAR I YEAR 2 YEAR 3 YEAR 4 YEAR 5

QUARTER I 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18

SURVEY AND PREPARATION OF SITES 2 20.96

19.06

ADMINISTRATION ANDTECHNICAL ASSISTANCE

PROGRAMMING AND ARCHITECTS' BRIEFS 15.75

PRELIMINARY DESIGN 13.86

CUMULATIVE EXPENDITURESDESIGN DEVELOPMENT

11.04 (IN MILLIONS OF DOLLARS

EQUIVALENT)

PREPARATION OF FURNITUREAND EQUIPMENT LISTS

8.26 8.388 9 9 8.00 B

WORKING DRAWINGS 7.06AND CONSTRUCTION DOCUMENTS

6.30

5.05.55 ~ -FURNITURE AND EQUIPMENT 5.40 CUMULATIVE DISBURSEMENTSBID DOCUMENTS 4,42 L (IN MILLIONS OF DOLLMS4.10 EQUIVALENT)

3.29.TENDERS AND AWARD CONTRACTS __

__ 1-21.1 7 -4- E A L I

CONSTRUCTION, FURNISHING 0.16 1. 4 1 FE AND LIABILITYAND EQUIPPING 0.16 0.36lmn an.u

0.06

IBRD - 5384(2R)

TRINIDAD & TOBAGO - PROJELEMENTATION AND EXPENDITURE SCHEDULE

(US$ MILLIONS)

YEARS 1 2 34 5 6IMPLEMENTATION SCHEDULE

QUARTERS 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

CONSTRUCTION US$ Millions

Junior Secondary Schools 3.85Phase 1 (#104 & 121) : #** ** *+$ $-X XXX XXX XXX XXX XXV VVV VW VVV VVPhase II (#103, 110 & 123) ::: ##* we -+ +$ == xxx -X XXX XXX XXV VVV VV VWV VVPhase IV (#113) ::: # * *+ + -$ X XXX XXX XXX XX V VWV VV

Jr/Sr. Secondary Schools 2.03Phase IV (#501, 502, 503 & 504) : :# *** +9 .. X XXX X XX XXX = 0 Xit XXV VVV VV

Senior Comprehensive Schools 2.88Phase III (#203, 2Q6 & 209) $## ** **+ s== xxx XXX XXX XXX XXX VVV WV VV Vw

Teacher Training College 0.36Phase 1 (#401) ::m *** *+$ $=X XXX XXX XXX XXX XXV WV VW VVV VV

Technical Institute 1.20Phase II (#601) :*:+$ $=x XXX XXX XXX XXX XXX XXV VVV WV WVV VV

Farmer Training Center 0.10Phase I (#801) ::: 9** *+$ $=X XXX XXX XXV VW VVV VVV Vv

Total 10.42

TECHNICAL ASSISTANCE 2t

Specialist (219 man months) - - 18 18 8 8 8 9 3 3 3 3 10 10 10 12 15 15 15 15 9 9 9 9Fellowships (126 man months) - - 15 15 3 3 3 3 6 6 6 6 9 9 9 9 6 6 6 6 - - - -

EXPENDITURE SCHEDULE

Construction 10.42 - - 0.02 0.19 0.28 0.40 0.40 0.67 0.50 0.72 1.03 1.12 0.94 0.72 0.92 0.46 0.53 0.56 0.44 0.46 0.01 0.05

Furniture 0.82 --.- 0.01 - 0.07 0.06 - - 0.08 0.08 0.10 0.07 0.08 0.07 - - 0.15 0.05 - - -

Equipment 1.86 - 0.04 0.03 - 0.02 - 0.13 0.12 - - 0.23 0.23 0.24 0.15 0.15 0.15 - - 0.27 0.10 - - -

Professional Services 1.04 - 0.01 0.02 0.03 0.06 0.03 0.05 0.07 0.07 0.06 0.04 0.07 0.09 0.10 0.08 0.07 0.03 0.05 0.02 0.02 0.01 0.04 0.01 0.01

Technical Assistance 0.70 - - 0.06 0.06 0.02 0.03 0.02 0.03 0.01 0.01 0.01 0.02 0.03 0.03 0.04 0.04 0.04 0.05 0.04 0.05 0.02 0.03 0.03 0.03

Sub-Total 14.84 - 0.01 0.12 0.12 0.10 0.28 0.35 0.70 0.66 0.74 0.55 1.12 1,46 1.59 1.28 1.06 1.21 0.56 0.59 1.05 0.62 0.53 0.05 0.09Unallocated 4.89 0.02 0.02 0.02 0.02 0.02 0.03 0.05 0.03 0.03 0.04 0.05 0.06 0.07 0.08 0.09 Q.10. 0.2q 9.66 0.69 0.69 0.69 0.61 0.64

PROJECT TOTAL 19.73 - 0.03 0.14 0.14 0.12 0.30 0.35 0.73 0.68 0.77 0.59 1.17 1.52 1.66 1.36 1.15 1.31 0.76 1.2: 1.74 1.31 1.22 0.66 0.73

PROJECT TOTAL (ROUNDED) 19.7 - 0.03 0,13 0.14 0,12 0.30 0.35 0.73 0.69 0.75 0.59 1.17 1.52 1.66 1.36 1.15 1.31 0.76 1.25 1.74 1.31 1.22 0.66 0.73

LOCAL FINANCING 2 10.3 - 0.01 0.06 0.07 0.06 0.16 0.20 0.40 0.38 0.40 0.31 0.64 0.82 0.90 0.72 0.60 0.70 0.3) 0.65 0.93 0. M 0.62 0.29 0.32

IBRD FINANCING (47%,) 9.3 0.02 0.06 0.06 0.06 0.13 0.18 0.32 0.31 0.34 0.28 0.51 0.70 0.75 0.64 0.54 0.60 0.38 060 0.81 0.63 0.60 0.37 0.41

1/ Implementation starts at date of effectiveness.2/ Includes technical assistance to be provided by CIDA (US$0.20 million), of which US$0.16 million represents the estimated foreign exchange component.

This accounts for the difference between the total foreign exchange cost of the project and the proposed Bank Loan.3/ Contingencies includes interest during construction.

LEGEND:

Selection and appointment of consultants $ Tendering of bids# Survey of sites = Review of bids and award of contracts* Design and construction document phase X Construction phase+ Review of design and construction documents V Guarantee phase

THAILAND-THIRD EDUCATION PROJECTIMPLEMENTATION,EXPENDITURE AND DISBURSMENT SCHEDULE

1973 1974 1975 1976 1977 1978IMPLEMENTATION CHART 1234 56788 9I 10 1 1 1 3 1 I4 1 51 6 7 8 1 1 11 1

1. Establishment of Project Units

I. Teacher Training Colleges

- Architectural Design & Const. Documents---

- Construction Tender & Contract Award- -

- Construction Date of Credit Ag ement

- Equipment & Furniture Master Lists- -- ---- ls INEMil EI

- Equipment & Furniture Tender & Award. 1-Equipment & FurniturcProcurement. - - - --- --------- Guarantee Perio

In M ill WWills IN .m ll IIll. Curriculum Development Center

- Architectural Design & Const. Documents - - -.-.-.-.-

- Construction Tender & Contract Award- .M

-Const rutttnW. I De Labilitt d

- Equipment & Furniture Master Lists-. -- 0- Equipment & Furniture Tender & Award - - - - .

- Equipment & Furniture Procurement - - Guarntee priod

IV. Secondary Schools

A. Phase 1 - Schools Dl, D2, D3, D4, D5,

DS, El and E2

- Architectural Design & Const. Documents--.

- Construction Tender & Contract Award - -

- Construc tieects Liability Per d

- Equipment & Furniture Master Lists.- --,mMEm.N.MINI

- Equipment & Furniture Tender & Awardn

- Equipment & Furniture Procurement. - - - - - E Guarantee Period

B. Phase 2 - Schools: D7, D8, D9, D10,Dl. D12, D13 & E3

- Construction Tender & Contract Award ....... ..

- Constructiontin- - - - - - - - Delects Liability Period

- Equipment& Furniture Master Listns11.,..,ilIIl..,.I

- Equipment & Furniture Tender & Award, _ _ _ - -1

- Equipment & Furniture ProcUrement.-.- - - - - - - - - - - Guarantee Period

C. Phase 3 - Schools: D14, D15, 016, D17,

D18, E4, E5 & E6

- Architectural Design & Const. Documents.

-Construction Tender & Contract Award.- ;

-Construction aaa gDlecs Liability Period

- Equipment & Furniture Mater Lists. -- i l

-Equipment & Furniture Tender & AwardPerio- Equipment & Furniture Procurement. . . Award -l Guara--H--e Priod

D.Phase4-Schools:Di1,D20,D21, E7,E8,

Il fl- -- - --- -I N il m' o r

- Equipment & Furniture Procurement ~~.---,------ I- e"ca

D. Phase 4 - Schools: 019, D20, D2, E7, E8, 2 1 M E s EF9, E10, & El1

- Architectural Design & Const. Documents_ 0 u

- Construction Tender & Contract Award..-- . O E

- Construction, M Deects Liability Period- Equipment & Furniture Master Lists - - - - -

- Equipment & Furniture Tender & Award III!- Equipment & Furniture Procurement - -

Guarantee eriodV. Songkhla University

- Architectural Design & Const. Documents -- I W N- Construction Tender & Contract Award,- -

- Construction Delects Labil ty eriod

- Equipment & Furniture Master Lists

- Equipment & Furniture Tender & Award- I .- Equipment Furniture Procuremont

arr mm a muarantee eriod

T- 7 74 -- IBM I [a ElmK

TIMING OF TECHNICAL ASSISTANCEAND CONSULTANCY SERVICES

. Technical Assistance

A Specialists Services 161.5 MY)

- Project Unit Support (3 MY) - - - - - - -

-Ed. Radio & TV (5.6 MY) .......

-TeacherTraining 120 MY).

- Curriculum Development (10.5MY)------ -- L J-

- Rural Secondary Ed. (6 MY) - - - - - - - - - - - - - - - - -

-Songklha University 116.5)

B. Fellowships 1184 MY)

- Ed. Radio & TV 15 MY).- - - - - -

- Teacher Training (80 MY)---.T 4 1 L-- IIIII I 1 'I I I Il- Curriculum Development 25MYL- - - - ... .t..

- Rural Secondary Ed. (44 MYL-.-. - -.-.-.-.-.- - - -v- -

-Songkhla University (30 MY)- - - - - -,- - -.-.- -I-

II. Consultant Architect Services --------- 7(Songkhla University) . _ I _ 77 77

Dlate of Credit Agreement

ESTIMATED QUARTERLY EXPENDITURES 1973 1974 1975 1976 1977 1978& DISBURSEMENT [in '000 US Dollars) lst Q 2nd Q 3rd Q 4th 0 1st Q 2nd Q 3rd 0 4thQ I t 2ndQ [ 3rdQ 4th Q 1At Q 2nd Q 3rd Q 4th Q 1st Q 2nd 0 3rd Q 4th 0 1st 2ndQ 3rd 0 4 -TOTAL

Expenditare - - 33.6 205.5 1,433.6 2,767.0 4,336.8 4,453.0 4,875.3 4,997.5 4,940.6 3,805.0 2,051.9 1,448.5 1,330.8 1,028.9 851.0 310.7 73.2 42.2 32.6 - - 39,000.0QUARTERLY TOTALS Disbursement - - 23.2 169.7 790.2 1.352,6 2,124.4 2,202.3 2,443.6 1 2420 2.6.9 1,907.6 1,051.8 766.3 680.3 517.6 418.5 179.8 41.2 24.9 18.1 - 19,500.0CUMULATIVExpenditure - - 33.6 23.1 1,6727 4,439.7 8,776.5 13,229.5 18,086.8 23,084.3 28,025.2 31,830.2 33,882.1 35,330.6 36,661.4 37,690.3 38,541.3 38,852.0 38,925.2 38,967.4 39,000.0 39,000.0 - - 29,000.0

Disbursementsb-s.22.2 191.9 982A1 2,334.7 4,459.1 6,661.4 9,105.0 11,527.0 13,893.9 15,801.5 16,853.3 17,619.6 18,299.9 18,817.5 19,236.0 19.415.8 19,457.0 19,481.9 19,500.0 -January 1973

Wold nark - 7402

SINGAPORE - UNIVERSITY OF SINGAP(

IMPLEMENTATION, EXPENDITURE AND DISBI

IMPLEMENTATION CHART 1971 1972 19737 8 910 1112 13 4 5 6 7 8 9 10 1112 1 2 3 4 5 6 7 8 9 10 11121 2

CAMPUS MASTER PLAN - ADJUSTMENTS DATE OF LOANAGREEMENT

PHASE 11 ARCHITECTURAL DESIGN

PHASE 11 CONSTRUCTION DRAWINGS

PHASE 11 CONSTRUCTION TENDER &CONTRACT AWARD

PHASE11 CONSTRUCTION

PHASE 22 ARCHITECTURAL DESIGN

PHASE 22 CONSTRUCTION DRAWINGS

PHASE 22 CONSTRUCTION TENDER &CONTRACT AWARD

PHASE 22 CONSTRUCTION

EQUIPMENT & FURNITURE MASTER LISTS

EQUIPMENT & FURNITURE TENDER &CONTRACT AWARD

EQUIPMENT & FURNITURE PROCUREMENT

lFirst Phase construction comprises theFaculty of Engineering., Faculty of Architectureand Central Lectura Premises.

2Second Phase construction comprises School ofAccountancy & Business Administration, Administrativeand Communal Premises and Residential Premises.

TIMING OFTECHNICAL ASSISTANCE

& CONSULTANCY SERVICESA. T HNICAL ASSISTANCE

-PROJECT IMPLEMENTATION SUPPORT (4 MY) -,2.5MY

(CAMPUS PLAN/ARCH. DESIGN CO-ORDINATION)

-UNIVERSITY OPERATIONS SUPPORT (2MY) 1 MY

TEACHING AIDS

B. CONSULTANCY SERVICES(SPECIALIZED ENGINEERING FIELDS) DATE OF LOAN

AGREEMENT

ESTIMATED QUARTERLYEXPENDITURE & DISBURSEMENT 1971 1972 1973

(in '000 of U.S. Dollars) 3rd Q 4th Q 1st Q 2nd Q 3rd 0 4th 0 1st 0 2nd 0 3rd 0 4th 0 1st

QUARTERLY TOTALS Expenditure - - - - 66.5 66.6 765 76.5 483.8 881.3 1,2E

Disbursement - - - - - 181 18.1 25.0 25.0 192.6 3

Expenditure - - - - 66.5 133.1 209.6 286.1 769.9 1,651.2 2,93CUMULATIVE TOTALS Disbursement - - - - - 18.1 36.2 61.2 862 278.8 63

ANNEX 4-A- (v)

INGAPORE PROJECT

DISBURSEMENT SCHEDULE

1974 1975 1976 197711 12 1 2 3 4 5 6 7 8 9 1011 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6

Defects Liability Period

fe s Liability Period

Guarantee Period

1.5 My

1 MY

1974 1975 1976 1977 TOTALS

hQ Ist Q 2nd Q 3rd Q 4th 0 lst 0 2nd Q 3rd Q 4th 0 ist Q 2nd Q 3rd Q 4th 0 ist Q ?nd Q

1.3 1,2&0.5 1,687.9 2,056.3 2,438.6 2,589.0 2,706.7 2579.2 1222.0 583.8 489.0 389.9 325.9 - - 20,000.02,6 353.6 723.3 852.3 891.2 1,195.0 1,267.0 1374.6 1260.1 503.3 279.1 201.2 186.3 134.2 - 9,500.0

12 2,931,7 4,619.6 6,675.9 9,114.5 11,703.5 14,410.2 16,989.4 18,211.4 18,795.2 19,284.2 19,674.1 20,000.0 2,000.0 20,000.08.8 632.4 1,3E5.7 2,208.0 3,099.2 4,294.2 5,561.2 6,935.8 8,195.9 8,699.2 8,978.3 9,179.5 9,365.8 9,500.0 9,500.0

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5.00

TECHNICAL

ASSISTANCE

No. 5.00Page 1

5.00 TECHNICAL ASSISTANCE

Objectives

5.01 The main objective of the Bank/IDA in providing technical assistance (forspecialists' services and fellowships for staff training) is the continuing cooperativestrengthening of the human resources and decision making processes in the educationsectors of member countries. The needs for this type of assistance will vary from countryto country and from project to project. However, the areas in which guidance and thetraining of local staff are required and the scale of the efforts needed would normally beideidfied by the time the project is appraised.

5.02 The implementation of technical assi,stance components should be seen as an in-tegral part of the implementation of a project as a whole. Project scheduling should providefor the necessary coordination of specialists' services and of staff training with the execu-tion of physical facilities (as shown in the sample network analysis diagram provided in theAnnexes to Section 4.00).

5.03 There may be cases where a technical assistance component essential to the suc-cess of a Bank/IDA project may be obtainable by way of a grant from another agency andwhere a borrower may so prefer to obtain it. Since it is often important in such circum-stances for the Bank/IDA to know the attitude of the agency and its capacity to supply theinput in question, the Borrower should advise the Bank/IDA as early as possible.of anysuch intentions for obtaining technical assistance.

Specialists' Services

5.04 * The recruitment of specialists should generally be initiated as soon as possible.An early start on the process is particularly important where any specialists may be re-quired for the management of the project or for carrying out key tasks on whose ac-complishment other project implementation activities depend (e.g. curriculum develop-ment, as it may affect final determination of the accommodation needs of project institu-tions).

5.05 For the purpose of seeking proposals, draft terms of reference for specialists' postsshould first be prepared and cleared with the Bank/IDA. Sample job descriptions forspecialists' posts are attached as Annexes to this Section of the Handbook.

5.06 On the bases of agreed terms of reference, the Borrower should then issue invita-tions to a number of agencies or organizations-as soon as possible after project appraisaland before loan/credit negotiations- to submit proposals for the performance of varioustechnical assistance tasks. This procedure may be particularly useful where a composite orteam approach is needed, and potential suppliers may need time to consider alternative ap-proaches to the phasing.of implementation to earmark possible staff and to prepare ar-rangements for the management of the team. While the terms of reference should definethe tasks clearly, the possibilities for alternative proposals may be left open for considera-tion.

5.07 Care should be taken by the Borrower to ensure that:

a. the selection of agencies and organizations-or individuals-invited to makeproposals;

b. the subsequent analysis and comparison of proposals; and

c. the eventual selection of specialists

No. 5.00Page 2

are consistent with the procedures set out in the booklet, "Uses of Consultants by theWorld Bank and its Borrowers" (Annex 9-A).

5.08 The names and particulars of the agencies, organizations or individuals underconsideration by the Borrower for the provision of specialists' services should be clearedwith the Bank/IDA (as normally required under the terms of loan/credit agreements)before the specialists, or teams of specialists, to be engaged are selected.

5.09 The terms and conditions under which the Borrower intends to employ specialistsshould similarly be cleared with the Bank/IDA before contracts are signed (as also nor-mally required under the terms of loan/credit agreements).

Staff Training- Fellowship Program

5.10 Where provision is included in a project for training or development of a bor-rower's staff by means of a fellowship-or other training program, the program should beworked out as soon as possible and discussed with the iank/IDA, including such aspectsas the planned phasing of fellowships, the selection of areas of training, or courses, and theinstitutions offering them (as may be required under the terms of the Loan/CreditAgree-ment).

5.11 The identification of suitable candidates for fellowship awards should be under-taken in good time for enrollment in requisite courses, in accordance with the phasing offellowships agreed with the Bank/IDA. On occasion it may be necessary to allow time forclearance of the candidates with the Bank/IDA before forwarding their applications to theinstitutions chosen. Most universities and other training institutions require applicationsto be submitted about one year in advance.

5.12 The placing and utilization of the graduates of the program should be determinedwell in advance of the completion of their training.

Annex 5-A

Sample Job Description Page 1EDUCATIONAL PLANNER

1. Title of Post: Educational Planner.2. Location: (City, Country), with occasional travel if required.3. Background:

TheGovernm entof ........................................................................ concluded a credit agree-ment with the International Bank for Reconstruction and Development/International De-velopment Association for US$............................. million in support of a multipurpose educa-tion project. The purpose of this project would be to strengthen manpower and educa-tional planning (e.g. including planning of higher education and the construction of newinstitutions in accordance with identified priority needs). In particular the project wouldhelp finance, e.g.:

(a) Construction and equipment for two multilateral high schools and a college of ag-riculture and forestry.

(b) Extension of an elementary teacher training institute, including construction of ademonstration school.

(c) Equipment for science and technical teacher training.

(d) Specialist services and fellowships.

The specialist services foreseen under the technical assistance component (man/years) willbe included in the following groups, e.g.:

(a) Project Implementation Unit: will be established within the (e.g. Ministry ofEducation) under a full-time Project Director who will have the necessary powersfor the execution of the project and will be responsible to the Minister of Educa-tion.

(b) Education planning unit.

(c) Manpower planning unit.

(d) Technical teacher training.

(e) Secondary education.

(1) University planning unit.

The Education Planning Unit

The Education Planning Unit will assist (e.g. the Bureau of Planning and Re-search of the Department of Education) and will work closely with (e.g. the Department ofPlanning and Economic Affairs). It will improve the collection and assembly of data on theexisting school system, formulate plans for better use of existing educational facilities andfor additional facilities required in the future; draw up a comprehensive program for (e.g.technical and agricultural education) in cooperation with local counterparts and specialistsserving under technical assistance programs; and draft a long-term plan for the educationsystem laying particular emphasis on economic utilization of existing facilities and qualita-tive improvements. This unit will include, on a full-time basis, specialists to serve as e.g. (a)Education planner (chief of the unit); (b) Education statistician/demographer; (c) Econo-mist and (d) Educational building specialist (architect).

4. Functions of the Educational Planner:

Under the authority of' the Director of the Project Implementation unit, theEducational Planner, working as the chief of the Education Planning Unit, will provide ex-pert services, advice and training in his field for (e.g. the Bureau of Planning and Researchin the Ministry of Education). He will be associated with the staff of the Bureau and work

Annex 5-APage 2

in cooperation with the Ministry of Planning and Economic Affairs. More specifically theincumbent shall:

(a) Coordinate and give all due emphasis to activities of the Planning Unit whose ob-jectives are to support or supplement the various aspects of the entire project fi-nanced by the Credit Agreement between the IBRD/IDA and the Governmento f ........................................................................ ;

(b) Provide advice and leadership in planning for organizational and administrativechanges which may be required for the success of programs and projects to reacheducational objectives and assist at the request of the Ministry of Education in theimplementation of such changes;

(c) Advise on and assist with the preparation of new or revised long, intermediateand short range plans following guidelines established by Government and otherswho may be providing financing;

(d) Advise the heads of the various Bureaus of the Ministy, on request, on moderntechniques of educational planning;

(e) Advise on the integration into overall educational planning of existing and pro-posed educational development projects;

(f) Assist in the improvement and use of educational statistics in planning and ad-ministrative decision making;

(g) Advise and assist in planning and establishing systems for educational manage-ment, including especially continuous quantitative and qualitative evaluation ofthe progress of programs and projects;

(h) Advise and assist in systematically planning for and implementing formal and in-formal in-service training as may be needed for associated personnel;

(i) Promote effective liaison between the Planning Unit and (1) other units withinthe Education Ministry; (2) other Education institutions; (3) the appropriate unitsof the Ministry of Planning and Economic Affairs, and (4) the multilateral andbilateral assistance granting organizations;

(j) Participate in the recruitment, selection and training of local counterpart staff forthe Planning Unit who shall receive fellowships for special training abroad;

(k) Report periodically, as may be required by the Director of the Project Implemen-tation Unit regarding (1) programs and objectives of the Educational PlanningUnit and (2) identifying problems and supplying other information that may bereasonably requested;

(1) Perform such other functions within his professional competence as may bespecifically requested by the Minister of Education.

5. Qualifications:

(a) University degree in a field of specialization directly related to the specific dutiesidentified above.

(b) At least five years professional experience in educational planning activities.

(c) Field experience in the various aspects of rendering technical assistance suc-cessfully under the conditions which typically affect this position.

6. Language qualifications: (e.g. thorough knowledge of English).

7. Duration of appointment: (e.g. two years, as from December 1, 1972, with thepossibility of extension).

8. International Salary and Allowances: (e.g. P.5 level).

Annex 5-BPage 1

Sample Job DescriptionEDUCATIONAL ECONOMIST

1. Title of Post: Educational Economist.

2. Location: (City, Country), with occasional travel if required.

3. Background:

TheG overnm entof ........................................................................ concluded a credit agree-ment with the International Bank for Reconstruction and Development/International De-velopment Association for US$............................. million in support of a multipurpose educa-tion project. The purpose of this project would be to strengthen manpower and educa-tional planning (e.g. including planning of higher education and the construction of newinstitutions) in accordance with identified priority needs. In particular the project wouldhelp finance, e.g.:

(a) Construction and equipment for two multilateral high schools and a college of ag-riculture and forestry.

(b) Extension of an elementary teacher training institute, including construction of ademonstration school.

(c) Equipment for science and technical teacher training.

(d) Specialist services and fellowships.

The specialist services foreseen under the technical assistance component (man/years) willbe included in the following groups, e.g.:

(a) Project Implementation Unit: will be established within the (e.g. Ministry ofEducation) under a full-time Project Director who will have the necessary powersfor the execution of the project and will be responsible to the Minister of Educa-tion. He will act as chief of the group of specialists contracted under the technicalassistance provided by the project.

(b) Education planning unit.

(c) Manpower planning unit.

(d) Technical teacher training.

(e) Secondary education.

(f) University planning unit.

The Education Planning Unit

The Education Planning Unit will assist (e.g. the Bureau of Planning and Re-search of the Department of Education) and will work closely with (e.g. the Department ofPlanning and Economic Affairs). It will improve the collection and assembly of data on theexisting school system, formulate plans for better use of existing educational facilities andfor additional facilities required in the future; draw up a comprehensive program for (e.g.technical and agricultural education) in cooperation with local counterparts and specialistsserving under technical assistance programs; and draft a long-term plan for the educationsystem laying particular emphasis on economic utilization of existing facilities and qualita-tive improvements. This unit will include, on a full-time basis, specialists to serve as e.g. (a)Education planner (chief of the unit); (b) Education statistician/demographer; (c) Econo-mist and (d) Educational building specialist (architect).

Annex 5-BPage 2

4. Functions of the Economist:

Under the general direction of (e.g. the Chief of the Educational Planning Unit),the incumbent will provide expert services, advice and training in his field for (e.g. theBureau of Planning and Research in the Ministry of Education). He will be associatedespecially with the officials of the Bureau concerned with economic analysis, planning andprogramming and budget review, More specifically the incumbent shall:

(a) Assist with the study of financial resources for educational purposes in presentand future, with the objective of proposing alternative strategies for allocations;

(b) Assist in establishing or improving strategies for optimum resources allocation, fi-nancing education and assessment of requirements related to county and nationaleconor-;c development to be applied by the Bureau on a continuing basis;

(c) Assist in the study of the cost/effectiveness or benefit implications of existing and

proposed educational development projects and activities, with the objective ofestablishing procedures for continuing studies as well as securing essential infor-mation;

(d) 'Assist with the study of the demands of the economy on the educational system,in the light of manpower studies, for short and long-term planning purposes;

(e) Systematically plan and provide for informal and formal in-service training asmay be needed for associated personnel;

(f) Establish and maintain contacts with other economists, especially those in (e.g.the Ministry of Planning and Economic Affairs), to facilitate and encouragecooperative work and collaboration with the staff of the Bureau who have relatedduties;

(g) Assist others who may be designated by the Minister, with professional advice orassistance within the field of his competence.

5. Qualifications:

(a) University degree or equivalent in economics, with specialist training in the fi-nancing of education.

(b) Field experience or other relevant practice pertinent to:

(i) the specific duties identified above

(ii) the various aspects of rendering technical assistance successfully under theconditions which affect this position.

6. Language qualifications: (e.g. thorough knowledge of English).

7. Duration of appointment: (e.g. 1 year as from October 1973).

8. International Salary and Allowances: (e.g. P.4/P.5 depending on backgroundand experiencep.

Annex 5-CPage 1

Sample Job DescriptionEDUCATIONAL STATISTICIAN/DEMOGRAPHER

1. Title of Post: Educational Statistician with specialization in Demography.

2. Location: (City, Country), with occasional travel within the country, if required.

3. Background:

The G overnm ent of ........................................................................ concluded a credit agree-ment with the International Bank for Reconstruction and Development/International De-velopment Association for US$............................. million in support of a multipurpose educa-

-tion project. The purpose of this project would be to strengthen manpower and educa-tional planning (e.g. including planning of higher education and the construction of newinstitutions in accordance with identified priority needs). In particular the project wouldhelp finance, e.g.:

(a) .Construction and equipment for two multilateral high schools and a college of ag-riculture and forestry.

(b) Extension of an elementary teacher training institute, including construction of ademonstration school.

(c) Equipment for science and technical teacher training.

(d) Specialist services and fellowships.

The specialist services foreseen under the technical assistance component (man/years) willbe included in the following groups, e.g.:

(a) Project Implementation Unit: will be established within the (e.g. Ministry ofEducation) under a full-time Project Director who will have the necessary powersfor the execution of the project and will be responsible to the Minister of Educa-tion. He will act as chief of the group of specialists contracted under the technicalassistance provided by the project.

(b) Education planning unit.

(c) Manpower planning unit.

(d) Technical teacher training.

(e) Secondary education.

(f) University planning unit.

The Education Planning Unit

The Education Planning Unit will assist. (e.g. the Bureau of Planning and Re-search of the Department of Education) and will work closely with (e.g. the Department ofPlanning and Economic Affairs). It will improve the collection and assembly of data on theexisting school system, formulate plans for better use of existing educational facilities andfor additional facilities required in the future; draw up a comprehensive program for (e.g.technical and agricultural education) in cooperation with local counterparts and specialistsserving under technical assistance programs; and draft a long-term plan for the educationsystem laying particular emphasis on economic utilization of existing facilities and qualita-tive improvements. This unit will include, on a full-time basis, specialists to serve as e.g. (a)Education.planner (chief of the unit); (b) Education statistician/demographer; (c) Econo-mist and (d) Educational building specialist (architect).

Annex 5-CPage 2

4. Functions of the Educational Statistician:

The Educational Statistician, under the general direction of tHe Chief of theEducational Planning Unit will provide expert services, advice and training in his field forthe Bureau of Planning and Research in the Ministry of Education. He will be associatedespecially with (e.g. the Director of Statistics and the staff of the Division of Personnel). Hewill be mainly concerned with:

(a) implementing proposals for reorganizing the collection of data for educationalstatistics; in expediting the receipt of data and in increasing the scope of data col-lected, at county and national level.

(b) analyzing and interpreting demographic data as related to the field of education, inclose cooperation with other statisticians and demographers, especially those in(e.g. the Ministry of Planning and Economic Affairs).

(c) improving the system for the analysis and presentation of educational statisticsfor purposes of planning.

(d) assisting in the preparation of needed projections of future demands for educa-tional services and growth patterns, based on alternative strategies for short andlong range planning.

(e) training local personnel in all aspects of the work of educational statistics, includ-ing the selection of candidates for special training under the project and otherfellowships for positions in this field.

(0 perform other functions within his professional competence as may bespecifically requested and provide professional advice or assistance within hisfield of competence.

5. Qualifications:

(a) University degree including statistics, preferably in the field of social sciences;

(b) Administrative or supervisory experience in the collection of statistics (preferablyeducation) at State or Federal level and preferably in developing countries;

(c) Some working knowledge of demography;

(d) Experience in working with educational planners and designing national plans,

particularly in developing countries, would be useful.

6. Language qualifications: (e.g. thorough knowledge of English).

7. Duration of appointment: (e.g. 2 years as from January 1973).

8. International Salary and Allowances: (e.g. P.4/P.5 level depending on experi-ence).

Annex 5-DPage 1

Sample Job DescriptionEDUCATIONAL BUILDING SPECIALIST

1. Title of Post: Educational building specialist (planning and.norms architect).

2. Location: (City, Country), with travel within the country.

3. Background:

The G overnm ent of ....... ................................................................ concluded a credit agree-ment with the International Bank for Reconstruction and Development/International De-velopment Association for US$............................. million in support of a multipurpose educa-tion project. The purpose of this project would be to (e.g. strengthen manpower and educa-tional planning, including planning of higher education) and the construction of new in-stitutions in accordance with identified priority needs). In particular the project would helpfinance, e.g.:

(a) construction and equipment for two multilateral high schools and a college of ag-riculture and forestry;

(b) extension of an elementary teacher training institute, including construction of ademonstration school;

(c) equipment for science and technical teacher training;

(d) specialist services and fellowships.

The specialist services foreseen under the technical assistance component (man/years) willbe included in the following groups, e.g.:

(a) Project Implementation Unit: will be established within the (e.g. Ministry ofEducation) under a full-time Project Director who will have the necessary powersfor the execution of the project and will be responsible to the Minister of Educa-tion. He will act as chief of the group of specialists contracted under the technicalassistance provided by the project.

(b) Education planning unit;

(c) Manpower planning unit;

(d) Technical teacher training;

(e) Secondary education;

(f) University planning unit.

The Education Planning Unit

The Education Planning Unit will assist (e.g. the Bureau of Planning and Re-search of the Department of Education) and will work closely with (e.g. the Department ofPlanning and Economic Affairs). It will improve the collection and assembly of data on theexisting school system, formulate plans for better use of existing educational facilities andfor additional facilities required in the future; draw up a comprehensive program for (e.g.technical and agricultural education) in cooperation with local counterparts and specialistsserving under technical assistance programs; and draft a long-term plan for the educationsystem laying particular emphasis on economic utilization of existing facilities and qualita-tive improvements. This unit will include, on a full-time basis, specialists to serve as e.g. (a)Education planner (chief of the unit); (b) Education statistician/demographer; (c) Econo-mist and (d) Educational building specialist (architect).

Annex 5-DPage 2

4. Functions:

The architect will provide expert services, advice and training for the (e.g. Bureauof Planning and Research in the Ministry of Education). He will carry out his duties underthe general direction of the Unit chief, and in relation with the other members of theUnit; he will be associated especially with the officials of the Bureau concerned with plan-ning for school buildings. His specific duties and responsibilities will include:

(a) assistance for carrying out the inventory of the capacity, utilization and quality ofthe country's existing educational buildings;

(b) the establishment or improvement of standards, norms, design guidelines, build-ing costs, furniture specifications etc. for educational buildings in consultationwith (e.g. Ministry of Works and other national or industrial agencies associatedwith educational buildings);

(c) develop and evaluate prototype buildings;

(d) assist in the preparation of alternative strategies for short and long-term planningof educational facilities including site selection, construction, equipping, furnish-ing, remodelling and maintenance;

(e) assist with giving technical and architectural advice to the architectural consul-tants who will have a part in approved construction projects to ensure that briefsare fully understood and the projects are carried out in accordance with briefs;

(f) on request, check architectural drawings to see that the space provisions andeducational specifications are integrated correctly;

(g) on request, participate in inspections to ensure that architectural consultants andcontractors are meeting performance standards;

(h) systematically plan and provide for informal and formal in-service training as maybe needed for associated local personnel;

(i) establish and maintain liaison with the architects in (e.g. Project ImplementationUnit, the Ministry of Public Works), and others who may be directly associatedwith educational buildings, in order to promote achievement of program goals;

(j) assist others whom the Minister may designate with professional or technical ad-vice or assistance within his field of competence.

5. Qualifications:

(a) degree in architecture or other qualification giving full professional recognition;

(b) a minimum of 5 years of professional experience in research and planning ofeducational buildings;

(c) experience of work in tropical countries;

(d) ability to take part in team work.

6. Language qualifications: (e.g. thorough knowledge of English).

7. Duration of appointment: (e.g. 1 year as from July 1, 1973).

8. International Salary and allowances: (e.g. P.5 level).

Annex 5-EPage 1

Sample Job DescriptionEDUCATIONAL ADMINISTRATOR

1. Title of Post: Educational Administrator/Deputy Project Director.

2. Location: (City, Country), with travel within the country.

3. Background:

TheGovernm entof ........................................................................ concluded a credit agree-ment with the International Bank for Reconstruction and Development/International De-velopment Association for US$............................. million in support of a multipurpose educa-tion project. The purpose of this project would be (example: to strengthen manpower andeducational planning, including planning of higher education and the construction of newinstitutions in accordance with identified priority needs). In particular the project wouldhelp finance,

Example:

(a) Construction and equipment for two multilateral high schools and a college of ag-riculture and forestry;

(b) Extension of an elementary teacher training institute, including construction of ademonstration school;

(c) Equipment for science and technical teacher training;

(d) Specialist services and fellowships.

The specialist services foreseen under the technical assistance component (man/years) willbe included in the following units or groups:

(a) Project implementation unit

(b) Education planning unit

(c) Manpower planning unit

(d) Technicaf teacher training

(e) Secondary education

(f) University planning unit

All technical assistance personnel are expected to be available to provide technical assis-tance to other Government agencies, on condition that this work does not affect imple-mentation of the project.

The Project Implementation Unit

The Project Implementation Unit will be established within the (e.g. Ministry ofEducation) under a full-time Project Director who will have the necessary power for theexecution of the project and will be responsible to the'Minister of Education. He will act aschief of the group of specialists contracted under the technical assistance provided by theproject. The Project Implementation Unit will include, on a full-time basis, specialists toserve as e.g., (a) Deputy Project Director; (b) Project Architect; (c) Project Accountant; (d)Project Procurement Specialist. In addition, the Project Implementation Unit will bestaffed by the appropriate clerical personnel.

Annex 5-EPage 2

4. Functions:

The duties and the responsibility of the Educational Administrator will be:

1. To assist and advise the Project Director in carrying out the functions as specifiedbelow:

(a) the administration of agreements with the architectural consultants in accor-dance with their terms or reference and the making of necessary arrange-ments for briefing architectural consultants and other architects andengineers of the competent agencies;

(b) reviewing and approving or arranging for the review and approval by theProject Director of all reports, plans, specifications and other material relatedto the project;

(c) making all necessary arrangements for calling bids and awarding all contractsrelating to the project, for final approval by the Project Director;

(d) the coordination and integration of all project activities with the relevantdepartments, authorities and agencies and with the IBRD/IDA;

(e) the organization and administration in consultation with the appropriate au-thorities of the technical assistance program included in the project;

() preparing quarterly project progress reports for the government and IBRD/IDA;

(g) preparing educational specifications for the facilities to be constructed; assist-ing the Project Architect in the preparation of architects' briefs; acting as ad-viser to the executive architects on all educational matters to ensure that thebrief is fully understood and reviewing the architectural drawings to see thatspace provisions and educational specifications are correctly interpreted;

(h) coordinating the technical assistance personnel provided by the project forspecial aspects of education pertaining to the project and aiming at encourag-ing team spirit;

(i) taking all steps required to ensure that teachers and instructional equipmentwill be available when the project institutions are ready for use;

(j) coordinating and integrating all project educational activities with other re-lated activities of the Ministry of Education;

(k) coordinating the activities of (e.g. the Manpower Planning Unit at the Minis-try of Planning and Economic Affairs and the Education Planning Unit at theMinistry of Education and the University Planning Unit);

(1) ensuring that the terms of the Loan Credit Agreement between the Govern-ment and lBRD/IDA are complied with and that the project is executed asscheduled.

5. Qualifications:

(a) University degree or equivalent;

(b) Demonstrated ability in management of similar projects, preferably in developingcountries. Previous management of IBRD projects would be an advantage;

(c) Demonstrated ability in the direction and coordination of team work.

6. Language qualifications: (e.g. thorough knowledge of English).

7. Duration of Appointment: (e.g. two years, as from August 1972), with the

possibility of renewal.

8. International Salary and Allowances: (e.g. P5/D1 depending on background andexperience.)

Annex 5-FPage 1

Sample Job DescriptionUNIVERSITY MASTER PLANNER

1. Title of post: Architect, University Master Planner.

2. Location: University of (City,,Country), with travel within the country.

3. Background:

The G overnm ent of ........................................................................ concluded a credit agree-ment with the International Bank for Reconstruction and Development/International De-velopment Association (IBRD/IDA) for US$............................. million in support of amultipurpose education project. The purpose of this project would be (e.g. to strengthenmanpower and educational planning, including planning of higher education and the con-struction of new institutions in accordance with identified priority needs). In particular theproject would help finance:

Example:

(a) construction and equipment for two multilateral high schools and a college of ag-riculture and forestry;

(b) extension of an elementary teacher training institute, including construction of ademonstration school;

(c) equipment for science and technical teacher training;

(d) specialist services and fellowships.

The specialist services foreseen under the technical assistance component (man/years) willbe included in the following groups: e.g.

(a) Project Implementation Unit: will be established within the (e.g. Ministry ofEducation) under a full-time Project Director who will have the necessary powersfor the execution of the project and will be responsible to the Minister of Educa-tion. He will act as chief of the group of specialists contracted under the technicalassistance provided by the project.

(b) Education planning unit;

(c) Manpower planning unit;

(d) Technical teacher training;

(e) Secondary education;

(f) University planning unit.

The University Planning Unit

The University Planning Unit will be engaged in the study of altzrnative develop-ment plans, cost and financing of the move taking into account the need f' new facilitiesto be related to manpower requirements and limitations of available ,nos.' The UniversityPlanning Unit, working in close cooperation with (e.g. the University's DevelopmentCommittee and the Educational Planning Unit and utilizing the recommendations of theproposed Manpower Planiing Unit), will include, on afull-time basis, specialists to serve ase.g. (a) university planner, chief of the unit for two years; (b) an architect for two years and(c) a finance specialist for one year; on a part-tine basis, six academic planners for the fieldsof liberal and fine arts, sciences, law, education, agriculture and forestry and medicine-each for two months. In addition, a number of short-term consultancies are foreseenunder this unit.

Annex 5-FPage 2

4. Functions:

To assist and advise the University, the Chief of the University Planning Unit,who shall serve as his supervisor regarding the development of the University at its newsite. Specifically this will include, inter alia:

(a) assembling all information relating to the site conditions of the proposed site;

(b) preparing a comprehensive implementation schedule based on the "Critical PathMethod," the Gantt Chart or other satisfactory method, for setting down theplanned timetable of coordinated 'activities and responsibilities on which thecarrying out of all aspects of the Project will be based;

(c) preparing the architects' briefs, relating educational specifications to realistic cost-ing and functional design;

(d) acting as technical and architectural adviser to the University to ensure that thebrief is fully understood and that the Project is carried out in accordance with thebrief;

(e) establishing standards and specifications to be included in the architects' briefsregarding furniture and equipment;

(f) preparing furniture and equipment schedule for the buildings; and

(g) preparing a maintenance manual for the buildings, equipment and furniture.

5. Qualifications:

(a) University degree in architecture and/or other qualification giving full profes-sional recognition;

(b) at least ten (10) years of professional experience in designing and supervisingeducational buildings; and university master planning;

(c) work experience in tropical countries.

6. Language qualifications: (e.g. excellent knowledge of English.)

7. Duration of Appointment: (e.g. two years as from July 1973.)

8. International Salary and Allowances: (e.g. P.5 level).

Annex 5-GPage 1

Sample Job DescriptionUNIVERSITY PLANNER

1. Title of post: University Planner.

2. Location: University of (City, Country), with travel within the country.

3. Background:

The Governm ent of ........................................................................ concludedacredit agree-ment with the International Bank for Reconstruction and Development/International De-velopment Association (IBRD/IDA) for US$............................. million in support of amultipurpose education project. The purpose of this project would be to strengthen man-power and educational planning, including planning of higher education and (e.g. the con-struction of new institutions in accordance with identified priority needs). In particular theproject would help finance:

Example:

(a) construction and equipment for two multilateral high schools and a college of ag-riculture and forestry;

(b) extension of an elementary teacher training institute, including construction of ademonstration school;

(c) equipment for science and technical teacher training;

(d) specialist services and fellowships.

The specialist services foreseen under the technical assistance component (man/years) willbe included in the following groups:

(a) Project Implmentation Unit: will be established within the (e.g. Ministry ofEducation) under a full-time Project Director who will have the necessary powersfor the execution of the project and will be responsible to the Minister of Educa-tion. He will act as chief of the group of specialists contracted under the technicalassistance provided by the project.

(b) Education planning unit;

(c) Manpower planning unit;

(d) Technical teacher training;

(e) Secondary education;

(f) University planning unit.

The University Planning Unit

The University Planning Unit will be engaged in the study of alternative develop-ment plans, cost and financing of the need for new faciliVes to be related to manpower re-quirements and limitations of available funds. The University Planning Unit, working inclose cooperation with (e.g. the University's Development Committee and the EducationalPlanning Unit) will include, on a full-time basis, specialists to serve as e.g. (a) universityplanner, chief of the unit for (e.g, two years); (b) an architect for (e.g. two years) and (c) a fi-nance specialist for (e.g. one year); on apart-time basis, six academic planners for the fieldsof liberal and fine arts, sciences, law, education, agriculture and forestry and medicine-each for two months. In addiu.on, a number of short-term consultancies are foreseenunder this unit.

Annex 5-GPage 2

4. Functions:

Under the general direction of (e.g. the Director of the Project ImplementationUnit), the incumbent, using part-time consultants and working with the University Devel-opment Committee, shall:

(a) Investigate the existing plans of the University, utilizing the recommendations ofthe manpower planning unit of the project, for its future growth and develop-ment;

(b). Study and make recommendations for the most appropriate sites for the differentsections of the U niversity of ................................................ ;

(c) Assist the University in developing appropriate policy on curricular evaluationand review, research, staff development, student enrollments and the financing ofthe University;

(d) Study and recommend means whereby the high student attrition rate can bereduced;

(e) Coordinate the work of all consultants and experts under the project;

(f) Perform related duties as may be assigned by the Director of the ImplementationUnit.

5. Qualifications:

(a) Higher education degree with professional training or practice in universityeducational planning and/or higher education administration;

(b) Wide experience in higher educational planning and/or administration;

(c) Demonstrated ability in planning and management of similar projects preferablyin a developing country;

(d) Experience in tropical countries.

6. Language qualifications: (e.g. excellent knowledge of English.)

7. Duration of appointment: (e.g. two years, as from January 1, 1973.)

8. International Salary and Allowances: (e.g. P.5 or D.1 level, depending on back-ground and experience.)

� ��j-(

No. 6.00

Page I

6.00 SITES FOR EDUCATIONAL INSTITUTIONS

Site Selection and Acquisition

6.01 Any sites for project schools or other institutions not available at the time the

project was appraised should be selected and-following clearance, with the Bank/IDA-

acquired with legal title as quickly as possible.

6.02 The site for a school should be looked upon as more than a building location. I L is

an integral part of an educational facility andoneof the basic tools in the educational pro-

cess, Since teaching and learning functions influence site selection and development, it is

important that the educational plan be developed before the site selection process begins.

Site selection should, therefore, be viewed as a part of the total planning, programming,

and designing of an educaLional facility. The land requirements will differ for different

types of educational institutions and there will be significant differences in size and devel-

opmental concepts for each type and level or institution.

Site Selection Checklist

6.03 Many questions must be asked during the process of selecting the most appropri-

ate site from among those available, and all the answers must be evaluated before making

a decision. All evidence should be weighed in terms of how to rneet the needs of students,

staff and community for the present and as far into the future as possible. Each parcel of

land which has been initially identified as a potential school. site, should be subjected to a

line of inquiry which would include but may not necessarily be limited to the following:

a, Is it suitably located in terms of the present and ultimate attendance or catchment

area to be served?

b. Is it large enough and of desirable size, shape and topography?

c, Will it be difficult to acquire and will the cost be reasonable?

d. Is it readily accessible to students who need to be served and, irnot, what is being

planned and required to improve its accessibility?

e. Is the general environment conducive to an optimal/desirable learning situation,

or are the surroundings disruptive to the educative/social process?

f. Is the site protected from encroaching development which is apt to become dis-

ruptive, hazardous, noxious, or noisy due to lack of enforced zoning regulations?

g, Does the site appear to be situated in the path of an active airport take-off/landing

route or flight patterns?

h. How will external noise from surface traffic affect the location?

i. Is the topography of suitable character and conformation for proper and econom-

ical development'?

j. How close is the site to public utilities (water, sewerage, telephone, electricity, ac-

cess), existing or proposed and will they adequately serve the needs of the school?

k. Is the soil condition (bearing capacity, drainage, etc.) of the proposed site suitable

for construction i,e. building and site development?

1. Will the existing or proposed transportation systern adequately serve the atten-

dance area?

m. Do severe, -,lirnatic or other cataclysmic forces (flood, earthquakes, tornadoes, hur-

ricanes, etu.) prevail under normal or seasonal circumstances which must be con-

sidered in design and development of the site?

No. 6.00Page 2

Factors Affecting Site Selection

6.04 Site selection requires the coordinated endeavor and special skills of a team con-sisting of educators, architects, engineers, town planners and other experts as necessary. Ateam approach can blend knowledge, experience and insight in a total effort to identify,analyze and synthesize the characteristics of the site or sites desired. The following aresome factors affecting the selection of school sites:

a. School sites should be located and developed in proper relationship with existingand proposed physical facilities of the community such as health c-nters, recrea-tion facilities, residential housing, etc.

b. If adequate land areas are available, schools should be located near the center ofthe present and probable future population. It is desirable, whenever it is possible,to locate schools within walking distance of the greatest number of pupils. Thefollowing distances are considered as reasonable maximums for pupils walking toschools although this may vary from country to country and would also dependon the geography of the area: primary education schools, three-fourths of a mileto one mile; junior secondary schools, one mile to two miles; and senior second-ary schools two miles to three miles. If students are transported, the following areconsidered as reasonable maximums for one-way travel times: primary educationschools, one-half hour to three-fourths hours; and secondary schools, one hour.In sparsely populated areas greater travelling times may be considered reasonable.

c. School sites should be selected where a growth or spread of population is anticipated so as to avoid undue overlapping of areas to be served by the differentschools.

d. It is desirable to select land which in general has a slightly convex surface and ismoderately elevated above surrounding ground since such characteristics willtend to insure natural drainage and save added expenses of grading and filling. Soiland subsoil conditions of the site should be suitable for both buildings andvegetation.

e. In determining the adequacy of a proposed site it is desirable to first establish apolicy as to the maximum school enrollment and to decide whether there is suffi-cient area for the proposed program and buildings, including future expansion.

f. It is desirable that ultimate site requirements should be met with the initial siteacquisition, because land adjacent to a new school usually becomes occupied withhousing developments or commercial establishments.

g. School sites should be preferably rectangular in shape (length: width ratio about5:3) for easier development and maintenance and shorter boundaries.

h. The sizes of sites will vary according to the type (urban, rural, agricultural, day,boarding) and sizes of schools. For secondary day schools a rough guide to theminimum area needed will be about 20 sq m (220 sq ft) per pupil for buildings andopen areas/playgrounds, with an additional area for sports fields if required.

Site Surveys

6.05 Where government technical services are available for preparing surveys of proj-ect institution sites-including topographical surveys with contours, existing structuresand utilities, and sub-soil investigation to determine safe earth bearing pressures-arrangements should be made with the appropriate government department to carry outsuch surveys in time to permit their attachment to the "briefs"-or outlines of clients' re-quirements-to be presented to the Government or consultant architects who are to un-dertake the design of project buildings. Where necessary surveying cannot be carried outby government services, it should be included among the tasks to be performed by the de-sign architects.

7.00

BRIEFINGOF

DESIGN (EXECUTIVE) ARCHITECTS(GOVERNMENT OR CONSULTANT)

No. 7.00Page 1

7.00 BRIEFING OF DESIGN (EXECUTIVE) ARCHITECTS(Government or Consultant)

7.01 An important prerequisite for the design of project buildings, either by govern-ment architects or by a private firm on a consultancy basis, is the preparation of a state-ment of the requirements of the Government and the Bank/IDA-generally known as the"architect's brief."

7.02 In preliminary form at least, this "brief" should be prepared by the project unit. Itmay be developed in consultation with the design (executive) architect. The final versionshould be cleared with the Bank/IDA before being issued to the design architect by theProject Director.

7T03 The brief should be based essentially on the schedules of required accommoda-tion with overall construction area and cost limitations ("architectural worksheets") andsupporting education specifications ("educational worksheets") developed by the Bank/IDA with the collaboration of the borrower's staff and agreed with them. It should also in-clude: the time schedule for implementation; pertinent information on performance re-quirements, the standards of structure or finish allowed for in cost calculations, appropriatearchitectural character, provisions to permit flexibility of space organization, and supple-mentary notus on relevant aspects of educational objectives and the Borrower's adminis-trative machinery for project implementation. If a site survey has been prepared by gov-ernment services (section 6.00), a copy should be attached to the "brief." The preparationand content of the "architect's brief" is more fully described in Annex 7-A and samplebriefs are provided under Annex 7-B.

7.04 Where government architects are not in a position to design project buildings anda private architectural firm has to be engaged as a consultant for the purpose, the basic orkey provisions of the "architect's brief" should be reflected in the terms of referencewhich form an integral part of the consultancy agreement. The selected consultant may berequired to develop them into a more comprehensive program document in consultationwith the Borrower's project unit-if the unit is not itself equipped to undertake the work.

Annex 7-APage 1

THE ARCHITECT'S BRIEF

A. What is the purpose of the "Prief"?

B. What should it contain?

C. Who prepares it?

A. The Purpose

The brief is to explain to the architect what he wants to know in order to designthe building required, and to avoid common errors and omissions in school building designand construction.

B. Its Content

It must tell the architect in adequate detail what the activities of the institutionwill be:

(i) What the building is for;

(ii) The type of school or institution- whether it is for boys, for girls, or mixed;

(iii) Whether it will have male or female teachers, or both;

(iv) The number of students by sex and by age; and the distribution of thesestudents within the school, that is, the enrollment structure of the school;

(v) How the school is to be organized; for example, a school of 1,000 is to be or-ganized into four groups of 250 or two groups of 500, or the school will bedivided horizontally;

(vi) The teaching curriculum of the school by grade and by groups within agrade; the length of the school year, of the teaching week, of the teachingday, and of the teaching period;

(vii) The scheduling of classes; on a "form room system" or on a "rotating classsystem" or any other information such as grouping or sub-grouping of theclass unit that might affect the scheduling and accommodation needs;

(viii) How many people will administer the school; who they are and what theirfunctions are, and what kind of accommodation will be required for eachone or for each group. How they will administer;

(ix) Is the school to be used on a shift-basis (e.g. overlapping shifts, two shifts,etc.);

(x) Any educational technology that would be used (e.g. Instructional Televi-sion, audiovisual materials, etc.);

(xi) What extra-curricular activities will be going on in the school, for example,the various societies, clubs, adult courses, or community which will beusing the school premises either during or out of school hours, and for whatpurpose;

(xii) The activities within each subject at the various levels. This means thearchitect must be provided with the syllabus for each subject and for eachgrade. These should indicate the teaching methods to be used, the tech-niques of application and other information relevant to the way in whichthe class may function. In addition, the program of studies should indicatethe aids and equipment which are to be used during the teaching activities;

Annex 7-APage 2

(xiii) A clear indication of the limits; for example the "work sheets" usually indi-cate certain minimum areas for certain teaching spaces, and also the max-imum amounts allocated for construction, site preparation, etc. The execu-tive architect must stay within these limits. Except that when economies insome cases can be obtained, such as, circulation areas, they can then beoffset by increased areas in other spaces. In other words, the main limits aretotal overall area of construction and the total overall amount for construc-tion.

C. Who prepares it?

From the above it is clear that the brief for the executive architect(s) must be pre-pared by the Educator and the Architect of the project unit working together. Alter-natively, the executive architect(s) could prepare the necessary briefs with the assistanceand advice of project unit staff should this work be included in their contract.

1. The Educator will prepare the material required in connection with:

(i) The nature of the school;

(ii) The objectives of the school,

(iii) The curriculum and extra-curricular activities;

(iv) The administrative processes of the school;

(v) The organizational structure of the school and the enrollment structure;

(vi) Copies of the syllabi in detail and activities in each type of space;

(vii) The kinds of teaching, administrative and ancillary spaces required.

2. The Architect will add to the above advice and instructions of a technical naturewhich derive from the educational data. He will also provide the allowable areasfor each kind of space or educational activity as well as the total area, and makesuch suggestions on the total building design as he considers fit.

3. There is in fact no clear line of demarcation between their functions. The Educa-tor and the Architect must work closely to develop the appropriate solutions.

4. It is equally clear that a single educator alone cannot do all the work since he can-not be a specialist in everything. The project unit educator's function is to seekout specialists in the various subjects and obtain their collaboration in preparingthe syllabi in the form required.

5. The project unit Educator and Architect will prepare the material in the form re-quired for the brief. For example, the material should be prepared separately forGeneral Basic Education Schools, Diversified Secondary Education Schools andInstitutes of Education.

The educational and architectural work sheets which have been prepared by theBank/IDA in the appraisal of the project should be used as a basis for preparation of thebriefs.

ANNEX 7-B(i)Sample Page 1

ARCHITECT'S BRIEF

Project Item No. 1.2 Higher Teacher Training College(Work Sheet No. 2) (Ecole Normale Superieure)

Rabat

I. Background Information Orientation of the educational system

The most urgent task of the Government is to improve the quality and efficiencyof the educational system, and to make it more responsive to the needs ofstudents and employers.

(a) aims and objectives of the proposed educational policy.

Major elements of a consistent strategy for the improvementof the educational system at present under consideration are:

(i) a reform of the structure and curricula of secondaryeducation, including industrial, commercial andagricultural education;

(ii) a rapid increase in the number of Moroccan teacherstrained;

(iii)the provision of laboratories, workshops and equipmentneeded for more modern curricular.

To achieve these goals the Government has defined certain priorityprojects best suited to the particular needs of Morocco. Forinstance, to cover the implication presented in (i) above, thereis a need to conduct research into curricula and teaching techniques.Responsibility for these activities will rest with the proposedNational Institute od Pedagogy included in the overall project(project item No. 1.1), which would undertake research in curriculum,organize and undertake seminars and pilot courses, and would beequipped to design and produce prototype teachning equipment.

(b) place of the project in the new educational policy.

The proposed project item No. 1 .2 covers para. (ii) above.In this connection one of the most important tasks for theGovernment in the Education Sector is to meet the anticipateddemand for secondary school teachers and to replace expatriateteachers in the early 19d0's. Until now, lower cycle secondaryschool teachers used to receive their training in the ENS.The course consists of two years' education, followed by oneyear of supervised teaching practice. Recruitment has beenfrom the ser,nth year of education. Under the new proposal,

ANNEX 7-B(i)Page 2

the Ecole Normale Sup&rieure will be primarily concernedwith training teachers for the upper level of secondaryeducation. It will recruit some 300 university graduatesper year for one year course in pedagogy.

(c) principles of the education system.

As long as the research program to be carried out by theproposed National Institute of Pedagogy will not bring forthresults as to which educational system will be establishedin Morocco, the present system will continue to be in oper-ation. Therefore, the proposed program for the ENS willreflect this situation.

(d) architectural implication.

This does not mean that the consultant architects will haveto follow a very rigid and traditional scheme. Bearing inmind that:

(i) the proposed construction, to be erected during thenext two years, will have a minimum duration of 50years;

(ii) during this period the educational system willprobably be modified several times to adapt to theevolution of the Moroccan needs;

(iii) this evolution will, no doubt, be based on drasticchanges, away from the present traditional systemand will imply an extensive use of innovativeteaching techniques.

The architectural concept should be thought of as opening theway to any system of edcuation, by the imaginative use of space.The Ecole Normale Superieure is considered by the authoritiesto be the first of its kind in Morocco. The emphasis thereforemust be placed on the pedagogical fitness of the building tothe new role of the institution, by means of variety of space,flexibility and versatility in the use of space.

One of the main consequences will be the avoidance by theconsultant architects of proposing any rigid solution forthe structure, such as load-bearing walls, for example.The need for flexibility in each accommodation unit requiredwill be indicated in their description. (See para. below).It is expected that the above-mentioned policy will bereflected in the design of the project. Some accommodationunits, and in particular, "le pavillon p6dagogique" will haveto be conceived in such a way that it could later on receivea more elaborate technical installation: the discussion room,for instance, should be capable of easy modification for theprojection of films and slides as well, with a complete instal-lation of video tape recording and viewing. The two observationrooms will have to be equipped, at an appropriate time, with

ANNEX 7-B(iPage 3

close-circuit television; the area reserved for observationby students would become storage and technical room forCCTV apparatus, etc.

II. Organization and Implementation

(a) enrolment.

The enrolment of the Higher Teacher Training College asalready mentioned will be 300 (200 boys, 100 girls) allboarders. There will be seven groups of student teachers,according to their speciality, subdivided as follows:

Speciality No. of Group Size of Group Enrolment

Arabic 3 20 60

French 3 20 60

Modernlanguages 2 20 40

Mathematics 2 25 50

Natural Sciences 1 25 25

Physics andChemistry 1 25 25

History andGeography 2 20 40

Total enrolment 300

Students will be admitted to the college after obtaininguniversity degrees.

(b) curriculum.

The College will provide one year post graduate courses forsecond-cycle secondary school teachers. Subjects taught andnumber of periods per week, per group, is as follows:

1. Philosophy of Education 2

2. History of Education 2

3. Psycho-Pedagogy 4

4. Special Methods 2

5. Audio-visual Techniques 2

ANNEX 7-B(i)Page 4

6. Class Observation 2

7. Critics and Discussion 3

8. Lesson Plan 3

9. Statistics 1

10. Practice Teaching 13

Total 33

(c) weekly time-table: see above

(d) facilities required and accommodation units.

They are subdivided into three groups:

- Teaching and communal facilities

- Boarding facilities

- Staff housing

The area and number of students per accommodation unit areindicated in Working Sheet No. 2 of the credit agreement.The description of each accommodation is given below.(See para. (f): Architectural Program).

(e) weekly teaching load per type of accommodation

This is given in the Educational Work Sheet: Schedule ofAccommodation, as an annex to the credit agreement.

A few comments with regard to this table might seem necessary.

The "use factor". This is expressed as apercentage and shows maximum number of periodsone particular unit could be used each week.The purpose of this element as an importantpart of the program is to make sure that thefacilities are properly used. It also has theadvantage of reducing the number of units,therefore lowering down the basic capital cost,and of a more efficient use of the teaching staff.The propoer use of accommodation units is reflec-ted in the weekly time-table which shows theturnover, and the variation in size of studentgroups. In the case of the project, groupingwill be as follows:

ANNEX 7-B(i)Page 5

Philosophy of education Several class groups up to a maximumnumber of 100 &tudents will beassembled in the amphitheatre.

History of education One group (25 students maximum) at atime, in General classroom

Psycho-pedagogy One group (25 students maximum) at atime in the unit corresponding totheir speciality :

Natural Soiences ) in sciencePhysics and Chemistry) laboratory

Arabia ) in languagelanencg laboratory

Modern language)

Mathematics ) in generalHistory and Geography) classroom

Special methods - idem Psycho-pedagogy -

Audio visual techniques One group (25 students maximum) on aturnover on a specially equipped room(see description below)

Class observation )Critique and discussion )

Lesason plan One group (25 students maximum) at atime in the unit corresponding totheir speciality

Natural Sciences ) in sciengePhysics and Chemistry) laboratory

Arabio ) in languageFrench ) laboratoryModern language )Mathematics ) in generalHistory and Geography) classroom

Statistics One group (25 students maximum) at atime in the 3 general classrooms

(f) architectural program

See table below showing schedule accommodation areas, anddescription of each accommodation unit:

ARCHITECTURAL PROGRAM, TEACHING SPACE AND ACCOMMODATION UNITS REQUIRED

ESCRIPTION AND (HRAC" =CS

ls%mber ofAccomodaticn Units students e ra in Total Fuictios and characteristics

per unit at arof accomiodation units

A. Teaching and Communal Since the courses given in theseClassroom classrooms are either of general or,

(general subject) 25 2.0 503 15 on the contrary, of a very special

nature, (Mathematics, Sciences, twoof the three units will be speciallyequipped. One for modern maths.teaching and one for social scienceteaching. This implies a demonstra-tion table, a display area, shelvesand cupboards for audio-visual aids.A storeroom for maps, screen andmap presentation board for the socialscience room. The area.per studentreflects this additional space.

Science laboratory

(i) Physics 25 3.4 85 1 85 There will be two labs. One*for Physics,

(ii) Chemistry, Natural one for chemistry and natural sciences.Both will be for theoretical, as well

Sciences 25 3.4 85 1 85 as practical, courses. Therefore, eachPreparation, storage 2D 2 40 will have space for lecture and demon-Balance room 1stration for 25 students. The proposed

15 1 15 area includes preparation room-store-

Collection room 30 1 room, plus a balance room for the physicslaboratory and a collection room forthe other.

0D

Number of Net area in S N.m Number Total ct icsAcco;modation units students of net area Pncto andateuits

per unit stue t per. units in Sq.m of accomodati-n units

q,place unit uis in&.

Language laboratpry 25 2.0 50 1 50 The same remark applies to thelangaage laboratory. Since coursesin psycho-pedagogy as well asspecial method courses will begiven in this unit, space forlecture and demonstration for 25seudents in addition to boothspace will be necessary. Theproposed area includes booth spacefor 25 students, storage for tapes,audio-visual aids, etc. Eachstudent on a turnover will usethe 2-directional counter.

Pedagogical observationroom :

(i) model classroom 40 1.8 72 2 145 This is part of the "pavillonpddagogique" which could be treatedas an independant-unit if need be.The "pavillon p6dagogique" includes2 observation rooms, one discussionroom and services.

(ii) observation area 25 1.4 35 2 70 The observation room will be treatedas in a traditional teacher-trainingcollege. The area is divided into2 parts : the model classrioom where40 secondary school students (2ndcycle) will be seated, and theobservation room for another 23student-teachers on movable tiers,the two areas being separated by aone-way viewing plan partition.

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� rk�� �ir�ut T·��) aT�� � ted tl� �� � � ese, the obBer-�� �� ar��L � l�ild be �tir�1�d lrlt�a �rto������l for· vl�e�� ���� eT& and�� 10 �15� L1 8torage app �L� Ltus.��� rα� �D tiers �i�Lild b��� ��ble .

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8.00

SERVICES

OF

DESIGN (EXECUTIVE) ARCHITECTS

(GOVERNMENT OR CONSULTANT)

No. 8.00Page 1

8.00 SERVICES OF DESIGN (EXECUTIVE) ARCHITECTS(Government or Consultant)

General

8.01 The services required of the architects (government or consultant) who designproject buildings should be defined when the architects concerned are briefed and-where it is necessary to engage a private firm (or firms) as consultants-at the start of theselection process (ifa number of firms are being considered).Such services will vary in ac-cordance with the type and nature of the project and the system of professional practicefollowed (i.e. British, French, etc.) and this Section can only serve as a guide to the dutiesnormally required and performed. It is not exhaustive; nor will the provisions listed be ap-plicable in every case; but it may be useful as a checklist when negotiating services ap-propriate to the circumstances of a particular project.

8.02 The tasks performed by an executive design architect-whether a governmentservant or a private practitioner-are usually carried out in six phases:

a. pre-design planning;

b. schematic design (preliminary sketch plans);

c. design development (detailed sketch plans);

d. development of working (or production) drawings and bidding and constructiondocuments;

e. bidding and contract award; and

f. construction supervision.

8.03 The design architect should advise the Project Director of any necessity to obtainthe services of other professionals (e.g. those, say, of a structural engineer or a quantity sur-veyor, or a land surveyor or of heating, acoustic, air conditioning specialists, etc.) and,where such others are engaged, he is responsible to direct and integrate their work with hisown throughout the phases of design and implementation outlined above, but eachprofessional remains responsible for his own work. However, if a self-contained govern-ment technical authority or one of the larger private firms with multi-professional estab-lishments handles the architectural design and construction supervision functions itshould be able to field most-if not all-of the professional services ever required for thepurpose.

8.04 The ranges of activities normally dealt with by the design architect under each ofth2 phases listed above are outlined in the following paragraphs and listed in greater detailunder Annex 8-A.

The Pre-Design Planning Phase

8.05 The pre-design planning phase is one of assimilation-devoted to the accumu-lation and correlation of project requirements and of all available information pertinent tothe design and construction of the facilities required.

8.06 Consultation with project unit staff-and especially with the Project Architect-in obtaining the "client's" instructions and developing the "architect's brief' prepared bythe unit(Section 7,00)constitutes the design architect's principal activity during this phase.

8.07 Where the design services are being undertaken by a private architect on a con-sultancy basis, but it is not possible to provide the consultant with a survey of the projectinstitution site, or the results of site soil analysis, because govrnment technical services

No. 8.00Page 2

are not in a position to carry out these tasks (Section 6.00), the consultant should undertakea full investigation of' site circumstances and conditions. Such work is not normally in-cluded among the services provided by an architect and, when required, should be clearlylisted in the terms of reference which form an integral part of the consultant's agreement.

The Schematic Design (Preliminary Sketch Plan) Phase

8.08 During this phase the design architect translates the written program of Govern-ment and Bank/IDA requirements (the "architect's brief") into possible structural solu-tions, and prepares a graphic representation with tentative costs of the one he selects asthe most suitable on the basis of comparative analyses.

8.09 In the process he carries out a variety of studies of user requirements and localcon-itions applicable to the prnject, e.g.: space relationships and the circulation/spaceassociations for the facilities to be planned, including access requirements (students andpublic), the administrative organization of the institution, etc.; the site and its potential fordevelopment (in terms of disposition, scale and character of construction) including itsrelationship to the community, the availability of utilities, etc.; local building traditions,materials and standards; and the effects on design criteria of local climatic circumstances.

8.10 The design architect selects the most promising of possible planning solutionsand prepares a schematic design, or preliminary sketch plans, with critical dimensions andtentative costs.

8.11 He presents this schematic design to the Project Director, for the authoritative ap-proval of the Government and of Bank/IDA, together with the fully developed brief andtables comparing the units of accommodation and the construction areas represented bythe design proposed with those required by the brief (as derived from Bank/IDA architec-tural worksheets). He analyzes and discusses the proposals thoroughly with the ProjectArchitect and other members of the project unit staff or government review committeeand revises the design if and as necessary to secure Government and Bank/IDA agree-ment.

8.12 The time required to complete the schematic design phase will vary with the com-plexity of the project and the resources of the architect but may normally be completed inabout 60 working days.

The Design Development (Detailed Sketch Plans) Phase

8.13 During this phase, the design architect, in association with any other profes-sionals who may be engaged, refines the schematic design (or preliminary sketch plans) ap-proved by the Government and the Bank/IDA, as necessary to establish all aspects ofarchitectural form and construction method preparatory to the preparation of workingdrawings.

8.14 The sketch plans are adjusted to reflect appropriate equipment and furniturelayouts (e.g. in workshops) and the structural module and form considered most appropri-ate. Electrical and mechanical systems are also established in principle and constructionmaterials are selected on the basis of availability, cost, function and maintenance con-siderations. The design proposals are developed at a larger scale, and models are sometimesalso prepared, to facilitate decisions relating to the architectural or visual character of theproject.

8.15 The final design drawings and a more detailed cost estimate should be submittedto the Project Director for review and approval by the project unit, but unless they deviatesubstantially from the approved schematic design or budgeted costs, they need not be for-warded for further Bank/IDA review.

8.16 The time required to develop the final design drawings may vary between 60 and120 working days depending on the complexity of the project.

No. 8.00Page 3

Working Drawings and Bidding and Construction Documents Phase

8.17 In this phase, all bidding and construction documents-including working (orproduction) drawings- necessary for obtaining tenders are prepared on the basis of the ap-proved final design.

8.18 The working drawings include structural drawings and details as well as architec-tural construction drawings. The construction documents otherwise consist of (a) con-struction specifications and-when customary under the construction procedures of thecountry concerned-(b) bills of quantities.

8.19 Where standard government bidding and contract documents are used, the de-sign architect may also advise on any adjustment of these documents, or on the prepara-tion of any special conditions, necessary to permit their use for the procurement pro-cedures followed in Bank/IDA assisted projects. Where no standard bidding and contractdocuments are in use, he may assist in preparing appropriate documents-such as the In-vitation to Bid, Instructions to Bidders, Conditions of Contract, Tender or Bid Form, Formfor Bid Bond, Form for Performance Bond and the Contract Agreement Between Ownerand Contractor.

Bidding and Contract Award Phase

8.20 During this phase, the design architect may assist the Project Director, and hisProject Architect in clarifying any aspects of the working drawings and coistruction docu-ments to eligible bidders and with professional advice concerning the "reasonableness" ofbids received (i.e. the apparent competence of the bidders in appreciating the scope of thework required of them) and their evaluation. He may also assist with the preparation andaward of contracts.

Construction Supervision Phase

8.21 The activities of the design architect in following his design through to realizationduring this final, post-contract, phase are directed to the effective achievement of the de-sign's objectives.

8.22 He prepares a list of critical dates and other information for the contractor's pro-gramming of construction operations. As soon as possible after the construction contract issigned, he and the Project Architect (project unit) meet with the contractor to provide in-formation, state objectives and agree on priorities and timetables, methods of program-ming, arrangements for quality control and arrangements for site meetings. The designarchitect reviews the graphic construction schedule (bar chart or CPM type network), pre-pared by the contractor, to ensure that it conforms to the completion requirements in thecontract documents.

8.23 Throughout the construction period, the design architect holds regular site meet-ings with the contractor to check work done, monitor progress, provide technical advice,interpret design and contractual requirements and consider any necessary variations forthe issue of change orders. He may reject works which fail to meet requirements.

8.24 He-or the Quantity Surveyor (where one is enrployed)- will check the contrac-tor's interim and final payment claims and issue certificates of payment.

8.25 The design architect establishes the date of "practical-or substantial- comple-tion" and arranges a "hand-over" meeting at which the contractor hands over the build-ings with keys, etc. to the Project Director or other authorized government official, and atwhich he himself may hand over a "Building Owner's Manual" including record drawings,etc. At this meeting, he also explains the procedure for reporting defects which the con-tractor is liable to correct during the defects liability period (normally one year) whichfollows practical completion, and the methods of correction.

No. 8.00Page 4

8.26 He inspects the building well before the end of' the defects liability period, pre-pares a schedule of' defects and arranges with the contractor to program corrective work.

8.27 He conducts the Project Director, or other authorized government official, on afinal inspection of the works at the end of the defects liability period and, if-or when-allnecessary defects are corrected, issues a certificate for release to the contractor of theresidue of the retention fund,

8.28 With the issue of' the final certificate for payment to the contractor, the servicesnormally required of' a design architect end.

Additional or Special Services

8.29 There are a number of additional services which a design architect may perform if

required. However, where the design architect is a private architect employed for the pur-pose on a consultancy basis, he is entitled to payments in addition to his basic fee for anyservices in addition to the normal ones outlined above.

8.30 The additional services which may be required for the establishment of' educa-tional facilities (and the payment arrangements usual where consultants are employed) in-clude:

a. advice on the selection and suitability of loose-or movable- furniture (with pay-ment on a lump sum or time basis),

b. the design of special items of furniture for limited production (for which payment

may be determined as a percentage of production costs or on a time or lump sumbasis),

c. the preparation of* measured drawings of existing facilities as may be required forthe design of extensions or alterations (for which payment may be made on a timeor lump sum basis);

d. the preparation of change orders and supporting data where a change in basic fee(in the case of' consultants) may not be commensurate with the services required(with payment on a lump sum or time basis);

e. the preparation of* a "Building Owner's Manual" including a set of "as built"drawings-with information on salient factors taken into account in design, andadvice on how to use, or handle, and maintain the buildings and equipment tomaximum advantage (for which payment may usually be negotiated on a lumpsum basis); and

1'. specialist advice on the selection of'plants and materials related to site landscaping(for which payment is usually made on a time or lump sum basis).

8,31 The duties and responsibilities of' the design architect (whether government or

consultant)and the "client" (in the case of Bank/IDA assisted education projects, the Gov-ernment and the Bank/IDA) are described in greater detail in Annex 8-A.

Annex 8-APage 1

DUTIES AND RESPONSIBILITIES OF CLIENT AND ARCHITECT'IN THE ARCHITECTURAL DESIGN AND CONSTRUCTION PROCESS

The following is intended to serve as a guide and provides a more detailed descrip-tion of activities performed by the client and architect during the architectural design andconstruction process of an educational facility, as generally described in Section 8. Itshould not be regarded as being exhaustive; nor will all the conditions apply in everyBank/IDA education project.

Pre-design planning

1. The client should have in possession the following pertinent documents providedby Bank/IDA: (i) Loan/Credit Agreement; (ii) Appraisal Report; and (iii) Educational andArchitectural Worksheets. Based on these documents the client should be able to preparethe necessary briefs for the architect, or the architect should be able to prepare such briefsfor each type of educational institution, in consultation with the client.

The client must, therefore, furnish instructions to the architect in the form ofarchitect's briefs or provide data for the preparation of such briefs. The times by whichsuch data will be made available by the client or completed by the architect should bestated in the Agreement.

2. Topographic survey with site boundaries, existing buildings (if any), utility ser-vices and appropriate contours; sub-soil investigations to determine nature of the sub-soil,safe earth-bearing pressures and water characteristics of the site; and surveys of existingbuildings with plans, sections, elevations and report on structural condition, are informa-tion usually required for the schematic design phase. If the client undertakes to furnish thenecessary information, the times by which it shall be made available to the architectshould be stated in the Agreement. However, if the surveys and investigations are to beundertaken by the architect this should be reflected in the Agreement and the times bywhich the architect undertakes to prepare and complete such work should be specified.

3. The client should indicate priority needs of the different project items and thedates of their completion/occupancy. Based on this information the architect will prepare arealistic implementation program in the form of Bar Chart or network analysis diagram.Such a chart or diagram should reflect at least the following:

(i) The phasing of the project and grouping of contracts (if applicable);

(ii) The start and completion dates of Schematic design by the architect, allowingtime for interim reviews by client and necessary revisions;

(iii) Review and approval of final Schematic design by client and Bank/IDA;

(iv) The start and completion dates of final design by the architect allowing time forinterim reviews by client and necessary revisions;

(v) The start and completion dates of construction documents by the architect allow-

ing time for interim reviews by client and necessary revisions;

(vi) Review and approval of construction documents by Bank/IDA;

(vii) The dates for opening and closing of bidding and evaluation of bids;

(viii) Review and approval of bid recommendations by Bank/IDA; and

(ix) The dates for start and completion of construction.

lWhether private practitioners or civil servants.

Annex 8-APage 2

4. The form of contract to be used-i.e. unit cost (bill of quantities) or lump sum-contract procedures and methods of selecting contractors, procedures for importingmaterials (if any), and procedures for supervision of works should be discussed and agreedupon at this stage,-at the latest, but preferably during the selection process and at thenegotiation stage.

Schematic design

5. The architect must visit the site(s) to verify available data and to investigate locallegislation, procedures or information relating to the works and to local conditions beforeschematic design begins. The final schematic design report should include the following,and the number of copies required should be specified in the Agreement:

(i) The architect's brief.

(ii) Explanation on the design approach and schematic alternative solutions of overalllayout and the critical design factors considered: (a) organization and relationshipof various spaces, circulation pattern and land use plan; (b) climatic data-daylight, sunlight, ventilation, temperature, humidity, and weather protection; (c)precautions against fire, vermin, dirt, and earthquakes/hurricanes (if applicable);(d) engineering and utility services; (e) illumination and acoustics; and (f) futureexpansion, relationship to athletic facilities and student/staff housing (if applica-ble).

(iii) Technical report on the structural design concept including the economic andtechnical analysis of alternative solutions investigated.

(iv) Analysis of construction area: (a) detailed schedule of gross and net areas of ac-commodation and their proposed uses (e.g. teaching spaces, administration, cir-culation), including recreational and vehicle parking- and (b) gross and net areasper student place for each type of facility.

(v) Outline specifications: (a) structural design solution; (b) basic materials to be usedfor roofing, walling, flooring, fenestration of building; and (c) type of sanitary andelectrical services and fixtures.

(vi) Preliminary Costs: (a) building costs by area, volume or other appropriatemethods; and (b) site development costs.

(vii) Drawings accompanying report (appropriate scales to be specified in Agreement):(a) location map, showing position of site in relation to student enrollment catch-ment area, transport facilities and available utility services; (b) site plan layout ofproject complex with contours showing existing (if any) and proposed buildings,access, external site works, system of storm water disposal, external services(water, sewerage, electricity); and (c) design drawings (plans, elevations, sections)for each building.

The above documents should be reviewed by the Borrower and then forwarded toBank/IDA, together with the Borrower's comments, for review and approval.

Design Development

6. The architect will make necessary revisions to the schematic design taking intoconsideration comments of the Borrower and Bank/IDA. Then he will proceed with thepreparation of larger scale plans, elevations, sections and details to establish the architec-tural character of the buildings. Materials appropriate to meet functional and maintenanceneeds will be selected and the structural and mechanical and electrical systems establishedin detail. Furniture arrangements and, where appropriate, instructional equipment layoutwill be added to the plans, and broad specifications will be prepared. The architect will alsoprepare a more detailed estimate of costs. The final design report should include thefollowing, and the number of copies required should be specified in the Agreement.

Annex 8-APage 3

(i) Drawings to accompany report (appropriate scale of drawings to be specified inAgreement): (a) site layout plan showing existing (if any) and proposed buildings,access roadways, external runs and main services (water, gas, electricity, sewerage,drainage, planting and landscaping); (b) design drawings for each building- plans,exterior and interior elevations, sections, architectural details of fenestration anddoors and windows; and (c) perspectives of buildings or photographs of model toconvey the design.

(ii)- Costs: (a) estimate of costs for buildings based on approximate quantities and basicrates or other appropriate method; and (b) estimate of site devopment costs andutilities by categories, such as athletic facilities, roadways, sewerage and drainage,water supply, etc.

(iii) Requirements for typical individual spaces: (a) schedule of materials and finishes;(b) utility services; (c) fittings; and (d) layout of furniture (fixed and movable) andfixed instructional equipment; (e) details of interior elevations; and (f) interiorperspectives where necessary.

(iv) Schedule of Specifications: (a) specifications and finishes for main building com-ponents (e.g. walling, flooring, fenestration, roofing, etc.); (b) specifications formain structural components of buildings (e.g. columns, beams, trusses, bearingwalls); (c) specifications for exterior works (e.g. roadways, athletic areas, fencing);(d) specifications for mechanical and electrical works (e.g. water and seweragesystem, electrical system).

(v) Analysis of construction area: (a) areas of typical individual spaces to be clearlyspecified and dimensioned on the plans; (b) detailed schedule of gross and netareas of accommodation and their proposed uses (e.g. classrooms, laboratories,workshops, administration, circulation); (c) detailed schedule of paved exteriorareas (e.g. athletic facilities, roadways, covered areas, pedestrian walkways).

The above documents should be reviewed by the Borrower and approved withamendments if necessary to be translated into construction drawings and documents.Bank/IDA approval necessary only if final designs and estimated costs vary substantiallyfrom approved Schematic Design.

Construction Documents

7. The architect will translate the approved final design drawings and preparearchitectural and engineering calculations and complete working or production drawingsin considerable detail for construction of the project including indoor and outdoor colorschemes for the various spaces and buildings. He will prepare related documents to accom-pany the drawings, such as bills of quantities (if used), schedule of detailed specificationsfor materials and fixtures, and instructions and conditions for bidding. The architect willalso advise as to the desirability of prequalification of bidders and, if necessary, prepareprequalification announcements and evaluation procedures, and prepare lists of selectedcontractors for approval by the client and Bank/IDA. The final construction documentsready for tender or bidding should include the following:

(i) Drawings (appropriate scales to be specified in agreement): (a) topographic plan ofsite with appropriate contours, with location of facilities to be constructed andsectional profile drawings as required for accurate layout work by contractor; (b)complete set of architectural and engineering working or production drawings ac-curately and fully dimensioned, for all facilities included in the project and to beconstructed (e.g. plans, elevations, sections, window and door details, plumbingand electrical installations, etc.); (c) a complete set of working drawings for exter-nal works (e.g. roadworks, external water supply network including for fire protec-tion, sanitary and storm sewer system, power transmission network, outdoorelectric lighting, telephone communication system, special installations, land-scaping).

Annex 8-APage 4

(ii) Contract and Bidding Documents should contain but not be limited to: (a) Invita-tion to Bid; (b) Instructions for Bidding; (c) Form of Bid Bond; (d) Form of Perfor-mance Bond; (e) Contract between Owner and Contractor; (f) General and SpecialConditions of Contract; (g) General and detailed Specifications and Bills of Quan-tities (if used); and (h) Bid Analysis Forms.

The above documents should be reviewed and approved by the Borrower, but thecontract and bidding documents should be forwarded for prior approval by Bank/IDA.

Bidding

8. During this phase the architect will assist the client in obtaining bids and answerquestions from bidders and clarify any aspect of the construction documents. He willanalyze and evaluate the bids receivceJ, and advise the client on the reasonableness, thequalification of bidders (if prequalification procedures of contractors have not been used)and on the award of contracts. The architect will also prepare contract documents for theproper award of the contract to the successful bidder.

Construction

9. The architect will provide the necessary additional information and instructionsto enable the contractor and those concerned to make proper preparations before startingwork on the site. He will hold contract mobilization meetings-with the Contractor and allconcerned to ensure that the necessary information and instructions have been received,that conditions of contract are appreciated and that the contractor is fully prepared to meethis obligations. He will review and approve the contractors' graphic work schedule (BarChart or CPM network) and authorize the contractor to start work when he considers thatcontract mobilization is sufficiently advanced. During construction the architect provideson-site supervision to ensure that the architectural and engineering works are executed inaccordance with the conditions of contract, which may include:

(a) Readjustment of the overall layout and/or drawings if deemed necessary;

(b) Checking correctness of all alignments;

(c) Ensuring faithful adherence to drawings and specifications during construction;

(d) Preparing and delivering to contractor(s) all supplementary drawings, specifica-tions and schedules found necessary during the progress of works for their soundand proper performance;

(e) Examining and approving documents and detail drawings submitted by contrac-tors;

(f) Inspecting and testing during manufacture such materials, machinery and plantas are usually inspected and tested by architects and consulting engineers, andsupervising all architectural and engineering acceptance tests;

(g) Holding formal site meetings at least once per month and distributing minuteswithin 48 houis of the termination of the meeting;

(h) Preparing weekly site reports on the day to day state of works, their progress,labor, materials, plant, weather conditions, hours of work lost, drawings receivedand visitors to the site;

(i) Advising the client on the progress and quality of works and instructing contrac-tors to interrupt works not being carried out according to the drawings andspecifications and to recommend the required measures to the client;

(j) Taking necessary steps so that contractors will fulfill their obligations generallyand specifically as regards strict adherence to the time schedule;

Annex 8-APage 5

(k) Checking the contractors' applications for payment; preparing interim valuationsfor certificate and accounting purposes and issuing certificates authorizing pay-ment to contractors in accordance with the conditions of contract;

(1) Issuing variation orders on behalf of the client; negotiating and agreeing costs ofvaription orders with contractors;

(m) Assessing contractors' claim for extra payments and/or extensions of contracttime, and advising the client on the operation of liquidated damages clause in ac-cordance with the conditions of contract;

(n) Adjudicating disputes and differences between client and contractors;

(o) Inspecting the works and certifying practical completion of all architectural andengineering work and officially handing over the works, or portion of the works,for the client to occupy.

9.00

ENGAGEMENT OF PRIVATE FIRMSAS CONSULTANTS FOR

DESIGN AND OTHER SERVICES

No. 9.00Page 1

9.00 ENGAGEMENT OF PRIVATE FIRMS AS CONSULTANTS FORARCHITECTURAL DESIGN AND OTHER SERVICES

(Where not undertaken by Government staff)

General

9.01 Where government technical organizations (e.g. their public works departments)are not in a position to undertake the design of project buildings, or other professional ser-vices which may, on occasion, be required (e.g. campus planning, specialized engineering,quantity surveying, etc.), suitably qualified and experienced private firms have to beemployed for the purpose as consultants.

9.02 The. selection of any architectural design-and other-consultants requiredshould generally be initiated as soon as practicable after project appraisal, with the objec-tive of obtaining alternative design proposals before negotiation of a loan/credit andawarding the consultancy contract as soon as possible after loan/credit signing.

Methods of Selection

9.03 The general policies and procedures for selecting and engaging consultants forprojects assisted by the Bank/IDA are described in the booklet, "Uses of Consultants bythe World Bank and its Borrowers," a copy of which is provided as Annex 9-A.

9.04 As a general rule, the Borrower is solely responsible for the selection and engage-ment of consultants as well as for their administration and supervision when engaged. TheBank's/IDA's responsibility is only to provide guidance in accordance with the generalpolicies outlined in the booklet (para. 9.03), to determine whether proposed consultants arequalified to perform the work required and to ensure that proposed terms and conditions ofemployment are satisfactory. The particulars of firms considered by the Borrower for anyconsultancy assignment, and terms of reference for the job, should, therefore, be submit-ted to the Bank/IDA for approval before proposals are invited. Prior to the award of con-tract, the terms and conditions of employment should also be cleared with the Bank/IDA.

9.05 A basic requirement is that-in addition to being fully competent-a consultantmust be from a World Bank member country or Switzerland.

9.06 An architectural-or other-consultant for a Bank/IDA-assisted education proj-ect is usually obtained by "comparative selection" from a list of firms considered qualifiedby the Government-and by the Bank/IDA-to perform the services required, andknown to be interested in working for the project. However, the comparative selectionprocess is not essential. If a borrower prefers to employ a firm known to have performedsimilar services in a well organized professional manner and with entirely satisfactoryresults, the preferred firm may be directly appointed, following clearance with the Bank/IDA. The following paragraphs describe the processes for the more common "comparativeselection" method but basic procedures for contract negotiation, etc. are similar for "directappointment" and "comparative selection."

Comparative Selection

9.07 For the purpose of seeking proposals, draft terms of reference should first be pre-pared and cleared with the Bank/IDA. If practicable, they could be prepared and discussedwith the Bank/IDA appraisal team while it is still in the field or, otherwise, should be sentto Washington as shortly after appraisal as possible.

9.08 A schedule of supplementary information may also be prepared as necessary, tocover any information on the scope or content of the project, its cost constraints, time

No. 9.00Page 2

schedule, etc. not contained in the terms of reference, but necessary or useful for the prep-aration of proposals. This schedule may also include any general requirements for submit-

ting proposals and indicate the items on which emphasis will be placed in the evaluation of

proposals. Sample supplementary information schedules are provided under Annex 9-B.

9.09 For the purpose of comparative selection, the Borrower should prepare a list offirms claiming expertise in the field and interested in obtaining a commission. This list

may be compiled on the basis of recommendations by qualified sources such as otheremployers, the professional associations of architects in World Bank countries, the diplo-matic missions to the Borrower's country and the Borrower's own diplomatic missions.Samples of such inquiries-and of invitations to firms who consider themselves qualifiedto declare any interest in being considered for selection-are attached under Annex 9-C.Bank/IDA policy is to encourage consideration of local firms wherever their professionalqualifications, resources and experience are commensurate with the services they will berequired to perform.

9.10 The experience and capability of each firm should be examined in terms of suchcriteria as: the number, experience and qualifications of professional staff; length of prac-

tice by the firm and type, quantity and general quality of past work; character and numberof recent design projects of the type required; and-if a foreign firm-experience of prac-tice in the Borrower's part of the world and existence of any local office or association witha local firm, etc. All firms revealed as unsuitable should be removed from the list, leaving

on it only those from which the Project Director and his Project Architect consider pro-

posals should be invited (say, perhaps, a list of three to five firms where one consultancyassignment is involved). The particulars of the firms remaining on this "short list" should

be forwarded to the Bank/IDA for clearance of their suitability, before proposals are in-vited.

9.11 When agreement has been reached on the "short list" of firms worthy of con-

sideration and on the terms of reference, firms on the list should be invited to submit pro-

posals for the design services required (including curriculum vitae of the key personnelwho would be involved), on the basis of the terms of reference and any necessary scheduleof supplementary information which should be attached to the invitations. It is Bank/IDA

policy that the proposals received should be evaluated solely on the basis of the firms'professional capabilities and experience, the qualifications of their staff, and scheduling of

services. Therefore, invitations should normally indicate that financial terms should not

form part of the proposals requested. However, where national laws or government stand-ing or fiscal regulations may require the presentation of priced proposals for consultant

services, proposal invitations should indicate that the financial terms must be submitted in

separate sealed envelopes to be opened only after qualitative evaluation of the proposalshas been completed.

9.12 If foreign firms are included among tose to whom such invitations are issued, itmay be necessary to allow time for them to visit the Borrower's country before submittingtheir proposals. An interval of about 45 days between the mailing of invitations and thedue-date for the receipt of proposals is normally reasonable and adequate for the purpose.

9.13 Each proposal received should be evaluated under three broad categories: (a) thefirm's general experience of work similar to that proposed; (b) the adequacy of the pro-

posed work plan and approach; and (c) the experience and the qualifications of the profes-sional staff which the firm proposes assigning to the task required. The relative importanceof these categories will vary with the nature of the project but normally the quality of theavailable professional staff will be given a weight of about 50% of the total rating. (Staff

quality should be assessed in terms of qualifications, suitability to perform the duties to beassigned, experience in the type of work, experience in similar countries and language

ability.) A sample pro-forma for the comparative evaluation of all proposals received, on

the basis of numerical ratings, is provided in Annex 9-D. Proposals should be ranked in

order of rating to reach a tentative decision concerning the firm to be invited to negotiate aconsultancy contract.

No. 9.00Page 3

9.14 This tentative selection, supported by the evaluation data and a brief justification,should be cleared with the Bank/IDA.

Contract Negotiation

9.15 The selected firm should be invited by the Borrower to negotiate a contract agree-ment. In this invitation, the firm should be informed of any special problems found inreview of the proposal submitted, which should be discussed during the negotiation. Thefirm should also be informed of the financial data to be submitted during the negotiationand the general form of contract which the Borrower intends to use for the services re-quired-or it may be requested to prepare a draft contract for discussion.

9.16 Typically, a negotiation starts with discussion of (a) terms of reference and scopeof services and (b) the consultant's proposed work program. Thereafter, staffing proposalsare discussed and the Borrower may suggest substitutions for some of the staff-or adjust-ments of staff/areas of expertise- to improve the quality or the balance of the team whichis to provide the services required.

9.17 Then follows a discussion of fees: Fees for professional services may be calcu-lated a number of ways-the most common being: (a) as a percentage of the cost of theworks to be designed plus reimbursable costs; (b) a lump-sum fee plus reimbursable costs;(c) a time charge on "agreed fixed rates" subject to a ceiling amount within which the ser-vices required must be completed; and (d) the actual costs to the consultants of providingthe services plus a fixed percentage of such costs to cover overheads and profits.Whichever method is used, it is advisable to avoid an "open-ended" contract. Even whenthe fee is based on a percentage of costs, it should be subject to an agreed ceiling amountnot to be exceeded.

9.18 After tentative agreement is reached on the financial terms, terms of referenceand conditions of employment, the Bank/IDA should be consulted regarding theirsuitability. A draft contract may be forwarded for this purpose. If the terms appear reason-able to the Bank/IDA, the final contract should be prepared. If agreement on acceptableterms cannot be reached, the firm should be informed that negotiations are to be openedwith the firm next in line, as ranked on evaluation of the proposals received (para. 9.13).

Engagement-Award of Contract

9.19 When agreement has been reached between the Borrower, the Bank/IDA andthe selected firm on the scope and timing of the services required and the terms and condi-tions of employment, a contract document reflecting such agreement should be prepared.At this stage it would be prudent for the Borrower's project unit staff to obtain counsel andassistance from the appropriate government legal authorities. The legal work required willinclude the preparation of an "Agreement between Government (as 'Client') andArchitect."

9.20 The sample documents provided under Annex 9-E may serve as a reference forthe preparation of such a contract agreement but should be referred to with care.

9.21 The contract agreement in its finalized form should be cleared with the Bank/IDA before it is signed.

9.22 As soon as a contract agreement with a consultant has been signed, and beforesubmission to the Bank/IDA of the first application for withdrawal of loan/credit funds inrespect of such a contract, one or two copies of the signed document (as stipulated in theLoan/Credit Agreement) should be sent to the Bank/IDA for retention.

Annex 9-APage 1

USES OF CONSULTANTS BYTHE WORLD BANK AND ITS BORROWERS

(Insert Copy)

Sample ANNEX 9-B-(i)Page I

SUIPPLEMENTARY INFORMATION TO CONSULTANTSCONCERNING SCOPE AND CONTENT OF PROJECT

(Extracts from Credit Agreement - Second Kenya Education ProjectDescription of the Project

The project consists of the following parts:

1. The construction, furnishing and equipping of the following institutions:

one new agricultural institute, six farmer training centers (new or virtual replace-

ment) and three new mobile training units.

2. The expansion of the following existing institutions: two agricultural

institutes, eleven primary teachers colleges and four secondary technical schools.

3. The conversion of one primary school into one secondary technical school.

4. The equipping of the following existing institutions: three secondary

technical schools, one technical institute and one secondary teachers college.

List of Educational Institutions (See map for locations).

Type of Name of Staff Boarding Total Approximate AreaInstitution Institution Houses Plans Enrollment of Construction (ft2

1. Faculty of Agriculture University 23 - 300 (300) 101,000of Nairobi

2. Agricultural Institutes Embu 1 90 250 ( 90) 36,200Ahiti - - 280 ( 60) 2,900

West Kenya 13 260 260 (260) 51,000

3. Farmer Training Centers 01 Joro Orok 11 60 60 ( 60) 17,200

Kianyaga 12 60 60 ( 60) 20,300Baringo 11 60 60 ( 60) 19,000Bungoma 12 60 60 ( 60) 20,300

Busia 12 60 60 ( 60) 20,300Kwale 11 60 . 60 ( 60). 19,000

4. Primary Teachers Kilimambogo 8 50 480 (256) 26,500Training Colleges Thogoto 7 140 480 (314) 24,700

Machakos 14 -1 190 480 (328) 26,100Kigari 2 240 480 (281) 26,100

Kagumo - 140 660 (333) 24,700Egoji 2 135 480 (231) 20,400Mosoriot 1 - 480 (226) 8,200Kericho 1 - 480 (167) 24,500Asumbi 13 - 480 (292) 22,200

Eregi 11 140 660 (309) 31,200

Shanzu 2 - 480 (247) 16,600

ANNEX 9-B(i)Page 2

Type of Name of Staff Boarding Total Approximate AreaInstitution Institution Houses Plans Enrollment of Construction (ft2)

5. Technical Schools and Nyeri 1/ -' - 480,(480) -Technical Institutes Eldoret 3- 315

Kabete - - 510 -

Kisumu 1 9 140 330 (160) 22,600

Machakos 3/ - 350 -

Meru 1/ 10 140 350 (166) 26,600

Mombasa ITC 1/ - 140 315 (175) 15,300

Nairobi ITC 1/ - 100 280 (130) 12,900

Mombasa Tech../ - - 624 -

6. Secondary Teachers Kenyatta 3Training College College - - -

1/ Expansion - site plans (1/64" scale) and drawings of existing buildings (1/8" scale)will be available to architect.

2/ Conversion - measured drawings would have to be undertaken by architect.

3/ Equipping - electrical lighting, electrical reviewing and layout of equipment to bebe undertaken by architect - drawinj;s of affected areas (1/8" scale)will be available.

( ) Figures in parenthesis represent additional enrollment.

Note: Educational and architectural work sheets consisting of outline educational

specifications, schedules of accommodations and space standards are available.

ANNEX 9-3-(i)Page 3

Estimated Cost of Project and Construction Area

(Extracts from Appraisal Report and Work Sheets - Second Kenya Education ProJect)

The estimated capital costs of the project (excluding contingencies and

in 1971 prices) are summarized below by types of institutions and categories of

work:

Kenya Shillings US $ Area ofType of Institution (millions) (millions) Construction (ft2 )

1. Faculty of Agriculture 13.92 1.95 101,000

2. Agricultural Institutes 7.64 1.07 90,100

3. Farmer Training Centers 7.21 1.01 116,100

4. Primary Teachers Colleges 15.00 2.10 251,200

5. Secondary Technical Schools 7.43 1.04 77,400

6. Secondary Teacher Training College 0.57 0.08

7. Technical Institute 0.57 0.08 -

Total 52.34 7.33 635,800

Kenya Shillings US $Type of Work (millions) (millions)

1. Construction

Academic & Communal facilities 15.43 2.16

Boarding Facilities 9.49 1.33

Staff Houses 7.50 1.05

Site Development 5.64 0.79

2. Furniture 3.57 0.50

3. Equipment 10.71 1.50

Total 52.34 7.33

It should be noted that the professional fees estimated for the project should not

be disclosed to the prospective consultants. Also, the contingencies suma allocated for

the project are to be used only when necessary and that on a case by case basis during

project implementation.

KENYA: SECOND EDUCA ION PROJECT

IMPLEMENTATION- EXPENDITURE DISBURSEMENT

YEAR YEAR YEAR YEAR YEAR

I234567891012_123 415634567910111 6 11112 3456789101112123 45678910121 2545678 9101112

SURVEY AND "92PREPARATION OF SITES -T -2.2

ADMINISTRATION // rU/1 V 00, U11 '/20*tk

PROGRAMMING ANDARCHITECTS BRIEF I] C6

/ 6.10PRELIMINARY DESIGN I,,

5.40

FINAL DESIGN /, 0 10

WORKING DRAWINGS ANDCONTRACT PREPARATION 00/

FURNITURE AND EQUIPMENT

3. 10 Guarantee Perod

TENDER ANDAWARD CONTRACT

CONSTRUCTION

0.3I Defects and ability Period

00

EXPENDITURES (Cumulative) DISBURSEMENTS (Cumulative)(in millions of (in millions of U.S.Dollars)U.S.Dollars)

IBRD -43Y5(2R)

ANNEX 9-B(i)Page 5

Government's Administrative Machinery for Project Implementation

(Extracts from Credit Agreement - Second Kenya Education Project)

For the purpose of implementation of the project the government has

established a project administrative unit within the Ministry of Education.

This unit will be headed by a Project Director who will be assisted by an

Architect, an Educator, a Procurement Specialist, an Accountant and necessary

supporting staff. The Project Director will be responsible for directing all

aspects of the execution of the project and will be reporting directly to the

Permanent Secretary of the Ministry of Education. He will also coordinate and

integrate all project activities with relevant ministries, authorities and

agencies, and with Bank/IDA.

The functions of the project unit will inter alia include:

(a) Selection of consultants, approval of their terms of reference

and administration of their agreements;

(b) Briefing consultants and answering all technical questions

related to the project;

(c) Reviewing and approving or arranging for the review and approval

by appropriate authorities of all reports, plans, specifications

and other material related to the project;

(d) Making all necessary arrangements for calling bids and awarding

all contracts relating to the project;

(e) Provide or arrange to provide all information relating to site

and site conditions of project institutions;

(f) Prepare or review architects' briefs and relating educational

specifications to realistic costing and functional design;

ANNEX 9-B(i)Page 6

(g) Process all project related expenditures and certificates

of payments;

(h) Monitor project implementation and ensure that works are

meeting established performance standards;

(i) Preparing periodic reports for the government and Bank/IDA.

Annex 9-C-()Page 1

Sample Invitation to Qualified FirmsTo Declare Interest in Obtaining Consultancy Commissions

THE HASHEMITE KINGDOM OF JORDAN

SCHOOL BUILDING DEVELOPMENT PROGRAM

Appointment of Consultants

L. The Government of Jordan is interested in selecting Architectural EngineeringConsultants capable of undertaking the design and construction supervision of a schoolbuilding program. This work is to be carried out on the basisof available educational per-formance requirements as second stage of a development program of school buildings. TheGovernment of Jordan has signed a loan with the International Development Association(IDA) for contribution in financing the project which includes the following buildings:

1) Irbid Polytechnic (Grades 13-14)

Location: 80 km north of Amman

Gross area of buildings: 3360 m2

Number of students: 240

Main fields of study:

(a) Food technology, with specializations after a common first year of training infood manufacturing and fruit and vegetable processing.

(b) Textile technology.

(c) Industrial chemistry, with specializations after the first year in petrochemis-try, minerals processing and chemical manufacture.

2) Aqaba Trade Training Complex (Grades 10-11 & ungraded)

Location: 320 km south of Amman

Gross area of buildings: 3720 m2

Number of students: 330

The Complex would provide full-time and part-time courses of various durationin five basic specializations:

(a) Plant maintenance and repair.

(b) Industrial electricity.

(c) Instrumentation and control.

(d) Climatization and refrigeration.

(e) Materials handling and transport.

As well as pre-apprentice basic training and upgrading, conversion and re-train-

ing courses for adults.

3) Hotel Training School (Grades 10-11 & 13-14)

Location: Amman

Gross area of buildings: 4280 m2

Annex 9-C-(1)Page 2

The project consists of a hotel school for 280 students and a practice hotel ofabout 76 beds.

The school would provide:

(a) Two-year courses to train middle level personnel for the hotel and cateringindustry in four basic specializations:

(i) hotel administration, accounting and control.

(ii) reception and front office.

(iii) restaurant and bar.

(iv) kitchen.

(b) One-year course in hotel management to applicants who successfully com-plete any of the first three basic specializations above.

(c) Ad hoc one-year courses in housekeeping and storekeeping and a six-monthscourse for tourist guides (every other year).

(d) Short intensive training in the practice hotel for lower level personnel(waiters, barmen, linen maids, cleaners, ironers, washers, etc.).

4) Rural Development Center (ungraded)

Location: Ma'adi-Dier Alla, 52 km to the northwest of Amman

Gross area of buildings: 1200 m2

Number of students: 90

The Center would function as a pilot non-formal education project in the centralJordan Valley. The Center would provide short intensive courses for adults in theafternoon or in the evening in rural skills, general agriculture (in cooperation withthe training center for extension agents), cooperative development, women'scrafts, public health, nutrition and family care as well as functionally orientedbasic literacy courses. In the morning, the Center would serve as a centralizedworkshop for neighboring schools.

5) Three Comprehensive Secondary Schools (Grades 10-12)

Location: One for boys, and one for girls at Zarqa, 30 km to the northeast of' Am-man; and one for girls at Irbid, 80 km north of Amman.

Gross area of buildings: 5620 m 2 for the boys' school, 5350 m2 for each one of thegirls' schools.

Number of students in each school: 1056

The proposed schools would offer four streams of specialization:

(a) arts,

(b) science,

(c) commerce,

(d) industrial arts or home economics.

In addition, pre-vocational training would be offered to all students.

II. Firms applying for pre-qualification should be fully competent in the field ofschool buildings, with previous experience in similar types of projects, and in additionmust be from a member country of the International Bank for Reconstruction and Devel-opment or from Switzerland. It is a requirement that foreign Consulting Firms working in

Annex 9-C-(i)Page 3

- Jordan are associated with a local consultant/engineering firm. Firms interested in pre-qualification can express interest to undertake the work required for one building, anynumber or all the buildings of the project in the light of their experience and competencein similar buildings. The consultants would be required to do a major part of their work inJordan and to draw upon the technical manpower available in the country.

III. For pre-qualification purposes, interested firms should complete Forms No. 244entitled "Questionnaire for Consulting Firms" provided by the International Develop-ment Association. Completed forms together with supporting information should be ad-dressed to:

Dr. H. OdehPresidentNational Planning CouncilP.O. Box 555Amman, Jordan

and sent by registered Air Mail to be received not later than (*).

IV. The above mentioned forms together with more detailed information on eachproject are available in the above mentioned office for withdrawal by interested firms.

*Six weeks from date of advertising.

Consultants' Proposal - Surmmary Evaluation Sheet *

Project: Education Project

Date proposals received:Date of evaluation :_*-_Evaluation by :

FIRM FIRM No. 1 FIRM No. 2 FIRM No. 3 FIRM No. 4 FIRM No. 5Weight Weight Weight Weight Weight

ITEM 1/ 2/ x x x X X. egtRating Rating Rating Rating Rating Rating Rati g Rating Rating

.1. Firm't; general experience in the field of project 20 90 18.0 70 14.0 90 . 18.0 90 18.0 60 12.0

2. Adequacy of proposed work plan and approach 25 70 17.0 80 . 20.0 80 20.0 60 15.0 90 22.5

3. Personnel

3/(a) Architectural (Weight 35)

(i)- Principal in charge (partner or- equivalent) 10 50 - 5.0 50 5.0 80 8.0 60 6.0 50 5.0(ii) Architect in charge of project (design) 10 70 7.0 80 8.0 70 7.0 80 6.0 70 7.0

(iii) Architect in charge of projebt(supervision) 10 - 60 6.0 80 8.0 60 6.0 40 4.0 70 7.0(iv) Other key personnel 5 60 3.0 70 3.5 70 3.5 60 3.0 - 80 4.0

4/(b) Engineerin- (Weight = 10)

(i) Architectural/Structural Engineer. . 80 3.2 80 3.2 70- 2.8 80 3.2 80 3.2(ii) Electrical/Illumination Engineer 2 60 1.2 80 1.6 60 1.2 60 1.2 70 1.4

(iii) Sanitary Engineer ) 2 60 1.2 80 1.6 60 1.2 80 1.6 70 1.4Mechantcal Engineers1: 80 .6 0(iv) HAC Engineer ) - 2 60 1.2 80 1.6 60 1.2 80 1.6 70 1.4

5/ .(c) Quantity Surveying/Specifications (Weight 10)

(1) Quantity Surveyoror

Specifications Specialist 5 80 4.0 80 4.0 80 4.0 80 4.0 70 3.5(ii) Cost specialist 5 80 4.0 80 4.0 60 . 80 4.0 '60 3.0

Total 100 70.8 - 74.5 75.9 69 6 71.4

Comments . 2nd Best Best rated

/ Weight on percentage scale '2/ Rating on 100 points scale.

* 3/ Landscape architects could be included.4/ Engineers for survey, soil, acoustics, etc. could be included.5/ Would depend on system of professional practice.* Reduced for sample purpose. -

Annex 9-E-(i)Page 1

Typical Conditions for Consultancy AgreementGENERAL RULES FOR AGREEMENT BETWEEN

CLIENT AND ARCHITECT*

1. General Provisions

1.1. These rules concern the professional relationship between an individual person,corporate body or public authority (hereinafter called "the Client"), who wishes to engagethe services of an Architect, Partnership of Architects or legal entity of Architects(hereinafter called "the Architect") to advise on architectural matters or to design andsupervise the construction of architectural works and the Architect so engaged.

1.2. Words importing the singular only also include the plural and vice-versa withoutin either case altering the meaning of the context.

1.3. The headings shall not limit, alter or affect the meaning of these rules or theAgreement.

*1.4. If the Agreement is written in more than one language it shall be stated in theAgreement which of these languages shall be the "Ruling Language."

*1.5. In the Agreement it shall be stated under the legal provisions of which countrythe Agreement has been concluded..

1.6. The Client shall safeguard the Architect against the consequence's of any incom-patibility between the provisions of these rules and/or the Agreement and the legal provi-sions under which the Agreement is concluded.

2. Rights and Duties of the Client and the Architect

2.1. The Architect shall in all professional matters act as a faithful adviser to theClient, and, insofar as any of his duties are discretionary, nct fairly as between the Clientand the Contractor.

2.2. The Architect shall exercise all reasonable skill, care and diligence in the dis-charge of his duties under the Agreement.

2.3. The Client shall furnish all pertinent data and information available to him andshall give such assistance as shall reasonably be required by the Architect for the carryingout of his duties under the Agreement.

2.4. The remuneration of the Architect charged to the Client according to clause 6shall constitute his only remuneration in connection with the Agreement, which inter aliaimplies that he shall not accept any trade commission, discount, a`owance or indirect pay-ment or other consideration in connection with the reference.

2.5. The Architect shall not have the benefit, whether directly or indirectly, of anyroyalty on or of any gratuity or commission in respect of any patented or protected articleor process used on or for the purpose of the Agreement unless it is mutually agreed that hemay.

2.6. The Architect, when in charge of supervision of Works under construction shallhave authority to make minor alterations to design as may be necessary or expedient, buthe shall obtain the prior approval of the Client to any more substantial modification of thedesign and costs of the said Works and to any instruction to a Contractor which constitutesa major variation, omission or addition to the Contract. In the event of any emergency,however, which in the opinion of the Architect requires immediate action in the Client's

*Based on the "International General Rules for Agreement between Client and Consulting Engineer" publishedby the International Federation of Consulting Engineers (FIDIC).

Annex 9-E-()Page 2

interests the Architect shall have authority to issue such orders as required on behalf ofand at the expense of the Client.

2.7. The Architect shall not be the medium of payments made on behalf of the Clientto Contracors and/or Suppliers, unless specifically so requested by the Clieni. He will,however, issue certificates for such payments.

2.8. The Client shall give his decision on all designs, drawings, reports, recommenda-tions and tender documents laid before him by the Architect in such reasonable time asnot to delay the work of the Architect.

2.9. The Architect may call in the assistance of other Consultants or Experts. He.shallbe entitled to charge the ensuing costs to the Client when prior approval in writing hasbeen obtained.

2.10. The copyright of all documents prepared by the Architect in connection with theAgreement rests with the Architect. The Client shall not be entitled either directly or in-directly to make use of these documents for the carrying out of the work other than underthe supervision of the Architect and/or of any additional or similar work without prior ap-proval of the Architect and without additional remuneration.

2.11. The Architect shall have the right, subject to the Client's approval, which shallnot be withheld unduly, to publish descriptive articles with or without illustrations, rele-vant to the references either on his own account or in conjunction with other parties con-cerned.

3. Preparation, Conclusion, Alteration and Termination of the Agreement

3.1. The Agreement is considered to have come into force immediately upon the sig-nature of the Form of Agreement or alternatively upon the signature of other documentsclearly indicating the intention of both parties to collaborate on the basis of these Rules.

3.2. Should circumstances arise which call for modifications of the Agreement thesemay be made by mutual consent given in writing. Proposals in this respect from one partyshall be given due consideration by the other party.

3.3. The Architect shall not have the right to assign or transfer the benefit or obliga-tion of the Agreement or any part thereof. However the Architect shall be entitled at anytime to take into partnership another partner or partners (or directors) and he or they shallthence be deemed to be included in the expression "the Architect."

3.4. The Agreement shall not be dissolved by the death of the Client. His rights andobligations shall pass to his Successors.

3.5. Should the Architect, being an individual, die or be prevented by illness or anyother circumstance beyond his control from performing the obligations implied by theAgreement or having it performed entirely, the Agreement comes to an end without pre-judice to the accrued rights of either party against the other.

The Client shall in th.at case owe the Architect or his Successors and Assignsagainst surrender of the documents necessary for the continuation of the work insofar asthey are available, such part of the remuneration as corresponds to the state of the work ofthe Architect under the Agreement, including any reimbursable costs and those costs (ifany) ensuing for the Architect or his Successors or Assigns from contracts already enteredinto in respect of the reference, insofar as they are not yet reimbursed by the Client.

3.6. Should the Architect be a partnership or legal entity the Agreement shall not bedissolved by the death or retirement of a member of the partnership or a director of thelegal entity.

3.7. Should the Architect be unable to fulfill his obligations under the Agreementowing to circumstances beyond his control or owing to some unreasonable action of the

Annex 9-E-(i)Page 3

Client towards him or because the Client does not meet his obligations under the Agree-ment, he is entitled to suspend his activities and/or to cancel the Agreement, in which lat-ter case the provisions referred to under 3.5 apply, without prejudice to his right to claimdamages from the Client if there are grounds to.

3.8. In the event of the whole or any part of the Works being postponed or abandonedor if for any reason whatsoever the Client cancels the Agreement as a whole or a part of itthe same amounts are due to the Architect as referred to under 3.5, increased by onequarter of the remuneration agreed upon for that part of the Works which due to theaforesaid circumstances will not be completed by the Architect. If the remuneration is ona time-salary basis in accordance with 6.1 under A the Architect shall be entitled to pay-ment during a reasonable time for those of his staff who have been working on thereference and who have to be transferred to other jobs in addition to the amounts due tohim as referred to under 3.5.

3.9. If, within two years, the postponed Works or any part thereof shall again proceed,any relevant payments made under 3.8 shall rank as payments on account towards thetotal fee actually payable, it being understood that the extra time spent by the Architect inconnection with the resumption of the postponed Works and the actual costs of the addi-tional work will be subject to an additional charge.

4. Liability of the Architect

*4.1. The Architect is liable for the consequences of errors and omissions on his part oron the part of his employees insofar as specified in the Agreement and to the extent men-tioned therein and with the limitations referred to hereunder.

4.2. If according to the Agreement the Architect has certain liabilities for errors andomissions the indemnification to be paid by the Architect shall only be based on theseriousness in character thereof and shall be determined in relation to the Architect's feefor the Works and shall never be in excess of that fee.

4.3. The liability of the Architect does not cover costs other than those for thereinstatement of the Works. All liability for consequential damages is excluded.

4.4. The liability of the Architect (if any) expires after two years from the date of com-pletion of the relevant part of the Works.

4.5. The Architect has no liability whatsoever for any part of the Works not designedby him, or under his responsibility or which have not been constructed under his supervi-sion.

4.6. The Architect has no liability whatsoever for any part of the Works for which theliability rests with the Contractor or the Supplier.

4.7. The Architect has no liability whatsoever for any damage resulting from any actof Contractors or Suppliers which is not in accordance with the contract documents or theArchitect's instructions. .,

4.8. The Architect has no liability whatsoever for any violation of legal provisions orrights of third parties unless these provisions or rights have been specifically brought tothe notice of the Architect by the Client in writing.

5. Settlement of Disputes

*5.1. Any dispute or difference arising out of the Agreement and/or the provisions ofthese Rules, including those considered as such by only one of the parties, shall be re-ferred to a sole arbitrator to be agreed upon by the two parties within thirty days of thearising of the dispute, or, failing such agreement within this time, to two Arbitrators, oneto be nominated by the Client and the other by the Architect. In case of the said two Arbi-

Annex 9-E-(i)Page 4

trators not agreeing between themselves, there shall be appointed an Umpire by the saidtwo Arbitrators in writing, or, failing agreement between them, byThe award of the sole Arbitrator, the two Arbitrators or the Umpire, as the case may be,shall be final and binding on the two parties and the provisions ofas amended to the date of the arbitration, shall apply.

6. Remuneration of the Architect

*6,1. The remuneration of the Architect may be agreed upon according to one or moreof the following systems:

A. On a time-salary basis plus reimbursable costs as defined in 6.9;

B. As a percentage of the cost of the Works as defined in 6.6 or on an agreed esti-mated cost of works, plus reimbursable costs as defined in 6.9;

C. As a lump sum plus reimbursable costs as defined in 6.9.

6.2. If the Agreement concerns construction of Works the remuneration payable tothe Architect covers, unless otherwise agreed upon:

(Here fill in the special conditions applicable. Forreference see section B and Annex B-1.)

*6.3. If the remuneration is agreed on a time-salary basis according to 6.1 under A, theAgreement shall state the per diem charge for the Architect or-the principals of the firmand the charge to be added thereto and to the pay-roll costs to cover general overhead ex-penses and profit, this charge being given as a percentage of these basic costs. Time spentin traveling in connection with the Works is chargeable.

6.4. In the case referred to under 6.3 time spent by clerical staff in the head-office ofthe Architect shall not be chargeable unless otherwise agreed upon.

*6.5. If the remuneration is agreed upon as a percentage of the cost of the Works plusreimbursable costs according to 6.1 under B that percentage shall be mentioned in theAgreement.

6.6. If in the case referred to under 6.5 the Works are carried out, as cost of the Worksshall be considered unless otherwise agreed upon:

a. the amount certified to the Contractor, or the amount certified as cost of theWorks if carried out by direct labor of Works designed, specified or supervised bythe Architect, before deduction of liquidated damages or penalties (if any);

b. a fair valuation of any labor, materials, manufactured goods or machinery, pro-vided by the Client and of the use and waste (including all cost of repairs) of con-structional plant and equipment belonging to the Client which he shall require tobe used in the carrying out of the Works;

c. the market value as though they were purchased new, of any second-handmaterials, manufactured goods and machinery incorporated in the Works.

The cost of the Works shall not include the following items:

(i) administrative expenses incurred by the Client;

(ii) payments made to the Architect;

(iii) salaries, travelling, out-of-pocket and office expenses of resident site staff;

(iv) interest on capital during construction and the cost of raising monies re-quired for carrying out the construction of the Works;

(v) cost of land and wayleaves.

Annex 9-E-(i)Page 5

6.7. If in the case referred to under 6.5 the Works are not carried out, as cost of theWorks shall be considered the lowest acceptable bid received for the execution of theWorks or for lack of such the Architect's estimate of costs submitted to the Client.

*6.8. If the remuneration is agreed upon as a lump sum plus reimbursable costs accord-ing to 6.1 under C the lump sum shall be mentioned in the Agreement.

6.9. The following costs shall be regarded as reimbursable:

a. the costs of all available documents needed in connection with the Agreementsuch as cadastral documents, maps, drawings, aerial photographs, records, reports,etc.;

b. all costs of site surveys such as terrestrial and aerial surveys, soil mechanical sur-veys and laboratory investigations, borings, test piles, etc.;

c. the costs of such specialized professional advice and laboratory investigations asmay be obtained by agreement with the Client;

d. the costs of instruments mentioned in the Agreement or afterwards agreed uponwith the Client;

e. rents of instruments made available by the Architect for the carrying out of theAgreement and investigations mentioned above and during the execution of theAgreement;

f. the travelling, transport, board and lodging and other such expenses of theArchitect and his staff;

g. the costs of reproduction, multiplication and dispatch of all documents, reports,drawings, maps, etc.;

h. the costs of postage, telephones and telegrams insofar as they are not local;

i. the costs of advertising for bids.

*The following costs will equally be regarded as reimbursable subject to overhead chargesas agreed upon:

j. the costs of the Architect's staff on site necessary for field investigations and forthe supervision of the construction and administration of the Works by the Resi-dent Staff;

k. the costs of testing of materials and of the inspection and testing during manufac-ture and/or after delivery of such materials and plant as are usually inspected andtested by Architects;

1. the fees and expenses in connection with lawsuits, arbitration proceedings etc.against or by third parties insofar as the assistance of the Architect in this respectis required by the Client.

6.10. In case of excessive delay on the part of the Client or of any Contractor or the tak-ing by the Client of the Works or any part thereof out of the hands of any Contractor dueto his failure properly to perform the relevant Contract, the Architect shall be entitled toadditional remuneration.

6.11. In the event of circumstances arising which could not have been reasonably fore-seen, or in the event of the Client ordering modifications to the basic design specified inthe approved Schematic Design, or to the detailed designs and Schedules in the approvedFinal Design, or alteration or remaking of any specification, schedule, drawing or otherdocuments prepared in whole or in part by the Architect in the Contract Preparation Stage,the whole of the cost of revising, amending or reproducing documents to bring the work ofthe Architect up to the stage at which it was modified shall be the subject of additional pay-ment, computed on a time basis together with all reimbursable costs incurred.

Annex 9-E-(i)Page 6

7. Payments

*7.1. The Client shall pay to the Architect advance payments to be mentioned in theAgreement as imprest accounts. These advance payments will be taken into account whenthe final payment is made.

*7.2. If the Agreement concerns construction of Works, the Client shall pay to theArchitect unless otherwise agreed installments at about the following stages of the Works,

the proportions being stated in the Agreement:

a. on submission of the Schematic Design report and drawings;

b. on submission of the Final Design;

c. on submission of the bid documents;

d. on submission of the Architect's report analyzing the tenders received and rec-ommending selection of main Contractor;

e. on submission of the Architect's written authority for construction work on siteto begin when Contract Mobilization is sufficiently advanced;

f. on Practical Completion of the Works;

g. on Final Completion of the Works.

Provisions should also be made for payment of installments during the construction stage.

7.3. if the remuneration is agreed on a time-salary basis according to 6.1 under A itwill be payable monthly.

7.4. If the remuneration is agreed as a percentage of the cost of the works according to6.1 under B, the percentages mentioned under 7.2 will be taken from the Architect's esti-mates of cost of the Works.

7.5. No matter how the remuneration is agreed upon the reimbursable costs shall bepayable monthly.

7.6. Remunerations shall be paid to the Architect within one month after submissionof the invoices by the Architect. If the Client fails to pay the Architect within threemonths after the date of submission of the invoice the Architect is entitled to claim in-terest as from the date of the invoice.

7.7. Unless otherwise agreed all payments to the Architect shall be made into theBank Account of the Architect in his own country.

8. Currency

8.1. Unless otherwise agreed, payments to the Architect shall be made in the currencyof his own country.

*8.2. If payments are agreed in currency other than that of the Architect's country therate of exchange shall be stated in the Agreement.

9. Damage

9.1. If at any time before the completion of the Works under the Agreement any partof the Works or the equipment thereof shall be damaged or destroyed as a consequence ofoperations of war, political disturbance or other cause beyond the control of the Architectthe Client shall pay to the Architect the appropriate remuneration for any additional workwhich may be required to be designed and/or supervised by him as a result of such damageor destruction and a compensation for the damage resulting from such operation or cause.

Annex 9-E-(i)Page 7

AGREEMENT BETWEEN CLIENT AND ARCHITECT'

THIS AGREEMENT made in duplicate the day of

in the year

Nineteen Hundred and

between

Hereinafter called "the Client," of the one part and

Architect(s) hereinafter called "the Architect" of the other part.

WHEREAS the Client is desirous that architectural services be rendered for the followingproject:

(description of the project-for sample see under section C.)

NOW THESE PRESENTS WITNESS and it is hereby agreed and declared by and be-tween the parties hereto as follows:

Art. 1. Appointment of Architect(s)

The Client hereby appoints the Architect(s) and the Architect(s) accept(s) the appointmenton the conditions as laid down in the annexed "General Rules for Agreement betweenClient and Architect" and on the terms and conditions hereinafter set forth.

Art. 2 (Here fill in the Special Conditions, such as applicable law, method of remunera-Art. 2.) tion, Client's instructions and preparation of Architects' Briefs, requirements for

etc.) the Schematic Design report, Final Designs and drawings, etc. See the Articles ofthe annexed Rules marked with *).

In witness whereof the parties sign:

the Client: the Architect(s)

*Based on the "International Model Form 6f Agreement between Client and Consulting Engineer" published bythe International Federation of Consulting Engineers (FIDIC).

10.00

PREPARATION OF DRAWINGS,BIDDING AND

CONSTRUCTION DOCUMENTS

No. 10.00Page 1

10.00 PREPARATION OF DRAWINGS, BIDDINGAND CONSTRUCTION DOCUMENTS

General

10.01 As described in Section 8.00, the drawings and documents for construction of thebuildings required for a Bank/IDA-assisted education project are prepared by the designarchitect-or architects-(government or consultant), on the basis of the architect'sbrief(s) prepared by the Borrower and developed in consultation between the Borrowerand the architect(s), as described in Sections 7.00 and 8.00.

10.02 Drawings and documents submitted by the design architect(s) at various stages ofthe design process--as described in Section 8.00-should be reviewed by the ProjectArchitect, with the advice of other members of the project unit or management team, asnecessary (e.g., the Project Educator). Schematic design drawings (sketch plans) and draftbidding and contract documents should be forwarded for Bank/IDA review also, after ini-tial review and c!earance by the Project Architect.

10.03 The questions listed in the following paragraphs may be useful to the ProjectArchitect as checklists for reviewing drawings but should not be regarded either as ex-haustive or necessarily applicable in every case.

Checklist for Review of Schematic Design

10.04 In reviewing the schematic design drawings (sketch plans) and accompanying costestimates, the Project Architect may check the following aspects of the proposals:

(a) Site Planning

(i) Is the ratio of site area covered by buildings to the area left uncovered-i.e., covered area: open area-satisfactory?

(ii) Are there adequate areas for outdoor physical education, recreation andstudent assembly?

(iii) Are the exterior pedestrian and vehicular traffic patterns satisfactory?

(iv) Do site grade elevations have minimum excavation and fill and is the sitesatisfactorily graded for drainage and normal landscaping?

(v) Is building(s) located in recognition of the natural elements (sun, rain,breeze, noise, etc.) and view?

(vi) Is buildings(s) shaped and located for functional use of space and forpossible future expansion?

(b) Space Planning-Buildings

(i) Does the design provide all the units-or elements-of training, com-munal, administrative, boarding or other accommodation (e.g.,classrooms, laboratories, workshops, dormitories, etc.) identified in theaccommodation schedule incorporated in the architect's brief?

(ii) Is planning of the various accommodation units/spaces (e.g., classrooms,laboratories, etc.) functional in terms of size, shape, area and interrela-tionship? Are the areas of non-instructional spaces held to a minumum?

(iii) Is the internal layout or organization of the building(s) satisfactory, asregards zoning and the relationship between the various activity areasand traffic patterns?

No. 10.00Page 2

(iv) Are the internal circulation provisions within each building and be-tween buildings (e.g., covered walkways) kept to a minimum for efficientstudent flow?

(v) Have required levels of economy in space utilization been achieved?

(vi) Are the structural system and the structural module proposed appropri-ate for the accommodation units/areas concerned, and do they providethe degree of flexibility desirable for possible future reorganization,modification or expansion of teaching and other spaces without majorstructural, electrical and utility alterations?

(vii) Are the type and standard of construction, and the materials on whichthe design depends, consistent with local traditions and economic andclimatic considerations?

(viii) Is the total construction area within the allowable limits stipulated in thearchitect's brief, and can further economies be achieved without in anyway imparing functional aspects?

(ix) Is the unit building cost (i.e., cost/ft.2 or cst/m2) used as the basis of thecost estimate submitted realistic for the standard of construction indi-cated, and is the resultant total cost estimate within the cost limits stipul-ated in the architect's brief?

(x) Is the architectural character of the design appropriate for the type of fa-cility required and its intended environment?

10.05 When the Project Architect and his Project Director consider that the sketch plansmeet operational and environmental needs, they should be submitted for Bank/IDA ap-proval before development of final drawings.

Checklist for Review of Final Design

10.06 Final design drawings, and the related cost study, may be subjected to examinationon the following lines:

(a) Site Development

(i) Is site drainage directed away from buildings and parking areas (if any)and is the drainage design of outdoor physical education and recreationareas satisfacory?

(ii) Is the overall landscaping plan functional (i.e., in providing shade, defin-ing space, channeling ventilation, etc.) and have maintenance andupkeep costs been considered?

(iii) Are exterior walkways adequate, and paved areas (if any), justified and lo-cated properly to avoid glare and heat reflection towards buildings, andare specifications appropriate?

(iv) Are adequate ingress and egress provided for fire fighting and emergen-cy vehicles?

(v) Are utility connections properly designed and located so as to minimizesafety hazards, particularly in play areas?

(b) Space Planning - Buildings

(i) Do space provisions, building layout, or constructional form deviatematerially from the approved schematic design proposals?

No. 10.00Page 3

(ii) Does the interior design (layout of equipment, furniture, sight lines, pro-visions for darkening of rooms, etc.) of each type of teaching/learningspace meet educational requirements?

(iii) Does the design of each type of space provide reasonable thermal, sonicand visual environment, in terms of the local context?

(iv) Are storage provisions sufficient for proper storage of teaching/learningequipment and materials?

(v) Do constructional provisions recognize local building techniques andrely on the use of locally available building materials?

(vi) Are standards for construction (flooring, walls, etc.) lighting levels andwater supply appropriate and economical, in terms of use and mainte-nance for each type of space, and are the specifications for building hard-ware, electrical and plumbing fixtures suitable in the local context andsufficiently standardized to ensure low maintenance and inventorycosts?

(vii) Does the choice and use of materials (interior and exterior) indicate aconcern for suitability and maintenance in the local context?

(viii) Does the building(s) reflect the variety of activities that takes place with-in?

(ix) Are elevations and fenestration of the building(s) suitably designed tosatisfy comfort and working conditions and to minimize regular andreplacement maintenance?

(x) Are safety design factors satisfactory, e.g., fire prevention measures,emergency exits, safeguards against breakage of excessively large glazedareas, etc.?

(xi) Are electrical and plumbing outlets adequate and appropriately placedfor the teaching/learning process?

(xii) Does the total construction area remain substantially as agreed for theschematic design?

(xiii) Does the total cost estimate as supported by the architect's detailed coststudy approximate the estimate for the approved schematic design andfall within specified limits?

(c) Furniture Selection and Design

(1) Is furniture designed to allow for maximum arrangements to meetdifferent teaching/learning situations (e.g., use of modular furnitureunits that facilitate flexible grouping)?

(ii) Is furniture designed for comfort, correct posture and resistance tobreakage?

(iii) Will the materials used for furniture retain their original appearance forlong periods of time (e.g., materials that are not easily defaced, are non-corroding, etc. (materials) and provide an adequate service life (e.g., 15 to25 years)?

S(iv) Are chair legs not so far apart as to cause tripping and difficulties in fit-ting them under tables and desks?

(v) Is furniture design based on educational needs and on the physiologicalcharacteristics of the users?

No. 10.00Page 4

(vi) If desk chairs are used, are the tables full-width across desk fronts to pro-vide adequate writing surfaces for left-handed students?

(vii) Do furniture design and specifications provide minimum maintenanceand easy repair?

10.07 Unless final design drawings deviate substantially from the approved schematicdesign, or the accompanying cost estimate from the budgeted costs, they need not be for-warded for Bank/IDA clearance following review and approval by the Project Director onthe advice of his Project Architect.

Construction Documents

10.08 As described in Section 8.00, construction documents prepared by the designarchitect, on the basis of the approved final design, generally consist of the working (orproduction) draWings, construction specifications and-when customary under the con-struction procedures of the country-bills of quantities.

10.09 Working drawings need not be submitted for Bank/IDA review-unless they areknown to deviate essentially from the approved design, but the Bank/IDA should be in-formed when they have been completed and are ready for the invitation of bids-or forinitiation of "force account" or other methods of construction by direct administration.

10.10 Sample specifications for construction work (establishing types and standards ofmaterials and the labor operations required) and draft bills of quantities (to be completed toindicate the quantities of materials and labor required for .ach building operation) shouldbe reviewed by the Project Architect and, if considered acceptable by him, should be for-warded for the Bank/IDA clearance prior to approval.

Bidding and Contract Documents

10.11 Draft bidding and contract documents should be cleared with the Bank/IDAbefore the working (or production) drawings for the first project institution have been.completed, so that the approved forms of documents can be used for all bids invited for theconstruction of project buildings.

10.12 The constituent parts of bidding documents will vary in accordance with thesystem of professional architectural and engineering practice and with the procedures forcontracting and construction followed. However, bidding documents will generally in-clude, but may not be limited to:

a. Instructions for Bidding,

b. Conditions of Contract,

c. Form for Bid or Tender,

d. Specimen form of Bid Bond,

e. Specimen form of Performance Bond (to be provided if bid is accepted) and

f. Specimen form of Contract Agreement between Owner and Contractor (to beused for the contract entered into with the successful bidder) as well as the con-struction documents discussed previously (para. 10.08) i.e.:

g. General Specifications,

h. Detailed Specifications and Bills of Quantities (if used) and

i. a set of the Working (or Construction, or Production) Drawings.

10.13 Where government-or other-available standard forms of the above documentsare generally suitable, or must be used under government regulations, they may have to be

No. 10.00Page 5

modified or augmented with the addition of special instructions or provisions to adaptthem to bidding requirements under the procurement procedures generally followed inBank/IDA-assisted projects (Section 11.00). Where no suitable documents are available,they will have to be prepared.

10.14 The adjustment of available bidding and contract documents or the preparation ofan entirely new set may be undertaken by agovernment architect's department- whetheror not it is handling the design of project buildings-(e.g., the public works department)with assistance or coordination by the Project Architect, or by the Project Architect him-self-in accordance with the Borrower's assignment of duties. Where a private firm ofarchitects is employed as a consultant for design purposes, assistance with the preparationof bidding and contract documents may be included among the services contracted.

10.15 Some further notes on the bidding documents listed above are provided in the

following paragraphs and samples under Annexes as noted.

(a) Instructions for Bidding

Instructions will vary in accordance with architectural or contracting practice. Ingeneral, they should include but may not be limited to the following:

(i) a description of the bidding documents;

(ii) emphasis of the necessity to examine bidding documents for complete-ness and proper reproduction;

(iii) procedures for completion and submission of bid documents;

(iv) the period of bidding, specifying the date by which bids must be re-ceived;

(v) the submission of requests for clarification of the bid document or otherinquiries, the address where such inquiries can be directed and the timelimit during which they will be entertained:

(vi) procedures and formalities and the date and time for the opening ofbids;

(vii) the amount and validity period of any bid bond deposit to be submittedwith the bid, and the amount of any performance bond to be provided ifthe bid is accepted;

(viii) a request that the contractor confirms an intention to submit a bid or notto submit a bid and the date by which this should be done; and-particu-larly, where foreign bids as well as local ones may be accepted-;

(ix) advice that bidders should state their bid prices in their own currencieswith the exception of such portions as may be spent in the Borrower'scountry; that, for purposes of bid comparison only, the currency-orcurrencies- in which the bid is stated will be valued in a single currency(identified) at the rate(s) of exchange on the day bids are opened; andthat contract payments to the successful bidder will be made in the cur-rency-or currencies-in which the bid is expressed (all in accordancewith the booklet "Guidelines for Procurement under World Bank Loansand IDA Credits"-of which a copy is provided under Annex 11-A).

Depending on the type of bidding (local competitive bidding or internationalcompetitive bidding) and the eligibility of participating bidders (prequalified/selective or non-selective), directions included in the Instructions for Biddingshould be modified.

Sample documents are provided under Annex 10-A).

No. 10.00Page 6

(b) Conditions of Contract

The conditions of contract will depend on the type of contract to be used (e.g.,lump sum contract, or contract based on bills of quantities) and on the prevailingmode of practice and the laws and regulations relating to building construction inthe Borrower's country. In general, however, the conditions of contract shouldcontain, but may not be limited to the following provisions:

(i) Definitions and Interpretation of words and expressions,

(ii) Duties and Powers of Architect's Representative,

(iii) Assignment and Subletting,

(iv) Extent of Contract,

(v) Description of Contract Documents,

(vi) General Obligations of Contractor,

(vii) Engagement of Labor,

(viii) Materials and Workmanship,

(ix) Contract Commencement Time and delays,

(x) Maintenance and Defects,

(xi) Alterations, Additions and Omissions,

(xii) Plant, Temporary Works and Materials,

(xiii) Measurement of Works,

(xiv) Provisional and Prime Cost Sums,

(xv) Certificates of Payment,

(xvi) Remedies and Powers,

(xvii) Special Risks and Insurance,

(xviii) Force Majeure and

(xiv) Default of Employer.

Typical conditions of contract are provided under Annex 10-B. (N.B. These docu-ments are attached for illustrative purposes only and should be consulted withcare and due allowance for the fact that the specific conditions with which theyrelate- i.e., construction practices and processes, client/architect/con tractor rela-tionships, local customs and regulations, etc.- may differ considerably from thosein a borrower's country. Nor should they be used or quoted without permission ofthe publishing authorities whose property they are.)

(c) Form of Bid or Tender

The form of bid or tender is a proforma, or form letter, completed by the contrac-tor and submitted by him as the summary of his bid proposal. It reflects the sumof the itemized cost proposals provided by the bill of quantities, where such a billforms part of the bidding document. It usually contains but need not be limitedto:

(i) a reference to the bid documents, as the basis for preparation of the pro-posal presented;

(i) the bid amount;

(iii) times for commencement and completion of the works;

No. 10.00Page 7

(iv) acceptance of the terms and conditions embodied in the Conditions ofContract;

(v) the tender validity period;

(vi) recognition that the Employer is not bound to accept the lowest or anyother bid and reserves the right to cancel or rebid the works;

(vii) recognition that the Bid Bond submitted with the bid may be subject toforfeiture if the contractor refuses to execute a contract;

(viii) agreement to obtain performance sureties, as required in the Conditionsof Contract, if a contract is entered into;

(ix) agreement that no change will be made in an attached list of proposedsub-contractors (if any) and major suppliers without the approval of theEmployer.

Sample bid forms are provided under Annex 10-C.

(d) Specimen form of Bid Bond

In general, a bid proposal must be accompanied by some kind of guaranty orsurety (which may vary depending on the size of contract-but is usuallyequivalent to about 3%-5% of the estimated construction cost' as a security againstthe bidder failing to enter into a contract if his bid is accepted. This may be re-quired in different forms, depending on the type of bid (local or international) andon. the surety method customarily used by the Government, or the particularagency, concerned. The following are types of bidding guarantees usually accepta-b le:

(i) a Certified Check,

(ii) a Bank Draft,

(iii) an Irrevocable Bank Letter of Credit,

(iv) a Surety Bid Bond

Bid bonds-or other bidding guarantees-should be released to unsuccessful bid-ders as soon as possible after bids have been opened.

Typical specimen bid bonds are provided under Annex 10-D.

(e) Specimen form of Performance Bond

A proportion of each interim payment (often 10% periodically) due to a contrac-tor (perhaps monthly, but dependent on contract and arrangements) to cover theapproximate value of work completed by him is normally retained until sometime after the practical completion of the building(s) concerned (usually for adefects liability period of one year beyond completion) as a guarantee of the con-tractor's performance as well as a provision for meeting the cost of rectifying anydefects or of completing construction should the contractor fail to do so.However, this retention measure provides little o: no hold on the ccntractor dur-ing the early stages of construction, either before any amount due to the contrac-tor has been withheld or when the aggregate value of amounts retained is stillnegligable. A successful bidder is, therefore, usually required to provide some ad-ditional form of surety as soon as a contract is entered into. This surety may beprovided either by a bank guarantee or by a performance bond, the amount ofwhich will vary with the type and magnitude of the work as necessary to protect

'It should, however, be required as an amount and not as a percentage of'the contractor's bid,

No. 10.00Page 8

the Borrower in case of default by the contractor but will usually not exceed 10%of the contract amount. The amount required should be defined in the biddingdocuments-and a specimen bond supplied. The period for which a performancebond is required may depend on the mode of interim payments to the contractor,but, when sums equal to the amount of the bond have been retained from interimpayments, the bond can usually be waived. Where.no portion of interim or finalpayments due to the contractor are retained, the life of the performance bondshould extend beyond the completion of the contract to cover the warranty ordefects liability period.

Typical specimen performance bonds are provided as Annex 10-E.

Annex 10-A-(i)Page 1

Sample Instructions for Bidding

GOVERNM ENT OF ............................................................

BID NO . ........................................

CONSTRUCTION OF ................................................................................

Instructions for Bidding

1. Contractors who have been Prequalified/Eligible to bid for the above mentionedwork are invited to submit bids in accordance with instructions set forth below and in thebidding documents.

2. The Bid Documents for the above project consist of:

a. Instructions to Bidders

b. Form of Bid

c. Conditions of Contract

d. Form of Bid Bond

e. Specimen form of Performance Bond

f. Specimen form of Payment Bond

g. General Specifications

h. Detailed Specifications and Bills of Quantities (if used)

i. Construction or Working Drawings

j. Specimen form of Agreement between Owner and Contractor

3. Bidders shall check all documents for completeness against the Table of Contentsand shall check all pages for proper reproduction.

4. Bidders shall complete the following documents and submit them separately inthe addressed envelope provided which should be properly sealed.

(i) a. Instructions to Bidders

b. Form of Tenderin Envelope 'A'

c. Conditions of Contract

d. Form of Bid Bond

(ii) a. Detailed Specifications/Bills of Quantities in Envelope'B'b. Construction or Working Drawings

Both of the envelopes 'A' and 'B' shall be further enclosed in a sealed packageclearly marked with the name of the bidder addressed to: e.g.

The Project DirectorIBRD/IDA Education Project UnitMinistry of Education

5. All bids must be sent by registered post (airmail) or placed in the Bid Box at theabove address, not later than or postmarked e.g. June 15, 1973. Bids postmarked or re-ceived after this date will not be considered under any circumstances.

Annex 10-A-(i)Page 2

6. The Form of Tender and Bills of Quantities submitted must be complete in everydetail. Any alteration, omission, or additions to the Form of Tender, Conditions of Con-tract, Form of Bid Bond or the Bills of Quantities or any conditions attached to the Bid byletter may be considered to disqualify the Bid.

7. Where errors in arithmetic in the priced Bills of Quantities are discovered beforethe acceptance of any tender they shall be corrected accordingly and the bidders informedof such errors and corrections.

8. Bidders shall submit with their bids the list of sub-contractors (if any) and majorsuppliers proposed to be used on the works and whose prices have been used in the prepa-ration of the tender price. No change shall be made by the Bidder ir, the list of sub-con-tractors or major suppliers after notification of award without written approval of theEmployer/Architect.

9. Bidders on the submission of a bid will be deemed to have visited the site(s) and tohave considered all site and other conditions related to the work. An actual visit to the sitewill be at the discretion of the bidder but no allowance will be made in the bid price for thefailure of the bidder to make necessary investigations.

10. Any questions or requests for clarification of the Work of the Bid Documentsshall be directed to the address shown in paragraph 4 above within 30 days (e.g. on orbefore May 15, 1973). Any answers, clarification or amendment will be issued formally toall bidders.

11. Bids will be opened in public within two weeks from the closing date of the bid,the date, tim e and place to be established by ........................................................................................(e.g. Project Director). Official notice of such opening will be sent to all bidders. Bidders willbe permitted to Pitend the opening of Bids.

12. Bidders may be required to have a representative in .......................................................(e.g.: M anagua) within ........................................................... (e.g. 3 days) of being requested to do soduring the week following the opening of Bids. This representative must be capable of/andauthorized to take binding decisions or/and make clarifications of the bid submitted.

13. Contractors are requested to acknowledge receipt of the bid documents and con-firm their intention to submit a Bid. Any Contractor wishing to withdraw from the biddingis req u ested to n otif y th e .................................................................................................................................(e.g. Project Director) as soon as possible.

I/We the undersigned have read and acknowledge the above instructions to Bid-ders.

Name

Address Signature of Bidder/Authorized Representative

ANNEX 10-B-(i)Page 1

(Typical Conditions)

CONDITIONS OF CONTRACT

FOR

BUILDING CONSTRUCTION 1/

TABLE OF CONTENTS

PAGE

Table of Contents-General Conditions iIndex -General Conditions ... iv

PART I. General Conditions ... ... ... IPART II. Conditions of Particular Application ... 18PART III. Conditions of Particular Application to

Dredging and Reclamation Work ... 20

Form of Tender ... ... ... ... 22

Form of Agreement ... .... 24

Membership of F.I.D.I.C. ... ... ... .. 25Membership of F.I.E.E.B.T.P.,

I.F.A.W.P.C.A. and I.F.C.I. ... 26

1/ Adaptad from "Conditions of Contract (International) for Works of CivilEngineering Construction" (July, 1969 - 2nd Edition) prepared by theFe'de'ration Internationale des Ingdnieurs-Conseils (F.I.D.I.C.) jointlywith the Fiederation Internationale des Entrepreneurs Europ6ens deBitiment et de Travaux Publics (F.I.E.E.B.T.P.) recommended for generaluse of these bodies and by the International Federation of Asian andWestern Pacific Contractors Associations (I.F.A.W.P.C.A.), the Inter-American Federation of the Construction Industry (I.F.C.I.) and theAssociated General Contractors of America

ANNEX 10-B-(i)GENERAL CONDITIONS-Table of Contents Page 2

Clause PageDEFINITIONS AND INTERPRETATION

1 (1) Definitions ... ... ... ... ... ... ... ...

(2) Singular and Plural ... ... ... . ... ... 1

(3) Marginal Headings or Notes ... ... ... ... ...

ARCHITECT'S REPRESENTATIVE

2 Duties and Powers of Architect's Representative . ..

ASSIGNMENT AND SUB-LETTING

3 Assignment ... ... ... ... ... ... ... ... 2

4 Sub-letting .. .. ... ... ... ... ... ... 2

EXTENT OF CONTRACT

5 Extent of Contract ... ... ... ... ... ... ... 2

CONTRACT DOCUMENTS

6 (1) Language/s .... ... ... ... ... .... 2

(2) Documents Mutually Explanatory ... ... ... ... ... ... 2

7 (1) Custody of Drawings .:. ... ... ... ... ... 2

(2) One Copy of Drawings to be kept on Site ... ... ... ... ... 2

8 Further Drawings and Instructions ... ... ... ... ... ... 2

GENERAL OBLIGATIONS

9 Contract Agreement ... ... ... ... ... 2

10 Performance Bond... ... ... ... ... ... ... ... 2

11 Inspection of Site ... ... ... ... ... ... ... ... 3

12 Sufficiency of Tender-Adverse Physical Conditions and Artificial Obstructions ... 3

13 Work to be to Satisfaction of Architect ... ... ... ... 3

14 Programme to be Furnished ... ... ... ... ...

15 Contractor's Superintendence ... ... ... ... ... ... 3

16 Contractor's Employees ... ... ... ... ... ... ... 3

17 Setting Out ... ... ... .. .... * .... 4

18 Boreholes and Exploratory Excavation ... ... ... ... ... 4

19 Watching and Lighting ... ... ... ... ... ... ... 4

20 (1) Care of Works ... ... 4

(2) Excepted Risks ... ... ... ... 4

21 Insurance of Works, etc. ... ... ... ... ... ... ... 4

22 (1) Damage to Persons and Property ... ... ... ... ... ... 4

(2) Indemnity by Employer ... ... ... ... ... ... ... 5

23 (1) Third Party Insurance ... ... ... ... ... ... ... 5

(2) Minimum Amount of Third Party Insurance ... ... ... ... 5

24 (1) Accident or Injury to Workmen ... ... ... ... ... ... 5

(2) Insurance against Accident, etc., to Workmen ... ... ... ... 5

25 Remedy on Contractor's Failure to Insure ... ... ... ... ... 5

26 Giving of Notices and Payment of Fees ... ... ... ... ... 5

Compliance vith Statutes, Regulations, etc. ... ... ... ... ... 5

27 Fossils, -etc. ... .. . ... ... ... ... ... 5

23 Patent Rights and Royalties ... ... .,. ... ... ... 6

29 - Interference with Traffic and Adjoining Properties ... ... ... ... 6

30 (1) Extraordinary Traffic ... ... ... ... ... ... ... 6

(2) Special Loads ... ... ... ... ... ... ... ... 6

(3) Settlement of Extraordinary Traffic Claims ... ... ... ... ... 6(4) Waterborne Traffic ... ... .. .. ... ... ... 6

31 Opportunities for Other Contractors ... ... ... ... ... ... 6

32 Supply of Plant Materials and Labour ... ... ... ... ... 6

33 Clearance of Site on Completion ... ... ... ... ... ... 6

General Conditions-Table of Contents---continued ANNEX 10-B-(i)

Page 3Clause

LABOUR

34 (1) Engagement of Labour ... ... ... ... .. ... ... 6(2) Supply of Water ... . ... ... ... ... ... ... 6(3) Alcoholic Liquor or Drugs ... ... ... ... .:. .... .. 7(4) Arms and Ammunition ... ... ... ... ... ... ... 7(5) Festivals and Religious Customs ... ... ... ... ... ... 7(6) Epidemics ... .. .. .. .. .. .. - .. .7 .(7) Disorderly Conduct, etc. ... ... . ... ... ... 7(8) Observance by Sub-Contractors ... ... ... ... 7(9) Other Conditions affecting Labour and Wages ... ... 7

35 Returns of Labour, etc. ... ... ... ... ... 7

MATERIALS AND WORKMANSHIP

36 (1) Quality of Materials and Workmanship and Tests ... ... ... 7(21 Cost of Samples ... ... ... ... ... ... ... 7(3) Cost of Tests ... ... ... ... ... ... 7(4) Cost of Tests not Provided for, etc. ... ... ... ... 7

37 Access to Site ... ... ... ... ... ... 738 (1) Examination of Work before Covering up ... ... ... 7

(2) Uncovering and Making Openings ... ... ... ... ... ... 739 (1) Removal of Improper Work and Materials ... ... ... ... ... 8

(2) Default of Contractor in Compliance ... ... ... ... ... 840 (1) Suspension of Work ... ... ... ... ... ... ... 8

(2) Suspension Lasting more than 90 days ... ... ... ... ... 8

COMMENCEMENT TIME AND DELAYS41 Commencement of Works ... ... ... ... ... ... ... 842 (1) Possession of Site ... ... ... ... ... ... ... 8

(2) W ayleaves, etc. ... ... ... ... ... ... ... ... 843 Time for Completion ... ... ... ... ... ... ... 844 Extension of Time for Completion ... ... ... ... ... 945 No Night or Sunday Work ... ... ... ... ... . ... 946 Rate of Progress ... ... ... ... ... ... ... 947 (1) Liquidated Damages for Delay ... ... ... ... ... 9

(2) Reduction of Liquidated Damages ... ... ... ... ... 9(3) Bonus for Early Completion ... ... ... ... . 9

48 -Certificate of Completion of Works ... ... ... ... . 9

MAINTENANCE AND DEFECTS49 (1) Definition of Period of Maintenance ... ... ... ... . 9

(2) Execution of Work of Repair, etc. ... ... ... ... ... ... 10(3) Cost of Execution of Work of Repair, etc. ... ... ... ... ... 10(4) Remedy on Contractor's Failure to Carry Out Woik Required ... ... ... 10

50 Contractor to Search ... ... ... .- .- ... ... 10

ALTERATIONS, ADDITfONS AND OMISSIONS

51 (1) Variations ... ... ... ... -- - .. . 10(2) Orders for Variations to be in Writing ... ... ... ... ... 10

52 (1) Valuation of Variations ... ... *** *.. ..- ... ... - 10(2) Power of Architect to Fix Rates ... ... ... ... ... 10(3) Variations exceeding 15 per cent ... ... ... .- --. ... 11(4) Daywork ... .. .. -* -- -- .. .. 1(5) Claim s ... .. .. .* -- -- -- .. .. 1

PLANT, TEMPORARY WORKS AND MATERJALS53 (1) Plant, etc., ENclusive Le for the Works ... .. --. ... ... 11

(2) Reio%al of Fkl,t, etc. ... ... ... ...

(3) Employer not liable for Danage to Plajt, etc. ... ... ... ... 11

General Conditions-Table of Contents---conlinued 21NNEX 10-B- (i)Page 4

Clause

(4) Re-export of Plant, etc. ... ... ... ... ... .;. .

(5) Customs Clearance ... ... ... ... ... ... .. 11

(6) Other Conditions affecting Plant, Temporary Works and Materials ... ... 11

54 Approval of Materials, etc., not implied .,, ... ... ... ... 11

MEASUREMENT

55 Quantities ... ... ... .. . . 11

56 Works to be Measured ... ... ... ... ... ... 12

57 Method of Measurement ... ... . ... ... ... 12

PROVISIONAL AND PRIME COST SUMS

58 (1) Provisional Sums ... ... ... ... ... ... ... ... 12

(2) Prime Cost Items ... ... ... ... .. ... 12

(3) Use of Provisional and Contingency Items ... ... ... ... ... 12

(4) Production of Vouchers, etc. ... ... ... ... ... ... 12

(5) Cash Discount .. ... ... ... ... ... ... ... 12

(6) Assignment of Sub-Contractor's obligations ... ... ... ... ... 12

59 (1) Nominated Sub-Contractors ... ... ... ... ... ... 12

(2) Payments to Nominated Sub-Contractors ... ... ... ... ... 13

CERTIFICATES AND PAYMENT

60 (1) Certificates and Payment ... ... ... ... ... ... ... 13

(2) Advances on Constructional Plant and Materials ... ... ... ... 13

(3) Payment in Foreign Currencies ... ... ... * ... ... ... 13

61 Approval only by Maintenance Certificate ... ... ... ... ... 13

62 (1) Maintenance Certificate ... ... ... ... ... ... ... 13

(2) Cessation of Employer's Liability ... .. ... ... ... ... 13

(3) Unfulfilled Obligations ... ... ... .. ... ... ... 13

REMEDIES AND POWERS

63 (1) Forfeiture ... ... ... ... ... ... 14

(2) Valuation at Date of Forfeiture ... .. .. ... ... ... 14

(3) Payment after Forfeiture ... ... ... ... ... ... ... 14

64 Urgent Repairs ... ... ... ... ... ... ... ... 14

SPECIAL RISKS

65 (1) No Liability for War, etc., Risks ... ... ... ... ... ... 14

(2) Damage to Works, etc., by Special Risks ... ... ... ... ... 15

(3) Projectile, Missile, etc. ... ... ... ... ... ... ... 15

(4) Increased Costs arising from Special Risks ... ... ... ... ... 15

(5) Outbreak of War ... ... ... ... ... ... ... ... 15

(6) Removal of Plant on Termination ... ... ... ... ... ... 15

(7) Payment if Contract Terminated ... ... ... ... ... 15

FRUSTRATION

66 Payment in Event of Frustration ... ... ... ... ... ... 15

SETTLEMENT OF DISPUTES

67 Settlement of Disputes-Arbitration ... ... .,. ... ... ... 15

NOTICES

68 (1) Service of Notices on Contractor ... ... ... ... ... . . 16

(2) Service of Noticers on Emloyer ... ... ... ... ... ... 16

DEFAULT OF EMPLOYER

69 Default of Employei ... ... ... ... ... ... 16

70 Increase or Decrease of Costs ... ., ... ... ... ... 16

71 Malor Economic Dislocation ... ... ... ... ... ... 17

ANNEX 10-B-(i)GENERAL CONDITIONS-INDEX Page 5

CLAUSE

Access to Site ... ... ... .. ... ... 37 7

Access, Contractor to satisfy himself ... ... ... ... 11 3

Accident o- Injury to Workmen-Insurance against ... ... .. 24 (2) 5

Accident or Injury to Workmen-Liability for ... ... ... 24 (2) 5

Accommodation outside the Site-Contractor to provide ... ... 42 (2) 8

Adjustment of Contract Price if variations exceed 15 per cent. of Tender Sum 52 (3) 11

Advances on Constructional Plant and Materials ... ... ... 60 (2) 13

Adverse Physical Conditions and Artificial Obstructions ... ... 12 3

Agent of Contractor ... ... ... ... ... ... 15 3

Agreement ... ... ... ... ... ... ... 9 2

Alcoholic Liquor or Drugs ... ... ... ... ... 34 (3) 7

Alterations, Additions and Omissions ... ... ... ... 51 & 52 10

Ambiguities in Contract Documents ... ... ... ... 6 2

Ammunition and Arms ... ... ... ... ... ... 34 (4) 7

Approval of Materials, etc., not implied ... ... ... ... 54 11

Arbitration ... ... ... ... ... ... ... 67 15

Architect's Representative, Duties and Powers of .. 2 1Arms and Ammunition ... .. ... ... 34 (4) 7Assignment of Contract .. 3 2

Bankruptcy of Contractor ... ... ...... 63 (1) 14

Bills of Quantities-estimated only ... ... ... ... 55 11

Bond, Performance ... ... ... ...... 10 2

Bonus for Early Completion ... ... ... 47 (3) 9

Boreholes and Exploratory Excavation ... ... ... ... 18 4

Care of Works ... ... ... ... ... ... ... 20 (1) 4

Cash Discount ... ... ... ... ... ... ... 58 (5) 12

Certificate, Maintenance ... ... ... ... ... ... 62 (1) 13

Certificates and Payment ... ... ... ... ... ... 60 (1) 13

Certificate of Completion of Works ... ... ... ... 48 9

Claims for Extra or Additional Work or Expense ... ... ... 52 (5) 11

Clearance of Site on Completion ... ... ... ... ... 33 6

Commencement of Works .. , ... ... ... .. 41 8

Completion of Works, Time for ... ... ... ... ... 43 8

Compliance with Statutes, Regulations, etc. ... ... ... 26 5

Completion of Works, Time for, Extension of ... ... ... 44 9

Constructional Plant, Insurance of ... ... ... ... 21 4

Contingenc- Items ... ... ... ... ... ... 58 (3) 12

Contract, Extent of ... ... ... ... ... ... 5 2

Contractor's Superintendence ... ... ... ... ... 15 3

Contractor'. Employees ... ... 1.. ... ... ... I6 3

Costs, Increase or Decrease o,f ... ... ... ... ... 70 16

Covering up Work, Exariinat6i. before ... ... ... ... 38 (1) 7

Crops, Damage to ... ... ... ... ... ... 22 (1) 4

iv

ANNEX 10 -B-(i

Index to General Conditions-continued Page .6CLAUSE

Currencies, P;Lytnent in Foreign ... ... ... ... ... 60 (3) 13

Customs Clearance .,. ... .. ... 53 (5) 11.

Damage to Persons and Property ... ... ... ... 22 (1)' 4

Damage to Works ... ... ... ... ... ... 20 (1) & 65 (2) 4 & 15

Damages, Liquidated ... ... ... ... ... ... 47 9

Daywork ... ... ... ... ... ... ... 52 (4) 11

Decrease or Increase of Costs ... ... ... ... ... 70 16

Default of Employer ... ... ... ... ... ... 69 .16

Defective Materials and Work ... ... ... ... .-. 39 & 49 (2) & (3) 8 & 10

Defects, Contractor to Search for, if Required ... ... ... 50 10

Defmnitions ... ... ... ..; .. .. I I

Delay, Liquidated Damages for ... ... ... ... ... 47 , 9

Discount, Cash ... ... ... ... ... ... ... 58 (5) 12

Discrepancies in Documents ... ... ... ... ... 6 2

Dislocation, Major Economic ... ... ... ... ... 71 17

Dismissal of Contractor's Employees ... ... ... ... 16 (2) 3

Disorderly Conduct, etc. ... ... ... ... ... ... 34 (7) 7

Documents Mutually Explanatory ... ... ... ... ... 6 (2) 2

Double Shifts ... ... ... ... ... .. ... 45 9

Drawings ... ... ... ... ... ... ... 7 & 8 2

Drugs or Alcoholic Liquor ... ... ... ... ... 34 (3) 7

Early Completion, Bonus for ... ... ... ... ... 47 (3) 9

Economic Dislocation, Major ... ... ... ... 71 17

Employer not liable for Damage to Plant, etc. ... ... ... 53 (3) 11

Engagement of Labour ... ... ... ... ... ... 34 (1) 6

Epidemics ... ... ... ... ... ... ... 34 (6) 7

Errors in Setting-Out ... ... ... ... ... ... 17 4

Examination of Work before Covering up ... ... ... ... 38 (1) 7

Excepted Risks ... ... ... ... ... ... 20 (2) 4

Extension of Time, due to Employer's Failure to give Possession of Site ... 42 (1) 8

Extension of Time for Completion ... ... ... ... ... 44 9

Extent of Contract ... ... ... ... ... 5 2

Extraordinary Traffic ... ... ... ... ... ... 30 6

Faulty Work, Removal of ... ... ... ... ... 39 (1) 8

Fees and Notices... ... ... ... ... ... ... 26 5

Fencing, Watching, Lighting, etc. ... ... ... ... ... 19 4

Festivals and Religious Customs ... ... ... ... ... 34 (5) 7

Foreign Currencies, Payment in ... ... ... ... ... 60 (3) 13

Forfeiture ... ... .. .. ..... 63 (1) .14

Fossils, etc. ... ... ... ... ... ... ... 27 5

Foundations, Examination of ... ... .. ... . ... 38 (1) 7

Frustration ... ... . .. ... ... ... 66 . 15

v

ANNEX 10-B- (i)Index to General Canditions-continued CNEX Page 7CLAUSE

Giving of Notices-Payment of Fees ... ... ... ... 26 5

Guarantee of Insurance Company or Bank ... ... ... ... 10 2

Improper Work and Materials ... ... ... ... ... 39 8

Increase or Decrease of Costs ... ... ... ... ... 70 16

Indemnity by Contractor ... ... ... ... ... ... 22 (1) 4Indemnity by Employer ... ... ... ... ... ... 22 (2) & 65 (1) 5 & 14

Injury to Persons-Damage to Property ... ... ... ... 22 4

Inspection and Testing of Materials and Workmanship ... ... 36 7

Inspection of Foundations, etc. ... ... ... ... ... 38 (1) 7

Inspection of Site by Contractor ... ... ... ... ... 11 3

Instructions of Architect ... ... ... ... ... 13 3

Insurance-of Works, etc. ... ... ... ... ... 21 4

Insurance-Third Party ... ... ... ... ... ... 23 5

Insurance-Workmen ... ... ... ... ... ... 24 (2) 5

Interf&rence with Traffic and Adjoining Properties ... ... ... 29 6

Labour, Engagement of ... ... ... ... ... ... 34 (1) 6

Labour, Other Conditions affecting Labour and Wages ... ... 34 (9) 7Language/s ... ... ... ... ... ... ... 6 (1) 2

Lighting, Fencing, Watching, etc. ... ... ... ... ... 19 4

Liquidated Damages for Delay ... ... ... 47 9

Maintenance ... ... ... ... ... .... 49 9

Maintenance Certificate ... ... ... ... ... ... 61 & 62 13

Major Economic Dislocation ... ... ... ... ... .71 17

Materials, Advances on Constructional Plant and ... ... ... 60 (2) 13

Materials-Approval of, etc., not implied ... ... ... ... . 54 11Materials-Improper, Removal of ... ... ... ... ... 39 8

Materials-Quality of ... ... ... ... ... ... 36 (1) 7

Materials-Supply of ... ... ... ... ... ... .32 6

Measurement by Architect ... ... ... ... ... 56 12

Measurement, Method of... ... ... ... ... ... 57 12

Measurement, Quantities Estimated Only ... ... ... ... 55 11

Night and Sunday Work ... ... ... ... ... ... 45 9

Nominated Sub-Contractors ... ... ... ... ... 59 (1) 12

Notices, Service of ... ... ... ... . . ... 68 16

Notices and Fees, Payment of ... ... ... ... ... 26 5

Omissions, Alterations and Additions ... ... ... ... 51 .10Openings, Uncovering and Making ... ... ... ... 38 (2) 7Order of Work, Contractor to Furnish Programme ... ... ... 14 3Other Contractors, Opportunities for ... ... ... ... 31 6

Patent Rights and Royalties ... ... ... ... ... 28 6Payment in Foreign Currencies ... ... ... ... ... 60 (3) 13

Performance Bond .. ... ... ... ... 10 2

Period of Maintenance ... ... ... ... ... ... 49 .. 9

vi

ANNEX 10-B- (i)Index to General Conditions-continued Page 8

CLAUSE PAGE

Plant, Advances in respect of Materials and ... ... ... 60(2) 13

Plant, Customs Clearance ... ... ... ... ... 53 (5) 11

PlaiAt, Employer not liable for Damage to, etc. ... ... ... 53 (3) 11

Plant, etc., Exclusive Use for the Works ... ... ... ... 53 (1) 11

Plant, Other Conditions affecting ... ... ... ... ... 53 (6) 11

Plant, Re-export of ... .. . ... ... ... ... 53 (4) 11

Plant, Removal of, etc. ... ... ... ... ... ... 53 (2) 11

Plant, Supply of ... ... ... ... ... ... 32 6

Possession of Site ... ... ... ... ... ... 42 (1) 8

Power of Architect to fix Rates ... ... ... ... 52 (2) 10

Prime Cost Ito.ns ... ... ... ... ... ... 58 (2) 12

Programme to be Furnished ... ... ... ... 14 3

Progress, Rate of ... ... ... ... 46 9

Provisional Sums ... ... ... ... ... ... 58 (1) 12

Quality of Materials and Workmanship ... ... ... ... 36 (1) 7

Quantities .. .. .. .. .. ... ... 55 11

Rate of Progress ... ... ... ... ... . ... 46 9

Rates, Power of Architect to fix ... ... ... 52 (2) 10Re-export of Plant ... ... ... ... ... 53 (0' 11

Regulations, Statutes, etc., Compliance with ... ... ... Zt 5Religious Customs and Festivals ... ... ... ... ... 34 (5) 7

Removal of Improper Work and Materials ... ... ... ... 39 8

Removal of Contractor's Employees ... ... ... ... 16 (2) 3

Removal of Plant, etc. ... ... ... ... ... ... 53 (2) 11

Returns of Labour, etc. ... ... ... ... ... ... 35 7

Risks, Excepted ... ... ... ... ... ... 20 (2) 4

Roads, etc., Damage by Extraordinary Traffic ... ... ... 30 6

Roads, Interference with Access to ... ... ... ... ... 29 6

Rotary Shifts ... ... ... ... ... ... ... 45 9

Royalties and Patent Rights ... ... ... ... ... 28 6

Rubbish, Removal of ... ... ... ... ... ... 33 6

Setting-Out ... ... ... ... ... 17 4

Site, Clearance of on Completion ... ... ... ... ... 33 6

Site, Possession of ... ... ... ... ... ... 42 (1) 8

Special Risks ... ... ... ... ... ... ... 65 14

Statutes, Regulations, etc., Compliance with ... ... ... 26 5

Sub-Contractors, Nominated ... ... ... . ... 59 . 12

Sub-Contractors, Responsibility of the Contractor for Acts and Defaults of 4 2

Sub-Contractors, Observance by ... ... ... ... ... 34 (8) 7

Sub-letting ..1. ... ... ... .... .. 4 2

Sufficiency of Tender ... ... ... ... ... ... 12 3

Sunday and Night Work ... ... ... ... ... ... 45 9

vii

ANNEX 10-B-(i)Index to General Conditions----continued Page 9

SCLAUSE Pg

Supply of Plant, Materials and Labour ... ... ... ... 5 & 32 2 & 6

Supply of Water ... ... ... ... ... ... 34 (2) 6

Suspension of Work ... ... ... ... ... ... 40 8

Temporary Works, Insurance of ... ... ... ... .... 21 4

Tender, Sufficiency of ... ... ... ... ... ... 12 3

Termination of Contract ... ... ... ... ... ... 65 & 69 14 & 16

Tests .. .. .. .. ... ... ... ... 36 7

Third Party Insurance ... ... ... ... ... ... 23 5

Time for Completion ... ... ... ... ... ... 43 8

Time for Completion, Extension of ... ... ... ... ... 44 9

Traffic, Extraordinary ... ... ... ... ... ... 30 6

Traffic, Interference with ... ... ... ... ... ... 29 6

Uncovering Work and Making Openings ... ... ... ... 38 (2) 7

Unfulfilled Obligations ... ... ... ... ... ... 49 (3) 10

Urgent Repairs ... ... ... ... ... ... ... 64 14

Variations ... ... ... ... ... ... ... 51 10

Variations, Valuation of ... ... ... ... ... ... 52 10

Variations exceeding 15 per cent. ... ... ... ... ... 52 (3) 11

War, Outbreak of ... ... ... ... ... ... 65 (1) 14

Watching and Lighting ... ... ... ... ... ... 19 4

Water, Supply of ... ... ... ... ... ... 34 (2) 6

Wayleaves, etc. ... ... ... ... ... ... ... 42 (2) 8

Work, Examination of before Covering up ... ... ... ... 38 (1)

Work, Improper, Removal of ... ... ... ... ... 39 8

Work, Suspension of ... ... ... ... ... ... 40 8

Work to be to Satisfaction of Architect ... ... 13 3Workmanship, Quality of ... ... ... ... ... 36 7

Works, Care of ... ... ... ... ... ... 20 (1) 4

Works, Completion of (Maintenance Certificate) ... ... ... 62 (1) 13Works, Commencement of ... ... ... ... ... 41 8

Works, Insurance of ... ... ... ... ... ... 21 4

Works, Time for Completion of ... ... ... ... ... 43 8

Works to be Measured ... ... ... ... ... ... 56 12

viii

Conditions of Contract ANNEK 10-B-(i)

PART 1- GENERAL CONDITIONS Page 10

DEFINITIONS AND INTERPRETATION

Definitions. 1. (1) In the Contract (as hereinafter defined) the following words and expressions shall have themeanings hereby assigned to them except where the context otherwise requires:---

(a) "Employer" means the party named in Part II who has called for Tenders to build orconstruct erect or deliver the Works and who will employ the Contractor and the legalsuccessors in title to the Employer but not (except with the consent of the Contractor)any assignee of the Employer.

(b) "Contractor" means the person or persons firm or company whose bid has been acceptedby the Employer and includes the Contractor's personal representativ*, successors aridpermitted assigns."Architect" means the Architect designated as such in Part II or other the,

(c) Architect appointed from time to time by the Employer and notified inwriting to the Contractor to act as Architect for. the purposes of the Con-tract in place of the Architect so designated.

(d) "Architect's Representative" means any resident architect or assistant ofthe Architect or any clerk of works appointed from time to time by theEmployer or the Architect to perform the duties set forth in Clause 2hereof whose authority shall be notified in writing to the Contractor by

- the Architect.

(e) "Works' means the works to be executed in accordance with the Contract.

(f) "Contract" means the Conditions of Contract Specification Drawings priced Bill ofQuantities Schedule of Rates and Prices (if any)* Bid -and the Contract Agreement.

(g) "Contract Price" means the sum named in the Bid subject to such additions theretoor deductions therefrom as may be made under the provisions hereinafter contained.

(h) "Constructional Plant" means all appliances or things of whatsoever nature required inor about the execution completion or maintenance of the Works or Temporary Works(as hereinafter defined) but does 'not include materials or other things intended to form orforming part of the permanent work.

(i) "Temporary Works" means all temporary works of every kind required in or about theexecution completion or maintenance of the Works.

(j) "Drawings" means the drawings referred to in the Specification and any modification ofsuch drawings approved in writing by-bhe "Architect and such other drawings as may fromtime to time be furnished or approved in writing by the Architect.

(k) "Site" means the lands and other places on under in or through which the Works are to beexecuted or caried out and any other lands or places provided by the Employer for thepurposes of the Contract together with such other places as may be specifically designatedin the Contract as forming part of the Site.

(1) "Approved" means approved in writing including subsequent written confirmation ofprevious verbal approval and "approval" means approval in writing including as aforesaid.

Singular and (2) Words importing the singular only also include the plural and vice versa where the contextPlural. requires.

Marshial (3) The marginal headings or notes in these General Conditions shall not be deemed to be partkleadings or thereof or be taken into consideration in the interpretation or construction thereof or of the Contract.Notes.

ARCHITECT'S REPRESENTATIVE

Duties and 2. The duties of the Architect's Representative. are to watch and supervise the Works and to testPowers of and examine any materials to be used oir workinanship employed in connection with the Works. HeArchitect's shall have no authority to relieve the Contractor of any of his duties or obligations under the ContractRepresentative. nor except as expressly provideL hereunder or elsewhere in the Contract to order any work involving

delay or any extra payment by the Employer nor to make any variation of or in the Works.

The Architect may from time to time in writing delegate to the Architect's Representative anyof the powers and authorities vested in theArchitect and shall furnish to the Contractor a copy f allsuch written delegations of powers and authorities. Any written instruction or approval given bythe Architect's Representatvej to the Contractor within the terms of such delegation (but,not pther-wise) shall bind-the Contictor and the Employer as though it had been given by the Arch'itect.Provided always as follows:--

(a) Failure of the Architect's Representative to disapprove any work or materials shall notprejudice the power of the Architect therLafter to disapprove such work or materials andto order the pulling down removal or breakipg up thereof.

ANNEX 10-B-(~

(b) If the Contractor shall be dissatisfied by reason of any decision.o,f the. Architect's Repre- Pesentative he shall be entitled to refer the matter to the Architect who shall thereuponconfirm, reverse or vary such decision.

ASSIGNMENT AND SUB-LETTING

3. The Contractor shall not assign the Contract or any part thereof or any benefit or interest Assignment.therein or thereunder (otherwise than by a charge in favour of the Contractor's Bankers of any moniesdue or to become due under this Contract) without the prior written consent of the Employer.

4. The Contractor shall not sub-let the whole of the Works. Except where otherwise provided by Sh-letting.the Contract the Contractor shall not sub-let any part of the Works without the prior written consentof the Architect (which shall not be unreasonably withheld) and such consent if given shall not relievethe Contractor from any liability or obligation under the Contract and he shall be responsible for theacts defaults and neglects of any sub-contractor his agents servants or workmen as fully as if theywere the acts defaults or neglects of the Contractor his agents servants or workmen. Provided alwaysthat the provision of labour on a piecework basis shall not be deemed to be a sub-letting under thisclause.

EXTENT OF CONTRACT

5. The Contract comprises the construction completion and maintenance of the Works and except Extent ofin so far as the Contract otherwise provides the provision of all labour materials Constructional Plant Contract.Temporary Works and everything whether of a temporary or permanent nature required in and forsuch construction completion and maintenance so far as the necessity for providing the same is specifiedin or reasonably to be inferred from the Contract.

CONTRACT DOCUMENTS

6. (1) The language or languages in which the Contract documents shall be drawn up shall be Language/s.set out in Part II, and if the said documents are written in more than one language the languageaccording to which the Contract is to be construed and interpreted shall also be designated in Part IIbeing therein designated the "Ruling Language".

(2) Except if and to the extent otherwise provided by the Contract the provisions of the General DocumentsConditions and Conditions of Particular Application shall prevail over those of any other document Mutuauyforming part of the Contract. Subject to the foregoing the several documents forming the Contract Explanatory.are to be taken as mutually explanatory of one another but in case of ambiguities or discrepanciesthe same shall be explained and adjusted by the Architect Iwho shall thereupon issue to the Contractorinstructions directing in what manner the work is to be carried out. Provided always that if in theopinion of the rchitect compliance with any such instructions shall involve the Contractor in anyexpense which by reason of any such ambiguity or discrepancy the Contractor did not and had reasonnot to anticipate the Architect shall certify and the Employer shall pay such additional sum as maybe reasonable to cover such.expenses.

7. (1) The Drawings shall remain in the sole custody of the Architect but two copies thereof shall Custody ofbe furnished to the Contractor free of cost. The Contractor shall provide and make at his own expense Drawings.any fvrther copies required by him. At the completion of the Contract the Contractor shall return tothe Architect all drawings provided under the Contract.

The Contractor shall give adequate notice in writing to the Architect or the Architect's,Representative of any further drawing or specification that may be required for the execudon of theWorks or otherwise under the Contract.

(2) One copy of the Drawings furnished to the Contractor as albresaid shall be kept by the One Cpy ofContraetoron the Site and the same shall at atl reasonable times be available for inspection and use by Drawings tothe Architect and the 2 Architect's Representative and by any other person authorised by the En;ineer be kept onin writing. Site.

8. The Architect - shall have full power and authority to supply to the Contractor from time to time Furtherduring the progress of the Works such further drawings and instructions as shall be necessary for the Drawings andpurpose of the proper and adequate execution and maintenance of the Works and the Contractor Instructions,shall carry out and be bound by the same.

GENERAL OBLIGATIONS

9. The Contractor shall when called upon so to do enter into and execute a contract agreement (to Contractbe prepared at the cost of the Employer) in the form annexed with such modifications as may be Agremcrent.necessary.

10. If the Bid shall contain an undertaking by the Contractor.to obtain when required the Performanceguarantee of an Insurance Company or Bank or alternatively to provide two good and sufficient Bond.sureties to be jointly and severally bound with thv Contractor to the Employer in a sum not exceeding10 per cent of the tender sumn for the duc pertbrinrce of the Con tract und.1er the terms of a Bond thesaid Insurance Company or Bank or sureties and the terns of the said Bond shall be such as shall beapproved by the Employer and the obtaining of such guarantee or the provision of such suretiesand the cost of the Bond to be so entered into shall be at rhe expense in all respects of the Contractorunless the Contract otherwise provides.

2

ANNEX 10-B-(i)Page 12

Inspection 11. The Bid shall be deemed to have been hased on such data regardiAg hydrological climaticof Site. and physical conditions as shall have been supplied by the Employer in the doculients furnished

to the Contractor by the Employer for the purpose of bidding.:The Contractor shall neverthelessinspect and examine the Site and its surroundings and sll satisfy himself (so far us is practicable)before submitting ,his,' Bid ': as to the form and nature of the Site the quantities and nature of thework and materials neesaPy for the completion of the Works and the means of access to the Sitethe accommodation lie may require and in general shall himself obtain all necessary information(subject as above-mrentioned) as to risks contingencies and other circumstances which may influenceor affect his Bid.

Sufficiency 12. The Contractor shall be deemed zo have satisfied himself before bidding as to the correctnessof' Bid. and sufficiency of his Bid for the Works and of the rates and prices stat6d in the priced Bill of

Quantities and the Schedule of Rates and Prices (if any) which rates and prices shall except in so faras it is otherwise provided in the Contract cover all his obligations under the Contract and all matters

Adverse and things necessary for the proper completion and maintenance of the Works. If however during thePhysical execution of the Works the Contractor shall encounter physical conditions or artificial obstructionsConditions and which conditions or obstructions could not have been reasonably foreseen by an experienced contractorObstructions the Contractor shall forthwith give written notice thereof to the Architeet's Representative . and if in

the opinion of the Architect such conditions or artificial obstructionig 'oiild not have' ben reasonablyforeseen by an experienced contractor then the Architect shall certify and the Employer shall pay theadditional expense to which the Contractor shall have been put by reason of such conditions includingthe proper and reasonable expense

(a) of complying with any instruction which the Aichitect may issue to the Contractor inconnection therewith and

(b) of any proper reasonable measures approved by the Wrchitect which the Contractor maytake in the absence of specific instructions from the ircTitect

as a result of such conditions or obstructions being encountered.

Work to be to 13. Save in so far as it is legally or physically impossible the Contractor shall execvte complete andSatisfaction maintain the Works in strict accordance with the Contract to the satisfaction of the Architect and shallof, Archiftet comply with and adhere strictly to the Architect's instructions and directions on any matter (whether

mentioned in the Contract or not) touching or concerning the Works. The Contractor shall takeinstructions and directions only from the: Architect % (subject to the limitations referred to in Clause 2hereof) from the Architett's Representatlve.

Programme 14. As soon as practicable after the acceptance of his ' Bid the Contractor shall if required submitto be to the Architect for his approval a programme showing the order of procedure and meth9d in which heFurnished. proposes to carry out the Works and shall whenever required by the Architect or Architect's Repre-

sentative furnish for his information particulars in writing of the Contractor's arrangements for thecarrying out of the Works and of the Constructional Plant and Temporary Works which the Contractorintends to supply use or construct as the case may be. The submission to and approval by the,rcaWftict.or Architect's Representative ' of such programme or the furnishing of such particulars shall not relievethe Coiiractor of any-if his duties or responsibilities under the Contract.

Contractor's 15. The Contractor shall give or provide all necessary superintendence during the execution of the.Superintendence. Works and as long thereafter as the Architect. may consider necessary for the proper fulfilling of the

Contractor's obligations under the ContrNct. The Contractor or a competent and authorised agent orrepresentative approved of in writing by the, kchitect (which approval may at any time be withdrawn)is to be constantly on the Works and shall give his whole time to the superintendence of the same.If such approval shall be withdrawn by the Architect the Contractor shall as soon as is practicable(having regard to the requirement of replacing him as hereinafter mentioned) after receiving writtennotice of such withdrawal remove the agent from the Site and shall not thereafter employ him againon the Site in any capacity and shall replace him by another agent approved by the Architect. Suchauthorised agent or representative shall receive on behalf of the Contractor directions and instructionsfrom the Architect or (subject to the limitations of Clause 2 hereof) the Architect's Representative.

Contractor's 16.. (1) The Contractor shall provide and employ on the Site in connection with the execution andEmployees. maintenance of the Works

(a) only such technical assistants as are skilled and experienced in their respective callings andsuch sub-agents foremen and leading hands as are competent to give proper supervision tothe work they are required to supervise,

and

(b) such skilled semi-skilled and unskilled labour as is necessary for the proper and timelyexecution and maintenance of the Works.

(2) The Architect shall be at liberty to object to and require the Contractor to remove forthwith .from the Works any person employed by the Contractor in or about the execution or maintenance ofthe Works who in the opinion of the krchi+eetnisconducts himself or is incompetent or negligent inthe proper performance of his duties or whose employment is otherwise considered by the attect tobe undesirable and such person shall not be again employed upon the Works without the writtenpermission of the Krchitect' Any person so removed froi the Works shall be replaced as soon as,possible by a competent substitute approved by the Architect.)

ANNEX 10-B-(i)Page 13,17. The Contractor shall be responsible fbr the true and proper setting-out of the Works in relation settingout.to ori ginal points lines and levels of reference given by 1he1 Architect in writing and for the correctness

(subject as above-mentioned) of the position levels dimensions ind alignment of all parts of thcVorksand fir the provision of all necessary instruments appliances and labour in connection therewith.If at any time during the progrcss of the Works any error shall appear or arise in the position levelsdimensions or alignment of any part of the Works the Contractor on being required so to do by theArchitect oi Architect's Representative * shall at his own expense rectify such error to the satisfactionof the Arcitect or .rchitecs Repesentative unless such error is based on incorrect data suppliedin writing by the Architect or the . Architect's Representative in which caSC the expenbe of rectifyingthe same shall be borne by the Empivyer. The checking of any setting-out or of any line or levelby the Architect or the : Architect's Representative I shall not in any way relieve the Contractor of hisresoonsibility for the correctness thereof and the Contractor shall carefully protect and preserve allbench-marks sight-rails pegs and other things used in setting out the Works.

18. . If at any time during the execution of the Works the Architect shall require the Contractor to Boreholes andmake boreholes or to carry out exploratory excavation such requiriment shall be 6rdered in writing Exploratoryand shall be deemed to be an addition ordered under the provisions of Clause 51 hereof unless a Excavation.provisional sum in respect of such anticipated work shall have been included in the Bill of Quantities.

19. The Contractor shall in connection with the Works provide and maintain at his own cost all Watching andlights guards fencing and watching when and where necessary or required by the Architector Architect's Lighting.

Representative or by any duly constituted authority for the protection of the Works or-Toi thesafety and convenience of the public or others.

20. (1) From the commencement to the completion of the Works the Contractor shall take full Care of Works.responsibility for the care thereof and of all Temporary Works and in case any damage loss or injuryshall happen to the Works or to any part thereof or to any Temporary Works from any cause whatso-ever (save and except the excepted risks as defined in sub-clause (2) of this clause) shall at his owncost repair and make good the same so that at completion the Works shall be in good order andcondition and in conformity in every respect with the requirements of the Contract and the Architect'sinstructions. In the event of any such damage loss or injury happening from any of the excepted risksthe Contractor shall if and to the extent required by the Architet, and subject always to the provisionsof Clause 65 hereof repair and make good the same as aforesaid at the cost of the Employer. TheContractor shall also be liable for any damage to the Works occasigned by him in the course of anyoperations carried out by him for the purpose of complying with his obligations under Clause 49

(2) The "excepted risks" are war hostilities (whether war be declared or not) invasion act of Excepted Risks.foreign enemies rebellion revolution insurrection or military or usurped Power civil war or (otherwisethan among the Contractor's own employees) riot commotion or disorder or use or occupation by theEmployer of any portion of the Works in respect of which a Certificate of Completion has been issuedor a cause solely due to the Architect's design of the Works or any such operation of the forces ofnature as reasonable foresight and ability on the part of the Contractor could not foresee or reasonablyprovide against (all of which are herein collectively referred to as "the excepted risks").

21. Without limiting his obligations and responsibilities under Clause 20 hereof the Contractor shall Insurance ofinsure in the joint names of the Employer and the Contractor against all loss or damage from whatever Works, etc.cause arising.(other than the excepted risks) for which he is responsible under the terms of the Contractand in such manner that the Employer and Contractor are covered during the period of construction ofthe Works and are also covered during the Period of Maintenance for loss or damage arising from acause occurring prior to the commencement of the Period of Maintenance and for any loss or damageoccasioned by the Contractor in the course of any operations carried out -by him for the purpose ofcomplying with his obligations under Clause 49 hereof:-

(a) The Works and the Temporary Works to the full value of such works executed from timeto time.

(b) The materials Constructional Plant and other things brought on to the Site by theContractor to the full value of such materials Constructional Plant and other things.

Such insurances shall be effected with an insurer and in terms approved by the Employer(which approval shall not be unreasonably withheld) and the Contractor shall whenever requiredproduce to the Arirct I or the Architect's Representative the policy or policies of insurance andthe receipts for payment of the current preminums. Provided -always that without limiting hisobligations and responsibilities as aforesaid nothing in this clause contained shall render theContractor liable to insure against the necessity for the repair or reconstruction of any work constructedwith materials or workmanship not in accordance with the requirements of the Contract.

22. (1) The Contractor shall (except if and so thr as.the Specification provides otherwise) indemnify Damge toand keep indemnified the Employer against all losses and claims for injuries or damage to any person Persons andor any property whatsoever (other than surface or other damage to land being or crops being on the Property.

.. Site suffered by tenants or occupiers) which may arise out of or in consequence of the construction andmaintenance of the Works and against all claims demands proceedings damages costs charges andexpenses whatsoever in respect of or in relation thereto. Provided always that nothing hereincontained shall be deemed to render the Contractor liable for or in respect of or to indemnify theEmployer against any compensation or damages for or with respect to:-

(a) The permanent use or occupation of land by the Works or any part thereof or (save ashereinafter provided) surface or other damage as aforesaid.

* ANNEX 10-B-(i)Page 14

(b) The right of the Employer to construct the Works or any part thereof on over under in orthrough any land

(c) Interference whether temporary or permanent with any right of light air way or water orother easement or quasi-easement: which is the unavoidable result of the construction ofthe Works in accordance with the Contract

(d) Injuries or damage to persons or property resulting from any act or neglect done orcommitted during the currency of the contract of the Employer his agents servants orother contractors (not being employed by the Contractor) or for or in respect of any claimsdemands proceedings damages costs charges and expenses in respect thereof or in relationthereto.

Provided further that for the purposes of this clause the expression "the Site" shall be deemedto be limited to the area defined in the specification or shown on the drawings in which land and cropswill be disturbed or damaged as an inevitable consequence of the carrying out of the Works.

Indemnity by (2) The Employer will save harmless and indemnify the Contractor from and against all claimsEmployer. demands proceedings damages costs charges and expenses in respect of the matters referred to in the

proviso to sub-clause (1) of this clause.

Third Party 23. (1) Before commencing the execution of the Works the Contractor (but without limiting hisInsurance. obligations and responsibilities under Clause 22 hereof) shall insure against any damage loss or injury

which may occur to any property (including that of the Employer) or to any person (including anyemployee of the Employer) by or arising out of the execution of the Works or Temporary Worksor in the carrying out of the Contract otherwise than due to the matters referred to in the provisoto Clause 22 (1) hereof.

Minimum (2) Such insurance shall be effected with an insurer and in terms approved by the EmployerAmount of (which approval shall not be unreasonably withheld) and for at least the amount stated in the BidThird Party and the Contractor shall whenever required produce to the Architect or the Architect's Representative-Insurance, the policy or policies of insurance and the receipts for payment oTthe current premiums.

Accident or 24. (1) The Employer shall not be liable for or in respect of any damages or compensation payableWorkmeto at law in respect or in consequence of any accident orinjury to any workman or other person in the

W e employment of the Contractor or any sub-contractor save and except an accident or injury resultingfrom any act or default of the Employer his agents or servants and the Contractor shall indemnifyand keep indemnified the Employer against all .uch damages and compensation (save and except asaforesaid) and against all claims demands proceedings costs charges and expenses whatsoever inrespect thereof or in relation thereto.

Insurance against (2) The Contractor shall insure against such liability with an insurer approved by the EmployerAiden cn., (which approval shall not be unreasonably withheld) and shall continue such insurance during the

whole of the time that any persons are employed by him on the Works and shall when required produceto the Architector the Architect's Representativ&: such policy of insurance and the receipt for paymentof the current premium. Provided always that in respect of any persons employed by any sub-contractor the Contractor's obligation to insure as aforesaid under this sub-clause shall be satisfiedif the sub-contractor shall have insured against the liability in respect of such persons in such mannerthat the Employer is indemnified under the policy but the Contractor shall require such sub-contractorto produce to the Architect or thetahcitect's RepresentEativewhen required such policy of insuranceand the receipt for payment of the current premitifi.

Remedy on 25. If the Contractor shall fail to effect and keep in force the insurances referred to in Clauses 21,Contractor's 23 and 24 hereof or any other insurance which he may be required to effect under the terms of theIanure to Contract then and in any such case the Employer may effect and keep in force any such insurance and

pay such premium or premiums as may be necessary for that purpose and from time to time deduct theamount so paid by the Employer as aforesaid from any monies due or which may become due to theContractor or recover the same as a debt due from the Contractor.

Giving of 26. The Contractor shall give all notices and pay all fees required to be given or paid by any

Ntmes and National or State Statute Ordinance or other Law or any Regulation or Bye-Law of any local or otherFees. duly constituted authority in relation to the execution of the Works or of any Temporary Works

and by the rules and regulations of all public bodies and companies Yhose property or rights areaffected or may be affected in any way by the Works or any Temporary Works.

Compliance with The Contractor shall conform in all respects with the provisions of any such Statute OrdinanceStatutes, or Law as aforesaid and the Regulations or Bye-laws of any local or other duly constituted authorityRegulations, etc. which may be applicable to the Works or to any Temporary Works and with such rules and regulations

of public bodies and companies as afbresaid and shall keep the Employer indemnified against allpenalties and liability of every kind for breach of any such Statute Ordinance or Law Regulationor Bye-law. Provided always that the Employer .will repay or allow to the Contractdr all such sumsas the Architect shall certify to have been properly payable and paid by the Contractor in respectof such fees.

Fossils, etc. 27. All fossils coins articles of value or antiquity and structures and other remains or things ofgeological or archaeological interest discovered on the site of the Works shall as between the Employerand the Contractor be deemed to be the absolute property of the Employer and the Contractor shalltake reasonable precautions to prevent his workmen or any other persons from removing or damagingany such article or thing and shall immediately upon discovery thereof and before removal acquaintthe Architects iepresentative of such discovery and carry out at the expense of the Employer theArchitecT's Representati,ie -?s orders as to the disposal of the same.

ANNEX 10-B-(i)Page 15

28. The Contractor shall save harmless and indemnify the Employer from and against all claims and PEtents Rightsproceedings for or on account of infringement of any patent rights design trademark or name or other and Royalties.protected rights in respect of any Constructional Plant machine work or material used for or inconnection with the Works or Temporary Works or any of them and from and against all claimsdemands proceedings damages costs charges and expenses whatsoever in respect thereof or in relationthereto. Except where otherwise specified the Contractor shall pay all tonnage and other royaltiesrent and other payments or compensation (if any) for getting stone sand gravel clay or other materialsrequired for the Works or Temporary Works or any of them.

29. All operations necessary for the execution of the Works and for the construction of any InterferenceTemporary Works shall so far as compliance with the requirements of the Contract permits be carried with Trafficon so as not to interfere unnecessarily or improperly with the public convenience or the access to use and Adjoiningand occupation of public or private roads and footpaths or to or of properties whether in the possession Properties.of the Employer or of any other person and the Contractor shall save harmless and indemnify theEmployer in respect of all claims demands proceedings damages costs charges and expenses whatsoeverarising out of or in relation to any such matters in so far as the Contractor is responsible therefor.

3Q. (1) The Contractor shall use every reasonable means to prevent any of the highways or bridges Extraordinarycommunicating with or on the routes to the Site from being damaged or injured by any traffic of the Traffic.Contractor or any of his sub-contractors and in particular shall select routes choose and use vehiclesand restrict and distribute loads so that any such extraordinary traffic as will inevitably arise from themoving of plant and material from and to the Site shall be limited as far as reasonably possible .andso that no unnecessary damage or injury may be occasioned to such highways and bridges.

(2) Should it be found necessary for the Contractor to move one or more loads of Constructional SpeciaiPlant machinery or pre-constructed units or parts of units of work over part of a highway or bridge Loads.the moving whereof is likely to damage any highway or bridge unless special protection or strengtheningis carried out then the Contractor shall before moving the load on to such highway or bridge give noticeto the Architect or Architect's Representative of the weight and other particulars of the load to bemoved and his proposasfor protecting or strengthening the said highway or bridge. Unless withinfourteen days of the receipt of such notice the Xrchitici shall by counter-notice direct that suchprotection or strengthening is unnecessary then the Contractor will carry out such proposals or anymodification thereof that the Architect shall require and unless there is an item or are items in theBill of Quantities for pricing by the Contractor of the necessary works for the protection or strengthen-ing aforesaid the costs and expenses thereof shall be paid by the Employer to the Contractor.

(3) If during the carrying out of the Works or at any time thereafter the Contractor shall Settlement ofreceive any claim arising out of the execution of the Works in respect of damage or injury to highways Extraordinaryor bridges he shall immediately report the same to the Architect and thereafter the Employer shall Traffic Claims.negotiate the settlement of and pay all sums due in respect of such claim and shall indemnify theContractor in respect thereof and in respect of all claims demands proceedings damages costs chargesand expenses in relation thereto. Provided always that if and so far as any such claims or part thereofshall in the opinion of the Atchitect be due to any failure on the part of the Contractor to observe andperform his obligations under sub-clauses (1) and (2) of this clause then the amount certified by theArchitect to be due to such failure shall be paid by-the Contractor to the Employer.

(4) Where the nature of the Works is such as to require the use by the dontractor of water- Waterborneborne transport the foregoing provisions of this clause shall be construed as though "highway" Traffic.included a lock, dock, sea wall, or other structure related to a waterway and "vehicle" included craft,and shall have effect accordingly.

31. The Contractor shall in accordance with the requirements of the Archi eet afford all reasonable Opportunitiesopportumities for carrying out their work to any other contractors employed by the Employer and their for Otherworkmen and to the workmen of the Employer and of any other duly constituted authorities who may Contractors.be employed in the execution on or near the Site of any work not included in the Contract or of anyContract which the Employer may enter into in connection with or ancillary to the Works. If howeverthe Contractor shall on the written request of the Architect or the Aichitect's Representative : makeavailable to any such other contractor or to the Employer or any such authority any roads or waysfor the maintenance of which the Contractor is responsible or permit the use by any such of theContractor's scaffolding or other plant on the Site or provide any other service of whatsoever naturefor any such the Employer shall pay to the Contractor in respect of such use or service such sum orsums as shall in the opinion of the Architect be reasonable.

32. Except where otherwise specified the Contractor shall at his own expense supply and provide all Supply of Plantthe Constructional Plant Temporary Works materials both for temporary and for permanent works Materials andlabour (including the supervision thereof) transport to or from the site and in and about the Works and Labour.

other things of every kind required for the construction completion and maintenance of the Works.

33. On the completion of the Works the Contractor shall clear away and remove from the Site all Clearance ofConstructional Plant surplus materials rubbish and Temporary Works of every kind and leave the Site onwhole of the Site and Works clean and in a workmanlike condition to the satisfaction of the Architect. Completion.

LABOUR34, (1) The Contractor shall make his own arrangements for the engagement of all labour, local Engagementor otherwise, and save in so far as the Contract otherwise provides for the transport housing feeding of Labour.

and payment thereof

(2) The Contractor shall so fr as is reasonably practicable having regard to local conditions Supply ofprovide on the Site to the satisriicJon of the '1rciteoct's Hepresent6Cive * an adequate supply of Water.drinking and other water lbr the u e of the Contractor's Staffandivork#eople.

ANNEX 1 -B-(i)Page 16

Alcoholic Liquor (3) The Contractor shall not otherwise than in accordance with the Statutes,Ordinances andor Drugs. Government Regulations or Orders for the time being in force import sell give barter or otherwisedispose of any aicoholic liquor or drugs or permit or sufler any such importation sale gift barter ordisposal by his sub-contractors agents or employees.

Arms and (4) The Contractor shall not give barter or otherwise dispose of to any person or persons anyAmmunition. arms or ammunition of any kind or permit or suffer the same as aforesaid.Festvals and (5) The Contractor shall in all dealings with labour in his employ have due regard to allReligious Customns, recognised festivals days of rest and religious or other customs.Epidemics. (6) In the event of any outbreak of illness of an epidemic nature the Contractor shall comply

with and carry out such regulations orders and requirements as may be made by the Governmentor the local medical or sanitary authorities for the purpose of dealing with and overcoming the same.

Disorderly (7) The Contractor shall at all times take all reasonable precautions to prevent any unlawfulConduct, etc. riotous or disorderly conduct by or amongst his employees and for the preservation of peace andprotection of persons and property in the neighbourhood of the Works against the same.

Observance by (8) The Contractor shall be responsible for observance by his sub-contractors of the foregoingsub-Contractors, provisions.

(9) Any other conditions afecting labour and wages shall be as set out in Part II in sub-clauses numbered34 (9) (10) etc. as may be necessary.

Returns of 35. The Contractor shall if required by the Architect deliver to the Architect's Representative or atLabour, etc. his office a return in detail in such form and at such intervals as the Arditect may prescribe showingthe supervisory staff and the numbers of the several classes of labour from time to time employed.by the Contractor on the Site and such information respecting Constructional Plant as the Alchitect'sRepresentative may require.

MATERIALS AND WORXMANSHIPQuality of 36. (1) All materials and workmanship shall be of the respective kinds described in the ContractMaterials and and in accordance with the Archltects instructions and shall be subjected from time to time to suchWorkmanshipplcand Tests. tests as the Archilect may direct at the place of manufacture or fabrication or on the Site or at all or

any of such places. The Contractor shall provide such assistance instruments machines labour andmaterials as are normally required for examining measuring and testing any work and the qualityweight or quantity of any material used and shall supply samples of materials before incorporation inthe Works for testing as may be selected and required by the Architdtt.

Cost of Samples. (2) All samples shall be supplied by the Contractor at his own cost if the supply thereofis clearlyintended by or provided for in the Specification or Bill of Quantities but if not then at the cost of theEmployer.

Cost of Tests. (3) The cost of making any test shall be borne by the Contractor if such test is clearly intendedby or provided for in the Specification or Bill of Quantities and (in the cases only of a test under load orof a test to ascertain whether the design of any finished or partially finished work is appropriate forthe purposes which it was intended to fulfil) is particularised in the Specification or Bill of Quantitiesin sufficient detail to enable the Contractor to price or allow for the same in his Bid

Costs of Tests not (4) If any test is ordered by the Architect which is eitherprovided for, etc. (a) not so intended by or provided for or

(b) (in the cases above mentioned) is not so particularised or(c) though so intended or provided for is ordered by the Trchltect to be carried out by

an independent person at any place other than the Site'or the place of manufactureor fabrication of the materials tested

then the cost of such test shall be borne by the Contractor if the test shows the workmanship ormaterials not to be in accordance with the provisions of the Contract or the Architect's instructionsbit otherwise by the Employer.

Access to 37. The krchitect and any person authorised by him shall at all times have access to the WorksSite. and to the Site and to all vrkshops and places where work is being prepared or whence materialsmanufactured articles or machinery are being obtained for the Works and the Contractor shall affordevery facility for and every assistance in or in obtaining the right to such access.

Examination of 38. (1) No Work shall be covered up or put out of view without the approval of the TrZitect orWork before the ArchitectIs Representiti-e and the Contractor shall afford full opportunity for the Architect or theCovering up. Architect's epresentative to examine and measure any work which is about to be covered up orput out of view and to examine foundations before permanent work is placed thereon. The Contractorshall give due notice to the Architect's Representative , whenever any such work or foundations isor are ready or about to be ready for examination and the ,,Architect's Representatle' shall withoutunreasonable delay unless he considers it unnecessary and advises the Contractor accordingly attendfor the purpose of examining and measuring such work or of examining such foundations.

Uncovering (2) The Contractor shall uncover any part or parts of the Works or make openings in or throughand Making the same as the Architect may from time to time direct and shall reinstate and make good such partOpenings. or parts to the satisfaction of the Archite!t, . If any such part or parts hav been covered up or put

out of view after compliance with the requirements of sub-clause (1) of this Clause and are found to beexecuted in accordance with the Contract the expenses of uncovering making openings in or throughreinstating and making good the same shall be borne by the Employer but in any other case all suchexpenses shall be borne by the Contractor and shall be recoverable from him by the Employer or maybe deducted by the Employer from any monies due or which may become due to the Contractor.

ANNEX 10-B-(i)Page 17

39. (1) The Architect, shall during the progress of the Works have power to order in writing from Removal oftime to time Improper Work

and Materials.(a) The removal from the Site within such time or times as may be specified in the order of anymatertls which in the opinion of the Architect are not in accordance with the Contract

(b) The substitution of proper and suitable materials and(c) The rernoval and proper ic-execution ,notwith tandinq any previous test thereof or interim

payment therefor) of any work which in respec, of materials or workmanship is not in theopinion of the Architect in accordance with the Contract.

(2) In case of default on the part of the Contractor in carrying out such order the Employer Default ofshall be entitled to employ and pay other persons to carry out the same and all expenses consequent Contractor inthereon or incidental thereto shall be borne by the Contractor and shall be recoverable from him by Compliance.the Employer or may be deducted by the Employer from any monies due or which may become dueto the Contractor.

40. (1) The Contractor shall on the written order of the Archiiect suspend the progress of the Works Suspensionor any part thereof for such time or times and in such manner-as the Architict may consider necessary of Work.and shall during such suspension properly protect and secure the work so far as is necessary in theopinion of theArchitect The extra cost including all running wages to be paid on the Site salariesdepreciation and maintenance of plant Site on-costs and general overhead costs of the Contractincurred by the Contractor in giving effect to the;irchitect's instructions under this Clause shall beborne and paid by the Employer unless such suspension is

(a) otherwise provided for in the Contract or(b) necessary for the proper execution of the work or by reason of weather conditions affecting

the safety or quality of the Works or by some default on the part of the Contractor or(c) necessary for the safety of the Works or any part thereof.

Provided that the Contractor shall not be entitled to recover any such extra cost unless he gives noticein writing of his intention to claim to the Archilect within 28 days of the, Echitect's order. TheEngineer shall settle and determine such extra payment to be made to the Contractor in respect ofsuch claim as shall in the opinion of the Xrchitect be fair and reasonable.

(2) If on the written order of the Architect (in this sub-clause referred to as a "Suspension SuspensionOrder") the progress of the Works or any part thereof shall be suspended for a period or consecutive Lasting moreperiods amounting in all to 90 days or if the Architect having previously issued a Suspension Order than 90 days.for a period which has lasted less than 90 days snall within less than 90 days from the expiration ofthat period of suspension issue a further Suspension Order either in respect of the whole of the Worksor (where the previous Suspension Order has affected only a part) affecting or including that partthen and in any such case the Contractor may serve a written notice on the 'Architect requiringpermission within 28 days from the receipt thereof to proceed with the Works or that-.art thereofin regard to which progress is suspended and if such permission is not granted within that time theContractor by a further written notice so served may (but is not bound to) elect to treat thesuspension where it affects part only of the Works as an omission of such part under Clause 51 hereofor where it affects the whole Works as an abandonment of the Contract by the Employer.

COMMENCEMENT TIME AND DELAYS

41. The Contractor shall commence the Works on Site within the period named in the Bid after Commencementthe receipt by him of an order in writing io this effect from the Architect and shall proceed with the of Works.same with due expedition and without delay except as may be expressly sanctioned or ordered by theTchitect or be wholly beyond the Contractor's control.

42. (1) Save in so far as the Contract may prescribe the extent of portions of the Site of which Possessionthe Contractor is to be given possession from time to time and the order in which such portions shall of Site.be made available to him and subject to vny requirement in the Contract as to the order in whichthe Works shall be executed the Employer will with theA,C-chitel-t's written order to commence theWorks give to the Contractor possession of so much of the Site as may be required to enable theContractor to commence and proceed with the construction of the Works in accordance with theprogramme referred to in Clause 14 hereof (if any) and otherwise in accordance with such reasonableproposals of the Contractor as he shall by notice in writing to the Ardificit make and will from time totime as the Works proceed give to the Contractor possession of such further portions of the Site asmay be required to enable the Contractor to proceed with the construction of the Works with duedespatch in accordance with the said programme or proposals (as the case may be). If the Contractorsuffers delay or incurs expense from failure on the part of the Employer to give possession in accordancewith the terms of this Clause the .r4cqhtuct shall grant an- extension of time for the completion of theWorks and certify such sum as in his opinion shall be fair to cover the expense incurred which sumshall be paid by the Employer.

(2) The Contractor shall bear all expenses and charges for special or temporary wayleaves Wayleaves, etc.required by him in connection with access to the Site. The Contractor shall also provide at his owncost any additional accommodation outside the Site required by him for the purposes of the Works.

43. Subject to any requirement in the Specification as to completion of any portion of the Works Time forbeforecompletion of the whole the whole of the Works shall be completed within the time stated in Completion.the Bid calculated from the last day of the period named in the Bid as that within which theWorks are to be commenced or such extended time as may be allowed under Clause 44 hereof.

ANNEX 10-B-(i)P a 8

Extension of 44. Should the amount of extra or additional work of any kind or other special circumstances of anyTime for kind whatsoever which may occur be such as thirly to entitle the Contractor to an 6xtension of timeCompletion, for the completion of the work the Arclhitect shall cetermine the amount of such extension. Providedthat the Architect is not bound to take into account any extra or additional work or other specialcircumstalces unless the Contractor has within 28 days after such wo7k has been commenced orsuch circumstances have arisen or as soon thereafter as is practicabl delivered to the Architect'sRepresentative full and detailed particulars of any claim to extension of time to which he mayconsider himself entitled in order that such claim may be investigated at the time.

No Night or 45. Subject to any provision to the contrary contained in the Contract none of the permanent workSunxday Work. shall save as hereinafter provided be carried on during the night or on Sundays (if locally recognisedas days of rest) or their locallk recognised equivalent without the permission in writing of theArchitect's Repreeentative save when the work is unavoidable or absolutely necessary for the savingof fife or property or for the safety of the Works in which case the Contractor shall immediatelyadvise the Achitect's Representative.Provided always that the provisions of this clause shall not beapplicable in the case of -any ivork which it is customary to carry out by rotary or double shifts.'

Rate of 46. The whole of the .naterials plant and labour to be provided -by the Contractor under Clause 5Progress. hereof and the mode manner and speed of execution and maintenance of the Works are to be of a kindand conducted in a manner to the satisfaction of the Architeci. Should the rate of progress of the Worksor any part thereof be at any time in the opinion of the Architecttoo slow to ensure the completion ofthe Works by the prescribed time or extended time for completion the Archited'shall so notify theContractor in writing and the Contractor shall thereupon take such steps as the Contractor may thinknecessary and the Atchitect may approve to expedite progress so as to complete the Works by theprescribed time or'extended time for completion. If the work is not being carried on by day and bynight and the Contractor shall request permission to work by night as well as by day then if theArchitect shall grant such permission the Contractor shall not be entitled to any additional paymentfor so doing but if such permission shall be refused and there shall be no equivalent practicable methodof expediting the progress of the work the time for completion shall be extended by such period as issolely attributable to such refusal. All work at night shall be carried out without unreasonable noiseand disturbance. The Contractor shall indemnify the Employer from and against any liability fordamages on account of noise or other disturbance created while or in carrying out the work and fromand against all claims demands proceedings costs charges and expenses whatsoever in regard or inrelation to such liability.

Liquidated 47. (1) If the Contractor shall fail to complete the Works within the time prescribed by Clauae 43Damages for hereof or extended time then the Contractor shall pay to the Employer the sum stated in the Bid'as liquidated damages for such default and not as a penalty for every day or part of a day whishall elapse between the time prescribed by Clause 43 hereof or extended time as the case imay be andthe date of completion of the Works. The Employer may without prejudice to any other method ofrecovery deduct the amount of such damages from any monies in his hands due or which may becomedue to the Contractor. The payment or deduction of such damages shall not relieve the Contractorfrom his obligation to complete the Works or from any other of his obligations and liabilities under theContract.

Reduction of (2) If before the completion of the whole of the Works any part of the Works has been certifiedLiquidated by the Enpineer as completed pursuant to Clause 48 hereof and occupied or used by the EmployerDamages. the liquidated damages for delay shall for any period of delay after such certification be reduced inthe proportion which the value of the part so certified bears to the value of the whole of the Works.

Bonus for (3) If it is desired to provide in the Contract for the payment of a bonus for early completion of the WorksEarly Completion. or of any part thereof this shall be prescribed in the Clause numbered 47 (3) in Part II.

Certificate 48. As soon as in the opinion of the rchitect the Works shall have been substantially completedof Completionof Works. and shall have satisfactorily passed any final test that may be prescribed by the Contract thelfiitectshall on receiving a written undertaking by the Contractor to finish any outstanding work during the

Period of Maintenance issue a Certificate of Completion in respect of the Works and the Period ofMaintenance of the Works shall commence from the date of such certificate. Provided that theArchitectrhay give such a certificate with respect to any part of the Works before the completionof the whole of the Works and shall upon the written application of the Contractor give such certificatewith respect to any substantial part of the Works which has been both completed to the satisfactionoftheArchitect and occupied or used by the Employer and when any such certificate is given in respectof a part of the Works such part shall be considered as completed and the Period of Maintenance ofsuch part shall commence from the date of such certificate. Provided also that a Certificate ofCompletion given in accordance with the foriegoing provisions of any part of the Works occupied andused as aforesaid shall not be deemed to certify completion of any ground or surfaces requiringreinstatement unless such certificate shall expressly so state.

MAINTENANCE AND DEFECTSDefinition of 49. (1) In these Conditions the expression "Period of Maintenance" shall mean the period ofMaintenance', maintenance named in the Bid calculated front the date of completion of the Works certified bythe Archiecc in accordance with Clause 48 hereof or in the event of more than one certificate having

been issued by the Architecc under the said Clause from the respective dates so certified and in relationto the Period of Maintenance the expression "the Works" shall be construed accordingly.

ANNEX 10-B-(i)Pane 19

(2) To the intent that the Works shall at or as soon as practicable after the expiration of the Execution ofPeriod of Maintenance be delivered up to the Employer in as good and perfect a condition (fair. wear Work of Repair,and tear excepted) to the satisfaction of theqArchitect as that in which they were at the commencement etc.of the Period of' Maintenance the Contractor shall execute all such work of repair amendmentreconstruction rectification and making good of defects imperfections shrinkages or other faults asmay be required of the Contractor in writing by the Araitect during the Period of Maintenance orwithin fourteen days after its expiration as a result of an inspection made by or on behalf of theArchitect prior to its expiration.

(3) All such work shall be carried out by the Contractor at his own expense if the necessity Cost ofthereof shall in the opinion of the Architect be due to the use of materials or workmanship not in Execution ofaccordance with the Contract or to neglect or failure on the part of the Contractor to comply with Work of

any obligation expressed or implied on the Contractor's part under the Contract. If in the opinion Repair, etc.

of the fcrEet such necessity shall be due to any other cause the value of such work shall beascertained and paid for as if it were additional work.

(4) If the Contractor shall fail to do any such work as aforesaid required by the ArS-itoct the Remedy onEmployer shall be entitled to carry out such work by his own workmen or by other contractors and Contractor'sif such work is work which the Contractor should have carried out at the Contractor's own cost shall 7ue to Carrybe entitled to recover from the Contractor the cost thereof or may deduct the same from any monies Required.due or that become due to the Contractor.

50. The Contractor shall if required by the Architect in writing search for the cause of any defect Contractor toimperfection or fault under the directions of the Architiet. Unless such defect imperfection or fault Scarch,shall be one for which the Contractor is liable under the Contract the cost of the work carried out bythe Contractor in searching as aforesaid shall be borne by the Employer. But if such defectimperfection or fault shall be 0he for which the Contractor is liable as aforesaid the cost of the workcarried out in searching as aforesaid shall be borne by the Contractor and he shall in such case repairrectify and make good such defect imperfection or fault at his own expense in accordance with theprovisions of Clause 49 hereof.

ALTERATIONS ADDITIONS AND OMISSIONS51. (1) The Architect shall make any variation of the form quality or quantity of the Works c' any Variations.part thereof that may in his opinion be necessary and for that purpose or if for any other reason itshall in his opinion be desirable shall have power to order the Contractor to do and the Contractorshall do any of the following:-

(a) increase or decrease the quantity of any work included in the Contract(b) omit any such work(c) change the character or quality or kind of any such work(d) change the levels lines position and dimensions of any part of the Works and(e) execute additional work of any kind necessary for the completion of the Works

and no such variation shall in any way vitiate or invalidate the Contract but the value (if any) of allsuch variations shall be taken into account in ascertaining the amount of the Contract Price.

(2) No such variation shall be made by the Contractor without an order in writing of the Orders forArc4iti £1 Provided that no order in writing shall be required for increase or decrease in the quantity Variations toof any work where such increase or decrease is not the result of an order given under this clause but be in Writing.is the result of the quantities exceeding or being less than those stated in the Bill of Quantities.Provided also that if for any reason the Architect -shall consider it desirable to give any such orderverbally the Contractor shall comply with such order and any confirmation in writing of such verbalorder given by the Architect whether before or after the carrying out of the order shall be deemed tobe an order in writingwith'n the meaning of this clause. Provided further that if the Contractor shallconfirm in writing to the Architect any verbal order of the rcitec't and such confirmation shall notbe contradicted in writing by the Architect it shall be deemed to be an order in writing by the irchitect,52. (1) The Architect shall determine the amount (if any) which in his opinion should be added to Valuation ofor deducted from the sum named in the Bid in respect of any extra or additional work done or Variations.work omitted by his order. All such work shall be valued at the rates set out in the Contract if inthe opinion of the 7trchitect the same shall be applicable. If the Contract shall not contain any ratesapplicable to the extra or additional work then suitable prices shall be agreed upon between theArchitect and the Contractor. In the event of disagreement the Architect shall fix such prices as shallin his opinion be reasonable and proper.

(2) Provided that if the nature or amount of any omiss*on or addition relative to the nature Power of TrchTtector amount of the whole of the contract work or to any part thereof shall be such that in the opinion to fix Rates.of the Vrchitect the rate or price contained in the Contract 1br any item of the Works is by reason ofsuch omission or addition rendered unreasonable or inapplicable then a suitable rate or price shall beagreed upon between the rhitect and the Contractor. lu the event of disagreement the Architectshall fix such other rate or price as shall in his opinion be reasonable and proper having regard to thecircumstances.

Provided also that no increase of the Contrct Price under sub-clause (1) of this clause orvariation of rate or price under sub-clause (2) of this dauste didl be made unless as soon after fhe dateof the order as is practicable and ;n the case o-, extra or additional work before the commencement ofthe woik or as soon thereafter as is practicable notice shall have been given in writing:--

(a) by the Contractor to the ikrchiiLct; of his intentirn to claim extra payment or a variedrate or

t 1) by the jrchitecc to the Contr actor of his intention to vary a rate or price as the case may be.

ANNEX 10-B-M±

Page 20Variafone(3) If the net effect of all variations (other than those arising by reason of any clause reiating

enceeding to variations in price of materials and/or labour) shall be found on completion of the whole of tho15 per cent, Works to result in a reduction or an addition greater than 15 per cent, ofthe sumn namned in thle B Id,

the amount of the Contract Price shall be amended by such sum as shall be agreed upon betwcen theAchi'Ce't- and the Contractor. In the event of disagreement the Architact shall fix such sumn as shallin Is opinion be reasonable and proper regard being had to'all material and relevant factors inicludingthe Contractor's oncosts and overheads,

Daywork. (4) The Archit~ect'; may if in his opinion it is necessary or desirable order in writing that anyadditional or substituted work shall be executed on a daywork basis, The Contractor shall then be

paid for such work under the conditions set out in the Daywork Schedule included in the Bill ofQuantities and at the rates and prices affixed thereto by him in his Bid.,

The Contractor shall furnish to the Architect iuch receipts or other vouchers as may b~enecessary to prove the am±ounts paid and before ordering materials shall submit to the Archtect'quotations for the same for his approval,

In respect of all work executed on a daywork basis the Contractor shall during the continuanceof such work deliV~er each day to the Archiect 's Representative an exact list in duplicate of the namesoccupation and time of all workmeni employed on such work and a statement also in duplicate showingthe description and quantity of all mateiJals and plant used thereon or therefor (other than plantwhich is included in the percentage addition in accordance with the Schedule hereinibefore referred tol,One copy of each list and statement will if correct or when agreed be signed by dhe Architect IRepresentative and returned to the Contractor. At the end of each month the Contractor shall derfverto the XrchitecJ'!' Representative a priced statement of the labour material and plant (except asaforesaid) used and the Contractor shall not be entitled to any, payment unless such lists and statementshave been fully and punctually rendered. Provided always that if the. Architeit shall consider that forany reason the sending of such list or statement by the Contractor in accordance with th e foregoingprovision was impracticable he shall nevertheless be entitled to authorise payment for such work eitheras daywork (on being satisfied as to the time employed and plant and materials used on such work)or at such value therefor as shall in his opinion be fair and reasonable.

Claims.(5) The Contractor shall send to the Architectf's Representative once in every month an accountgiving particulars (as full and detailed as poisible) of all claims for any additional -expense to w,,hichthe Contractor may consider himself entitled and of all extra or additional work ordered by theArchitect- which he.has executed during the preceding month and no claim for payment for. any suchwork will be considered which has not been included in such particulars. Provided always t.hat the 0A1rchitect shall be entitled to authorise payment to be made for any such work notw,ithstanding theContractor's failure to comnply with this condition if the Contractor has at the earliest practicableopportunity notified the ,- mcd ect that hie intends to mnake a claim for such work.

PLANT TEMPORARY WORKS AND MATERIALS

Plaut, etc., 53. (1) All constructional Plant Temporary Works and materials provided by the Contractorfoclushe Uors shall when brought on to the Site be deemed to be exclusively intended for the construction and

for he Wrks. completion of the Works and the Contractor shall not remove the same or any part thereof (savefor the pt!rRose of moving it from one part of the Site to another) without the consent in writing ofthe 4rchiie`cC which shall not be unreasonably withheld.-

Removal of (2) Upon completion of the Works the Contractor shall remove from the Site all the said Con-Plant, etc. structional Plant and Temporary Works remaining thereon and any unused materials provided by

the Contractor.

Employer not (3) The Employer shaUl not at any time be liable for the loss of or injury to any of the saidliable for Damage Constructional Plant Temporary Works or materials save as mentioned in Clauses 20 and 65 hereof.to Plant, etc.

Re-export of (4) In respect of any Constructional Plant which the Contractor shall have imported for theplant, purposes of the Works the Employer will assist the Contractor where required in procuring any neces-

sary Government consent to the re-export of such Constructional Plant by the Contractor upon theremoval thereof as aforesaid.,

Customs .(5) The Employer will assist the Contractor where required in obtaining clearance through theClearance. Customs of Constructional Plant materials and other things required for the Works.

(6) Anly other conditions affecting Plant, Temporary I 1'orks and MVaterials including conditions regardingpayment of or relieffrom Customs or other import duties harbour and port dues wharfage landing pilotage and anyother charges or dues are set out in Part 11 in sub-clauses numbered 53 (6) (7) etc., as may be necessary,.

Approval of 54. The operation of Clause 53 hereof shall not be deemed to imply any approval by the Archi tectiMaterials, etc., of the materials or other matters referred to therein nor shall itprvnthrecioofayshnot implied, materials at any time by the Architect,.rvn h eeto faysc

MEASUREMENT

Quantities. 55. The quantities set out in the Bill of Quantities are the estimated quantities of the work but theyare not to be taken as the actual and correct quantities of the Works to be executed by the Contractorin fulfilment of his obligations under the Contract.

ANNEX 10-B-(i)PaRe 2156. The Architaes: shall except as otherwise stated ascertain and determine by admeasurenient the Works to be

value in accordance with the Contract of work done in accordance with the Contract. He shall when Measured.he requires any part or pjets of the Works to be measured give notice to the Contractor'. authorisedagent or representative who shall forthwith attend or send a qualified agent to assist the Architect orthe Arhiect'&' Representative in making such measurement and shall furnish all particulais'reqiiiredby either of tilem. Should the Contractor not attend or neglect or omit to send such agent then themeasurement made by theA rchitect' or approved by him shall be taken to be the correct measurementof the work. For thc curposc of mheasuring such permanent work as is to be measured by records anddrawings the. Architect's Rcprcsentative shall prepare records and drawings month by month of suchwork and the CoiTractor as and when called upon to do so in writing shall within 14 days attend toexamine and agree such records and drawings with the Architect's Representative and shall sign thesame when so agreed and if the Contractor does not so atterid to examine and agree any such recordsand drawings they shall be taken to be correct. If after examination of such records and drawings theContractor does not agree the same or d-es not sign the same as agreed they shall nevertheless betaken to be correct unless the Contractor shall within 14 days of such examination lodge with theArchitect esRepresentative for decision by the 'Architect. notice in writing of the respects in whichsuchrecords and drawings are claimed by him to be incorrect.

57. The Works shall be measured net notwithstanding any general or local custom except where Method ofotherwise specifically described or prescribed in the Contract. Measurement.

PROVISIONAL AND PRIME COST SUMS58. (1) Every provisional sum (other than P.C. prices under sub-clause (2) of this clause) set out in Provisionalthe Bill of Quantities (whether for work to be executed by the Contractor which has not been specified sums.in detail when the Contract is entered into or for work to be executed by a nominated Sub-Contractoras hereinafter defined) together with the charges and profits (if any) which the Contractor shall haveadded to such sums shall be deducted from the Contract Price and in lieu thereof there shall beadded to the Contract Price:-

(a) where work to which the provisional sum relates has been ordered by the Architect andexecuted by the Contractor the value of the work so executed valued in accordance withClause 52 hereof and

(b) where work to which the provisional sum relates has been ordered by the, Architect andexecuted by a nominated Sub-Contractor (as hereinafter defined) the sum or sums actuallypaid (subject however to the provisions of sub-clause (5) hereof) by the Contractor to suchSub-Contractor on the direction of the Architect and (if the Contractor shall have addedto the provisional sum to which the work relates any sums in respect of charges and profits)a sum in the same proportion to the sum so actually paid as the said charges and profitsbear to the said provisional sum.

(2) Every sum in the Bill of Quantities which contains (either as the whole or part of the sum) Prime Costa prime cost (P.C.) price for goods or materials to be supplied for or for incorporation into the Works Items.shall be varied by the substitution for the prime cost price of the actual price (subject however to theprovisions of sub-clause (5) hereof) paid by the Contractor for the goods or materials on the directionof the 'Architect and the Contract Price shall be increased or decreased (as the case may be) by theamount by which the sum in the Bill of Quantities is increased or decreased by such substitution. Novariation shall be made to or in respect of any sum added for labours to the prime cost price on accountof the said actual price being greater or less than the prime cost price !ut in respect of all other chargesand profit there shall be added or deducted as the case may be a sum representing such percentageas is provided in the Bill of Quantities in relation to the particular item of prime cost concerned or (ifnone) as is inserted by the Contractor in the form of Bid ,i as the percentage for the adjustment ofprnme cost sums.

(3) All sums set out in the Bill of Quantities which shall be stated to be provisional or for Use of Provisionalcontingencies shall be used only at the direction and discretion of the 'Archfiecc and if not used either and Contingencywholly or in part shall as to the amount not used be deducted. from the Contract Price. Items.

(4) The Contractor shall when required by the4rchitect produce all quotations invoices Production ofvouchers and accounts or receipts in connection with expenditure in respect of provisional or prime cost Vouchers, etc.items.

(5) In so far as any sum is paid by the Contractor to a nominated Sub-Contractor (as hereinaFter Cash Discount.defined) by direction of the Architect under sub-clause (1) (b) or (2) of this Clause before the Contractorshall have received payment of that sum from the Employer there shall for the purpose of adjustingthe Contract Price under sub-clause (1) or (2) hereof (as the case may be) be added to the actual sumpaid by the Contractor as aforesaid 2- per cent. of the amount of such actual payment and the benefitof any cash discount allowed in respect thereof shall be passed to the Employer.

(6) In the event of a nominated Sub-Contractor (as hereinafter defined) having undertaken Assignment oftowards the Contractor in respect of the work executed or the goods or materials supplied by such Sub-Contractor'snominated Sub-Contractor any continuing obligation extending for a period exceeding that of the obligations.Period of Maintenance under this Contract the Contractor shall at any time after the expiration ofthe Period of Mainte;iance assign to the Employer at the Employer's request and cost the benefit ofsuch obligation for the unexpired duration thereof.

59. (1) All specialists merchants tradesmen and others executing any work or suppfying any goods Nomatedfor which provisional or prime cost sums are included in the Bill of Quantities who may have been or -Sub-Contractors.be nominated or selected or approved by the Employer or the' Architect : and all person's to whom byvirtue of the provisions of the Bill of Quantities or Specification the Contractor is required to sub-letany work shall in the execution of such work or the suppiy o' such goods be deemed to be Sub-

ANNEX 10-B-(±)

Page 22Contractors employed by the Contractor and are hereinafter referred to as "nominated Sub-Contractors." Provided always that the Contractor shall not be required by the Employer or the'rhted or be deemed to be under any obligation to employ any nominated Sub-Contractor whosha0 decline to enter into a sub-contract with the Contractor containing provisions:- -

(a) That in respect of the work or goods the subject of the sub-contract the nominated Sub-Contractor will undertake towards the Contractor the like obligations and liabilities as areimposed upon the Contractor towards the Employer by the terms of the Contract and willsave harmless and indemnify the Contractor from and against the same and from all claimsdemands proceedings damages costs charges and expenses whatsoever arising out of or inconnection therewith or arising out of or in connection with any failure to perform suchobligations or to fulfil such liabilities and

(b) That the nominated Sub-Contractor will save harmless and indemnify the Contractor fromand against any negligence by the nominated Sub-Contractor his agents workmen andservants and from and against any misuse by him or them of any Constructional Plant orTemporary Works provided by the Contractor for the purposes of the Contract and from.all claims as aforesaid.

Payments to (2) Before issuing under Clause 60 hereof any certificate which includes any payment in respectNominated of work done or goods supplied by any nominated Sub-Contractor the ALehitect shall be entitled toSub-Contractors. demand hium the Contractor reasonable proof that all payments (less retentions) included in previous

certificates in respect of the work or goods of such nominated Sub-Contractor have been paid ordischarged by the Contractor in default whereof unless the Contractor shall.

(a) inform the,Architect in writing that he has reasonable cause for withholding or refusing tomake such payment and

(b) produce to the. Achitect reasonable proof that he has so informed such nominated Sub-Contractor in writing

the Employer shall be entitled to pay to such nominated Sub-Contractor direct upon the certificate ofthe,ir4hitect all payments (less retentions) which the Contractor has failed to make to such nominatedSub-Contractor and to deduct by way of set-off the amount so paid by the Employer from any sumsdue or which become due from the Employer to the Contractor.

Provided aways that where thej,rchitect has certified and the Employer has paid direct asaforesaid the Architect shall in issuing any further certificate in favour of the Contractor deduct fromthe amount th6irof the amount so paid direct as aforesaid but shall not withhold or delay the issue ofthe. certificate itself when due to be asued under the terms of the Contract.

CERTIFICATES AND PAYMENTCertificates 60. (1) Unless otherwise provided payments shall be made at monthly intervals in accordanceand Payment. with the conditions set out in Part II in the Clause numbered 60Advances on (2) Where advances are to be made by the Employer to the Contractor in respect of Constructional PlantConstructional and materials the conditions of payment and repayment will be as set out in Part II in the Clause numbered 60.Plant and Material.Paen t n (3) If the execution of the Works shall necessitate the importation of materials plant or equip-Foremn currencies, ment from a country other than that in which the Works are being executed or if the Works or any part

thereof are to be executed by labour imported from any other such country or if any other circumstanceshall render it necessary or desirable a proportion of the payments to be made under the Contractshall be made in the appropriate foreign currencies and the said proportions and the rate of exchangeapplicable thereto and the conditions under which such payments are to be made shall be as set outin Part II in the Clause numbered 60.

Approval only 61. No certificate other than the Maintenance Certificate referred to in Clause 62 hereof shall beby Maintenance deemed to constitute approval of any work or other matter in respect of which it is issued or shall beCertificate, taken as an admission of the due performance of the Contract or any part the.reof or of the accuracy

of any claim or demand made by the Contractor or of additiomd or varied work having been orderedby the Architegct nor shall any other certificate con61ude or prejudice any of the powers of th Architect.

Maintenance 62. (1) The Contract shall not be considered as completed until a Maintenance Certificate shallCertificate. have been signed by the' Arc'ntect'and delivered to the Employer stating that the Works have beencompleted and maintaincd to his satisfaction. The Maintenance Certificate shall be given by the

,Architect twenty-eight days after the expiration of the Period of Maintenance (or if different Periodsof Maintenance shall become applicable to different parts of the Works the expiration of zhe latestsuch period) or as soon thereafter as any works ordered during such period pursuant to Clauses 49 and50 hereof shall have been completed to the satisfaction of the krchitect 'and full effect shall be given tothis Clause notwithstanding any previous entry on the Works or the taking possession working orusing thereof or any part thereof by the Employer. Provded always that the issue of the MaintenanceCertificate shall not be a condition precedent to paynrnt to the Cetractor of the second portion ofthe retention munty in accordance with the conditions set out in Part II in the Clause numbered 60.

Cessation of (2) The employer shall not be liable to the Contractor for any matter or thing arising out of orEmployer's in connection with the Contract or the execution of the Works unless the Contractor shall have madeLiability. a claim in writing in respect thereof before the giving of the Maintenance Certificate under this Clause.Unfulfilled (3) Notwithstanding the issue of the Maintenance Certificate the Contractor and (subject toObligations. sub-clause (2) of this clause) the Employer shall remain liable for the fulfilment of any obligation

incurred under the provisions of the Contract prior to the issue of the Maintenance Certificate whichremains unperformed at the time such certificate is issued and fbir the po'poses of determining thenature and extent of any such obligation the Contract shall be deemed to remain in force between theparties hereto.

ANNEX 10--(i)

REMEX)IES AND POWERS Page 2363. (1) If the Contractor shall become bankrupt or have a receiving order made against him or shall Forfeiture.present his petition in bankruptcy or shall make an arrangement with or assignment in favour of hiscreditors or shall agree to rarry out the Contract under a committee of inspection of his creditorsor (being a corporation) shall go into-liquidation (other than.a voluntary liquidation for the purposesof amalgamation or reconstruction) or if the Contractor shall assign the Contract without the consentin writingr of the Employer first obtained or shall have aji execution levied on his goods or if the3rchitect .shall certify in writing to the Einployer that in his opinion the Contractor:-

(a) has abandoned the Contract or(b) without reasonable excuse has failed to commence the Works or has suspended the progress

of the Works for 28 days after receiving from the Architcct written notice to proceed or(c) has failed to remove materials from the Site or to pull down and replace work for 28 days

after receiving from the Architect!written notice that the said materials or work had beencondemned and rejected by the 1rhitect. under these conditions or

(d) is not executing the Works in accordance with the Contract or is persistently or flagrantlyneglecting to carry out his obligations under the Contract or

(e) has to the detriment of good workmanship or in defiance of theArchitect'slinstructions tothe contrary sub-let any part of the Contract

then the Employer may after giving 14 days' notice in writing to the Contractor enter upon the Siteand the Works and expel the Contractor therefrom without thereby avoiding the Contract or releasingthe Contractor from any of his obligations or liabilities under the Contract or affecting the rights andpowers conferred on the Employer or the Zrcitect by the Contract and may himself complete theWorks or may employ any other contractor to complete the Works and the Employer or such othercontractor may use for such completion so much of the Constructional Plant Temporary Works aridmaterials which have been deemed to be reserved exclusively for the construction and completion ofthe Works under the provisions of the Contract as he or they may think proper and the Employermay at any time sell any of the said Constructional Plant Temporary Works and unused materialsand apply the proceeds of sale in or towards the satisfaction of any sums due or which may becomedue to him from the Contractor under the Contract.

(2) The, Architeci;,shall as soon as may be practicable after any such entry and expulsion by the Valuation atEmployer fix and determine ex parte or by or after reference to the parties or after such investigation Date ofor enquiries as he may think fit to make or institute and shall certify what amount (if any) had at the Forfeiture.time of such entry and expulsion been reasonably earned by or would reasonably accrue to theContractor in respect of work then actually done by him under the Contract and what was the value ofany of the said unused or partially used materials any Constructional Plant and any Temporary Works.

(3) If the Employer shall enter and expel the Contractor under this clause he shall not be liable Payment afterto pay to the Contractor any money on account of the Contract until the expiration of the Period of Forfeiture.Maintenance and thereafter until the costs of completion and maintenance damages for delay in -completion (if any) and all other expenses incurred by the Employer have been ascertained and theamount thereof certified by the Architect . The Contractor shall then be entitled to receive only suchsum or sums (if any) as the.Architect may certify would have been due to him upon due completion byhim after deducting the said amount. But if such amount shall exceed the sum which would havebeen payable to the Contractor on due completion by him then the Contractor shall upon demand payto the Employer the amount of such excess and it shall be deemed a debt due by the Contractor to theEmployer and shall be recoverable accordingly.

64. If by reason of any accident or failure or other event occurring to in or in connection with the UrgentWorks or any part thereof either during the execution of the Works or during the Period of Maintenance Repairs.any remedial or other work or repair shall in the opinion of the Architect or the Zrchitect'm!Representa-tive be urgently necessary for security and the Contractor is unable or unwilling at once to do suchwork or repair th,e Employer may by his own or other workmen do such work or repair as theArchitect or the Arcitect"s Representative may consider necessary. If the work or repair so done bythe Employer is work which in the opinion of the Architect the Contractor was liable to do at his ownexpense under the Contract all costs and charges properly incurred by the Employer in so doing shallon demand be paid by the Contractor to the Employer or may be deducted by the Employer from anymonies due or which may become due to the Contractor. Provided always that the Arcihteci or theArchitect',Representative (as the case may be) shall as soon after the occurrence of any such emergencyas may be reasonably practicable notify the Contractor thereof in writing.

'SPECIAL RISKS65. Notwithstanding anything in the Contract contained.

(1) The Contractor shall be under no liability whatsoever whether by way of indemnity or No Liability forotherwise for or in respect of destruction of or damage to the Works (save to work condemned under War, etc., Risks.the provisions of Clause 39 hereof prior to the occurrence of any special risk hereinafter mentioned)or Temporary Works or to property whether of the Employer or third parties or for or in respect ofinjury or loss of life which is the consequence whether direct or indirect of war hostilities (whetherwar be declared or not) invasion act of foreign enemies rebellion revolution insurrection or militaryor usurped power civil war or (otherwise than among the Contractor's own employees) riotcommotion or disorder (hereinafter comprehensively refer.!0 to as "the said special risks") and theEmployer shall indemnify and save harmless. the Contractor against and from the same and againstand from all claims demands proceedings damages costs charges and expenses whatsoever arisingthereout or in connection therewith and shall compensate the Contractor for any loss of or damageto property of the Contractor used or intended to be used for the purposes of the Works (includingproperty in transit to the Site) and occasioned either directly or indirectly by said special risks.

ANNEX 10-B-(i)

Page 24Damage to (2) If the Works or Temporary Works or any materials (whether for the former or the latter)Works, etc., by on or near or in transit to the Site shall sustain destruction or damage by reason of any of the saidSpecial Riks. special risks the Contractor shall nevertheless be entitled to payment for any permanent work and

for any materials so destroyed or damaged and the Contractor shall be entitled to be paid by theEmployer the cost of making good any such destruction or damage whether to the Works or theTgmporary Works and of replacing or making good such materials so far as may be required by theArchitect or as may be necessary for the completion of the Works on a prime costs basis plus suchprofit as the Architect may certify to be reasonable.

Projectile (3) Destruction damage injury or loss of life caused by the explosion or impact whenever andMissile, etc. wherever occurring of any mine bomb shell grenade or other projectile missile munition or explosive

of war shall be deemed to be a consequence of the said special risks,

Increased Costs (4) The Employer shall repay to the Contractor any increased cost of or incidental to thearising from execution of the Works (other than such as may be attributable to the cost of reconstructing workSpecial Risks. condemned under the provisions of Clause 39 hereof prior to the occurrence of any special risk) which

is howsoever attributable to or consequent on or the result of or in any way whatsoever connectedwith the said special risks (subject however to the provisions in this clause hereinafter containedin reard to outbreak of war) but the Contractor shall as soon as any such increase of cost shall cometo his knowledge forthwith notify the ArchitecE thereof in writing.

Outbreak of War. (5) If during the currency of the Contract there shall be an outbreak of war (whether war isdeclared or not) in any part of the world which whether financially or otherwise materially affects theexecution of the Works the Contractor shall unless and until the Contract is terminated under theprovisions in this clause contained use his best endeavours to complete the execution of the Worksprovided always that the Employer shall be entitled at any time after such outbreak of war toterminate this Contract by giving notice in writing to the Contractor and upon such notice beinggiven this Contract shall (save as to the rights of the parties under this clause and to the operation ofClause 67 hereof) terminate but without prejudice to the rights of either party in respect of anyantecedent breach thereof.

Removal of Plant (6) If the Contract shall be terminated under the provisions of the last preceding sub-clause theon Termination. Contractor shall with all reasonable despatch remove from the Site all Constructional Plant and shall

give similar facilities to his sub-contractors to do so.

Payment if (7) If the Contract shall be terminated as aforesaid the Contractor shall be paid by the EmployerContract (in so far as such amounts or items shall not have already been covered by payments on accountTerminated. made to the Contractor) for all work executed prior to the date of termination at the rates and prices

provided in the Contract and in addition:-

(a) The amounts payable in respect of any preliminary items so far as the work or servicecomprised therein has been carried out or performed and a proper proportion as certifiedby the Tchitect of any such items the work or service comprised in which has been partiallycarried out or performed.

(b) The cost of materials or goods reasonably ordered for the Works or Temporary Works whichshall have been delivered to the Contractor or of which the Contractor is legally liable toaccept delivery (such materials or goods becoming the property of the Employer upon suchpayments being made by him).

(c) A sum to be certified by the Architect. being the amount of any expenditure reasonablyincurred by the Contractor in the expectation of completing the whole of the Works in sofar as such expenditure shall not have been covered by the payments in this sub-clausebefore mentioned.

(d) Any additioral sum payable under the provisions of sub-clauses (1) (2) and (4) of thisclause.

(e) The reasonable cost of removal under sub-clause (6) of this clause and (if required by theContractor) return thereof to the Contractor's main plant yard in his country of registrationor to other destination at no greater cost.

(f) The reasonable cost of repatriation of all the Contractor's staff and workmen employed onor in connection with the Works at the time of such termination.

Provided always that against any payments due from the Employer under this sub-clause theEmployer shall be entitled to be credited with any outstanding balances due from the Contractor foradvances in respect of plant and materials and any sum previously paid by the Employer to theContractor in respect of the execution of the Works.

FRUSTRATION

Payment in Event 66. In the event of the Contract being frustrated whether by war or otherwise howsoever the sumof Frustration. payable by the Employer to the Contractor in respect of the work executed shall be the same as that

which would have been payable under Clause 65 hereof if the Contract had been terminated underthe provisions of lause 65 hereof.

SETTLEMENT OF DISPUTES

Settlement of 67. If,any dispute or difference of any kind whatsoever shall arise between the Employer or theDisputes- Architect and the Contractor in connection with or arising out of the Contract or the carrying outArbitration. of the Works (whether during the progress of the Works or after their completion and whether

before or after the termination abandonment or breach of the Contract) it shall in the first place bereferred to and settled by the ,_rch1tecE who within a period of 90 days after being requested by

4 ANNEX 10-B- (i)either party to do so shall give written notice of his decision to the Employer and the Contractor. age 25Save as hereinafter provided such decision in respect of every matter so referred shall be final andbinding upon the Employer and the Contractor until the completion of the work and shall forthwithbe given effect to by the Contractor who shall proceed with the Works with all due diligence whetherhe or the Employer rquires arbitration as hereinafter provided or not. If the Architect' has givenwritten notice of his decision to the Employer and the Contractor and no claim to arbitration hasbeen communicated to him by either the Employer or the Contractor within a p.eriod of 90 daysfrom receipt of such notice the said decision shall remain final and binding upon the Employer andthe Contractor. If& b'e. rchitect'shall fail to give notice of his decision as aforesaid within a periodof 90 days after being requested is aforesaid or if either the Employer or the Contractor be dissatisfiedwith any such decision then and in any such case either the Employer or the Contractor maywithin 90 days after receiving notice of such decision or within 90 days after the expiration of thefirst named period of 90 days (as the case may be) require that the matter or matters in dispute bereferred to arbitration as hereinafter provided. All disputes or differences in respect of which thedecision (if any) of theArchiLtect' has not become final and binding as aforesaid shall be finallysettled under the Rules of' Cociliation and Arbitration of the International Chamber of Commerceby one or more arbitrators appointed in accordance with the said Rules. The said arbitrator/s shallhave full power to open up review and revise any decision opinion direction certificate or valuationof the Architef* and neither party shall be limited in the proceedings before such arbftratorls to. the evidence or arguments put before the Achitect for the purpose of obtaining his said decision.No decision given by the hrchipect' in accordance with the foregoing provisions shall disqualify himfrom being called as a witness a7id giving evidence before the arbitrator/s on any matter what7oeverrelevant to the dispute or difference referred to the arbitrator/s as aforesaid. The arbitrator/s shallnot enter on the reference until after the completion or alleged completion of the Works unless withthe written consent of the Employer and the Contractor provided always

(i) that such reference may be opened before such completion or alleged completion inrespect of the withholding by the i Architect of any certificate or the withholding of anyportion of the retention money to which the Contractor claims in accordance with theconditions set out in Part II in the Clause numbered 60 to be entitled or in respect of theexercise of the' Architect's power to give a certificate under Clause 63 (1) hereof or inrespect of a dispuf *arising under Clause 71 hereof

(ii) that the giving of a Certificate of Completion under Clause 48 hereof shall not be acondition precedent to the opening of any such reference.

NOTICES68. (1) Any notice to be given to the Contractor under the terms of the Contract shall be served by Service ofsending the same by post to or leaving the same at the Contractor's principal place of business (or in Noticeo othe event of the Contractor being a Company to or at its registered office). Contractor.

(2) Any notice to be given to the Employer under the terms of the Contract shall be served by Service ofsending the same by post to or leaving the same at the Employer's last known address (or in the event Noticesn of the Employer being a Company to or at its registered office). Employer.

DEFAULT OF EMPLOYER69. (1) In the event of the Employer:-

(a) Failing to pay to the Contractor the amount due under any certificate of the Architect Default ofwithin 30 days after the same shall have become due under the terms of the Contract; or "Employer.

(b) Interfering with or obstructing the issue of any such certificate; or(c) Becoming bankrupt or (being a company) going int6 liquidation other than for the purposes

of a scheme of reconstruction or amalgamation

the Contractor shall be entitled without prejudice to any other rights or remedies to terminate theemployment of the Contractor under the Contract by giving notice in writing to the Employer.

(2) U pon the giving of such notice the Contractor 'shall notwithstanding the provision ofClause 53 (1) hereof) with all reasonable despatch remove from the Site all Constructional Plantbrought by him thereon.

(3) 'In the event of such termination the Employer shall be under the same obligations tothe Contractor in regard to payment as if the Contract had been terminated under the provisions of'TAause 65 hereof but in addition to the payments specified in Clause 65 (7) the Employer shall pay tothe Contractor the amount of any loss or damage to the Contractor arising out of or in connection withor by consequence of such termination.

(4) Nothing in this Clause contained shall prejudice the right of the Contractor to exerciseeither in lieu of or in addition to the rights and remedies in this clause specified any other rights orremedies to which the Contractor may be entitled.

70. Where adjustments are to be made in respect of rise or fall in the costs of labour and/or mnaterials or ary Increase orOther matters afecting the cost of execution of the Works these are as set out in Part II in the Clause numbered 70. Decreae ofCant.

ANNEX 10-B-(i)Page 26

Major Econonic 71. In the event of there being subsequent to the date of' Bid such a major economic dislocationDialocadon. within the country in which the Works are being or are to be coxibfructcd as to result iti the imposition

by the Government of that country of currency restrictions or in devaluation of the currency of thatcountry the Employer shall pay to the Contractor any increased costs of or incidental to the executionof the Works which is howsoever attributable to or consequent on or the result of or in any way what-ever connected with such economic dislocation provided always that nothing in this Clause containedshall prejudice the right of the Contractor to exercise any other rights or remedies to which theContractor may be entitled in such event.

NOTE

FOR CONDITIONS OF PARTICULAR APPLICATION-SEE PART II

FOR CONDITIONS OF PARTICULAR APPLICATION TO DREDGING AND RECLAMATION WORK

-SEE PART III

Conditions of Contract ANNEX 10-B-(i)

PART II-CONDITIONS OF PARTICULAR APPLICATION Page 27The following notes are intended as an aide-memoire in the preparation of clauses (some of

which are dealt with but not exhaustively in Part I) which will vary as necessary to take account ofthe circumstances and locality of the Works. These variable clauses which must be specially preparedto suit each particular contract should cover such of the undermentioned matters and any others asare applicable.Clause 1-DefinitionsEm ployer: The Em ployer is..........................................................................................Engineer:'The Engineer is.............................................................................................

Any further definitions required.

Clause 6-Documnents Mutually ExplanatoryLanguage: The language/s is/are................................................. ..................................

The R uling Language is................................................................................

Clause 34-Labour

(9) (10) etc. Permits for imported labour, control, health, hours and conditions, rates of pay,compliance with labour legislation.

Clause 47 (3)-BonusBonus (if any) for early completion. If none, insert "Nil" in appendix to Form of Tender.

Clause 49-Temporary ReinstrAtementIn appropriate cases, where the permanent reinstatement is not being carried out by the

Contractor, an additional sub-clause should be added to Clause 49 to cover making good all subsidenceetc: in the temporary reinstatement of any highway broken into for the purposes of the executionof the Works and the liability for damage and injury resulting therefrom up to the end of the Periodof Maintenance or until possession of the site has been taken for the purpose of carrying outpermanent reinstatement (whichever is the earlier).

Clause 53-Plant etc., Exclusive Use for the Works, etc.(6) (7) etc. Hire of Plant; sale or disposal of Plant; payment of or relief from Customs or other

import duties, harbour and port dues, wharfage, landing, pilotage and any other charges or dues,any other conditions affecting Plant.Note; Where Part III alpplies adjustment of the numbering of sub-clauses of Clause 53 will be necessary.

Clause 60-Certificates and PaymentAdvances on Plant and Materials where made; conditions covering such advances and their

repayment; monthly claims for work executed and certificates of Architect as to amount due toContractor for permanent work executed in the month and for temporary works included in the Billof Quantities and also, if there are no advances for materials and plant amounts as certified by theArchitect for any materials for permanent work on the site; times of payment of retention monies;correction and withholding of certificates; place of payment; times of payment. Foreign currenciesin which payment to be made, proportions, rate of exchange and conditions applicable thereto.

Clause 70-Increase or Decrease of CostsIn appropriate cases this clause should cover such matters as.Adjustment of contract price by reason of alteration. in rates of wages and allowances payable

to labour and local staff; change in conditions of employment of labour and local staff; change incost of materials for permanent or temporary works, or in consumable stores, fuel and poker; variationin freight and insurance rates; Customs or other import duties; the operation of any law, statute, etc.

Clause 72-TaxationPayment of or exemption from local income or other taxes both as regards the Contractor and

his staff.

Clause 73, etc.-MiscellaneousIn certain cases it may be desirable to insert clauses to cover (and number accordingly) such

matters as:-

(a) regulations governing importation and use of explosives for blasting;(b) bribery and corruption;(c) photographs of the Works and advertising;(d) undertakings regarding non-disclosure of secret information;(e) any other matters special to the contract.

Final Clause-Law Governing ContractThis clause shculd state the country to the law of which the contract is subject and in

accordance with which it will be construed.N.B. This would normally be put at the end of Part II (and numbered accordingly).

NOTE. The specially prepared clauses should be sbstituted for this Aide-Memoirewhich is to be detached when inviting tenders

SHORT DESCRIPTION

OF WORKS ANNEX 10-B--(i)Page 28

Form of Tender

(NOTEs:-The Appendix forms part of the Tender.

Tenderers are required to fill up all ihe blank spaces in this Tender Form and Appendix.)

T o : ..................................................................

GENTLEMEN,

Having examined the Drawings, Conditions of Contract, Specification and Bill of Quantities

for the construction of the above-named Works, we, the undersigned, offer to construct complete

and maintain the whole of the said Works in conformity with the said Drawings, Conditions of

Contract, Specification and Bill of Quantities for the sum of ..................................................

or such other sum as may be ascertained in accordance with the said Conditions.

2. We undertake if our Tender is accepted to commence the Works within..................daysof receipt of the Engineer's order to commence, and to complete and deliver the whole of the Works

comprised in the Contract within..................days calculated from the last day of the aforesaid

period in which the Works are to be commenced.

3. If our tender is accepted we will, if required, obtain the guarantee of an Insurance Company

or Bank or alternatively provide two good and sufficient sureties (to be approved by you) to be

jointly and severally bound with us in a sum not exceeding 10 per cent. of the above-named sum for

the due performance of the Contract under the terms of a Bond to be approved by you.

4. We agree to abide by this Tender for the period of..................days from the date fixed

for receiving the same and it shall remain binding upon us and may be accepted at any time beforethe expiration of that period.

5. Unless and until a formal Agreement is prepared and executed this Tender, together with

your written acceptance thereof, shall constitute a binding Contract between us.

6. We understand that you are not bound to accept the lowest or any tender you may

receive.

22

AppendixANNEX 10-B-(i)Page 2

CLAUSE

Amount of Bond or Guarantee (if any) ... ... 10 US$ .....................................

Minimum Amount of Third Party Insurance ... ... 23 (2) US$ ......................................

Period for commencemet, from Engineer's order tocommence ... ... ... ... ... ... 41 .................................... days

Time for completion ... ... ... ... ... 43 .................................... days

Amount of Liquidated Damages ... ... ... 47 (1) US $....................Per day

Amount of Bonus (if any) ... ... ... ... 47 (3) ..........................................

Period of Maintenance ... ... ... ... ... 49 ................................... days

Percentage for Adjustment of P.C.. Sums ... ... 58 (2) ............ per cent.

P e r c e n t a g e o f R e t e n t i o n . .. . .. .. . . .. .. . 6 0 ( ) . . . . . . . . . . . . p e r c e n t

Limit of Retention Money ... ... ... ... 60 ( ) U $ ............................

Minimum Amount of Interim Certificates ... ... 60 ( ) U .............................

T im e w ithin w hich paym ent to be m ade after C ertificate 60 ( ) ...... .... days

Dated this...................................day of............................................I............. 19......

Signature............................................................... in the capacity of..............................

duly authorised to sign tenders for and on behalf of..............................................................

(IN BLOCK CAPITALS)

Witness ................................................ Address..............................................

A ddress ................................................ ..................................................

Occupation..........................................

23

Form of Agreement

Page 30

THIS AGREEMENT made the.............................. day of......................................

19......... B ETW EEN ....................................................................................... I..............

of ..............................................................................................................................

................................................ (hereinafter called "the Employer") of the one part and.........

.. ................................... .. of ........................... .................................................. .

......................................................... (hereinafter called "the Contractor") of the other part

WHEREAS the Employer is desirous that certain Works should be constructed, viz.........................

. ................................................................... d.............. and h as accepted a

Tender by the Contractor for the construction completion and maintenance of such Works NOW

THIS AGREEMENT WITNESSETH as follows:-

1. In this Agreement words and expressions shall have the same meanings as are respeclively

assigned to them in the Conditions of Contract hereinafter referred to.

2. The following documents shall be deemed to form and be read and construed as part of

this Agreement, viz.:-

(a) The said Tender.

(b) The Drawings.(c) The Conditions of Contract (Parts I and II)(d) The Specification.(e) The Bill of Quantities.(f) The Schedule of Rates and Prices (if any).

3. In consideration of the payments to be made by the Employer to the Contractor as

hereinafter mentioned the Contractor hereby covenants with the Employer to construct conl leteand maintain the Works in conformity in all respects with the provisions of the Contract.

4. The Employer hereby covenants to pay the Contractor in consideration of the constructioncompletion and maintenance of the Works the Contract Price at the times and in the manner

prescribed by the Contract.

IN WITNESS whereof the parties hereto have caused their respective Common Seals to behereunto affixed (or have hereunto set their respective hands and seals) the day and year first abovewritten

The Common Seal of....................................

. L id................................................. Lim ited

was hereunto affixed in the presence of:-

or

SIGNED SEALED AND DELIVERED by the

said ......................................................

in the presence of:---

24

ANNEX 10-B-(i)Page 31

Members of FDRATION INTERNATIONALEDES INGtNIEURS-CONSEILS

AUSTRALIA IRELANDThe Association of Consulting Engineers, Australia (A.C.E.A.) Cumann Innealtoiri Comhairic na h-ireann3rd Floor, Association of Consulting Engineers of Ireland163 Clarence Street, All correspondence to be addressed to:SYDNEY, N.S.W. 2000. Tel: 29-5323 c/o Mr. P. J. Mehigan,

Nicholas O'Dwyer, Son & Partners,Nassau House, Nassau Street,

BELGIUM DUBLIN 2. Tel: 776368/9/0Chambre des Ing6nicurs-Consels de Belgique (C.I.C.B.)Kamer van Raadgevende Ingenieurs van Belgi (K.R.I.B.)H6tel Ravenstein, ITALY

3 Re BRUELES. Tel: 115294 Associazione Ingegneri Consulenti Italiani (A.I.C.I.Via XX Settembre 3,10121 JrORINO. Tel: 541.189

CANADAThe Association of Consulting Engineers of CanadaAssociation des Ing6nieurs-Conscils du Canada LUXEMBOURG

0Aert Street, Chambre des Ing6nicurs-Conscils du Grand-Duch6 de LuxembourgOTTAWA, Ontario, KIP 504. Tel: 236-0569 6To ue e onedns. a adresser:

LUXEMBOURG. Tel: 46071COLOMBIA

Asociaci6n de Ingenieros Consultores Colombianos (A,1.C.O.)Apartado Nacional 5362,BOGOTA D.E. Orde van Nederlands Raadgevende Ingenieurs (O.N.R.I.).4l corresp-ndilence to be addressed to: Javastraat 44,clo Mr. Carlos Angulo, Presidente A.I.C.O., THE HAGUE. Tel: 638179Calle 59 13-52, Oficina 301,BOGOTA-2 D.E. Tel: 35-00-79

NORWAYDENMARK RAdgivende Ingeniorers Forening (R.I.F.)

Foreningen af Rdgivendc Ingenirer (F.R.I.) Waldemar Thranesgt. ,Dr. Tvertrade 58, OSLO 1. Tel; 6046901302 COPENHAGEN K. Tel: 113737

RHODESIA AND MALAWI

FINLAND The Association of Consulting Engineers of Central AfricaP.O. Box 3337,

Suomen Neuvottelevien Insin0drien Liitto SALISBURY, Rhodesia. Tel: 25028Finlands Konsulterande Ingenjdrers Fdrbund (S.N.f.L.) r.y.29A Korkeavuorenkatu,HELSINKI-13. Tel: 628123 SOUTH AFRICA

The South African Association of Consulting EngineersFRANCE Die Suid-Afrikaanse Vcreniging va Raadgewend Ingenicurs

ChambTe des Ing6nieurs-Conseils dc France (C.I.C.F.) Kelvin House, 2 Hollard Street, JOHANNESBURG, Transvaal.108 Rue St. Hattori~, P.O. Box 61019, MARSHALLTOWN, Tranval.PARIS Jer. Tel: 231 60-80 Tel: 834-1271

GERMANY SWEDENVerband Betatender Ingenicure (V.B.I.) Svenska Konsulterande Ingenjirers Frening (S.K.I.F.)Herkulf.sstrasse 1-7, Grev Turegatan 29,Postfach 919, 114 38 STOCKHOLM. Tel: 6702054300 ESSEN 1. Tel: 235077/79

GREAT BRITAIN SWITZERLAND

The Association o' Consulting Engineers (A.C.E.) Association Suisse des Ing6nileurs-Conseils (A.S.I.C.)Abbey House, Schweizerische Veteinigung Beratender Ingenicure2 Victoria Street, MOhlebachstrasse 43,Westminster, 8008 ZURICH. Tel: 34 74 30LONDON SWIH OLH. Tel: 01-222 6557

UNITED STATES OF AMERICAICELAND Consulting Engineers Council of the United States (C.E.C.)

F61ag RAdgafarverkfraedinga, Madison Building,Arm5la 4, 1155-15th Street, N.W.,REYKJAVIK, Tel: 18770 WASHINGTON D.C. 20005. Tel: 296-1780

ANNEX 10-C-(i)

Page 1$mple

Form of Bid or Tender

Government of . . . . . . . . . . . .

Bid No. . . . . . .

Construction of . . . . . . . . . . .

To: Project DirectorMinistry of EducationGovernment of . . . . . . . .

Sir:

1. I/We the undersigned having examined the Drawings, Specifications,

Bills of Quantities and Conditions of Contract hereby offer and undertake to

carry out and complete the whole of the works described or referred to therein

for the sum of . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

(US$ . . . . . .) in the currency of the Republic of . . . . . . . .

2. I/We undertake to commence work on the site within four weeks of

formal notice of acceptance to this bid and to deliver the whole of the works

within a period of . . . . . . . . weeks from such notice of acceptance.

3. I/We undertake in the event of your acceptance of my/our bid to

execute with you a form of Contract embodying all the conditions and terms

contained in the offer, and that pending the execution of the Formal Articles

of Agreement of this bid together with your formal acceptance thereof shall

constitute a Contract.

4. I/We agree that this bid remain valid or open for your consideration

for . . . . . . weeks from the bid closing date.

ANNE2 10,-C-(i)Page2

5. I/We agree that this bid is made at my/our own expense and that the

Government of . . . . . . . . . . does not bid itself to accept the lowest

tender and reserves the right to cancel or rebid the works if it so desires.

6. I/we enclose a bid bond or cash deposit in a sum.of . . . . . . . .

(US$. . . . . . equivalent) equal to . . . percent of the bid amount and I/we

agree that this sum shall be forfeit in the event I/we refuse to execute a

Contract after your Formal Acceptance of this bid.

7. I/We undertake in the event of a Contract being entered into to

furnish a Performance Bond or other approved Surety in a sum equal to . . . .

percent (e.g. 10%), the Performance Bond shall be in accordance with the

Specimen Performance Bond included with the Bid Documents.

8. I/We understand that the Conditions of Contract do not include any

provision for the Contractor to be reimbursed in respect of increased costs

of labor and materials 1 and I/we agree that our tender includes provision

for any increases provided therein.

9. I/We attach a list of the sub-contractors and major suppliers which

we propose to use on the works subject to Para. . . . of the Instructions to

Bidders and I/we agree that no change will be made in this list after approval

by the Employer and execution of the Contract without the written approval of

the Client/Architect.

Dated this day of 19

Name

Address

Signature of Contractor or Authorized Representative

1/ Price escalation clauses for labor and materials are normally not includedin contracts requiring construction time of 2 years or less. This would,of course, depend on previling regulations on this matter in a country.

ANNEX 10-D-(i)Page 1

Sample

Specimen Form of BID BOND DATE BOND EXECUTED (Must not

(See Instructions attached) be later than bid opening

date)

PRINCIPAL (Legal name and business TYPE OF ORGANIZATION ("X" one)address (bidder)

/ INDIVIDUAL /_ PARTNERSHIP

/ JOINT VENTURE / CORPORATION

COUNTRY OF INCORPORATION OR REGISTRATION

SURETY(IES) (Name and business address)

PENAL SUM OF BOND BID IDENTIFICATION

PERCENT AMOUNT NOT TO EXCEED BID DATE INVITATION NO.OF BID MILLION(S) THOUSAND(S) HUNDRED(S) CENTS I

PRICE FOR (Construction

Supplies or

Services)

KNOW ALL MEN BY THESE PRESENTS, That we, the Principal and Surety(ies) hereto, arefirmly bound to the Government of ....... (hereinafter called the Government) inthe above penal sum for the payment of which we bind ourselves, our heirs,executors, administrators, and successors, jointly and severally: Provided,That, where the Sureties are corporations acting as co-sureties, we, theSureties, bind ourselves in such sum "jointly and severally" as well as "severally"only for the purpose of allowing a joint action or actions against any or allof us, and for all other purposes each Surety binds itself, jointly andseverally with the Principal, for the payment of such sum only as is set forthopposite the name of such Surety, but if no limit of liability is indicated,the limit of liability shall be the full amount of the penal sum.

THE CONDITION OF THIS OBLIGATION IS SUCH, that whereas the Principal hassubmitted the bid identified above.

NOW, THEREFORE, if the Principal, upon acceptance by the Government of his bididentified above, within the period specified therein for acceptance (sixty (60)days if no period is specified), shall execute such further contractual documents,if any, and give such bond(s) as may be required by the terms of the bid asaccepted within the time specified (ten (10) days if no period is specified)after receipt of the forms by him, or in the event of failure so to execute suchfurther contractual documents and give such bonds, if the Principal shall paythe Government for any cost of procuring the work which exceeds the amount ofhis bid, then the above obligation shall be void and of no effect.

Each Surety executing this instrument hereby agrees that its obligations shall notbe impaired by any extension(s) of the time for acceptance of the bid that thePrincipal may grant to the Government, notice of which extension(s) to theSurety(ies) being hereby waived: Provided that such waiver of notice shall applyonly with respect to extensions aggregating not more than sixty (60) calendardays in addition to the period originally allowed for acceptance of the bid.

IN WITNESS WHEREON, the Principal and Surety(ies) have executed this bid bondand have affixed their seals on the date set forth above.

ANNEX 10-D-(W)Page 2

PRINCIPAL

2.

Signature(s)Signature___ ()(Seal) (Seal) Corporate

Names(s) & 1. 2. Seal

Title(s)

INDIVIDUAL SURETY(IES)

1. 2.Signature(s)

(Seal) (Seal)

Name(s) 1. 2.(Typed)

CORPORATE SURETY(IES)

Name & WHERE REGISTERED LIABILITYAddress OR INCORPORATED LIMIT

1. 2. Corporate

Signature(s) Seal

Name(s) & 1. 2.Title(s)

Name & WHERE REGISTERED LIABILITYAddress OR INCORPORATED LIMIT

1. Corporate

Signature(s) Seal

Name(s) & 1. 2.Title(s)(Typed) _

Name & WHERE REGISTERED LIABILITYAddress OR INCORPORATED LIMIT

1. 2. orporateSignature(s) Seal

cName(s) & 1. 2.Title(s)(Typed)

Name & WHERE REGISTERED LIABILITYAddress OR INCORPORATED LIMIT

.2. orporaterSignature(s) Seal

wName(s) & 1.Title(s)

(Typed)

BOND RATE PER THOUSAND TOTAL

PREMIUM $$

ANNEX 10-D-(i)Page 3

INSTRUCTIONS

1. This form is authorized for use in connection with contractsfor construction work or the furnishing of supplies or services.There shall be no deviation from this form without approval by theGOVERNMENT.

2. The full legal name and business address of the Principalshall be inserted in the space designated "Principal" on the face ofthis form. The bond shall be signed by an authorized person. Wheresuch person is signing in a representative capacity (e.g. an attorney-in-fact), but is not a member of the firm, partnership, or jointventure, or an officer of the corporation involved, evidence of hisauthority must be furnished.

3. (a) Corporations executing the bond as sureties must be

AUTHORIZED TO ACT AS SURETIES.

Where more than a single corporate surety is involved, theirnames and addresses shall be inserted in the spaces (Surety A, Surety B,etc.) headed "CORPORATE SURETY(IES)", and in the space designated"SURETY(IES)", on the face of this form only.the letter identificationof the Sureties shall be inserted.

(b) Where individual sureties execute the bond, they shallbe two or more responsible persons. A completed Affidavit of IndividualSurety, for each individual surety, shall accompany the bond. Suchsureties may be required to furnish additional substantiating informationconcerning their as--ets and financial capability as the Governmentmay require.

4. Corporations executing the bond shall affix their corporateseals. Individuals shall execute the bond opposite the word "Seal",

5. The name of each person signing this performance bond shouldbe typed in the space provided.

ANNEX 10-E-(i)Page 1

Sag2le

Specimen Form of PERFORMANCE BOND DATE BOND EXECUTED (Must be(See Instructions attached) same or later than date of

contract)

PRINCIPAL (Legal name and business TYPE OF ORGANIZATION ("X" one)address) (contractor)

ZI- INDIVIDUAL 7 PARTNERSHIP

/7 JOINT / CORPORATION ORVENTURE LIMITED COMPANY

COUNTRY OF INCORPORATION OR REGISTRATION

SURETY(IES) Name(s) and business PENAL SUM OF BONDaddress(es))

MILLIONS(S) THOUSAND(S) HUNDRED(S) CENT(S)

CONTRACT DATE CONTRACT NO.

KNOW ALL MEN BY THESE PRESENTS, That we, the Principal and Surety(ies) hereto,are firmly bound to the Government of ..... (hereinafter called the Govern-ment) in the above penal sum for the payment of which we bind ourselves, ourheirs, executors, administrators, and successors, jointly and severally:Provide, That, where the Sureties are corporations acting as co-sureties, bindourselves in such sum "jointly and severally" as well as "severally" only forthe purpose of allowing a joint action or actions against any or all of us,and for all other purposes each Surety binds itself, jointly and severallywith the Principal, for the payment of such sum only as is set forth oppositethe name of such Surety, but if no limit of liability is indicated the limitof liability shall be the full amount of the penal sum.

THE CONDITION OF THIS OBLIGATION IS SUCH, that whereas the Principal enteredinto the contract identified above;

NOW, THEREFORE, if the Principal shall;

(a) Perform and fulfill all the undertakings, coverants, terms,conditions, and agreements.of said contract during the original term of saidcontract and any extensions thereof that may be granted by the Government,with or without notice to the Surety(ies), and during the life of any guar-antee required under the contract, and shall also perform and fulfill allthe undertakings, covenants, terms, conditions, and agreements of any andall duly authorized modifications of said contract that may hereafter bemade, notice of which modifications to the Surety(ies) being hereby waived;and

(b) Pay to the Government the full amount of the taxes imposed bythe Government which are collected, deducted, or withheld from wages paid bythe Principal in carrying out the construction contract with respect towhich this bond is furnished; then the above obligation shall be void andof no effect.

IN WITNESS WHEREOF, the Principal and Surety(ies) have executed thisperformance bond and have affixed their seals on the date set forth above.

ANNEX 10-E-(i)Page 2

PRINCIPAL

1. 2.Signature(s)

(Seal) ( Seal Corporate

Names(s) & 1. 2. Seal'Title(s)(-Typed)

INDIVIDUAL SURETY(IES)

1. 2.Signature(s)

(Seal) (Seal)

Name(s) 1. 2.(Typed)

CORPORATE SURETY(IES)

Name & WHERE REGISTERED LIABILITYAddress OR INCORPORATED LIMIT

1. 2. Corporate

Signature(s) Seal

Name(s) & 1. 2.Title(s)

Name & WHERE REGISTERED LIABILITYAddress OR INCORPORATED LIMIT

1. 2. Corporate

Signature(s) Seal

Name(s) & 1. 2.Title(s).(Typed)

Name &Ades &WHERE REGISTERED LIABILITY

OR INCORPORATED LIMIT

1. 2. CorporateSignature(s) Seal

v.Name(s) & 1. 2.Title(s)

(Typed)

Name &Amdes &WHERE REGISTERED LIABILITY

OR INCORPORATED LIMIT

1. . "orporat eSignature(s) oSeal

U)Name(s) & 1.Title(s)

J (Typed)_

BOND ]RATE PER THOUSAND TOTALPREMIUM $ $

Page 3

INSTRUCTIONS

1. This form is authorized for use in connection with contracts

for construction work or the furnishing of supplies or services.

There shall be no deviation from this form without approval by the

GOVERNMENT.

2. The full legal name and business address of the Principal

shall lZe inserted in the space designated "Principal" 'on the face of

this form. The bond shall be signed by an authorized person. Where

such person is signing in a representative capacity (e.g. an attorney-

in-fact), but is not a member of the firm, partnership, or joint

venture, or an officer of the corporation involved, evidence of his

authority must be furnished.

3. (a) Corporations executing the bond as suretied must be

AUTHORIZED TO ACT AS SURETIES.

Where more than a single corporate surety is involved, their

names and addresses shall be inserted in the spaces (Surety A, Surety B,

etc.) headed "CORPORATE SURETY(IES)", and in the space designated

"SURETY(IES)", on the face of this form only the letter identification

of the Sureties shall be inserted.

(b) Where individual sureties execute the bond, they shall

be two or more responsible persons. A completed Affidavit of Individual

Surety, for each individual surety, shall accompany the bond. Such

sureties may be required to furnish additional substantiating information

concerning their assets and financial capability as the Government

may require.

4. Corporations executing the bond shall affix their corporate

seals. Individuals shall execute the bond opposite the word "Seal".

5. The name of each person signing this performance bond should

be typed in the space provided.

11.00

CONSTRUCTIONPROCEDURES

No. 11.00Page 1

11.00 CONSTRUCTION PROCEDURES

General

11.01 Except as otherwise agreed with the Bank/IDA, the construction of educationproject schools and other institutions should be carried out by means of contracts awardedon the basis of international competitive bidding (I.C.B.), restricted to contractors in mem-ber countries of the Bank/IDA and Switzerland, and under procedures consistent with the"Guidelines for Procurement under World Bank Loans and IDA Credits"-a copy ofwhich is provided under Annex 11-A.

11.02 The circumstances under which it may not be necessary to seek bids on an inter-national basis (I.C.B.) will normally have been agreed by the time the project was negoti-ated and may be stipulated in the Loan/Credit Agreement.

11.03 Where building components are so modest in scale that they are unlikely to at-tract foreign competition, the Bank/IDA may agree to construction being arranged on thebasis of competitive bidding advertised locally, in accordance with regular governmentpractices acceptable to the Bank/IDA.

11.04 In most cases construction is best carried out by means of contracts awarded asthe result of competitive bidding-either international (I.C.B.) or locally advertised-asdiscussed above. However, where building components are not only small but also of sucha simple or basic standard, or are to be located in such remote or inaccessible areas, thatthey are unlikely to attract even local bidders, the Borrower and the Bank/IDA may givecareful consideration to possibilities for carrying out construction by "force account" or-where government departmental forces are not in a position to handle construction-byother means of "direct administration."

11.05 The following paragraphs describe the arrangements for project construction onthe basis of the usual competitive bidding processes.

Prequalification of Bidders

11.06 Bids for construction should normally be invited only from contractors frommember countries of the Bank/IDA and Switzerland who prequalify for placement on thetender list by satisfying the Borrower and the Bank/IDA that they are capable of carryingout and completing the building satisfactorily. All foreign bidders should be required toprequalify and, where the contractor classification procedures in a borrower's country areinadequate indicators of performance capabilities or where there are no contractorregistration laws, all local contractors should also prequalify for bidding.

11.07 Contractors should normally be invited to prequalify in advance for placement onthe tender list by means of an advertisement in the local press and-where internationalbidding is required- by a notice transmitted to the embassies of member countries of theWorld Bank/IDA and Switzerland, at an early stage in the project implementation processand preferably before completion of sketch plans for the first of the project schools or in-stitutions. The advertisement and the notice should first be cleared with the Bank/IDA-together with a list of the contracts to be let, with indications of proposed grouping andestimated value.

11.08 The material contained in the advertisements and notices should include, butmay not be limited to:

a. an appropriate reference to Bank/IDA assistance to the project;

No. 11.00Page 2

b. identification of contractors eligible to prequalify for bidding (i.e. contractors frommember countries of the Bank/IDA and Switzerland);

c. a brief description of the project, that is: the type of construction, the number andlocation of institutions and the approximate area of construction included in eachcontract bid unit (as preferable to indication of the approximate monetary value ofconstruction in each bid unit);

d. the name and address of the agency or responsible person to be contacted forfurther information;

e. the anticipated timetable (by month and year) for the invitation of bids for eachbid package (bid unit) and the anticipated construction periods; and

f. the procedures and period for prequalification.

With regard to the final item (f), the advertisement, which should necessarily be concise,will usually direct interested contractors to apply for a questionnaire for the completionand submission of particulars required for prequalification purposes. The notice to em-bassies, which can be longer, may follow the same procedure or may save interested con-tractors from having to apply for a questionnaire by listing the particulars which theyshould submit concerning experience, staffing, financial position, etc. for purposes of pre-qualification. Interested contractors are usually allowed about 45-60 days in which to pro-vide prequalification particulars. Specimen and sample prequalification invitation letters/advertisements and questionnaires are provided under Annex 11-B.

11.09 Evaluation of the response to the prequalification advertisement and notice, andthe tender list accordingly proposed for construction bidding, should be submitted forBank/IDA approval before any construction bids are invited.

11.10 As an alternative to advance prequalification and bidding on the basis of an ap-proved tender list (paragraphs 11.07-11.09), the Bank/IDA may agree-where it is custom-ary under government procedures-for interested contractors to be prequalified on thebasis of qualification particulars which they should be invited to furnish with their bids(paragraph 11.13). This method of prequalification inevitably delays the bid evaluation pro-cess and, wherever practicable, should be replaced by advance prequalification.

11.11 On occasion, where construction is arranged on the basis of competitive biddingadvertised locally in accordance with regular Government practices acceptable to theBank/IDA (paragraph 11.03), it may be more practicable to postqualify bidders than to pre-qualify them on the basis of particulars supplied by them with their bids (paragraph 11.14).However, postqualification should be undertaken with caution and the process verycarefully controlled and supervised to ensure against irregularities in bid evaluation.

Bid Invitation

11.12 Contractors placed on the approved tender list on the basis of advance pre-qualification (para. 11.09) should be notified by letter-or by press advertisement-whenthe drawings and bidding documents (Section 10.00) for each bid package are ready andavailable for collection-indicating any purchase fee required. Alternatively, the biddingdocuments may be forwarded to the prequalified bidders. The letter of invitation to bidshould indicate that bidders may submit bids for any one construction item, if the bidpackage comprises a group of items, or for all items in the group. Should the Instructionsfor Bidding (Section 10.00), which are to be collected (or forwarded) with the bidding docu-ments for the bid package concerned, not include informadon concerning the date bywhich bids are to be submitted such information must be supplied in the letter of invita-tion. Where competitive bids are being sought internationally, a bid period of between 60and 90 days is normally necessary between the date on which the letter of invitation isissued and the due date for submission of bids. When the approved tender list in an ICB

No. 11.00Page 3

process consists of only local contractors (where either no foreign contractors have at-tempted to prequalify for bidding or none have successfully prequalified), or when bids arebeing sought on the basis of local advertisement only (paragraph 11.03), the time allowedfor bidding may be reduced to the period customary under the Government's usual pro-cedures for such bidding. A period of between 30 and 45 days may generally be found ade-quate for local bidding. Sample letters of invitation to bid are provided under Annex 11-C.11.13 Where the Bank/IDA has agreed that interested contractors may be prequalifiedon the basis of particulars supplied with their bids (paragraph 11.10), the invitation to bidshould serve also as an invitation to prequalify by including instructions concerning thequalification particulars which bidders must submit with their bids. Typically in these cir-cumstances, a contractor is directed to present his prequalification particulars and his bidin separate and clearly identified envelopes-so that the one containing the bid will beopened only after-and if- the contractor is found to be qualified to bid. Sample combinedinvitations to prequalify and to bid are provided under Annex 11-D.

11.14 Where bidders are to be postqualified (paragraph 11.19), the prospective biddersshould similarly be advised-either in the advertisement inviting collection of availablebidding documents or in the Instructions for Bidding issued with the bidding docu-ments-of the necessity to submit with their bids all particulars necessary for post-qualification purposes.

Bid Evaluation

11.15 Bids received after the date stipulated in the Instructions for Bidding (Section10.00) or in the letter of invitation to bid (paragraphs 11.12-11.14), should be returnedunopened.

11.16 Where bids are to be opened in public and the exact date, hour and place of bidopening was not fixed at the time bids were invited or indicated in the letter of invitationto bid, official notice of such opening should be sent to all bidders as far in advance of theevent as possible.

11.17 Where bidders have not been prequalified in advance but have furnishedqualification particulars with their bids (paragraph 11.13), their qualifications to bid shouldbe established from examination of such particulars- wherever practicable- beJbre thebids are opened and considered.

11.18 No bidder should be permitted to alter his bid after the bids have been opened.Only clarifications not changing the substance of a bid should be accepted. The Borrowermay ask any bidder for such clarification, where required, but should never request a bid-der to change the substance of his bid.

11.19 Following the opening of bids, they should be examined to ensure that they donot contain any material errors in computation, that they are fully responsive to the termsof the specifications and that the required guarantees and sureties have been provided. Ifany bid does not substantially conform to the specifications or is not otherwise substan-tially responsive to bidding conditions, it should be rejected. A technical analysis shouldthen be made to evaluate each responsive bid and to enable a bid comparison and awardrecommendation to be prepared for consideration by the Government's tender board orother appropriate authority.

11.20 Where bidders have not been prequalified-either before bids were invited(paragraphs 11.07-11.09) or on the basis of material supplied with their bids (paragraph11.17)-it must be determined after bid evaluation, from the particulars supplied with thebid evaluated the lowest, whether the bidder concerned has the capability and the finan-cial responsibility to carry out the work to be contracted. If the bidder does not meet thetest, his bid should be rejected and the capability of the bidder who has submitted the sec-ond lowest evaluated bid should be examined.

No. 11.00Page 4

11.21 After bids have been evaluated and reviewed by the Government tender board orequivalent authority, and before a final decision on the award is'made, an analysis of thebid evaluation and comparison should generally be submitted to the Bank/IDA, and Bank/IDA approval obtained for the intended award. The submission should include justifica-tion for any proposal to award a contract to a bidder other than the lowest evaluated bidder.For contracts of low value, which do not substantially exceed estimated costs and do notinvolve an award to other than the lowest bidder, the Bank/IDA may agree (as will be indi-cated and defined in the Loan/Credit Agreement) that submission of the bid analysis maybe deferred until the contract has been awarded. Sample bid evaluation or analysis formsare provided under Annex 11-E.

Award of Contract

11.22 In format the contract awarded should conform to the draft document earlier ap-proved by the Bank/IDA (Section 10.00).

11.23 As soon as a contract has been signed, and before submission to the Bank/IDA ofthe first application for withdrawal of Loan/Credit funds in respect of such a contract, oneor two copies of the signed document (as stipulated in the Loan/Credit Agreement) shouldbe sent to the Bank/IDA for retention.

Annex 11-APage 1

GUIDELINES FOR PROCUREMENT UNDERWORLD BANK LOANS AND IDA CREDITS

(insert Copy)

ANNEX 11-B-(i)

Sample Prequalification Notice Page 1

Government of . . . . . . . .

A. Notice of Prequalification of Contractors

1. The government of. . . . . . . . . . (Ministry of Education) has

received a loan/credit from the International Bank for Reconstruction and

Development (IBRD)/International Development Association (IDA) towards the

cost of an educational building program and it is intended that proceeds

of this loan/credit will be applied to payments under contracts for which

tenders will be called in due course.

2. The government of. . . . . . . . . . invites interested contrac-

tors to submit information for prequalification purposes in connection with

the proposed bidding for the construction of various educational buildings

and related works as requested in the "Questionnaire for Prequalification

of Contractors".

3. The prequalification is open only to contractors from IBRD (the

World Bank) member countries and Switzerland.

4. The works are covered by 3 bid packages. Prequalified contractors

may bid for one or several of the contracts in each bid package, depending

upon their financial position and capability which will be determined as part

of the prequalification process. The preliminary total estimated construction

cost is US$ million ranging from US$. to US$ for the various

contracts.

5. Tender or bid documents are expected to be issued to the prequalified

(month and year) (monthcon tra cto rs fo r each con tra c t durin g th e p eriod . . ..and . . . .

nd year) and construction is scheduled to start and be completed during the

period . (onth and year and . (onth and year

ANNEX 11-B-(i)Page 2

6. The construction projects will basically include the work described

below:

ApproximateBid Package Type of Institution Construction Area Location

No. 1 5 New Secondary Schools 22,000 m2

Extension and Remodelling of 23 Secondary Teachers Colleges 7,600 m . . . . .

2 New Farmer Training Centers 5,000 m2

No. 2 3 New Agricultural Institutes 18,000 m2

5 Primary Teacher Colleges 22,000.m 2

4 Vocational Training Institutes 14,500 m 2

2No. 3 1 New College of Engineering 28,000 m . . . . .

Extension and Remodelling of 22 Agricultural Institutes 7,600 m . . . . .

5 New Secondary Schools 21,000 m2

7. Prequalification documents may be obtained without cost from:

Letter address: Project Director

Ministry of EducationGovernment of . . . . . . . . . .

Cable address: . . . . . . . . . .

Completed PrequalificAtion documents must be returned by registered

mail to the above address. The deadline for receipt of prequalification data

is . . . . . . . . . .197 .

8. All contractors will be informed of the results of the prequalifi-

cation. The reasons for disqualification will not be given. Contractors who

have prequalified to bid will be informed of their eligibility to bid for one

ANNEX 11-B-(i)Page 3

or more contracts. Documents submitted in connection with the prequalification

will be treated as confidential and will not be returned.

9. The language of the bid and contract documents will be English/Spanish/

French and the contractor's senior supervisory staff shall speak, read and write

the . . . . . . language fluently.

10. The particulars of the proposed contracts or works given herein are

provisional only and must be considered as advance information to assist prospec-

tive tenderers in deciding whether to apply for prequalification or not. The

accuracy of the particulars is not guaranteed in any way and this Prequalifi-

cation Notice shall not form part of any contract which may subsequently be

entered by the government.

11. Tender documents will only be issued to prospective tenderers who have

been prequalified.

12. Site visits and investigations made by interested contractors shall be

made without costs or obligation to the government. In issuing this notice, the

government does not bind itself to call the bid.

ANNEX 11-B-(i)Page 4

Sample

B. Questionnaire for Prequalification of Contractors

1. Name and Address of Contractor:

2. Organization Date of Contractor:

3. Names of affiliated or associated firm of )

Consultants, manufacturers or suppliers )

4. Principals of Firm - please give names and )

titles; use additional sheets if necessary )

5. Approximate Number.of Staff ) Professionals:) Supervisory/Sub-Professionals:

on Permanent Rolls ) Non-Professional:

6. Estimated Cost of Projects in ) Value of Work in hand - Domestic... Abroad...

US Dollars ) Approximate Annual Value - Domestic... Abroad...

7. Type of Experience in Construction Work )

e.g. Buildings, Bridges, Roads, etc. )

8. Experience of Work in .... (e.g. prospective employer's )

country - Kenya) or other similar countries )

9. Equipment and plant available for )

use for proposed constructic:: work )

10. Country or countries where registered )

as civil works contractors )

11. Membership in professional institutions:

12. Information of financial position )

and Bank references )

13. List examples of experience and recent )

projects completed and designate )

countries firm has been working )

ANNEX 11-B-(i)Page 5

14. Time necessary for mobilization )

of contract )

15. Language ability of principal members of

firm likely to be responsible for proposed )

work including information on their education )

and experience )

16. Enclose any brochure or other information which )

will serve to define capability of firm )

I/We understand that the Government's decision as to the suitability of

a bidder for the proposed work shall be final and binding with no grounds for appeal.

I/We also confirm that all information supplied is true and that insufficient or

inaccurate information given will be sufficient grounds for exclusion from the

Bidding List.

Name.

Address

Dated . . . . . .

Signature of Contractor/Authorized Representative

Annex 11-B-(ii)Page 1

Sample Prequalification Notice

GOVERNMENT OF THE REPUBLIC OF SINGAPORE

DEVELOPMENT OF THE UNIVERSITY OF SINGAPORE AT KENT RIDGE

Establishment of Tender List for Civil Works(Building) by Pre-qualification

The Government of the Republic of Singapore, with assistance from the Interna-tional Bank for Reconstruction and Development, has embarked on a program of relocat-ing the University of Singapore to an integrated Campus at Kent Ridge. The 473-acre siteis situated approximately mid-way (about 5 miles) from the City Center and the Jurong In-dustrial Complex. It is bounded by tar-macadamized roads on three sides with a minor roadrunning along the top of the ridge.

Construction required comprises facilities for the Faculties of Engineering andArchitecture and Building, and the School of Accountancy and Business Administration;a Computer Center; a Central Library; Administration Building; Communal and Students'residential premises totalling a gross building area of approximately 1,400,000Usq ft. Thequantity of construction covered in individual bids will vary in gross overall constructionarea, from approximately 293,090 sq ft to 680,220 sq ft. Contracts will be let for: piling,roads and earth-works, and building.

Tenders for Building Works are expected to be called within the first quarter of1973. Civil Works contractors who are from member countries of the World Bank, andSwitzerland and are interested in being included in the Tender List for Building Work arerequested to communicate such interest to:

The Director,University of Singapore Development Unit,Kent Ridge,Off South Buona Vista Road,Singapore 5.

It must reach him not later than 6th November 1972. All inquiries should also be directedto him.

For the purpose of establishing the Tender List, interested firms should providethe following:

a) state the number of years of experience in the various systems of Building Works,

b) give details of work undertaken in Singapore, Malaysia, Thailand, Indonesia andother Southeast Asian countries,

c) state briefly the construction experience of your personnel,

d) provide details of the equipment and plant that you will make available,

e) give details of work that you have carried out during the last three (3) years,

Annex 11-B-(i)Page 2

f) state how soon your organization can be mobilized for commencement of workafter instructions are given,

g) state where, when and in what financial category your firm is'registered in Build-ing Work,

h) give the financial position of your Company with Bank references,

i) name and address of your Singapore Associate,

j) name and address of your Singapore bank,

k) give the names and positions of personnel in your firm to be connected with theWork,

I) state whether the firm is a Proprietory, Partnership, Corporation, etc.

Intending Tenderers shall agree to the University of Singapore using all informa-tion supplied to arrive at a decision as to the suitability of the Tenderer, making all inquir-ies and investigations for such purposes, and also that the University's decision shall befinal and binding with no grounds for appeal. Applicants should also confirm that all infor-mation supplied is true and that insufficient or inaccurate information given will be suffi-cient grounds for rejection of an application. The application should be properly signed,witnessed and dated.

The project drawings and specifications are in the process of being prepared andall interested parties are advised that the entire Contract Documents, Drawings, Specifica-tions, Schedule of Rates, Bills of Quantities and all related information will be supplied inEnglish and the Imperial Units of Measurement will be used throughout. All enquiries andinformation supplied shall take this fact into account and all administrative and technicalstaff intended for engagement on the project shall be thoroughly conversant in theEnglish Language.

It is suggested that intending overseas contractors team up with any of the localconstruction concerns or alternatively be prepared to set up substantially comprehensivelocal enterprises familiar with local conditions and capable of coping with problemspeculiar to the Republic.

It is to be understood that all Intending Tenderers will be required to deposit 1%of the respective tendered sum or S$25,000.00 whichever is the lesser with their Tender inthe form of a certified or cashiers check which will be refunded three months after open-ing of the Tender or after acceptance of Tender, at the University's discretion.

The University of Singapore does not bind itself to accept any of the applicationsreceived.

Annex 11-B-(iii)Page 1

Sample Prequalification Notice

Prequalification Notice 01

THE ROYAL GOVERNMENT OF THAILAND

DEVELOPMENT OF EDUCATION WITH THEASSISTANCE OF AN IDA CREDIT

Establishment of Tender List for Civil Works(Building) by Prequalification

The Royal Government of Thailand, with financial assistance from the Interna-tional Development Association (IDA), is initiating an educational development programin the fields of primary teacher training, curricula development, rural secondary educationand science training at a provincial university.

Construction required comprises: (i) seven new teacher training colleges locatedin rural areas at distances of up to 950 km from Bangkok; (ii) a curriculum developmentcenter in Bangkok; (iii) extensions to 21 rural secondary schools located throughout thecountry at distances of up to 1,300 km from Bangkok; and (iv) an expansion of the Facultyof Science at Songkhla University in southern Thailand. The quantity of constructioncovered by individual general construction contracts will vary from about 2,400 m 2 toabout 35,300 M2.

Project drawings and documents are in the process of being prepared in Thai(with translation into English) and on the basis of metric units of measurement. The call-ing of civil works bids for the separate civil works contracts involved is expected to bephased between September 1973 and the end of 1975.

Civil works contractors from member countries of the International Develop-ment Association (IDA) and Switzerland who are interested in being included in theTender Lists for general construction work or piling work are requested to communicatesuch interest to:

The IDA Project DirectorMinistry of EducationBangkok, Thailand

by July 31, 1973.

For the purposes of establishing the Tender Lists on the basis of prequalificationfor the work involved, interested firms should provide the following particulars:

1. Years of experience

2. Engineering and architectural license

3. Trading license, and the category of firm proprietory or partnership or coopera-tion etc.

4. Certificate of Engineering Committee

5. Certificate given by the Ministry of Economic Affairs

6. Years of experience including contracts of building construction in the past fiveyears

7. Details of work undertaken in Thailand and the countries in Southeast AsianRegion, particularly in educational building construction

Annex 11-B-(1H)Page 2

8. Brief information of the experience of the firm's personnel to be connected with

the work

9. Details of available equipment and plant

10. Statement of period needed for mbbilization and commencement of work aftersignature of contract

11. Statement of where, when and in what categories firm is registered, in BuildingWork

12. Name and address of firm's Thailand Associates

13. Name and address of firm's Thailand Bank

Applicants may indicate the sizes of contracts for which they would be interestedin being invited to submit bids. They should also certify that 3ll information supplied,against the above requiraments is true. The applications should be signed, witnessed anddated. Inaccurate or insufficient information will be adequate grounds for rejection of ap-plications. The Royal Government of Thailand's decisions regarding the suitability of ap-plicants and the composition of Tender Lists shall be final and binding with no grounds forappeal.

Interested firms are advised that, should their applications for placement onTender Lists be accepted, they will be required to purchase construction drawings anddocuments at costs which will vary from about Baht 1,500 to Baht 3,000 per bid. They arealso advised that they will be required to submit with each bid a bid bond depositequivalent to 5% of the tendered sum in the form of a certified or cashier's check whichwill be refunded three months after the opening of the bid or after acceptance of the bid.

Annex 11-B-(iv)Page 1

Sample Prequalification Notice

MINISTRY OF EDUCATION AND FINE ARTSIMPERIAL ETHIOPIAN GOVERNMENT

Establishment of Tender List byPre-qualification for Civil Works

The Ministry of Education and Fine Arts of the Imperial Ethiopian Government,with financial assistance from the International Development Association, is embarkingon a program of educational expansion in the areas of Secondary and Teacher educationwhich includes, as first phase, the constructing, furnishing and equipping of a TeacherTraining Complex, which has to be completed by December 1972. The complex is to be lo-cated in Bahr Dar, 580 km northwest of Addis Ababa, reached by an all-weather gravelroad. In Bahr Dar area certain building materials such as sand and stone are known to bedifficult to obtain. Skilled labor is scarce in that region. Construction required for the com-plex will have an overall gross building area of about 17,000 M2 .

Civil works contractors from member countries of the World Bank and Switzer-land who are interested in being included in the Tender List for the construction workshould communicate such ir terest to the Project Manager, Construction and MaintenanceDepartment, Ministry of Education and Fine Arts, P.O. Box 40036, Addis Ababa, by 15thNovember 1971. For the purposes of establishing the Tender List on the basis of pre-qualification, interested firms should provide particulars concerning:

(a) their experience in school construction work;

* (b) their experience of work in Ethiopia or some other similar countries;

(c) details and values of any recent projects successfully completed;

(d) information on their financial position with Bank references;

(e) details indicating their capabilities and work capacity in terms of personnel, plant,equipment, etc. available for use in Ethiopia;

(f) the length of time they require to mobilize their organization in Ethiopia;

(g) country where they are registered as civil works contractors;

(h) their membership in any professional institutions and the category of registrationwith any national registration body.

Failure to give information regarding the above items could be sufficient groundsfor exclusion from the Tender List.

MINISTRY OF EDUCATION AND FINE ARTSIMPERIAL ETHIOPIAN GOVERNMENT

ADDIS ABABA

ANNEX 11-C-(i)Sample Page 1

Invitation to Bid

Messrs. . . ., Contractors

Bid Package No. 1 - Construction of EducationalBuildings and Related Works

Dear Sirs:

1. You are invited to submit bids for the above bid package

which includes the construction, site development and other incidental work

for the following educational institutions e.g.

Contract Institution Location

No. 1 1 New Polytechnic Institute

No. 2 2 New Secondary Teacher Colleges

No. 3 3 New Secondary Schools

The tender documents for each contract consist of e.g.

a. Instructions to Bidders

b. Form for Bid or Tender

c. Conditions of Contract

d. Specimen form of Bid Bond

e. Specimen form of Performance Bond

f. Specimen form of Payment Bond

g. General Specifications

h. Detailed Specifications and Bills of Quantities (if used)

i. Construction or Working Drawings

j. Specimen form of Agreement between Owner and Contractor

2. Bids may be submitted for one, two or all three contracts.

ANNEX 11-C-(i

Page 2

3. If you wish to bid for this work, the drawings and bidding

documents listed above may be obtained from this office by ............... (date),

against payment of $........... 1/

Yours sincerely,

Name .................Address ....................

Enrlosures

1/ Alternatively:

3. The above listed documents are attached. If you wish to bid

for this work you are requested acknowledge receipt, confirm

your intention to bid and remit payment of $.......... to

cover cost, If you do not intend to bid for this work, you

are requested to return the documents immediately to this

office.

Sample Combined Invitation to Prequalify and to Bid ANNEX 11-D-(i)Page 1

ROYAUME DU MAROC

MINISTERE DE L'EDUCATION NATIONALE

SECRETARIAT GENERAL

DIRECTION DES PROJETS EDUCATION I.D.A

AVIS D'ATJJDICATIONS INTERNATIONALES

INTERESSANT LES ENTREPRISES MAROCAINES ET LES ENTREPRISES DES PAYS MEMBRES DELA BANQUE INTERNATIONALE POUR LA RECONSTRUCTION ET LE DEVELOPPEMENT (IBRD) ETLA SUISSE, DANS LE CADRE DU DEUXIEME PROJET EDUCATION CREDIT IDA No 266-MOR.

Le mercredi 5 juin 1974 à 14 heures 30 aura lieu au siège de la Directiondes Projets Education - I.D.A. - 11, rue de Sefrou RABAT, la séance publique d'ouver-ture des plis, concernant les travaux de construction suivants:

10- Premier lot unique : Centre Pédagogique RégionalD'OUJDA,.

20- Deuxième lot unique : Centre Pédagogique Régionalde MEKNES.

30- Troisième lot unique Centre Pédagogique Régionalde KENITRA.

40 - Quatrième lot unique Centre Pédagogique Régionalde FES.

50- Cinquième lot unique : Centre Pédagogique Régionalde MARRAKECH.

I NATURE DES PROJETS

Chacun des Centres Pédagogiques Régionaux comprendra : salles declasses d'Enseignement Général, laboratoires de Sciences et audio-visuels, amaphi-théatres, bibliothèque, salles d'application, administration, internat (dortoirs,infirmerie, restaurant, cuisines, buanderie...), logements de fonctionnaires,terrains de sports, V.R.D., clôtures etc....

Chaque Centre Pédagogique d'une superficie de 10.000 m2 environ estprévu pour accueillir 720 élèves professeurs.

II NATURE DES ADJUDICATIONS

10- Chaque projet ayant été préparé séparément par un bureau d'Archi-tectes et en collaboration avec un bureau d'études techniques sur la base du forfaitglobal, les soumissionnaires devront au préalable vérifier les quantités et présenterleurs offres sur les bordereaux des prix annexés aux documents d'adjudication sansapporter de changement aux quantités indiquées. Les prix unitaires Àevront êtreétablis sur cette base.

ANNEX 11 -D-(i)Page 2

2O- Les entreprises intéressées pourront soumissionner pour un ouplusieurs lots uniques compte tenu de leurs capacités techniques et financières etdes travaux similaires qu'ils ont déjà réalisés. Ne seront admises à soumissionnerpour un lot unique que les entreprises ayant réalisé d'une .façon satisfaisante unprojet de Deux millions cinq cent mille dirhams environ ( 2.500.000 DH )..

30- L'adjudication pourra porter soit sur la totalité des travaux( 5 lots ) soit sur les travaux répartis lot par lot.

III PRESENTATION DES PLIS :

Les soumissionnaires seront tenus de présenter leurs offres dans unegrande enveloppe ou un colis cacheté à la cire portant la mention du ou des lots etcontenant deux autres enveloppes de la façon suivante:

UNE PREIERE NEVELOPPE PORTANT L'INDICATION " DOSSIER ADMINISTRATIF "COMPRENANT :

a- Une déclaration d'intention de soumissionner(modèle joint au document d'adjudication).

b- Une caution provisoire de 75.000 DH (soit soixante quinze(mille dirhams) pour chaque lot unique pour lequell'entrepreneur soumissionne.

c- Une déclaration sur l'honneur, prévue par le décretnO 2-65-116 du 18 Moharrem 1385 ( 19 mai 1965 ),dont le modèle est joint au document d'adjudication.(Facultatif pour les entreprises étrangères installéeshors du Royaume du Maroc).

d- Un certificat d'imposition ou une attestation d'inscriptionsur les rôles des patentes datés de moins de six mois.(Facultatif pour les entreprises étrangères installéeshors du Royaume du Maroc).

e- Attestation des capacités financières.

f- Note sur les moyens humains et matériels de l'entreprise.

g- Attestations des références techniques, déluvrées par lesArchitectes ou Ingénieurs des travaux publics, par lesbureaux des Architectes, ou par les bureaux d'étudestechniques.

UNE DEUXIEME ENVELOPPE (ou colis) CACHETEE A LA CIRE PORTANT L'INDICATION" SOUMISSION " COMPRENANT

La soumission (modèle joint au document d'adjudication)

- Les bordereaux deE prix joints au Cahier des Charges.

ANNEX 11-D-(i)Page 3

IV LES DOSSIERS D'ADJUDICATION POURRONT ETRE RETIRES AUX ADRESSES SUIVANTES :

10- Lot unique N0 1 - C.P.R. D'OUJDA : chez MonsieurBENNIS Abdelali, Architecte, 10 ruedu Commandant Cottenest - CASABLANCATel. 27.50.40

20- Lot unique NO 2 - C.P.R. de MEKNES : chez MonsieurBEL KHADIR Mohamed, Architecte, 6 ruede Nice - RABAT - Tel. 303 86

30- Lot unique N0 3 - C.P.R. de KENITRA : chez MonsieurBEN EMBAREK Mourad, Architecte,Inmeuble B.N.D.E. - 13, rue Assad IbnAl Forat - RABAT - Tel. 343 28 et 305 58

40 - Lot unique NO h - C.P.R. de FES : chez Monsieur ICHTER Jean-PaulArchitecte, Allée Christiani - FESTel. 238 81

50- Lot unique N0 5 - C.P.R. de MARRAKECH : chez Messieurs JOUNDYet KARON, Architectes, h6 avenue des ForcesArmées Royales - CASABLANCATel. 27.82.50

V DATE DE RECEPTION DES PLIS

LES PLIS DOIVENT PARVENIR SOUS PLIS CACHETES ET RECOMMANDES AU

MINISTERE DE L'EDUCATION NATIONALE - DIRECTION DES PROJETSEDUCATION ( I.D.A. ), 11 RUE DE SEFROU A RABAT. AVANT LE

VENDREDI 31 MAI 1974 A 18 HEURES DERNIER DELAI

Plannod and Actual Area and Costing

Rural Secondary School No. . ........ Name . Location..4i0t 243r4.

Planned (Architectural ~5orksheets) (1973) Actual Design and Budgeting (197)) Current EstinateType of Faci.litiesiNo. of Units Aýrea' Cost Type of Facilities Aroa Budget (1975)

Clsr CBlg lassroom Bldg.

.la..o.6..... 11008 16 classrooms 102

Science Labs 6576 6 Science Labs 615

Science Prep.Area 3 96 3 ScienceI Pråp.Areas 96

Drawing Room 1 96 1 Drawing Room 105 4 M

H -

1 96 1 Music Room 105

Typing Rooms 2 192 2 Typing Rooms 222 0

H 0Office Pracatice-R< oms. ... 12.6 2 f.fi. .Practie R >oma 128

Library 1 252 1 Library 288

Circulation 805.86 . Circulation 712 -a.n ir faciliti s 128 (See N tes)

3470 5,551 880 6940,000

.. .... ..... ......

l

ANNEX II-E

Page 3

Bid Evaluation for Civil works ...... ............ T,T.C/SJ3

Deparbnent of.... G.e.neral.Education ...... .............. .

. ..... ..........

(Second Bidding)

1. Budget Allocation ........ 7,656,36o............................ .. Baht.

9,723,0002. Estimated.Price ........................... I .......... Baht.

3. Period of invitation to Bid 4,,..1975 .............. ....

4. 'Number of Biddetrs whopurch asadBldding Documents and Specificationsi

6............................................................................

5. Number of Bid Proposals t.' 1..........................................

Feb. 14, 19756. 'Date of Did opening ...................................................... 4 ...

7. Lowest Proposed Bid Price ... 10,270,000.......................... Baht.

8. Lowest Evaluated Bid Price...' ' 9o 9AI*, qg ................ Baht is

8.11 Within the Budget Allocation

8.2 =V Over the Budget Allocationfill I

8.2.10 Additional budget allocated ..... Ba'ht.

8.2.2 Modification of spec ification (see annex A)

9. Bid Ziialysis

Proposed Bid Const. n

NO. Firms I.ice Duration Remarks

(days)

1 Silom Shanghai

F.urniture Ltd.,Part. 101270,0-00 36o

10. Proposed tPabder to be awarded the ccntradt . o Silom Shanghai Furn .i .ture. ..... ......... ....

Ltd.,Part..at the price 0 9,.qZIt q2.Paht with modific.tigp.pg..pMQqifipatit'lI

...........

....... ..........

..................

Mr. Chula - Bardhandbliaedya

Project Ar lkitec:t

� � � � � � � � � � � � � � � � � � � � � � � � � � � � � -" с зJtad � гG С kn. �.._. F7<<>n J;p � c � C; �' дЧ и tг � 1 ' � � � ;' Т �} i i'% 'С � ' L 1

' - ' . i)i.,, � d � .r � � 9 �a

. д Ч gН ............... а ............ .... z:F Р � � аТ �̂ С, -'. г о д .}:� .г. с- r.i г.� ,*,, � `, � � � � г .

. дЧ .� Н . .... ............. е д 80 � .....................,...................

........................................................................... . о т. �

� � tii ы H ... � .................. Б д 80 О .... т ........:..... а ................... �

.................... � .......................... ....................,..... .6

. д � ....... а .... а .... � . � вд ьчзо .......................................

.. а ............ ........................... ...... а ............... � ..... .8

� д � $ ............. а ........ Ь� д В 0. .................................. л .

r ..... .......................... .......... .. ...................... . �

. д � N Н ............... � ...... & � 60 � .. ... ....... а ....................

.. в в . � .. а f в У .. в в . в ... в ... в в .. в . в .l в в .. в в .. а в в в в s � ь в в . � ...1.. в в ... а . а ... в � . л

' д 1- о .....' .................. $ д $OCJ ...... ........... а .........:.... а ... 7

................... ... ................ а .......... а ..... ..... ..... .S

" � ир е ....................... � so � ...............:.......................

� . в в . а .. в а в . . в � s... в � . ь � .. � .. � в .. в � ...raa � � .. в . в ... в Г.. а ..... в .. в в ..... . �

' � � Н � ............... .... в }6 о О ......... а ...... � ..,....................

, в в . в в . а . в .. а � .... ... в в s ь � в в .. � в . в . в . е s в � . в в в в в а в ....... а .. в а в ..... � Е .

. � ц R Н в � � в с в в в . в . а в в а ........ а Е �� 60 О а в ... а . а .. а а ......... а .... а а ., � в .. о .....

� � � I

.....................:................. ........................... � . .... .z

в .; ч � ... � ..... а ............. � 800 �... а ... о .......... а ...................

� . , � � � � о9 г ...4

1

. в в .1 в .. � в . в в . в . а . в в в � .. в .. в в . О .. в l в li в ... О S..1.. � .. в i � � .. в . в � . в ... в . .t

� vay � � � � oo, � В а и � �� и п г .

� � s м ох Т о ; � ы еа rт � z х рг� и х ar вR од ' ,

;, г � Z!g � з � ит t г вцд uF а оТ Эв� F � 'f � vds ,� о и д 'F � g� x, � йPot^1

� ' , К нё и гк� i

� ,

� д $ Е а

� - хт x � uxv

Detail of Recommended Bid Price to be awarded contract

Samut-prakarn General Education

............... "I ........... T.T.c/S.S Department of ...............................

ITZ. M Bud"t E3timatod propanedBid' Lowest Eva-

Allocation price price luated Bid Ptemarks

price

Classroom Buiiding (CS 442) 5,551-880 6,94 .o,ooo 6,883,000 6,750,000 actual faoor area 3470 M

Industrial Arts Wls (6 units) 1,365,ooo 1,68o,ooo 2,000,000 2,000,000 of 1080

Nurnery' 25,000 2-5,0& 19,300 19,300

Sanitary Facilities (3 Units) 168,48o 228,200 26o,ooo 260,000

Site Development 546,ooo 850,000 1,107,700 902,300 easons; for high cost

(1) Origi-hal. budget proV.ision for

classroom building was 1,600 baht/sA.m-,

but courrent average is 1,800 baht/sq.m.

(2) Soil structure calls for 30

M W

meter piles. X

(3) Site development cost exceeds

Total Price 7,656,360 9,723,000 io,270,000 9,931,600 10% Of total construction cost.

ANNEX 11-EPage 6

Bid Evaluation for Civil works of ..... :............ T.T.C/S.SDepartment of.General Education

Depa tmen of. ..... . ... .......... . . . . . . . . .

(First Bidding):

1. Budget Allocation.....7,656..6.0 ....................... Baht.

9,723,0002. Estimated Price .................................... Baht.

3. Period of invitation to Bid . 25 1974-Dec. 9, 1974

4. Number of Bidders whopurchasedBidding Documents and Specifications;

5

.45. Nurber of Bid Proposals ..............................................

6. Date of B\d pening : ec. 19, 1974

10,370,0007. Lowest Proposed Bid Price.............................. Baht.

8. Lowest Evaluated Bid Price ...... ................ Baht is

8.1 'qWithin the Budget Allocation-

8.2 Over the Budget Allocation

8.2.1[) Additional budget allocated................... Baht.

8.2.2L Modification of specification (see annex A)

9. Bid Analysis

Proposed Bid Const. n

No. 1-irms .. ice. Duration Remarks(days)

1 The United Commercial

and Ind*,trial Ltd. 10,720,790 360

2 Silom Shanghi Furniture

Ltd.1 Part. 10,370,000 360

The bidding is

3 Sunthakij Chareon Ltd., cancelled.Part. 10,405,100 360

4 Chada Furnishing Ltd.,

Part. 10,560,000 365

10. 'p~x~ojg':d ten&t.. 'L.> ............ C.....aa.

Mr. chvi- -. B haedyz.

12.00

PREPARATION OF MASTER LISTSOF

EQUIPMENT AND FURNITURE

No. 12.00Page 1

12.00 PREPARATION OF MASTER LISTS OF EQUIPMENTAND FURNITURE

Equipment Provision

12.01 The purpose of equipment in an educational institution is to facilitate students' at-tainment of adequate attitudes, knowledge, skills and behavior and to improve the externalproductivity and internal efficiency of the institution. Equipment should be up-to-date,future oriented and flexible in use, yet simple, economical in cost and easy to install, main-tain and replace. It must serve the objectives of the curriculum and the specific syllabi ofthe institution to which t is assigned and should be well geared to the educational, eco-nomic and social development of the Borrower. It should ideally reflect a coherentpedagogical approach and form part of a well-conceived and integrated education systemwithout losing desirable flexibility and adaptability (a learning package with supportivemanuals, teacher guides, films, slides, maps, textbooks, etc.).

12.02 The procedures to procure equipment for education projects should facilitatefulfillment of the above objectives. They should seek to secure adequate quality at eco-nomical prices with efficient deliveries, and- accordingly- to encourage fair competitionbetween suppliers in an international market. While lowest possible prices should beaimed at, procurement must not be undertaken at the expense of a continuous and reason-ably priced in-service training, maintenance and spare parts service. The procurement ofequipment is more complicated and time-consuming than is generally anticipated and theprocedures for drafting equipment lists and purchasing the equipment must start at theearliest possible stage of the project cycle. The drafting of equipment lists must begin assoon as the main features of the curriculum are identified. (The development of curriculaand syllabi and of appropriate and economical learning equipment should be a continuingfunction of the education authorities.) The lists may be finalized in conjunction with thedesign of buildings, and delivery of equipment should be well synchronized with the com-pletion of the facilities in which it will be used. The equipment procurement procedureshould thus form an integral part of total project implementation.

12.03 Equipment for a Bank/IDA education project should be procured accdrding tomaster lists organized by subject areas. Lists should thus be available on equipment forgeneral science laboratories, industrial art workshops, home economics departments, etc.A separation by subject area is necessary for an appropriate education and financial evalua-tion of the equipment. Ideally, curricula and syllabi which indicate educational objectives,levels, standards and learning methods of pertinent schools are necessary for the draftingof the master equipment lists. Other necessary considerations are weekly time tables,school and class sizes, quality and training of teachers, financial constraints, environmen-tal constraints, availability of utilities and provisions for maintenance and climate. Thebasic equipment lists supplied by the Bank/IDA may assist the Borrower in assessingequipment needs and as guides for preparing lists. They should, however, be used withcare and provisions adjusted to the Borrower's particular needs and circumstances.

Master Lists - General

12.04 Suitable arrangements should be made as early in the implementation process aspossible for the lists of equipment and furniture requirements reviewed and discussed bythe Bank/IDA appraisal mission to be modified, completed, or amplified-as necessary-by the appropriate authorities for each type and level of project institution involved (i.e., bysuitably qualified staff in the particular Ministry of Education department(s)-general sec-ondary, technical/vocational, etc.- or in the university faculties, or faculty/departmentsconcerned).

No. 12.00Page 2

12.05 Master lists of equipment and furniture, incorporating specifications and the esti-mated unit and total prices for each item, the indexing and the coding needed to identifyinstitutions for which items are required, and indicating the grouping of items to permitbulk procurement, should be sent to the Bank/IDA for approval when complete.

12.06 Depending on the types and sophistication of equipment required and other cir-cumstances, the Bank/IDA may agree that separate identification of equipment items onthe lists submitted for Bank/IDA review can-be restricted to the major or important itemsin each program area (i.e., chemistry, auto-mechanics, library, etc.)-or to items valued atover a specified unit cost-and that the numerous minor or inexpensive items requiredmay be included in groups of "miscellaneous" items-with overall estimated costs. Forsubsequent procurement operations, even minor items of equipment must, of course, beseparately identified.

12.07 Where it may not be practicable to forward all equipment lists-or all furniturelists-simultaneously for Bank/IDA review (as perhaps, where implementation of a proj-ect has to be carried out in a number of phases), a schedule, or table, of all the lists andgroups of lists which will be submitted piecemeal-showing the estimated value of theitems covered by each-should accompany the initial list or lists sent to the Bank/IDA.

Equipment Master Lists - Specifications

12.08 The objective in describing-or specifying-goods to be purchased on the basis ofcompetitive offers is to obtain products which exactly meet user requirements and at thelowest costs available. The essential characteristics of articles required for project schoolsshould be determined by thorough investigation of essential functions, educational values,versatility, etc. and to ensure that the "hardware" is matched to the educational program.The specifications for items on the equipment master list should then be carefully pre-pared and presented to communicate requirements accurately to potential suppliers and toprovide bases for the evaluation of bids obtained.

12.09 Equipment specifications should be based on performance capability. They shouldnot prescribe brand names, catalogue numbers, or products of a specific manufacturerunless it has been determined that this is necessary to include certain essential features. Insuch a case, the reference should be followed by the words "or equal" and the specifica-tions should permit offers of alternative products which have similar characteristics andprovide performance and quality at least equal to those specified. If national standards withwhich equipment must comply are cited, it must also be stated that offers for goods meet-ing other internationally accepted standards which ensure an equal or higher quality willbe accepted. In general, equipment specifications must be broad enough to allow morethan one supplier to submit bids and yet contain sufficient detailed information to conveyessential requirements. This may be done by indicating the ranges of acceptable operatingvalues or stipulating the minimum or maximum values acceptable.

12.10 The sample specifications provided under Annex 12-A, illustrate four levels of

specificity:

a. General Specifications - as usually provided to cover such areas as internationalstandards, dimensional or measurement systems, special climatic treatment, etc.,as applicable to all items or groups of items in a bid package:

b. Simple Specifications - the minimum standard for particular descriptions- asused to identify materials and dimensions for equipment of minimal costs;

c. Average Specifications - as used to describe the minimum operating charac-teristics of relatively complex but generally standardized items of equipment; and

d. Detailed Specifications - as generally required to describe relatively high pricedunits, available in a variety of models with varying accessories.

No. 12.00Page 3

Furniture Master Lists - Specifications

12.11 Specifications for items' on the furniture master list may consist of generalspecifications stipulating the minimum requirements for the materials, hardware, systemsof fabrication, etc., common to items on the list (e.g., ranges of acceptable timber types,thickness, finishes etc., profiles and gauges of metal, types of paint, qualities of laminate,etc.).

12.12 A set of sketches to indicate the general form, possible alternative constructionand finish, range of acceptable variation in principal dimensions, etc. should, if possible, beprovided in addition to written descriptions of each item. The specification should,however, indicate that bidders may quote for items from any standard ranges of furniturein bulk production and essentially similar though not identical to the items represented bythe drawings and descriptions.

12.13 Sample specifications are provided in Annex 12-B.

ANNEX 12-A@ge 1

EQUIPMENT SPECIFICATIONS

GENERALSPECIFICATIONS

The followinx Feneral specifications shall apply to-all items being

bid

1. Standards and Specifications

All goods, materials and fabrication shall conform to the latest appli-

cable standards and specifications contained in the following list:.

ASA American Standards Association

SAE Society of Automotive Engineers

ASTM American Society for TostinE Materials

NBS National Bureau of Standards

DIN Deutsch Industries Norm

BSI British Standards Institute

Goods meeting other authoritative standards, whi a insur: and equal or

higher quality than the standards mentioned, will also be accepted.

2. S-ocial Climatic Treatment

All materials shall be selected and, if required, especially treated.So that they will be satisfactory for use under the climatic conditions

existing in Thailand.

3aaacParts

The Soller shall be in a position to render prompt service And arrange

to have -replacoment parts available in Bangkok, Thailand in accordance

with provisions stated in the Contract Documents.

4. Paitin-

Surface and parts not having a polished metal finish shall be color

coated.on a rust inhibiting primer or properly prepared undercoat,

in accordance with the manufacturer's standards. Finish color shall

be as specified by the Buyer. All motal surfaces which are to be

concealed shall be coated with a good coat of primcr with rust inhibit

iZg propertics.

ANNEX 12-APage 2

GENERAL SPECIFICATIONS

5. E1octrical Attzichmonts Pnd Accessories

Unloss otherwise providGd horoin, the electrical system to be

providod with each item of electrically powered eqiipinont shall

conform to the following.

5.i Voltage, Cycle and Phase Eadh item of equipmn(,,t rust be

designed to uso 50 cycle, 3-phaso, 380 or 220 volts power

wherever feasible. Where it is more appropriate to use

single-phase equipment, it should be designed for 50 cycle,

220 or 230 volts power.

5.2 Overload Protective Devices

5.2.1 Each motor of Ya to 1 HP., must use a controller

consisting of a switch and overload protection device.

For 3-phase motor, two (2) sets of controllers are

required.

5.2.2 Each motor above 1 HP., shall use a magnetic contactor

which includes and overload protective device. For

3-phase motor two (2) sets of contactors are required.

5.2.3 All motors having star-delta circuits must Ilave magnetic

starters..

6. Dimensional System

Unless specifically specified otherwise in the machine specifica-

ticAs, Metric equivalent is accettable and preferred althouh

EnElish fiEures may be indicated in the secifications.

EQ U I P M E N T

Tools CIF-S CITF-NINVITATION TO BID NO. CHIVE 11 Kaohs;u . Keeglni

: S cj 1 r4 --j N Item US$ US$Ie 0 Item - C 0 c :' Item Item Rst. Est.

No. Item Specification Unit Sub < < Sub Total Unit TotalIte Total Totll Cost Cost

Center Punch Made of high carbon steel hardened and ea L612L6 0 86 3 1 2 4 64 150

-tampered, Length: 5" 21

Cape Chisels Forged high carbon steel. hardened and

tampered to insure a tough cutting edge. __

-cutting edge ¼" ea 20 20 2 11 1 11 45 H Mcutting edge 3/8" ea Z0 20 _0

cutting edge ½" ea 20 20Cold Chisels Forged high carbon steel hardened and

Htempered to insure a tough cutting edge. tja

cutting edge 8 ea 0 3

f da 3/8 eea 30 30 Aso9

cutting edge " ea _0 30

Chisel Wood, Butt, &" Blade plastic handle. 10 0 20 0 10 30

Clamps C clamp, steel screw, clamp made offorged steelopening 25 mm ea 4 4 1 11 1opening 50mm ea 4 4 1 10 14

Clamps C clamp steel screw, clamp made of forged .1steel M

64opening 3 ea 44 6) 6 -

ANNEX 12-APaqe 4

Simple but Sufficient

Specifications

misc - 487

Cement 'lork Tools

4all Item QuantityDescriptions Romarks

No, Roquired

487.1 Edger, Cement, Hand 115

Aluminum alloy finely finish hardwood handle.

Longth 59", width 2Y" curved radius on both

ends 3/8".

487.2 Edger, Cemont, Sqtaro Corner 30

Aluminum alloy finely finished hardwood handle

$4" long, 2)V" wide.

487-3 Groovi Cement,-Hand 78

Aluminum alloy, ground surfaces hardwood

handle. Length 6", Cuts 7/32".

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ANNEX 12-A

Page 9DETAILED SPECIFICATIONS

Truck Van

gRantity Required: 1 (one) unit

GeneralfEe ifications:

2.i Type: Truck Diesel Engine, mobile shop truck

2.2 Details and General Features:

2.2.1 25,000 GVW minimum.'

2.2.2 3165 inch (mir ,,) W.B.-(C.A. 120 in.)

2.2-3 Front axle rated 9,000 lbs. min.

ear ax e ra e S. m n. ing e ax e o. y

2,2-4 Diesel engine. (Heavy duty oil bath air cleaner).

2.2-5- Heavy duty filter system.

2.2.6 High capacity fan, heavy duty radiator.

2.2.7 Electrical fuel pump permitted if standard W/Model.

2.2.8 Heavy duty clutch..

2.2-9 5 speed transmission.

2.2.10 (m-in.) 1 st. Range 711 rates; 5 th. Range, direct.

2.2.11 Positive traction differential. Ratio (Min.) 781

2.2.12 Required, auxiliary springs, rear.

2.2-13 Heavy duty, double acting shook absorbers, front'and

rear axle.

2.2-14 Disc. or spoke type wheels, 9:00 Y- 20

2*2-15 Tires on/off, highway mudder.

2.2 16 Tubes required.

2,M7 Spard wheel required, mounted with in mobile shop area,

convenient for remover.

2.2.18 Brakes, hydraulic, vacuuti booster required.

2.2.19 Clearance lights, 4 corners mobile truck vin upper and

lower amber, forward; red, rear.

2.2.20 SAE, class A, type 1, Emergency flashef cont

2.2.21 Tachometer, all instruments and gauges mounted for right

hand drive. Speedometer in metric system.

2.2.22 Standard accessories, with 5 x 12 inches (minimum) western

style, mirrors mounted right & left, extended for full view

at sides of mobile shop van. Two hooka, fzon-t. bumper on

frame end, right and left.

ANNEX 12-APage 10

DETAILED SPECIFICATIONS

2.2.23 Storage box, 12" deep x 14" high x 30" long - (minimum)

waterproof, strong pad lock derice. Minimum 8.gauge steel.M9unted left side under platform.

2.2.24 R9ght hand drive, power type stocring.

2.2.25 Full width cab. Heavy duty construction suspension.

2.2.26 Body - machine shop, all steel with hardwood floor, and

covered with 16 gage treadplate, high carbon steel, eight

(8) inside power receptacles, six (6).interior ceiling

lights (combination voltage).

2.2.27 Length of body: Outside 16 feet. Width: Outside 96 inches

hight: Inside 85 inches

Side panels' are in sections hinged at top and bottom with

internal locking. Body is designed with drop sides forming

working platform extending the full length of each side of

the body. The uppersides can be raised to full length to

allow for adequate head room, weather protection and tight.

Full rear door split with 30 inches upward and 48 inches

downward forming working platform on rear of body..

2.2.28 Full instrumtion and warning plates required.

2.2.29 Pintle type tow hook, mounted rear, cross member and angle

braces to with stand severe service.

2.2.30 Ccloc: Yellow with black running gear.

2.2.31 Inspection and test by ma2iufacturer prior to shipment and

prior to acceptance by consigned.

2.2.32 Drive away delivery.

2.2. 3 Manuals: To accompany each unit spare parts, catalog, opera-

tors manual and service man's manual 3 each.

3. Accompany Spare Parts Each Units

3.1 Filters, 6 months supply based on extreame dust conditions.

3.2 Bolts 1 set

3.3 Tierod Ends 1 set

3.4 Spring Shackle kit 1 set

3.5 Shock Absorber 1 set

3.6 Brake Lining 1 set

To be boxed and secured to the unit.

ANNEX 12-BPage 1

GENERAL FURNITURE SPECIFICATIONS P

I. WOOD

Materials used for construction of cabinets, cases and tables, as specifiedhereinafter, shall meet or exceed the minimum standards as specified.

1. All solid woods shall be of hardwood lumber, clear and free fromdefects.

2. Adhesive shall be of high quality. All bonding shall be done inapproved types of modern bonding clamps and fixtures.

3. All joints shall be mortise and tenon construction, for maximumstrength. All cabinet work shall be glued and screwed together,using precision jigs and clamps to insure square corners and plumbvertical surfaces.

4. Toe space, integral with and extending full width of cabinet, shallbe 100 mm high x 60 mm deep. Rails shall extend full width ofcabinet, mortised and tenoned, and glued, and fastened into cabinetends.

5. Cupboard backs shall be of hardboard 5 mm thick.

6. Horizontal frames shall be provided below all drawers. Framesshall be mortise and tenon construction and shall be blind mortisedinto cabinet, and/or division ends glued and screwed.

7. Shelves, where shown and/or specified, shall be 20 mm thick plywood.Shelves shall be adjustable with shelf supports fitting into holes incabinet ends.

8. Drawers shall have a solid front 20 mm thick.

9. Drawer sides shall be 15 mm thick. Drawer backs shall be 12 rmrthick.

10. Drawer bottoms shall be 5 mm thick.

11. Drawer front shall have an extruded metal finish pull fastened troughdrawer front with two machine screws. Drawers 28" or wider shallhave two pulls.

12. All drawers shall have separate drawer guides and not simply a groovecut in drawer side,

ANNEX 12,B-a$ e 2

FURNITURE SPECIFICATIONS

II. STEEL

1. Each unit shall be a completely welded structure and not requireadditional parts such as applied panels at ends, backs or bottoms.

All cases shall be rigid and self-supporting for use inter-changeablyin an assembly of cases or for free standing use.

2. All units shall be of flush front construction. Doors and drawers

shall have fronts in same plane as exterior case members.

3. All units shall have cleanable flush interiors with no holes or

openings from interior of case to the exterior. Bottom shall

be of pan type with two ends and back formed up for easy cleaning.

Perforations for shelf adjustment shall be internal.

4. a. Sheet steel shall be prime garde, stretcher and/or roller leveled,

or otherwise treated at the mill and shall be free from scale,

ragged edges, deep scratches, and other injurious defects. Allguages shall be a minimum of 1. 25 mm thick metal shall be used

in the case construction, except as follows:

Top horizontal front rails 1. 5 mm

Intermediate horizontal front rails 1. 5 mm

Corner gusset for leveling bolt 2. 5 mmDrawer assembly 1. 0 mm

Drawer channels 1.5 mm

Case channels 2.-0 mm

Door assembly 1. 0 mm

Adjustable shelves 1. 0 mm

* Table leg, 2" square 1.5 mm

Table aprons 1.5 mm

Apron Corner braces 2. 5 mm

b. Case tops, ends, bottoms, bases, backs, vertical posts, shelvesover 36" long, and door exterior panels -- 18 ga.

c. Top front rails, intermediate horizontal rails, top rear cornergussets, table legs and frames, leg rails and stretchers -- 16 ga.

d. Drawer suspensions, top back rails, door and case hinge reinforce-ments - - 14 ga.

5. Cases - Each unit shall be a completely welded cabinet. Endpanels shall be formed with a front and rear post column to pro- 7

vide rigidity and strength and to prevent racking or case distortion.Front posts shall be fully closed with full height upright containingshelf adjustment holes and providing vertical rabbet for doors and

drawers. Rear post shall be fully closed and contain shelf adjustmentholes.

ANNEX 12-BPage 3

a) 4.1 Furniture Specifications

MINM2TERO DE EDUCACICYN NACIOýNALINSTITUTO COLOMBLANO DE CONSïT.UCCION ES SCOLARES,

CODGO: DG ITElk

SORITOR0 3ECR;T;RIA 1003 3

.7.

DIV-ENSMONES APROXv.iMADAS:,.0> .60 x,3(lua

MA4,'ERIALES:' SuxPerefic.ie : PIKrsticolaidoo.drartd.

ajoncs y aci :dr:e..a or ujccntaed o.

Agarraderar, : Metal o0iaio

ACAGADOS: Padera :Acabado nauralMaterial FUL,ctico Pintura unifor- e intorada

Mletal :Cro::ado.

CAPACTEPISTICAS CEIE-2A.LES:1 - Fedcial : Tablero auxiliar, 3. caj-6 y archi-.

vadcor..- upcÉficie .i. en xnr a o]a piegg co o1:

CoIIe

13.00

EQUIPMENT AND FURNITUREPROCUREMENT PROCEDURES

No. 13.00Page 1

13.00 EQUIPMENT AND FURNITURE PROCUREMENTPROCEDURES

General

13.01 Except as otherwise agreed with the Bank/IDA,the equipment and furniture re-quired for education project schools should be obtained by means of contracts awarded onthe basis of international competitive bidding (I.C.B.), restricted to suppliers in membercountries of the Bank/IDA and Switzerland, and under procedures consistent with the"Guidelines for Procurement under World Bank Loans and IDA Crecits''-a copy ofwhich is attached under Annex 13-A.

13.02 Generally, where equipment and furniture items are required in substantial quan-titites and items interrelate with numbers of others (in terms either of function or probablemanufacture/supply source), the needs and interests of economy and efficiency are bestserved by bulk bidding on an international basis (I.C.B.). Such items should be grouped-by function or probable source-in as large bid packages as practicable for bulk procure-ment (Section 12.00- para. 12.05), which should be organized not only to reduce costs butalso to facilitate appropriate learning in the classrooms, laboratories and workshops inwhich it will be used, without, however, excluding suppliers specializing in some areas butweak in others. To this end, bulk bidding organized on a "complete laboratory" (or otherrelevant facility) approach, though it may result in higher overall costs than bidding ac-cepted on a "per item" basis, has advantages in establishing a coherent, coordinated edua-tional- or learning-system, and in facilitating maintenance and parts replacement (spareparts) processes. It also makes it more practicable fcr a supplier to provide installation ser-vice and training for a borrower's staff in the use and maintenance of equipment-andprovides more incentive for him to do so. Wherever the application of bulk procurementon a "complete laboratory basis" is feasible and desired-or under consideration-theprocedure should be clearly defined in the bidding documents. Generally, where bids arecalled for complete packages, the Borrower may still wish to reserve the right to award con-tracts on a "per item" basis and hence, require alternative bids (i.e, for (i) the completepackage and (ii) purchase "per item").

13.03 The circumstances under which it may not be necessary to seek bids on an inter-national basis (I.C.B.) will normally have been agreed by the time the project is negotiatedand may be stipulated in the Loan/Credit Agreement.

13.04 The Bank/IDA may agree to the purchase of equipment and furniture itemsgrouped in bid packages of low overall value (as will be defined in the Loan/Credit Agree-ment) on the basis of bidding advertised only locally-and to prudent "off-the-shelf"shopping for isolated items of which only a few units are required-in either case, in accor-dance with regular government practices acceptable to the Bank/IDA.

13.05 The following paragraphs describe the arrangements, and the documents, for theprocurement of equipment and furniture on the basis of the usual competitive biddingprocesses.

Bidding and Contract Documents

13.06 Draft bidding and contract documents for the procurement of equipment and fur-niture should be prepared and cleared with the Bank/IDA before lists and specifications(Section 12.00) for the first equipment-or furniture-bid packages have been completed,so that the approved forms of documents can be used for all bids to be invited for the sup-ply of equipment and furniture.

No. 13.00Page 2

13.07 The bidding documents may include, but may not be limited to:

a. Instructions for Bidding,

b. Conditions of Contract,

c. Form for Bid or Tender,

d. Specimen form of Bid Bond,

e. Specimen form of Performance Bond (where the successful bidder will be re-quired to provide this form of performance surety in lieu of-or in addition to-"retention") and

f. Specimen Bid Contract, Order or Acceptance Form, as well as the documents dis-cussed in Section 12.00, i.e.:

g. General Specifications and

h. Lists of the equipment-or furniture-required, together with relevant quantitiesand detailed specifications.

Samples of complete bidding documents incorporating the constituent parts listed above-or their equivalents-are provided under Annex 13-B. Further samples of the individualdocuments are provided in subsequent annexes-as noted in the following paragraphs.

13.08 Where government or other available standard forms of any of the above docu-ments are generally suitable, or must be used under government regulations, they mayhave to be modified or augmented with the addition of suitable instructions to adapt themto bidding requirements under the procurement procedures generally followed in Bank/IDA-assisted projects.

13.09 Some further notes on the bidding documents listed above are provided in thefollowing paragraphs and samples of them under Annexes as noted.

a. Instructions for Bidding

Instructions will vary in accordance with the nature of the goods to be procured.In general they should include, but may not be limited to, the following:

i procedures for the completion and submission of bids;

ii. the date by which bids must be received and the bid validity time (theperiod generally necessary for international bidding- I.C.B -being 90days- and that for locally restricted bidding being the bid time custom-ary under the Government's usual procedures);

iii. the limitation of financing under the Loan/Credit to goods produced inthe member countries of the Bank/IDA and Switzerland-and the ne-cessity for suppliers to provide information on countries of origin;

iv. the pricing of bids-including advice: that bidders should state their bidprices in their own currencies, with the exception of such portions asmay be spent in the Borrower's country; that, for purposes of bid com-parison only, the currency-or currencies-in which the bid is statedwill be valued in a single currency (identified) at the rate(s) of exchangeon the day bids are opened, or the rate(s) at the time of the decision tonotify the award to the successful bidder-if it has changed; and thatcontract payments to the successful bidder will be made in the curren-cy-or currencies-in which the bid is expressed (all in accordance withthe booklet "Guidelines for Procurement under World Bank Loans andIDA Credits"- Annex 13-A);

No. 13.00Page 3

v. any requirement to present bids on a "complete laboratory" (or other fa-cility) package basis-while retaining, where required, the right of theGovernment to award contracts on a "per item" basis if it chooses to doso (and including-where such rights are reserved-instructions con-cerning the necessity for the submission of alternative bids: (i) for thecomplete package and (ii) for purchase on a "per item" basis);

vi. any requirements to present bids to include supply of suitably translatedequipment manuals and documents, and provision for training staff inthe use and maintenance of equipment provided (important aspects ofequipment procurement which are often overlooked);

vii. reservation, where required, of the right of the Government to varyquantities within defined limits (i.e., after clearance by the Bank/IDA);

viii. the furnishing of samples, if applicable;

ix. packing, labelling and shipping instructions and shipping documents;

x. insurance;

xi. the necessity for any export taxes in supplier's country to be borne bysupplier;

xii. import regulations and duties-if to be borne by supplier;

xiii. inspection and clearance procedures on delivery;

xiv. requirements for after-sales service;

xv. the necessity to provide a certificate that items covered by the bid com-ply with specifications;

xvi. procedures for bid clarification-and indication that alterations will notbe permitted after bid opening;

xvii. the amount and validity period of any bid bond deposit required with thebid and the amount of any performance bond to be provided-or thepercentage of any retention-if the bid is accepted;

xviii. bid opening procedures; and

xvix. description of bid examination processes.

Sample documents are provided under Annex 13-C.

b. Conditions of Contract

The conditions of contract will vary in accordance with the nature of the goodsand the prevailing practice in the Borrower's country. Conditions may comprise,but may not be limited to, provisions for:

i. performance bond or retention money;

ii. penalty conditions and amounts;

iii. supplier's warranty, or guarantee, and responsibility for replacement orrepair;

iv. acceptance criteria and operating performance check;

v. availability of spare parts and after-sales service;*vi. training of user's operating staff and maintenance p-rsonnel;*vii. translation of operating and instruction handbooks and supporting docu-

ments for equipment;

No. 13.00Page 4

*viii. identification and/or supply and translation of related textbooks,teachers' guides, students' workbooks and audio-visual materials;

ix. price adjustment clauses;

x. limits for quantity variations-where applicable;

xi. currency of payment;

xii. mode of payment;

xiii. provisions for advance payment (where applicable);

xiv. right of the government to reject bids;

xv. evaluation and comparison of bids and award of contracts;

xvi. preference to domestic manufacturers;

xvii. post-qualification of bidders (if applicable);

xviii. language interpretation;

xix. insurance;

xx. liquidated damage and bonus clauses (if applicable);

xxi. force majeure, and

xxii. settlement of disputes.

* Important provisions for the success of a procurement operation whichare frequently neglected.

Sample conditions are provided under Annex 13-D

c. Form for Bid or Tender

A standard bid proposal, or quotation form, that summarizes or identifies items, orsub-bid packages, in a tender is usually a constituent part of bidding documents.Such a form is useful not only for purposes of comparing offers but also for in-dicating the breakdown for any separate or phased deliveries required.

Sample forms are provided under Annex 13-E.

d. Specimen form of Bid Bond

It is usual to require that a bid proposal be accompanied by a bid bond-or bid-ding guarantee to ensure that the bidder is bona-fide and will not fail to enter intoa contract if his bid is accepted, but it should not be set so high as to discouragesuitable bidders. An amount equivalent to between 1%-5% of the bid is common.Bid bonds or other bidding guarantees should be released to unsuccessful biddersas soon as possible after bids have been opened.

Sample forms are provided under Annex 13-F.

e. Specimen form of Performance Bond

When a supplier or manufacturer enters into a contract to supply equipment orfurniture requirements, it is necessary to arrange some means of guaranteeingthat he completes deliveries of all items in accordance with the contract. It mayfrequently be most practicable to guarantee performance by withholding a per-centage of the total payment due to a supplier until the equipment or furnitureconcerned has been delivered, inspected, tested and accepted. However, wherecustomary, a successful bidder may, alternatively, be required when entering intoa contract to provide a performance bond or bank guarantee- the amount ofwhich will vary with the type of goods to be supplied and the value of the con-tract, An amount equivalent to about 10% of the value of the contract is common.

No. 13.00Page 5

(Higher bonds may, on occasion, be necessary but the higher the bond requested,the higher may be the level of bids received.) The life of a performance bond orguarantee should extend sufficiently beyond the completion of the contract tocover a reasonable warranty period.

Sample forms are provided under Annex 13-G.

f. Specimen Bid Contract, Order or Acceptance Form

A standard Bid Contract, Order of Acceptance Form for placing orders orpurchasing equipment usually forms part of the bidding documents. Such a formvaries in accordance with the procurement practices of the country.

Sample forms are provided under Annex 13-H.

Registration of Bidders

13.10 Since it is not normal practice to require prequalification of equipment and fur-niture suppliers and manufacturers interested in submitting bids for equipment and fur-niture requirements, such suppliers and manufacturers may simply be invited to bid whenthe bidding documents (paragraphs 13.06-13.09) for the bid packages concerned are com-pleted and available for collection. Nevertheless, although prior registration of interestedsuppliers and manufactureres is not essential, the procedure has merit and should be en-couraged as it provides advance information on the numbers of suppliers and manufac-turers likely to require bidding documents, or reveals any inadequacy in the advertisingcoverage. This registration procedure should not, however, preclude bidding by suppliersand manufacturers who have not registered and may subsequently express interest in bid-ding.

13,11 The process of registering equipment and furniture suppliers interested in biddingis similar to that of prequalifying contractors for placement on the construction tender list:Equipment suppliers and manufacturers should be invited to register by means of an ad-vertisement in the local press and a notice transmitted to the embassies of member coun-tries of the World Bank/IDA and Switzerland. Furniture suppliers and manufacturersshould be similarly but separately approached. The advertisements and notices, whichmay be issued well in advance of the first bid invitations (say at least 60-90 days), shouldfirst be cleared with the Bank/IDA.

13.12. The material contained in registration invitation advertisements and noticesshould include, but may not be limited to:

a. an appropriate reference to Bank or IDA assistance to the project;

b. identification of suppliers/manufacturers eligible to register an interest in bidding(i.e., suppliers/manufacturers from member countries of the Bank/IDA andSwitzerland);

c. a brief description of the project-types, levels and number of institutions;

d. the intended grouping of equipment (or furniture) requirements in bid packages(by subject areas, type, etc.) for procurement;

e. the anticipated timetable (by month and year) for the invitation of bids for eachbid package and for required delivery of the equipment (furniture) covered byeach package;

f. the name and address of the agency or responsible person to contact for furtherinformation; and

g. the date by which the Project Director would prefer to receive declarations of in-terest (which may be 60-90 days when registration is being invited interna-tionally-but registration is not a prerequisite for bidding-para. 13.10).

Sample advertisements and notices are provided under Annex 13-1.

No. 13.00Page 6

13.13 The names and addresses of suppliers and manufacturers who respond to the ad-vertisement and notice should be registered and kept on file for future reference- with in-dication of the area of equipment (or furniture) supply competency of each.

Bid Invitation

13.14 As and when the bidding documents (paragraphs 13.06-13.09) for each equip-ment-or furniture-bid package are completed and ready, bids should be invited for thebid package concerned. Any suppliers and manufacturers who have already registered aninterest in bidding (paragraphs 13.10-13.13) should be notified by a short letter that thebidding documents for the bid package concerned are available for collection. (Alter-natively, the bidding documents may be forwarded to the registered suppliers andmanufacturers). Whether there has-or has not-been an advance registration of in-terested suppliers and manufacturers, general invitations to bid should be advertised andtransmitted to embassies of member countries of the World Bank/IDA and Switzerlandwith advice that the bidding documents for the bid package concerned are available forcollection.

13.15 The information contained in an invitation to bid for a specific bid package shouldinclude, but may not be limited to:

a. an appropriate reference to Bank or IDA assistance to the project;

b. identification of suppliers/manufacturers eligible to bid (i.e., suppliers/manufac-turers from member countries of the Bank/IDA and Switzerland);

c. the limitation of financing under the Loan/Credit to goods produced in the mem-ber countries of the Bank/IDA and Switzerland;

d. a brief description of the project-types, levels and number of institutions;

e. a description of subject areas and type of materials and equipment (or furniture) to

be procured under the bid package for which bids are being invited;

f. required delivery time- or times, if phased;

g. the name and address of the agency or office from which tender documents orfurther information can be obtained;

h. the fee (if any) required for receipt of tender documents and the dates and periodduring which these documents can be obtained;

i. the types and amounts of the bid bond and the performance bond-or the reten-tion money- that may be required;

j. bidding procedures including:

i. the time, date and exact location for submission of bids; and

ii. the time, date and exact location for opening of bids; and

k. a statement that the Government/Ministry has the right to reject any or all bids.

With regard to item j(i)-and the corresponding item for the Instruction for Bidding(paragraph 13.09 a (ii)): For bids sought internationally (I.C.B.), a bid period of 90 days isnormally necessary between the date of issue-or advertisement-of the bid invitationand the due date for submission of bids. Where bids for packages of low overall value arebeing sought on the basis of local advertisement only (paragraph 13.04), the time allowedfor bidding may be reduced to the period customary under the Government's usual pro-cedures for such bidding. A period of about 30 days may be found adequate for loLal bid-ding.

Sample invitations to bid are provided under Annex 13-J.

No. 13.00Page 7

Bid Evaluation

13.16 Bids received after the date stipulated in the Instructions for Bidding (para.13.09 (a)), or in the invitation to bid should be returned unopened.

13.17 Where bids are to be opened in public and the exact date, hour and place of bidopening was not fixed at the time bids were invited or indicated in the letter of invitationto bid, official notice of such opening should be sent to all bidders as far in advance of theevent as possible.

13.18 No bidder should be permitted to alter his bid after the bids have been opened.Only clarifications not changing the substance of a bid should be accepted. The Borrowermay ask any bidder for such clarification, where required, but should never request a bid-der to change the substance of his bid.

13.19 Following the opening of bids, they should be examined to ensure that they do notcontain any material errors in computation, that they are fully responsive to the terms ofthe specifications and that the required guarantees and sureties have been provided. If anybid does not substantially conform to the specifications or is not otherwise substantiallyresponsive to bidding conditions, it should be rejected. A technical analysis should then bemade to evaluate each responsive bid and to enable a bid comparison and award recom-mendation to be prepared for consideration by the Government's tender board or otherappropriate authority.

13.20 After bids have been evaluated and reviewed by the Government tender board orequivalent authority, and before a final decision on the award is made, an analysis of thebid evaluation and comparison should generally be submitted to the Bank/IDA, and Bank/IDA approval obtained for the intended award. The submission should include justifica-tion for any proposal to award a contract to a bidder other than the lowest evaluated bidder.For contracts of low value, which do not substantially exceed estimated costs and do notinvolve an award to other than the lowest bidder, the Bank/IDA may agree (as will be indi-cated and defined in the Loan/Credit Agreement) that submission of the bid analysis maybe deferred until the contract has been awarded.

Sample bid evaluation or analysis forms are provided under Annex 13-K.

Award of Contract

13.21 In format, the contract awarded should conform to the draft document earlier ap-proved by the Bank/IDA.

13.22 As soon as a contract has been signed, and before submission to the Bank/IDA ofthe first application for withdrawal of Loan/Credit funds in respect of such a contract, oneor two copies of the signed document (as stipulated in the Loan/Credit Agreement) shouldbe sent to the Bank/IDA for retention.

Annex 13-APage 1

GUIDELINES FOR PROCUREMENT UNDERWORLD BANK LOANS AND IDA CREDITS

(Insert Copy)

ANNEX 13-B-(i)Page 1

Sample Bidding Document

NOTICE TO PROSPECTIVE .BIDDERS

FOR LOAN PROJECT FOR THE IMPROVEMENT OF VOCATIONAL EDUCATION

The Department of Vocational Educationt Ministry of Education,

Kingdom of Thailand has received a loan from the International Bank for

Reconstruction and Development in various currencies equivalent to

. . . . . . . . . . . . . . . . . . . . . . . toward the cost of VOCATIONAL

EDUCATION PROJECT (Loan Project for the improvement of Vocational

Education - LIVE Project), and it is intended that proceeds of this

Loan will be applied to payments under the contracts for which this

invitation to bid is issued. Payments by the International Bank of

Reconstruction and Development will be made.upon approval by the,

International Bank for Reconstruction and Development of an application

presented by the Department of Vocational Education, Ministry of Educatione

Kingdom of Thailand in accordance with the terms and conditions of the

Loan Agreement and will be subject in all respects to the terms and

conditions of that Agreement.

Department of Vocational Education

Ministry of Education

Bangkok, Thailand.

7 77

ANNEX 13-B-(i)Page 2

.Sample

Invitation to bid

KINGDOM OF THAILAND

DEPARTMENT OF VOCATIONAL EDUCATION, MINISTRY OF EDUCATION

Bahgkok, THAILAND.

Invitation to Bid No. LIVE-21

The Department of Vocational Education hereby invites sealed written

bids for furnishing and delivering goods in accordance with the Contract

Documents.

Interested Bidders, shall prepare the Proposal according to the form

given in the Contract Documents. Bids, to be submitted in tiicgate, shall

be placed in a sealed envelope marked in capital letters in the lower left

hand corner, "LOAN PROJECT FOR IMPROVEMENT OF VOCATIONAL EDUCATION -

INVITATION TO BID NO. LIVE-21", and must be addressed to: Department of

Vocational Education, Ministry of Education, Bangkok, Thailand.

Bids must be delivered to the Department on or before 10.00 o'clock

a.m. BangkQk Standard Time, ........................... ...... , ....

Bids or modifications of bids received after the hour and date fixed

for receipt of bids shall not be considered by the Department.

Bids shall be held valid for at least one hundred and twenty (120)

aays after bid opening.

2a Ereparation. of Bids

Bids of any bidder, whose home country or the country of origin of

the proposed equipment and spare parts is not a member of the'International

Bank for Reconstruction and Development (other than Switzerland), will not

be cOnsidered,

Bid prices for equipment listed in the schedules shall be on basis of

-im Prices and shall be quoted in US Dollars, CIF Bangkok, Thailand.

Import Duties, Business Tax and Municipal Tax that may be collected

by the Government of Thailand for the goods specified herein shall be borne

by the Department. Other taxes such as export tax, fees or other charges of

whatsoever nature now existing or which may here after be imposed shall be

for the bidder's account.

ANNEX 13-B-(i)Page 3

SpecIfications

Bidder shall prepare the Proposal according to the ?orm giveni in theContract Documents. Bids shall show unit CIF price. Total bid prioes shallbe inserted in the spaces indicated. (Incase of error in calculation of bidprices, the unit CIF prices shall govern.)

For each item of equipment bid, the bidder is re2uired to fill in theComa Ive Specifications Table as provided by sample in the Proposal statingclearly the Specifications of the Bidder's proposed equipment and alternative,if any, in the space indicated, and comparing to each and every item of thebuyer's specifications listed.

Detailed specifications, catalogs, performance curves, operating charac-teristicst operation and maintenance statistics and any other available infor-nation and.data that will demonstrate the construction, capacity, durability,and performance of each item of the equipment shall be in English and shall besubmitted with the bid* (In case of discrepancies in the Specification, theComparative Specification Table shall govern and the discrepancies shall befully clarified by the bidder).

Many manufacturers provide.on-the-job instruction by factory trainedtechnicians in the installation, operation and maintenance of machines on ano-cost basis* The proposal shall include information regarding the capabilityof the bidder or manufacturer to provide this type of service.

Becau-e of the irgency of this project: delivery time shall not exceedSix (6) months after the signing of Contract.

The bidder may submit bids for any or all items, It should be notedthat all items are package lots.

The Department reserves the right, regardless of the bids

submitted, to accept bids for any or all items, at its descration, unlessspecific limitations have been stipulated by the bidders. (The Departmentalso reserves the riSLit to reject any or all bids received).

The bidder shall be the manufacturer of the equipment being bid or theproperly authorized agency representative of the manufacturer. If the bidderis not a Thai National, he shall have,, at the time of his submission of thebids properly authorized agency representative in Thailand to give promptservice, and shall have ready access to adequate

ANNEX 13-B-(i)-Page 4

Invitation to bid

replacement parts availablo for a minimum period of five years afterdelivery. Biddor shall furnish the name and address of the authorizedagency roprosentativc. and a list of the nemrest branch office or agon-cies where complete stocks of parts are maintained.

The Bidder shall also submit with his bid a doscription of themethod of packing for shipment of the proposed equipment.

3a Spare Parts

Unless otherwise specified heroin, the bidder shall furnishwith his bid the manufacturer's recommended spare parts list to supporteach item of equipment for a period of t . . . ,years, under normal use,averaging . . . . . . hours per week. Part number, description, quantity, unit CIF; and total CIF price Bangkok should be indicated. Theseprice quotations shall be valid for . . . . .. daysafter the bid opening. Within such period of time the Department, atits sole discretion, has the right to order any or all these parts, andthe bidder agrees to furnish such items at the CIF price quoted. Allspare parts offered shall be genuine spare parts.

Bidder are cautioned not to include cost of spare parts withbids for equipment items, but to quote and list spare parts separately.

For each item of equipment bid, the bidder shall furnish a

catalog giving a complete list of spare parts available with part num-

ber and price quotations FOB factory.

4, Bid Bond

The bid shall be accomplained by a cash bid bond, certifiedcheck or Letter of guarantee drawn in favor of the Department of Voca-tion Education, Ministry of Education, Kingdom of Thailand, by a bankacceptable to the Department, and in the amount of not less than five

(5) per cent of the total bid price. If a letter of guarantee is used,it must be made valid and in full effect for a period of not less thansix (6) months from the date of the bid opening thereofo

ANNEX 13-B-(i)

Page 5

Invitation to bid

5, i ~2 2nin

Did opening shall be at the Department of Vocational Education

Bangkok, Thailand, at . . . . . . . . . . . Bangkok Standard Time,..,

In the bid evaluation, the Department is not bound to accept

the lowest bidder. The Department shall take into consideration the

bidder's experience, organization, plant facilities, availability of

service and spare parta, delivery time, and financial standing that

will assure the successful performance of the obligation in accordance

with the Contract Documents within the time specified.

The Department reserves the right to award to any bidder, to

reject any or all bids received or to cancel this bid invitation at

any time. The bidder who is notified by the Department that he is the

successful bidder shall submit to the Department of Vocational Education

the letter of acceptance of the award within . . . . . . . , after the

date of the notification* It is the responsibility of the successful

bidder to keep contact with the Department for an appointment to be made

by letter for signing of the contract, Failure to act accordingly

within the time specified shall invalidate the Bid and recourse may be

had to the Bid Bond. Unsuccessful bidders' bonds will be returned

after the.announcement of the award.

The Department shall not consider any bid that does not conform

to the above regulations.

Department of Vocational Education

Ministry of Education

Bangkok, Thailand.

ANNEX 13-B-(i)Page 6

rroposal

Proposal

To6 Director-General

Department of Vocational Educationo

Ministry of Education

Bangkokc Thailand.

The undersigned Bidder, having received and -carefully

oxamined in their ontirety the Contract Documents for Invi-

tation to Bid No* LIVE-21 LOAN PROJECT FOR IMPROVEMENT OF

VOCATIONAL EDUCATION, Kingdb of Thailand,agroos to all

conditions of the Contract Documonts and horaby offers the

goods described in the Contract Documents according to the

conditions of the Contract Documents for bid prices id

United States Dollars as in the following lisia. The bidder

further guarantees to deliver the proposed eauipmont tP

Klong Toey Wharf Bangkok within the number of calendar daysas tabulated below. This time is to be computed from the

date of signing of the contract.

Item No. Description Qu , Unit Price Total Price DeliveryIF Bangkok CIF Bangkok Days

MISC-224 Lathe Machine, 10" Swing

.MISC-225 Lathe Machine, 15" Swing

MISC-226 Vertical Milling Machine,9"x361

MISC-227 Milling Machine Cutters

MISC-228 Shaper, Metal, 1411 Plain

MISC-229 Cylindrical Grinder, Universal

MISC-230 Drill Press, Floor 15"

MISC-231 Hob Milling Nachine

MISC-232 Broaching Machine

MISC-233 Box and Pan Brake

MISC-234 Universal Bender

MISC-235 Turret %unch Press

MISC-236 Electric Arc Welder 250 A*etc. etc.

( Remainder of list )(excluded from sample)

ANNEX 13-B-(i)Page 7

Proposal

2. pecification and Performance Data

In addition to furnishing detailed specificationw, catalogs

and performance characteristics, the Bidder shall submit the

Comparative Specification Table in the same format given below

as an example, comparing each and every item of the Bidder's

proposed equipment specifications with that of the Buyer's. (In-

case of alternative or optional offer, the Bidder shall reproduce

the Comparative Specifications Table and fill in data of alternaw

tive or optional equipment in the same manner.)

ANNEX 13"B,-(i)

Page 8

Proposal

Comnparative Al-ecifications Table (Samy2le)

Item MISC-240

Preheat Oven

Specifications of Bidder!sBuyer's Specifications Pooe qimnProposed Equipment

1. Make. Model. and Countr of Origin

2, T : High-speed, gao-fired, Vr atting

oven-urnaca with baoe oabinet.

Propane gan with safety-eyatem.

3, Details and General Features:

3.1 Fire box: 8" high x 1 4 "wide jx16"1lng

3*2 Door opening: 8" high x 14" wide

5,3 Temperature range: 1,3000-2,4o0F

3.4 Heating-up time: 1,5000 F in 5 minutes

2,3000 F in 30 minutes

3.5 Blower: 1/25 H.P. or less; 220 volt,

50 cycle, single phase

4* Standard EauiDment: Shall include necessa

wrenches, installation plan, two (2) opera.

tor's manuals in Lnglisn, parts list, and

the following:

I ea pressure regulator

I ea limiting gas orifice

1 ea gas check valve

5. mcentand Sp i ment:

5.1 cabinet: Base cabinet for the above.

6. S re arts: None

Note: Where English dimensions are indicated

Retric equivalent is acceptable.

Unit Price, CIF Bangkok. . U.S. $............

Total Price CIF Bangkok, 15 units U.S. $ ..................

Guarantee Delivery, Bangkok ............. days

ANNEX 13"B (i)

Page 9

Proposal

. Bid Bond

Bid Bond in cash or certified check or bank guarantee

in the amount of is

enclosed horowith. Date, this day of

A.D. 1970

Firm's Name .

Title

Firm's Address

Witness

Note: Firm's stamp should be used (if any).

ANNEX 13-B-(i)rage 10

Contract

This Contract is mado an entered in to this . ........ day of

.............. e. B.E. .... ,,... (A.D. .......... ), at the Department of

Vocational Education, Ministry of Education, Bangkok, Thailand, by and

between:

THE DEPARTMENT OF.VOCATIONAL EDUCATION

rnpresentod by Nai Bhongs Sakdi Varasundharosoth. Director-General of

the said Departmento and hereinafter called the "Buyer", and

Q~~@O,090ce*,oveg *e*.e@eee69@eoe

incorporated under the Laws of ......... .................... andhas its PrincipalQLtfice a represented by

.. age ................ years, of e....

Nationality, acting under the Letter of Authorization No. .........

dated .......... day of ............ B.E./AiD. ............

and hereinafte called the "Sollerf.

The Buyer and the Seller mutually agree as follows:

Art. 1,. The buyer agrees to buy and the Seller agrees to sell goods

as specified in the Contract Supplement hereinafter attached to

this Contract for the total CIF price of ......................

The agreed price shall include insurance-and freight charges

and other expenses incurred from such shipment. The Seller

guarantees to complete delivery of such goods to the Port of

Bangkok at Klong Toey Wharf within .................... Wal1ndar

days after the signing of the Contract.

Import Duties Business Tax and Municipal Tax that may be

collected by the government of Thailand for the goods specified

heroin shall be borne by the Buyer.

Art. 2. The Seller agrees to assume full responsibility for the goods

described in Article 1. of this Contract untill delivery is accepted

by the Buyer at the Maintenance and Supply Division, Bangkok, after

Joint Buyer - Seller inspection at the dock for visible breakage.

the Buyer agrees to provide the inland transportation of the goods

from the Port of Bangkok at klong Toey Wharf to the Maintenance and

Supply Division at his own expense.

ANNEX 13-B,-(i)Page 11.

Contract

Art. 3. The parties hereto agree that the following docum.ents

attached to this Contract are incorporated in and made a part of

this Contract,

(1) Specifications

(2) Conditions

(3) iContraet 'Supplement

Art. 4 The Buyer and the Seller agree that payments for the goods

describod in Article 1 Page A of.$hisudocument.shall be made aa follows:

(1) Payment of '.per cent of

the CIF value for the goods shipped

shall be made to the Seller after

receipt by the Buyer of Shipping

documents described in Article 2

of Conditions.

(2) The Balance of . . . per cent of

the CIF value of the Goods shipped

shall be made to the Seller when the

term of this Contract have been fully

met.

The Buyer, after the Seller's Performance has been proved to

the Buyer's satisfication, will cause such payments in the above

Article 4(1) and 4(2) to be made to the Seller from the Buyer's

account at the International Bank of Reconstruction and Development

Via the Economic and Financial Counsellor of the Royal-Thai E,basvyin Washington, D.C. The International Bank for Reconstruction and

Development, upon receiving the ,Buyor's notification, Shall cause

such payments to be made to the Seller in the currency of the coun-

try of origin of the goods manufactured in an amount equivalent to

the Bid Prices in United States dollars at the New York market pre-

vailing selling rate of exchange on the date of opening of bids.

ANNEX 13-B-(i)Page 12

Coitract

Art. 5. To insure against any non-compliance with the Contract

requirements on the part of the Seller, the Seller shall be

required to deposit with the Buyer, on the date of the Signing

of the Contract, a Cash, or a Cheek, or a Bank Guarantee drawn

on or issured by any financial institution acceptable to the Buyer

in the amount of not less than . . . . . per cent of the Contract

price. The Cash or the Check or.the Bank Guarantee shall be made

payable in United States dollars or Thai Baht equivalent thoreof,

calculation of which shall be based on the prevailing selling rate

of exchange in Thailand on the date of the signing of the Contract.

In the event of default on the part of the soller or the Sel-

ler's failure to comply with Contract requirements, the Buyer shall

have the right to claim the Torfeit of the deposit and the Seller

shall be hold responsible for any charges incurred thereof,

Such Deposit shall remain valid and in full effect until

.mont hs after the date of inspection and acceptance by

the Buyer of the goods delivered by the Seller as prescribed

hereinafter in Article 8, at which time the Deposit shall be re-

turned to the Seller,

Art. 6, The Seller guarantees that at the time of delivery thereof

the goods supplied by the Seller under this Contract will be new

and genuine goods free from any defocts in materials or workman-

ship as proposed by the Seller in his bid.

The equipment and parts provided shall be tropical-proof,

suitable for operati.ons under adverse climatic conditions of heavy

rainse high humidity and intense heat with air temperatures ranging

up to 1200 Fahrenheit.

If within a period of . . . . . .months after the date of

inspection and acceptance by the Buyer of the goods delivered by

the Seller, as pre conditions set forth in Article 8. the goods

delivered by the Seller under this Contract are found to be defec-

tive in material or in performance in any manner whatsoevers the

Seller shall replace or refurnish the defective equipment or parts

and make delivery of them with all possible speed to Buyer at the

ANNEX 13-B-(i)

Pag ontract

Maintenance and Supply Division, at the expanse of the Seller.

If the Buyer, for reasons to his advantage, selects to be repaidin Cash, the Seller shall repay such portion of the Contract

pricre az is equitable under the circumstances.

Art. 7. In the preparation for shipment of all goods agreed upon

in Article 1. of this Contract, the Seller shall be required to

take appropriate measures to assure full protection of such equip-

ment and parts during their shipment to Thailand, Packing and

crating of such equipment and parts must be carried out with all

possible precautions and in accordance with Conditions prescribed

hereinafter in the Contract. All shipments shall be on the basis

of CIF Port of Bangkok at the expence of the Seller.

As indicated in Article 2. of this Contract, to assure full

protection from all damages to such equipment and parts, the in-

surance covering each shipment from the factory to the destination

in Thailand shall be provided by the Seller and in the name of the

Seller.

Booking and shipping arrangements as wbll as freight payment

must be effected through the official appointed shipping and for-warding agents to the government to Thailand, Messrs, Express

Transportation Organization of Thailand. resp. their accredited

nominess at the port of shipment, The freight invoice covering the

shipment will be paid to the relevant forwarding'and shipping

agent by the Seller. (see appendix A)

It is the responsibility of the supplier to indicate to tho.E.T.O.

or their authorized agents necessary shipping details and require-

ments , . . weeks prior to the FOB delivery date as socalled notice

of readiness to be consigned to the shipping agent at the port

of shipment.

Art, 8. Before acceptance by the Buyer, the Buyer shall appoint an

Inspection Committee to inspect the goods at dock-side as por

Article 2. of this Contract and to inspect and test the goods

delivered by the Seller to the Buyer at the Maintenance and Supply

Division to determine whether the requirements of these Contract

documents have been met, and the Seller's guarantees have been

fulfilled. Such inspection and testing shall be witnessed by the

seller's a4thorized representative, acceptance by the Buyer will

ANNEX 13-B-(i).yage 14Cotract

be held valid and in full effect only after both parties have

affixed their signaturos onto the Certification of Inspection and

Testing.

In the event of any omission or deviation from the Contract's

Specifications, or of any damages or defects in the equipment or

parts delivered by the Seller. both parties shall sign notations to

that effect to be included with the Certification of Inspection

and Testing. The Seller will correct much dis"repoulcios to :fttill

the Contract requirement within the time to be specified at the

discrotion of the Buyer.

In correcting such discrepancies to fulfill the Contract require-

mont, the Seller is responsible for claiming for any liabilities!or

damage with the insurance company as indicated in Article 7. In case

any goods or parts there of need to be replaced to fulfill the Contrabt

requirements, the Seller must be responsible for port clearanco, taxes

and duties and delivery of goods to the Mainteniance and Supply Division.

Art. 9. If the Seller fails to complete delivery to the Buyer of goods

coverod by the Contract within the times promised in the Bid, regardless

of causet EXCEPT in the event of delay or failure caused by force

maLqureq the Buyer shall have the right to demand a penalty from the

Seller of . . .. . per cent per month of the total contract price of

each complete unit of goods not completely delivered, (if only a

fraction of one month the amount of penalty shall be prorated according,

to the number of days)until the Seller has completed delivery.of goods

in accordance with this Contract. If the delay is more than . . .. . . .

months, in addition to demanding Penalty, the Buyer shall have the

right to terminate the Contract be giving notice to the Seller.

Tfe Sel2ler ahall not,-be liable for such penalty if delays are

caused by force majeuro provided that the Seller notify the Buyer' in

writing of the cause ot any such delay within . . .. . calendar days

from the beginning theteof. On receipt of such notice of delay, the

Buyer shall take the matter into consideration and shall decide

wheather the delay is caused by force majeure as claimed by the

Seller to justify an extension of time of delivery.

ANNEX 13-B-(i)Page 15

Contract

If the delay or failure in the exocution of this Contract iscaused by a series of force majeure and such delay or failure is

extended beond . . . . . . .days from the beginning thoreof, either

party shall have the right to terminate the Contract wholely by giving

notice to the other party.

Art. 10. After the signing of the Contract the Seller shall appoint anAuthorized Representative in Bangkok to carry out the liaison withthe Buyer until the delivery of goods under Article 8, of this Con.tract has been completed by the Seller and has been accepted by theBuyer. Any business concerning the execution of the Contract shall bedone through the Authorized Representative and such execution shall bevalid and in full effect as if it were done directly with the Sellerhimself.

Art. 11. The Seller agrees that if the Seller fails to comply with any

of the requirements set forth in this Contract, the Buyer shall havethe right to terminate the Contract and the Seller shall be held

responsible for the damages caused by such breach of the Contract by

the Seller.

Art, 12. The Geller agrees that the penalty enforced in Article 9. or thepayment for damages described in Article 11. shall be paid out,

immediately following the broach of the Contract by the Seller, fromthe Deposit held by the Buyer.

Art. 13. The Buyer shall have the right to terminate-this Contract at anytime when deemed necessary-by written notice to the Seller. Thefollo'-ing procedures are agreed upon by the Buyer and the Seller inthe event of such termination of the Contract.

(1) The goods completed and shipped within

. . . . . . days after the Seller receives

such notice shall be accepted by the Buyer

at the Contract prices and terms.

(2) That portion of the goods completed or in

process of being manufactured at the time

the Seller receives such notice shall be

accepted by the Buyer at a prorated amount

of the Contract price as compared to total

completed units.

ANNEX 13-B-(i)Page 16 .

Contract

There shall be no other claim against the Buyer for payment

EXCEPT as provided herein this article.

Art. 14. The Sellor guarantees that the goods furnished under this

contract shall be of the maker's most recent dtandard models and shall

comprise all recent improvements in design and materials, All materials

used in the manufacture shall be new and free from defects. Workmanship

shall be of highest quality and in accordance with the best modern

standard praotices.

Art. 15. The Seller warrants that prices stated in Article 1. do not

exceed his regular domestic price as adjusted by the export differen-

tial, and that prices are not higher than those charged other Buyers

similarly situated. Violation of this warranty will entitle the Buyer

to terminate the Contract or to demand a refund of the excessive price

paid.

Art. 16. Except as may otherwise be specified herein, the Seller shall

furnish two (2) copies in English, of the operator's handbook, lubrica-

tion chart, parts manual, service and repair manual and final test and

inspection report for each type of goods offered in the bid proposal

within, , , , , , . days after signing contract. One (1) copy per unit

must be received before Buyer acceptance as prescribed in Article

eight (8).

Art. 17. The Seller warrants that the goods furnished will be suitable for

the work to-be performed; will be constructed to definite standard

dimensions, with proper clearances and fits, that previou.-gly published

or set rating will not be changed arbitrarily without prior approval of

the manufacturer and the Buyer of the actual unit.

Art. 18. The Seller agrees that in the event of any dispute concerning

questions arising under this Contract, which is not disposed of by

agreement, the.dispute shall be decided by the Buyer who shall furnish

to the Seller a written copy of his decision. Such dicision shall be

final and binding upon the parties unless within c * ..* . *calendar

days from the date of receipt thereof the Seller shall delivet to the

Buyer a written notice that he disagrees with the decision.

.After then and only then shall the Seller have the right to apply

to a court of laws in the Kingdom of Thailand to contest such decision,

. ANNEX 13-B-(i)Page 17

Contract

This Contract is executed in threo identical counterparts,

one for the Buyer, one for the Seller, and one to be submitted to

the International Bank for Reconstruction and Development. All

three copies are to be throughly reviewod and accepted by each of

the three parties.

Signed at Bangkok on the ............. day of ...........

B.E. ....... ,.. (A.D. ........... ), by both parties through

their duly authorized representatives.

Seller *****...........e****..

Witness. **** *.m *...

Witness .... ***.. *..*...***.

ANNEX 13-B-(i)Page 18

.Contract

Contract Supplement

Itom No@ Descriptions Quantity

MIsc.224 Lathe,Machine, 10" Swing 1

MISC-225 Lathe Machine, 15" Swing 1MIS0-226 Vertical Milling Machine, 9" x 36" 1

MISO227 Milling Machine Cutters I lot

MISC-228 Shaper, Metal, 14" Plain I

MISC-229 Cylindrical Grinder, Universal 1

MISC-230 Drill Press, Floor 15" 1

MISC-231 Hob Milling Machine 1

41SC-232 Broaching Macliine 1

MISO-233 Box and Pan Brake 1

MISC-234 Universal Bender 1

MIS0-235 Turret Punch Press 1

MISCw236 Electric Are WIAA- 250 Ab 10

etc. etc.

((Remainder of list excluded from sample.)

Buyer **************************

Seller .......................

Witness **********.. ***************

Witness ******a******************a

ANNEX 13-B'-(i)

Page 19-D Conditions

2- . CONDITIONS

Art, 1. PREPARATIONS OF SHIPMENT

A. C10arance and WoiSht Linitations

The preparation of shipment and the dimension and weight

limitations of all packages shall be in accordancc. withthe manufacturer's standard commercial practicu for oxport

preparation.

B3. Pakn and Crating

All goods shall be packed for export. Such packing must be

sufficient to assure full protoction until arrival at dosti-

nation, adequately covering such overseas hazards as rough

handling and possible corrosion duo to the elements. The3 oller shall be hold responsible for all damage dua to im-

proper preparation and packaging for shipment. Whore neces-

sary, heavy itoms shall be mounted on skido so that cable

slings for handling can readily attached. Whero'it is un-

safo to apply external slings to a package, attached slings

or lifting devices shall be provided and shall project

.throu;h the package so that attachment can readily be made.

0. Packi , List

Contents of each shipping package shall be itemized on a

dotailed packing list showing exact weight, extreme outside

dimensions (length, width and height) of each piece or

container. If all pieces or containers are uniform in size

or weight, show the dimensions and weight of one only. One

copy of the detailed packing list shall be enclosed in each

package to be shipped. There shall also be enclosed in one

package a master packing list summarizing and identifying

each individual pac ago whic:h is a part of the shipment.

The box number in which the master packing list is contained

should be shown on each packing listi

D. Idontification and MaarkinAll parts must be identified legibly by tags or inscriptions

in indelible ink. On wood, plywood, and voneer cases, barrels,

or bags, all marks shall be applied by stencil with waterproof

inzIk or oil paints.and these marks protected against

ANNEX 13-B-(i)Page 20

conditions

woathoring by clear wator-rosistanco varnish. On motal or metal

containers marks shall be applied with waterproof oil paint.

Characters shall be logiblo and not less than 1" high, unless

restricted by size of package. When metal tags are used, they

must be rustproof. Tin or torneplated tags and uncoated stool

tags are not considered rustproof and must not be used, After,

marks have been applied to the tags, the tags shall be coated

with clear varnish.

Each individual package of each shipment shall be plainly

tagged or markod for identification as follows:

Department of Vocational Education,

Ministry of Education, Bangkok.

Contract No. Item No.

The Seller shall also show on the container markings the

not and gross weights and the cubic measurement, All containers

will be numbered by the Seller to designate the packaged number

and total number of the packages being shipped; for example, 1/5,

2/5, 3/5, 4/5 and 5/5 the first figure designating the package

number and the second figure the total number of packages in the

shipment.

Art. 2, DOCUMENTATION

As soon as available, the Seller shall cable the Buyer the follow-

ing information:

(1) Contract number

(2) Brief description of equipment and quantity shipped

(3) Name of ship

(4) Name of ship-owner or operator

(5) B/L number ,

(6) Port pf departure

(7) Estimated date of departure

(8) Estimated date of arrival at Bangkok

(9) Invoice value of shipment

The Oellor shall forward by registered airmail the following

docur.nts to the Department oftVocational Education, Ministry of

Education, Bangkok, as pro-roquisites for the Seller to obtain

partial payment, at least n. . d . . . . . . calendar days in advance

of the expected date of arrival of each shipment of Bangkok.

ANNEX 13-B-(i)Page 21

Condition5(1) One (1) nogotiable and six (6) non-negotiable copies of Clean-on-

Board B/L;

(2) Four (4) Copies of inspection certificate.

(3) Two (2) copies of cablegram advising the Department of shippingarrangements (see Article 5)

(4) Post office receipts for documents airmailed as required under(see Article 5)

(5) Ten (10) copies of Seller's detailed invoice;

(6) Eight (8) copies of packing list including crate identification

(7) One original and Four (4) copies of insurance certificate

Should the Seller fail to comply with this requirement any and allcharges such as demurragee go-down, rent, et cetera, will be for theSellers account and must be paid by the Seller.

3, OFFICIALS NOT TO BENEFIT

No official or employee of the government of Thailand including any

subdivision thereof shall be admitted to any share or part of thiscontract or to any benefit that may arise therefrom.

k. PATENTS

Seller shall hold and save the Buyer, his officers, agents servants andemployees harmless from liability of any nature of any kind, includingcosts and expenses for or on account of any patented or unpatented in-ventions, articlet device, or appliance manufactured or used in the per-formance of this contract, including there use of disposal by the Buyer,

5, NOTICES

All notices called for by the terms of this Contract shall be in the

form of registered letters, telegrams, or cables in the English language,and shall be effective only at the time of receipt thereof and only whenreceived by parties to whom they are address at the following addresses:

Buyer: Director-General

Department of Vocational Education

Ministry of Education

Rajdamnern Avenue

Bangkok, Thailand.

Seller:

The Economic and

Financial Counselor: Royal Thailand Embassy

2300 Kalorama Road N.W.

Washington, D.C. 20008

U.S.A.

ANNEX 13-B-(i)Page 22

Spocifications

SPECIFICATIONS

The followinE aeneral-specifications shall apply to all itemsbeing

bid

1. Standards and SDecifications

All goods, materials and fabrication shall conform to the latest appli-

cable standards and specifications contained in the following list:

ASA American Standards Association

SAE Society of Automotive Engineers

AST4 American Society for Testing Materials

NBS National Bureau of Standards

DIN Deutsch Industries Norm

BSI British Standards Institute

Goods meeting other authbritative standards, which insure an equal Ur

higher quality than the standards mentioned, will also be accepted.

2. Special Climatic Treatment

All materials shall be selected and, if required, especially treated.

So that they will be satisfactory for use under the climatic conditions

existing in Thailand,

3. SrParts

The Seller shall be in a position to render prompt service and arrange

to have replacement parts available in Bangkok, Thailand in accordance

with provisions stated in the Contract Documents.

4. Painting

Surface and parts not having a polished metal finish shall be color

coated on a rust inhibiting primer or properly prepared undercoat,

in accordance with the manufacturer's standards. Finish color shall

be as specified by the Buyer. All metal surfaces which are to be

concealed shall be coated with a good coat of primer with rust inhibe-

ting properties.

ANNEX 13-B-(i)Page 23

Specifications

5. Electrical Attachments and Accessories

Unless otherwise provided herein, the electrical system to be

provided with each item of electrically powered equipriont shall

conform to tj.e following.

5.1 Voltage, Cycle and Phase Each item of equipment must be

designed to use 50 cycle, 3-phasoe, 380 volts power whorever

feasible. Where it is more appropriate to use single-phase

equipment, it should be designed for 50 cycle, 220 or 230volts power.

5.2 Overload Protective Devices

5.2.1 Each motor of )$ to 1 HP., must use a controller

consisting of a switch and overload protection device.

ror 3-phbLse motor, two (2) sets of controllers are

required.

5.2.2 Each motor above 1 HP., shall use a magnetic contactor

which includes and overload protective device. For

3-phase motor , two (2) sets of contactors are required.

5.2.3 All motors having star-delta circuits must have magnetic

starters.

6. Diinsional Brstem

Unless specifically specified otherwise in the machine specifica-

tions, Metric equivalent is acceptable and preferred although

Englih fires may be indicated in the specifications.

ANNEX 13-C-(i)Page 1

$ample

INSTRUCTIONS FOR BIDDING

BIDS AND SAMPLES

1. Bidder (hereinafter called Seller, if successful and awarded a contract) shall submit his bid to the Central Trust of China,Procurement Department (hereinafter called CTC) in five complete sets each consisting of quotation on Invitation Bicd andContract form B, specifications and all other necessary information. The bid after being accepted by CTC will constitutethe contract covering the item(s) accepted and one set will be returned to the seller. In case Invitation and Bid form C isused, a separate contract will be concluded after the award is made. Quotations, specifications and all necessary informationwhich form a part of the bid shall be in the English language.

2. Bids shall be submitted to CTC by or through qualified local firms whose registration cards and tax-paying certificates willbe checked before the opening of bids. Bids submitted direct by foreign companies, if they themselves are not manufacturersor producers, must be certified by the Chinese consul in that country or the manufacturer whose products are being offered.Otherwise, the bids will not be considered. Cable bid may be considered provided written bid has been airmailed to CTCbefore the bidding deadline.

3. In case a bidder is not the registered agent for the supplies called for in the Invitation, he should, en demand, present apower of attorney or letter of authorization and/or original offer from his supplier or manufacturer establishing that he hasobtained a bona fide offer to make his bid. If, upon expiration of bid validity, the bidder desires to withdraw his bid, hemust submit, on demand, written authorization from his supplier or manufacturer for the withdrawal. For manufacturedsupplies the name of the manufacturer must be specified by the bidder in his bid.

4. Samples of supplies, when required, must be furnished by bidders free of charge to CTC prior to the opening of bidsahd, if not destroyed, will be returned to the unsuccessful bidders upon request within ,.. days after the award, whilesuccessful bidder's samples will be, upon request, returned after fulfilment of the contract.

5. Envelopes containing bids must be sealed and marked on the upper left corner with name and address of bidder, invitationnumber, date and hour of opening and must be addressed to CTC, Procurement Department.

PRICES

6. Prices shall be quoted in US dollars or in other foreign currency of which the excharge rates are published by theCentral Bank of China and should be firm within the period specified on. the face sheet. Quotations shall be given on thebasis of C&F, CIF or FOB as specified on the face sheet and compared on such specified basis. Itemized unit prices shallbe given. Price escalation will not be allowed unless otherwise specified in the Invitation.

7. Bidder must state FOB cost, insurance premium, if any, ocean freight and independent surveyor's or laboratory's chargesseparately. FOB cost, unless otherwise specified, shall include ex-factory cost, export packing cost, factory inspection charges,inland freight, forwarding fee, certificate charges, export taxes and duties and all other export expenses up to the point ofthe supplier's obtaining a clean-on-board ocean Bill of Lading. Ocean freight, unless otherwise specified, shall include thehandling, loading, stowing aboard and trimming ocean vessel at the port of shipment and discharge at the port of destination.

& In case independent inspection is required and such inspection charges are not mentioned in the bid, it will be deemed asbeing included in the price quoted. In case it is not quoted by the bidder, CTC shall have the option to obtain an estimatefrom one of the independent inspection,firms listed on the face sheet of the Invitation and use such estimate in the evaluationof bids.

SPECIFICATIONS AND TERMS

9. Bidder shall state in his bid that the supplies he offered fully meet the specifications as contained iii the Invitation. In caseof any deviation from the specifications and/or standard in order to meet the manufacturer's standard practices, the biddermust clearly and explicitly staie and enumerate in detail 'each deviation. Deviations from specifications and/or standardwhich, in CTC's judgement, result in quality or performance inferior to that specified will not be considered.

10. Any reference to catalogue numbers or brand names in the Invitation, unless otherwise specified, is intended to be descriptiveand not restrictive and only to indicate to prospective bidders the type of supplies that will be satisfactory. Bids on othermakes or brands will also be considered provided the bidder clearly states in his bid exactly what he intends to furnishand forwards with his bid a cut, illustration or other descriptive matter which will clearly indicate the caracteristics ofthe supplie.s covered by his bid.

ANNEX 13-C-(i)

Page 2

it. No bidder will be permitted to alter his bid after the bids have been opened. Only clarifications not changing the substance

of the bid may be made and accepted.

12. Unless otherwise specified by the bidder, any of the terms and/or conditions that may appear or have been inadvertently

printed or typed on the supplementary materials including literatures, catalogues and/or attachments submitted by the bidder

with his bid shall be considered as null and void, and the bid shall be considered as conforming to all the requirements of

the Invitation.

BID BOND

13. A bid bond not less than. . . per cent ( %) of the total bid value in the form of cash, Chinese Government Bond, bank

draft, bank guarantee, certified check, or letter of credit shall be posted by all bidders before the opening of bids. If a bidder

fails to do so, his bid will not be considered. Said bond shall be in US dollars or other foreign currencies acceptable to

CTC or in the equivalent thereof in New Taiwan dollars at the then pevailinr rate of exchange applicable to inward

remittance, The bid bond may be posted with CTC, Dunking and Trust Department, Taipei or it foreigh corruspondent

banks. In the latter case, the bidder is required to bind himself to obtain necessary permit from relevant authorities to

transfer the bond to CTC, Procurement Department in case it is confiscated. The bidder should ask the bank where the bond

is posted to notify CTC, Procurement Department through CTC, Banking and Trust Department (Cable Address: TRUSTEX

TAIPEI) by cable, at the bidder's expense, of the invitation number, bidder's name and the amount of bond received. Such

cable advice must reach CTC Banking and Trust Department before the opening of bids, In case the bid bond is posted by

a foreign supplier on behalf of a local bidder in Taiwan,'the name of the local bidder must be clearly indicated in the bond

document and the above-mentioned cable advice.

14. In case the bid bond is posted in the form of bank guarantee or letter of credit, it must be valid, unless otherwise specified

in the Invitation,, . ,days longer than the required validity of the bid, and must conform in substance to the attached

Standard Bid Bond Form (see Attachment 1). In case the bid validity is extended, the validity of the bid bond shall also

be extended as required.

15. Bid bonds will be released to unsuccessful bidders without interest after the expiration of bid validity or after the award of

a contract, and to successful bidder(s) after posting of performance bond(s). Withdrawal of any bid before its expiration

and/or after its being accepted by CTC or failure in posting the performance bond within , . . * . calender days after

the date CTC's Notice of Award will automatically result ;n the unconditional confiscation of the bidder's bid bond without

recourse and will be recorded as bad performance or default on the part of Seller. If one or more items of a bid or part

thereof should be withdrawn before expiration and/or after being accepted by CTC, that portion of the bid bond applicable

to such item or items or part thereof will be unconditionally confiscated without recourse. However, if it is stated in the

Invitation that award will be made on group basis, the entire bid bond applicable to the group will be confiscated regardless

of whether the entire group or part thereof is withdrawn.

EVALUATION AND AWARD

16. In case of error(s) in the multiplication and/or division of prices in the bid, unit prices shall govern. In case of error(s) in

the addition and/or subtraction of prices in the bid, component prices shall govern.

17. Bidders are required to quote a definite shipment date. Bids indicating a shipment date later than the shipment date specified

in the Invitation may not be considered unless they are acceptable to CTC's client.

18. CTC reserves the right to reject any or all bids, to accept any item or items, or part thereof in the bid unless otherwise

specified by CTC or by Bidder and to award the contract on FOB/FAS, C&F or CIF basis no matter what basis is originally

called for in the Invitation.

ANNEX 13- D- (i)Page 1

Typical Conditions of Contract

CONDITIONS OF CONTRACT

CONTRACT SUPPLIES

1. All supplies furnished under this Contract shall be brand new, unused and in compliance with the requirements of the

specifications set forth in the contract. Spare parts, if furnished, shall be identical to original parts. Points not adequately

described by the contract specifications shall be in accordance with the best commercial practice: The specifiations as

contained in the Invitation and any deviations or exceptions thereto as provided in Article 9 of Instructions and as approved

by CTC shall become a part of the Contract.

PERFORMANCE BOND

2. Within . . . , calender days after the date of CTC's Notice of Award, Seller shall deposit a performance bond in the

form of cash, Chinese Government Bond, bank draft, bank guarantee, certified check or letter of credit in a penal sum of

not less than * per cent ( %) of the contract value. Delay in posting the performance bond will be recorded as bad

performance on the part of Seller. Such bond shall be in US dollars or other foreign currencies accepted in the contract,

or in the equivalent thereof in New Taiwan dollars at the then prevailing rate of exchange applicable to inward remittance.

The performance bond may be deposited with CTC, Banking and Trust Deptartment, Taipei or its foreign correspondent

banks. In the latter case Seller is required to bind himself to obtain the necessary permit from relevant authorities to transfer

the bond to CTC, Procurement Department, in case it is confiscated. Seller should ask the bank where the bond is deposited

to cable.CTC, Procurement Department through CTC, Banking and Trust Deptartment at Seller's expense, the invitation

number, the contract number and the amount of the bond deposited. In case the performance bond is posted by a foreign

supplier on behalf of Seller in Taiwan, the name of the local seller must be clearly indicated in the bond document and the

above mentioned cable advice. Only after the deposit of the perforformance bond will the relevant Letter of.Credit for the

contract be issued to the beneficiary.

3. For any contract below US$ . . . or its equivalent in other currencies, the performance bond is not required. However, in

the event of a default of contract on the part of Seller, he shall pay to CTC a penalty in the amount equal to the performance

bond as required in Article 2 of Conditions. He should also pay the compensation for losses claimed by CTC. The payment

of said penalty and/or compensation shall be effected by Seller within . . . . after receipt of CTC's written notice,

otherwise Seller shall be barred from participating in future tenders until the payment is effected.

4. In case the performance bond is posted in the form of bank guarantee or letter of credit, it must be valid, unless otherwise

specified by CTC, for at least . . . days after the contract shipment date and must conform in substance to the attached

Stndard Performance Bond Form (See Attachment 2). In case any claim against shortage or defects in supplies is not settled

within the guaranty period as specified in Article 19 of Conditions, the validity of the performance bond shall be extended

as required.

S. The performance bond will be released without interest after all the contracted supplies have arrived at the destination and

have been found to be in acceptable condition according to the specifications and requirements of the contract. CTC shall

cause its Client to have the supplies inspected as promptly as possible after arrival and will release the performance bond

after its validity date if inspection is not made within the said period.

If the supplies are found to,be unacceptable upon inspection after arrival at the destination, the performance bond will be

withheld by CTC pending a satisfactory completion or replacement and/or settlement of all claims for losses and penaties

for delay in shipment.

In the event of a default of contract on the part of Seller, CTC may, without prejudice to other rights of CTC, terminate

by written notice the rights of Seller to proceed with any or all remaining shipments, recod the case as default and

confiscate without recourse the full amount of the performance bond or portion thereof pro rata to the amount of undeliveredor-unacceptable supplies to protect the interest of CTC and its Client.

PAYMENT, SHIPPING DOCUMENTS

6. Payment for the supplies under this contract, unless otherwise specified, shall be made to Seller by an irrevocable Lettr-of Credit (L/C) in favor of the L/C Beneficiary named by Seller in his bid.

The said L/C will be issued to the beneficiary within a reasonable time after Seller's posting of the performance bond andpayable against the following documents:

(1) Commercial Invoice in quadruplicate indicating contract number.

(2) Packing Lists and/or weight list in quadruplicate.(3) Certificate of Origin, if required.

ANNEX 13,D-(i)Page 2

(4) Insurance Certifcate (or Policy), if contract is signed'on CIF basis.

(5) Two original and two copies of clean-on-board ocean Bill of Lading marked "freight prepaid" (for C&F or CIF

contracts) or "reight-collect" (for FOB contracts) and made out to the order of Central Trust of China, Procurement

Department on behalf of CTC's Client as specified on the face sheet of the contract,

In case of air-lift delivery, clean Air-Way Bill wil! be acceptable in lieu of ocean, Bill of Lading. In case of Parcel-post

delivery, registered Post Receipt will be acceptable in lieu of ocean Bill of Lading, Such Post Receipt must bear CTC's

contract number and L/C number and SellA" must cover inburance for the parcel to ensure its safe arrival regardless of

the basis of the contract.

(6) Inspection Certificate issued by the manufacturer or the independent inspection firm designated by CTC showing that

the supplies shipped fully conform to the specifications and requirement of the contract and are in 10046 new and sound

condition.(7) Supplier's Certificate showing the ictual amount of commission paid or to be paid to Seller by the Supplier.

(8) A certificate issued by the L/C Beneficiary stating that he has forwarded by registered airmail one original Bill of Lading

and two copies each of the documents as required above to Central Trust of China, Procurement Departme- , Taipei,

and one copy each of the documents to CTC's Client.

In case Seller should request that the L/C be confRrmed by a bank other than the opening hank or be issued through a

designated bank, any additional expenses incurred foi such confirmation and/or designation shall be for Seller's account.

7. Immediately after loading, Seller should forwarcf by registered airmail one original Bill of Lading and two copies each of

above documents to CTC and one copy each of above documents to CTC's Client as named on the face sheet of the contract.

8. Any increase in FOB/FAS cost, insurance premium. ocean freight and/or independent inspection charges over and above

the amount stated in this contract shall be for Seller's account. However, if the actual amount of ocean freight paid to the

shipping company is less than that shown in the contract, the unused balance should not be drawn from L/C, otherwise

Seller shall pay back to CTC.

9. In case CTC is unable to take delivery of the cargo as a result of Seller's delay in making available the above-mentioned

shipping documents to CTC or as a result of the documents presented not conforming to the requirements of the contract

or the relevant L/C, regardless of whether these documents are acceptable to the bank under guarantee or not, the overtime

storage charge for the cargo and/or other expenses thus incurred shall be borne by Seller.

INSPECTION

10. Independent inspection, unless otherwise specifiied by CTC, is necesary for the supplies covered by the contract. CTC shall

appoint an inspector to inspect the supplies during the process of manufacturing, and/or prior to delivery and the scope of

inspecion will be stated in the specification attached to the Invitation -or in CTC's letter of appointment. All costs of such

inspection, inspector's fee and expenses shall be for Seller's account regardless of whether the inspection charges, mentioned

in the Contract is sufficient or notkInspection is to be made on specifications, quality, quantity and/or net weight, proper

packing and marking, including running test when necessary. If inspection is made at a place other than the port of

shipment, the supplies should be identified and controlled at the port of shipment by the inspector. Inspection certificate and

reports shall be issued to Seller by the inspector within one week after the inspection is completed.

Seller shall notify the inspector as soon as the supplies are ready for inspection and the inspector shall contact Seller for

carrying out the inspection. The inspector shall have the authority to reject any supplies or lots of supplies which are found

to be defective in material or workmanship or not in conformity with the specifications and requiremcnts of the contract.

In the event the inspector disapproves any supplies, he should withhold issuance of the inspection certificate until the sup-

plies are corrected or replaced and found to be in conformity with the specifications and requirement of the contract. All

expenses and costs for removing the rejected supplies and making correction or replacement shall be for Seller's account.

PACKING, SHIPPING MARKS

11. Supplies covered by this contract shall be packed in such a manner as will be adequate for seaborne export shipment. Such

packing must be sufficient to secure safe arrival at destination fully covering such overseas shipping hazards as roughhandling and possible corrosion due to exposure to salt atmosphere, salt spray or open storage. For any loss or damage in

transit attributable to improper packing, compensation shall be paid to CTC by Seller.

12. Contents of each shipping package shall be itemized on a detailed Packing List, showing exact weight, extreme outside

dimensions (length, width and height) of each piece or container. If all pieces or containers are uniform in size or weight,it may show the dimensions and the weight of one only. One copy of the detailed packing list shall be enclosed in eachpackage to be shipped, There shall also be enclosed in one package a master packing list, summarizing and identifyingeach individual package which is a part of the shipment. The number of the pckage in which the master packing list is

-2-* The cost of inspection is normally borne by the Buyer.

ANNEX 13,-D-(i)Page 3

contained should be showvn on each packing list. On barrels, bags, drums or kegs where it is not feasible to place thepacking list inside the container, all pertinent information is to be stenciled on the outside of barrel, bag, drum or keg andwill constitute a packing list.

13. Following shipping marks should be properly made on all packages:

C T

DestiiiationInviation Number Packagatio"i ___I MPackage , No,

. Contract Number Additionai Marking asName of CTC Client required on face sheet,

P. D

SHIPMENT

14. For contract signed on C&F or CIF basis, Seller shall be responsible for arrangement of shipment in accordance with therequirement of the contract. For contract signed on FOB or FAS basis, unless otherwise specified in the Contract, CTC,Transportation and Warehousing Department will arrange the vessel(s) to carry the supplies through a forwarding agent orshipping company who will contact Seller for shipment.

15. In arranging shipment, Seller should refrain from using overage vessels, othewrise any additional insurance premium thusincurred shall be for Seller's account. On deck and/or transhipment will not be allowed unless otherwise specified on theface sheet.

16. Seller should not ship more than the contracted quantity or weight, and CTC shall not be held responsible for paymentfor the aforesaid excess quantity or weight. L/C Beneficiary shall not invoice over the contract amount, otherwise Sellershall be obligated to pay back to CTC the overdrawn 'amount. Supplies shipped in excess of the contracted quantity orweight shall be unconditionally surrendered gratis by Seller to CTC and Seller should be responsible for all consequencesof the excess shipment

INSURANCE

17. For contracts on CIF basis, Seller shall effect insurance in accordance with the insurance coverage itemized on the facesheet of the contract, and the insured value should not be less than the total invoice value plus ten percent. Insurancecertificate or policy should be endorsed to the order of Central Trust of China, Procurement Departmet upon presentationof shipping documents to the bank.

For all contracts especially those on C&F, FAS or FOB basis, Seller shalf cable, at his own expence, to Central Trust ofChina, Procurement Department, Taipei (Cable address: TRUSTPRO, TAIPEI) detailed particulars of each shipment includ-ing the following items to enable CTC to arrange for insurance:

"Invitation number, contract number, brief description of supplies to be shipped, quantity to be shipped, name of shipbooked, port of departure, estimated time of departure (ETD), estimated time of arrival (ETA) and total invoice value ofcargo.'

Failing to notify CTC in time, Seller shall be 'responsible for all consequences and shall pay CTC without dispute for anyloss or damage thus incurred as a result of lack of insurance coverage.

GUARANTY, PENALTIES

18. The shipment of the contracted supplies should be made on or.before the shipment date as specified in the contract. IfSeller is unable to effect shipment on or before the shipment date stated in the contrcct, he may make shipment within thenext . . days but must then make a penalty payment to CTC on the bagis of . .Z of the contract value of the delayed por-tion for each day's delay. Said delay penalty will be collected from the payment to be effected by the L/C bank. If delay isdue to force majeure conditions, the delay penalty will be returned to Seller. In case of any further delay, CTC shall havethe option of either granting an extension or terminating the contract, ruling the case as a default and collecting Seller'sperformance bond without recourse. In case an extension is granted, the contract and L/C will be amended accordinglyand Seller shall effect shipment within the extension period but must pay the penalty as stipulated above. If the penaltypayment is made in New Taiwan dollars, ths prevailing rate applicable to inward remittance as published by the CentralBank of China will be used in converting the foreign currency amount into New Taiwan dollars.

-3-

ANNEX 13-D-(i)Page 4

19. Seller and manufacturer shall guarantee for at least one year after delivery that the supplies delivered under this contract

will be free of any defect(s) in material or workmanship and conform to the specifications and requirements of this controct

Irrespective of whether the supplies have passed the loading inspection or not, Notice of such defect(s), non-conformity

or shortage shall be given by CTC to Seller within ,days after the shipment date of the defective or non-conforming

supplies or part thereof. However, in case the supplies fail to reach the destination in Taiwan within, , .days after the

shipment date, such notice will be given within. . .days after the date of arrival of the supplies.

20, Upon receipt of the above-mentioned notice, Seller shall, with all possible speed, refurnish or replace the rejected supplies

with new supplies or make up the shortage in accordance with the terms and conditions of .the contract, Seller shall bear

the cost, insurance, ocean freight, other charges and fees for replacing and receiving the refurnished supplies and all

expenses and charges required to ship the rejected supplies back to the port of origin, which will be made after the

replacement shipment.

In case CTC should reject the defective or non-conforming supplies and does not require a replacement, or in case Seller

fails to make a rep!acement sh%prrent within three months after receipt of CTC's notice, Seller shall refund to CTC such

portion of the contract price of the supplies as is equitable in the circumstances.

In case CTC should accept the defective or non-conforming supplies, or part thereof with a claim for compensation, Seller

shall pay to CTC such compensation within one month after receipt of CTC's notice, otherwise CTC will collect the com-

pensation from the performance bond.

21. CTC reserves the right to claim from Seller for compensation for any losses incurred as a result of the delay caused by

rejection and or replacement. Compensation for such losses shall be based on evidences and calculations to be provided by

CTC. If the losses were intangible and no definite dollar amount could be ascertained, the compensation would be

calculated according to the'penalty for delay in shipment as per Article 18 of Conditions from the date when Seller i

notified of the rejection of the supplies up to the date when the replacement or refurnished supplies are shipped.

22. Seller shall be liable to pay any banking charges or fine as well as for the loss incurred because of remitting back of

foreign exchange due to his own fault.

EXPORT LICENCE, TAX, ETC.

23. Seller should apply for export license, if required. Any export tax, fee or other charges of whatsoever nture, which now

exist or may hereafter be imposed, shall be for Seller's account

24. Seller shall hold and save CTC and its officers, agents, servants and employees harmless from liability of any nature or

kind, including costs and expenses for or on account of any patented or unpatented invention, article, device or appliance

manufactured or used in the performance of this contract, including their use or disposal by CTC's client.

25. Seller and/or his suppliers shall not give any commission, rebate, gift or any other form of benefit to any military or civilian

personnel of the Chinese Government involved in the transaction covered by this contract. Violation of this stipulation shall

cause Seller to be subject to punishment by law and liable to all consequences and make compensations to the Chinese

Government for any loss arising from such violation.

26. If Seller makes a dishonest declaration of commission or fails to surrender his commission earnings to the Central Bank ofChina, Seller shall be liable to penalties according to regulations of the government authorities.

27. Any change in the specifications, terms and conditions of the contract shall be agreed upon by both parties and stated inContract Amendment.

FORCE MAJEURE

28. Seller is not responsible for delay or non-performance of his contractual obligation to sell, and CTC is not responsibe fordelay or non-performance of its contractual obligation to purchase all or any part of the supplies caused by war, blockade,revolution, insurrection, civil commotions, riots, mobilizations, strikes, lockouts, acts of God, plague or other epidemic, fire,flood, obstruction of navigation by ice at port of delivery and destination, acts of government or public enemy.

ARBITRATION

29. Any dispute of whatever nature arising out of or in any way relating to the contract or to its construction or fulfilment

may be referred to arbitration. Such arbitration shall t-,: place in Taipei, Republic of China and shall proceed in accordancewith Chinese Government arbitration regulations.

4--

ANNEX 13-E-(i)Page 1

Sample Form for Bid or Tender

COLOMBIAN INSTITUTE OF SCHOOL BUILDING (IC.CE)

MINISTRY OF NATIONAL EDUCATION

INTERNATIONAL COMPETITIVE BIDDING FOR THE SUPPLY OF FURNITURE,

EQUIPMENT AND MATERIALS

LETTER GIVING SUMMARY OF BID

A. (I) (we) undertake to supply all the relevant items mentioned in

the contract specifications, for which purpose (I) (we) now submit

a bid that is in every respect in accordance with the terms,

conditions and quantities shown in the bidding documents, all for

the sum of:

CURRENCY OF THE*PESOS COUNTRY OF ORIGIN

Total of column 4 $

(in Colombian pesos)

Total of column 5 $

(in Colombian pesos)

Total of column 6 $

(in Colombian pesos)

NOTE: The amount in *pesos shall be based on the official rate of

exchange fixed by the Banco de la Republica in Bogota,

Colombia, on (date . . . ). Prices may be shown either in

one column or in the three columns provided.

B. A bond is enclosed to the value of '

($ )based on ....

per cent ( %) of the lowest total of the bid. (I) (we) furthermore

ANNEX 13-E-(i)Page 2

agree that the amount of the said bond is to be retained as a

penalty if this bid should be withdrawn without the consent of

ICCE, after the official opening of bids. Bonds will be returned

to unsuccessful tenderers during the . . . . .days following

the opening of bids.

C. The tenderer shall enclose a document of guarantee covering all

the items or individual components of the bid that he is sub-

mitting.-

D. This bid is submitted oii the clear understanding that all the

component parts of the offer must be delivered by or by about

(date . . , . .), or at such later date as. may be fixed by the ICCE.

A document is attached in which the tenderer indicates the appro-

ximate time required to complete delivery of the component parts

of the offer, from the date on which the contract is awarded.

E. The tenderer shall enclose a declaration showing (1) the country

in which the component parts of the offer will be manufactured

and/or assembled or (2), in cases where the components originate

in more than one country, those countries shall be indicated at

the foot of the relevant pages of each section of the offer.

F. The tenderer shall enclose a declaration indicating the name and

address of his official representative in Colombia. In addition,

the said declaration shall include a description of the spareparts

and services that the tenderer can supply for the component parts

of the offer.

ANNEX 13-E-(i)Page 3

G. The tenderer shall enclose bank references, a certificate from

the Chamber of Commerce or Ministry of Development and any other

documents that may be required in accordance with the specifi-

cations. The undersigned submits this offer as the legal repre-

sentative of the tenderer, in accordance with the terms and

conditions stipulated herein and in the remaining bidding documents.

OFFICIAL SIGNATURE

NAME OF COMPANY

ADDRESS

CITY AND COUNTRY

TELEPHONE NO.

DATE

SPECIAL NOTE: All bids must be enclosed in a double envelope,

sealed and clearly marked "International Competitive

Bidding BID 69 - 034 - ICCE"

Typical Specimen Bid Bond ANNEX 13-F-(i)

B -- 0 N)(F-r equipment end supplies

Bid Schedule No- & Description (Enter all Did Schedules Competed for)

...... ...*..*** ..... ** * ............... ........**.a... . . .. . . .0 * 0 v . . .

Invitation to Bid. ....................... Date of Bid ,...... a..$... .

Principal ............... .............................. .,.

Surety ........................................... .. ,...

BID BOND executed on ..................................... in the penal sumof (in figures and in words ) ,ls e , .... ,....,.,... ** ,,,

KNOW ALL MEN BY THESE PRESENTS THAT WE the Principal and the Surety abovenamed are held andfirmly bound unto the Imperial Ethiopian 7,inistry ofEducation (hereinafter called "the Ministiry") in the penal sum stated abovefor the payment of which sum well and truly to be made we bind ourselves,our hires, executors, administrators, successors and assigns jointly andseverally firm-ly by these presents.

NOk T:1EREFORE, the conditions of this obliGation is such that (1) if theprincipal shall withdraw his bid within the period specifed in the Bid.Documents and shall, within the , period specified therefor , or if no periodbe specifcd within . . . . days after the prescribed forms are presentedto him for signature, execute such further contractual documents as may berequired by the terms of the bid as accepted, and give bond with good andsufficient surety for the faithfull performance and proper fulfilment of theresulting contract, then this obligation shall be void and of no effect,otherwise to remain in full force and virtue, and (ii) if the Principalabove named work on the terms set out in the Principal's bid documents andwithin the valid period of such bid documents, then the Surety is herebyfully bound to enter into a further bond for the proper performance of thework under such contract in the penal sum of . . . percent ( o) of theContract amount.

IN 1BTNESS IEREOF, the above parties have executed this insturment undertheir several suals on the date indicated above, the name and seal of eachcorporate party being hereto affixed, and those present duly signed by itsundersigned representative persuant to authority of its governing body.

(Principal) (Surety)

The rate of premium of this Bond is percentTotal Amount of e .rmiu. charged(This must be filled by the 5urety.)

ANNEX 13FP-(ii)

Typical Specimen Bid Bond

STANDARD BID BOND FORM

Letter of Guarantee No. Date of Issuancefor (Name of Currency & Amount in Figures)

as Bid bondfor Your Invitation No.

Advised Through(Name of Issuing Bank's CorrespondentBank in Taipei)

To:Central Trust of ChinaProcurement Department

49, Wu Chang Street, Sec. 1Taipei 100, Republic of China

Upon request of Messrs. (name of Accountee), we hereby agree toissue this irrevocable letter of guarantee up to the aggregate amount of

* (name of currency & amount'in words) only in your favor for account of(name of Accountee) as (name of Bidder)'s bid bond for your InvitationNo. and engage ourselves to pay you immediately withoutrecourse upon receipt of your written statement certifying that (name ofBidder) have withdrawn their bid in its entirety or part thereof beforeits expiration including its extension, and/or after being accepted byyou, or their failure in entering into contract after being awarded, ortheir failure in posting the performance bond within . . . . . . . cal-endar days after the date of the notice of award, accompanied by yoursimple receipt(s) or bank draft(s) drawn on (Issuing Bank or Account tobe indicated by Issuing Bank).

We bind ourselves to obtain the cessary permit from relevantauthorities to transfer the claimed amount to you in case it is confiscated.

This letter of guarantee will expire on (date of expiration -days longer than the validity of the bid).

Authorized Signature

ANNEX 13-G-(i)

Typical Specimen Performance Bond

PERF 0 RM AN E B 0 ND (For Pluirpnt & nupplien)

Work .... .. .. * *********** ********** ********** ********** **********

Date of Bid. o...... o***********... Contract awarded on

Principal: .... ... *** *** *** *** *****0.*** *** *** ****** *** 0**

Surety . ........ *******.* .***.** .****** .*************.*****

PERFORMVICE BOND executed on n..... ............ in the penal

sum of (in words and figures E1th. Doll. .................................

KNOW ALL M BY THESE PRESEITS we the Principal and the Surety above

named. are held and firmly bound unto the Imporial Ethiopian Ministry ofEducation and Fine Arts (hereinafter called "The IILnistry") in the penalsum stated above for the payment of which sum well and truly to be made,

we bind ourselves, our hires, executDs, administrators, successors and

assigns jointly and severally firmly by these presents.

NON THEREFORE, the conditions of this obligation is such that, if theprincipal shall well and truly perform all undertaking, covenants, terms,

conditions and agreements of the contract awarded to him as above duringthe -original terms of the contract and by extension thereof that may begranted by the Ministry with or without notice to tiie Surety, and duringthe life of any guarantee required under the contract, covenants, terms,

conditions and agreements and any and all duly authorised modifications

thereof, notice to the Surety being hereby waived, then this obligation to

be void, otherwise to remain in full force and virtue.

ANY CLAIM AGAIDIST THE SURETY shall be brought not later than ( )months after default by the principal.

IN VITNESS 1WEERFlIORE, the above parties have executed this instrument

under their several seals on the date indicated above the name and seal

of each corporate party being hereto affixed and those presents duly signedby its undersigned representative pursuant to authority of its governingbody.

(Principal) (Surety)

By By

-The rate of Premium of this Bond is percent

Total premium, charged

(this must be filled by the Surety)

ANNEX 13- G-(ii)

Typical Specimen Performance Bond

STANDARD PERFORMANCE BOND FORM

Letter of Guarantee No. Date of Issuancefor (Name of Currency & Amount in Figures)

as Performance bondfor Your Contract No.under Your Invitation No.

Advised Through(Name of Issuing Bank's CorrespondentBank in Taipei)

To:Central Trust of ChinaProcurement Department49, Wu Chang Street, Sec. 1Taipei 100, Republic of China

Upon request of Messrs. (name of Accountee), we hereby agree toissue this irrevocable letter of guarantee up to the aggregate amount of(name of currency & amount in words) only in your favor for account of(name of Accountee) as (Name of Contractor)'s Performance Bond for yourContract No. & amendment(s), if any, under your InvitationNo. and engage ourselves to pay immediately to you witheoUtrecourse upon receipt of your written statement certifying that naiie ofContractor) have failed to fulfil the contractual obligations, accompaniedby your simple receipt(s) or bank draft(s) drawn on (Issuing Bank orAccountee to be indicated by Issuing Bank).

We bind ourselves to obtain the necessary permit from relevantauthorities to transfer the claimed amount to you in case it is confiscated.

This letter of guarantee will expire on (date of expiration -days after the contract shipment date)

Authorized signature

ANNEX 13-H-(i)

Sample Bid Contract or Order Form

INVITATION NO. (Form B) CONTRACT NO.Central Trust of China, Procurement Department, 49, WU Chang St.,Sec., 1, Taipei, 100,.Rep. of China, Cable Address: TrustPro Taipei,Telex! TP377 rentrust. on behalf of the client

Ministry of Education, Project Unit Address, 1-1, Lane 20, Sec. 1, HHsin-I Road, Taipei

DATE June 30, 1972

INVITATI 0 NSealed bids subject to the instructions and conditions on the attached

sheets will be received at this office until 3:00 p.m. o'clock, Sept. 1,1972 and then publicly opened for furnishing the following supplies fromIBRD member countries and Switzerland for shipment to Keelung on orbefore March 31, 1973

CENTRAL TRUST OF CHINA, PROCUREMENT DEPARTMENT

Bids to be given on C&F Keelung basis valid for at least 60 days.

MANAGER

ITEM/ QUAN- UNIT TOTAL UNIT TOTAL INSU- TOTALCODE DESCRIPTION OF SUPPLIES TITY/ COST COST OCEAN OCEAN RANGE C&F/No. UNIT FOB/ FOB/ FREIGHT FREIGHT PRE- CIF

(3) FAS FFAS ( MIUM(1) (2) (3) (4) (5) (6) (7) (8) (9)

IGRAND TOTAL

insurance cover al r1sKs and war riskq tn hp nrrangpd by q,llerInspection by an independent insvector (see Bidding Instructionas & Ingpector List).L/C Opening Bank

BIDDATE

In response to the above invitation and subject to the instructions andconditions thereof, the undersigned offers and agrees, if this bid be acceptedwithin days from the date of the opening, to furnish any or all of theitems, upon which prices are quoted, at the price set opposite each item anddeliver at the point(s) specified in accordance with the delivery scheduleas shown below or in the attached continuation sheet.Shipment on or before

To be shipped by Liner Vessel/Transp. Steam/Parcel,Post AirliftPort of Shipment Source of Origin (indicate country)__---Name of L/C Beneficiary

-H___

Address 4JSupplier Address

Manufacturer Address

Bidder 0Address o

Telephone No. Telex or By

Cable address (Signature and title of person---Hauthotized to.8ign)

CONTRACTACCEPTED BY CENTRAL TRUST OF CHINA DATE1. Accepted as to items numbered:

Total Price CENTRAL TRUST OF CHINA2. Shipment on or before DPOCUREMENT DEPARTMENT

to

3. Inspection by

4. Markings to include " IBRp Loan 691-CHA & MO/PU"in addition to those required in Article 13 MANAGERof attached Conditions.

5. "On deck" B/L acceptable. Transhipment allowed.6. Partial shipments allowed, but not more than shipments.

ANNEX 13-H-(ii)

Sample Bid Contract or Order Form

TENDER F

Project Reference NumberDUE

(Time/Date)

Principal Secretary THE CROWN AGENTSAuthy. to Minister of for Overseas GovernmentsEducation - letter and Administratorsdd. 9.9.71 Ref ED IDA

TEN/1/85 4 MILLBANK, LONDON, S.W.1A/C 822477Dept. Education Telegrams: "Crown, London SWI

Telephone: 01-222-7730Telex No. 916205

We hereby undertake to supply the articles detailed below to the order ofthe Crown Agents acting as the duly authorised agents of the Government ofUnited Republic of Tanzania on the terms given, in-accordance with theCrown Agents General Conditions of Contract, for use in connection with I.B.R.D.and I.D.A. Loans, April 1267 and such other conditions and requirements asmay be specified, and to deliver the articles in the manner specified withinthe period stated from the date of order.Signature Address

Dated this day of - 19

Tenderer's ref. Telephone No. Telex No.

The equipment detailed below is required under the Tanzania IDA EducationProject and your bids should be submitted in accordance with the specialinstiuctions in the invitation to bid.

Delivery is required urgently and suppliers will be required to stencileach package with references relevant to the fiial destination.

Bid totals are to be inserted in the spaces provided below and a shippingspecification must accompany each bid.

Delivery Period(s) GRAND TOTALS

(Carried Forward From Attached Lists)

EX WORKS

FOB PORT OF

CIF Dar Es SalaamChecked & Issued

For use in Crown Agents OfficeNotes to Firm

Date of Order DistributedDelivery dateCopy to: -

Notes to "S" DC. NDC.

A.O.P. Address

Notes to Inspector

Sample Tender Registration Notice ANNEX 13-I-(i)

Page 1

Government ofInternational Competitive Bidding

forSchool Furniture, Equipment and Materials

(Registration of Suppliers/Manufacturers/Firms)

1. The Government of . . . . . . . . . . has received a loan/credit

from the International Bank for Reconstruction and Development/International

Development Association towards an education program, and included as part of

the program is procurement of furniture, equipment ana materials for: . . . .

Secondary Schools; . . . . Post-Secondary Agricultural and Technical Schools;

. . . . Primary and Secondary Teacher Training Schools, etc. The value of

furniture, equipment and materials for procurement is estimated at about

US$ .million. The goods required will be for teaching and learning of:

science, industrial arts, home economics, industrial engineering, agriculture,

commerce, etc., and for administration of the schools.

2. The proposed bid will be in phases during the period 197. to

197., and the exact bid opening and closing dates will be announced to regis-

tered firms at a later date.

3. Firms from member countries of the International Bank for Recon-

struction and Development and Switzerland interested in participating in the

proposed bid are invited to register their interest and to provide the infor-

mation requested in the Application Form for Registration which may be obtained

from:

Address and Telephone No.of Ministry/Project Office

4. The Application Form for Registration may be personally deposited

at the above-mentioned office or mailed so as to reach this office by (date &

month), 197.. Bidders that have not submitted the registration form by the

said date will be required to complete it at the time of submission of bids.

ANNEX 13-I-(i)

Sample Tender Registration Notice Page 2

Government ofInternational. Competitive Bidding

forSchool Furniture, Equipment and Materials

Application for Registration

Provide the following information:

1. Name of Firm:

2. Address of Firm:

3. Nationality:

4. Country where registered:

5. Character of Firm (e.g. Supplier, Manufacturer, Agent, etc.)

6. List of major products or supplies

to be offered:

7. Have you dealt with (e.g. Ministry of Education)

or other agency of the Government' Yes_ No

If answer is yes then list (use attachment if necessary)

(a) Name of Purchaser(s)

(b) Amount of Contract(s)

(c) Date(s) Supplied

8. Have you supplied and serviced any of your products in other countries

than your own? If answer is no to question 7, please list such countries.

I/we hereby state that all the above descriptions are true and correct,.

Signature of Applicant

Sample Tender Registration Notice Annex 13-I-(ii)Page 1

MINISTRY OF EDUCATION & FINE ARTSIMPERIAL ETHIOPIAN GOVERNMENT

Establishment of Tender Lists for Furniture and Equipment

The Ministry of Education & Fine Arts of the Imperial Ethiopian Government, with fi-nancial assistance from the International Development Association, is embarking on aprogram of educational expansion in the areas of Secondary and Teacher Education whichincludes, as a first phase, the construction, furnishing and equipping of a Teacher TrainingComplex which is to be completed by December 1972. The Complex is to be located inBahr Dar, 580 kilometers from Addis Ababa, reached by an all-weather gravel road. Thefurniture cost component is tentatively estimated at U.S.$80,000.00 and the value of theinstructional equipment required is tentatively estimated at U.S.$200,000.00. Supplies re-quired could be categorized as follows:

Category I - Furniture: including furniture for classroom, laboratory, office, din-ing room and dormitory, normally used in school establishments.

2 - Science instructional equipment.3 - Home Economics instructional equipment.4 - Geography instructional equipment,5 - Arts & Crafts instructional equipment.6 - English language instructional equipment.7 - History instructional equipment.8 - Physical education instructional equipment.9 - School Clinic equipment.

10 - Equipment for school Book Binding section.11 - School Office equipment.

Manufacturers and suppliers from member-countries of the World Bank and Switzer-land who are interested in being included in the tender lists for supplying the aboveshould communicate such interest to:

The Project Manager,Construction & Maintenance Department,Ministry of Education & Fine Arts,P.O. Box 40036,Addis Ababa (Ethiopia)

by 30th November 1971.

For the purposes of establishing the Tender Lists, interested firms should provide par-ticulars concerning:

(a) their experience in such work together with details ahd values of supplies theyhave recently made to educational institutions

(b) information on their financial position with Bank reference;(c)' their capabilities and work capacity in terms of personnel, plant and equipment;(d) the length of time they would normally take to ship out goods to Ethiopia;(e) country where they are registered;(f) the category (or categories) under which they should be placed on the Tender

Lists.

Failure to give information regarding the above items could be sufficient grounds for ex-clusion from the Tender Lists.

MINISTRY OF EDUCATION & FINE ARTSIMPERIAL ETHIOPIAN GOVERNMENT

Sample Tender Registration Notice Annex 13-1-ii)Sampe TederPage 1

GOVERNMENT OF THE KINGDOM OF THAILANDMINISTRY OF EDUCATION

Registration for Mailing List of Biddersfor Equipment

The Royal Government of Thailand, with financial assistance from the InternationalDevelopment Association is undertaking an educational project which includes the equip-ping of (i) ten new teacher training colleges, (ii) a curriculum development center, (iii) theextensions to 32 rural secondary schools, and (iv) the expansion of the faculty of science atSongkhla University.

The total value of equipment-requirements is tentatively estimated at Baht 123 million.Of this sum 92 million Baht is for science, workshop, business education, agriculture,audio visual, music and other equipment for the new teacher training colleges, and the sec-ondary schools; 10 million Baht is for audio visual, electronic, library, computing, kitchenand other equipment for the curriculum development center; and 21 million for specialistphysics, biology, electronics, and other science equipment as well as audio visual, languagelaboratory, and miscellaneous equipment needed by the Faculty of Science at Prince ofSongkhla University. Further details of the types of equipment to be procured can be pro-vided on request.

The value of equipment procurement covered by individual bids is likely to vary fromless than 500,000 Baht to up to 10 million Baht. The calling of individual equipment bidswill be phased from December 1973 to the beginning of 1976. Equipment is expected to bedelivered to the Ministry of Education warehouse in Bangkok.

Equipment Manufacturers and/or suppliers from member countries of the InternationalDevelopment Association (IDA) and Switzerland who wish to participate in equipmentbidding are invited to apply for registration on the mailing list for bid documents by writ-ing to:-

The IDA Project DirectorMinistry of EducationBangkok, Thailand

A registration form No. 002 will be sent upon receipt of written request.

The Royal Thai Government does not bind itself to accept any of the applications re-ceived.

Interested firms are advised that they will be required to submit with each bid a bid bonddeposit equivalent to 5% of the tendered sum in the form of a certified or cashier's checkwhich will be refunded three months after the opening of the bid or after acceptance ofthe bid.

August, 1973

Annex 13-I-(iv)Page 1

Sample Tender Registration Notice

GOVERNMENT OF THE KINGDOM OF THAILANDDEVELOPMENT OF KASETSART UNIVERSITY

Registration for Mailing List of Biddersfor Equipment

The Government of the Kingdom of Thailand, with financial assistance from the Inter-national Bank for Reconstruction and Development, is undertaking an expansion of agri-cultural training through the development of Kasetsart University at its Bangkhen campusand at a new second campus being constructed at Kampaaengsaen. The total value ofeducational equipment to be purchased for the Faculties of Agriculture, Engineering,Veterinary Science, Forestry, Fisheries, Science, Economic and Business Administrationand Education, and of administrative office, canteen and kitchen equipment, is tentativelyestimated at Baht 133 million.

Manufactures and/or suppliers from World Bank member countries and Switzerlandwho wish to be placed on the mailing list for bid documents should apply to:

KU-IBRD Project DirectorKasetsart UniversityBangkok 9THAILAND

for the registration forms.

ANNEX 13-I- (v)

Sample Tender Registration Notice Page 1

GOVERNMENT OF THE REPUBLIC OF SINGAPORE

DEVELOPMENT OF THE UNIVERSITY OF SINGAPORE AT KENT RIDGE

REGISTRATION OF MAILING LIST OF BIDDERS

FOR EDUCATIONAL EQUIPMENT & FURNITURE

The Government of the Republic of Singapore, with assistance fromthe International Bank for Reconstruction and Development, has embaredon a programme of relocating the University of Singapore to an integratedCampus at Kent Ridge. The approximate total amount of loan earmarked forthe purpose of educational equipment and furniture is around $6/- millionSingapore Dollars. This amount shall be used to establish teaching lab-oratories, workshops and furnishing Halls of Residence, Staff rooms, tuto-rial and seminar rooms & c. It is expected that the first bid for equip-ment shall begin in June 1973 and shall be divided in various groupings forbiddings right up to the beginning of 1976. Roughly biddings may be madeunder the following groupings:-

Solid Mechanics

Fluid Mechanics

Energy Conversion

Metallurgy & Ceramics

Manufacturing Processes

Civil Engineering

Electrical Engineering

System & Industrial Engineering

Mechanical Engineering

Environmental Engineering

Kitchen Equipment

Steel & Wooden Furniture

Manufacturers and/or agents wishing to participate in future bids areinvited to apply for registration in.our mailing list for future bids bywriting to:-

The Director,University of Singapore Development Unit,Kent Ridge, Off South Buona Vista Road,Singapore 5.

A registration form No. 001 will be sent upon receipt of written request.

Response to this letter is requested by 30th January 1973. All inquiriesshould also be addressed to the Director.

ANNEX 13-1- (v)Page 2

Form 001 - Effective EQUIPMENT & FURNITURE PROCUREMENT OFFICIAL USE ONLYNovember 1972. Prescribedby Equipment Procurement REGISTRATIONSect., USDU BIDDER'S MAILING LIST APPLICATION NUMBER:

All Answers should be Typed or Printed

To: Date of ApplicationProcurement Officer,Equipment Procurement Section, U.S.D.U.,University of Singapore Development Unit,Kent RAdge, Off South Buona Vista Road,Singapore 5. Tel: 636911 Ext. 13

1. Name of Applicant 2. Address to -which Tenders are to be sent

3. Address of Main Business Office 4. Number of years in present business

5. Type of Organization 6. In which country is yourbusiness registered. Please

sole Partnership Limited give business registrationproprietorshi number, date and registered

address.

7. Names of Officers, Members or Owners of Concern. Partnership, etc.

(a) President (b) Vice President

(c) Secretary (d) Treasurer

(e) Owners or Partners

8. Affiliated Concerns (Name, Location and in detail, controlling interest in each)

9. Persons or concerns authorized to sign bids and contracts in your Name(If agent, so specify)

NAME OFFICAL CAPACITY

ANNEX 13-I- (v)Page 3

Persons to contact on matters concerning bids and contracts (If agent, so specify)

NAME OFFICIAL CAPACITY TELEPHONE NO:

11. Indicate below classes of equipment, supplies, material, and/or services on whichyou desire to bid (insert an x against appropriate classification)

DYNAMICS LABORATORY EQUIPMENT

STRENGTH LABORATORY EQUIPMENT

STRESS ANALYSIS EQUIPMENT

WIND TUNNEL & ASSOCIATED EQUIPMENT

HEAT TRANSFER LABORATORY EQUIPMENT

1= ACCOUSTIC LABORATORY EQUIPMENT

F 1 HYDRAULIC LABORATORY EQUIPMENT

ELECTRICAL MACHINE LABORATORY EQUIPMENT

ENERGY CONVERSION LABORATORY EQUIPMENT (MECHANICAL)

METALLURGY & CERAMICS LABORATORY EQUIPMENT

ED POLYMER LABORATORY EQUIPENT

El RADIATION LABORATORY EQUIPMENT

WORKSHOPS (MECHANICAL & PRODUCTION)

SURVEY LABORATORY EQUIPMENT (CIVIL)

HYDROLOGY LABORATORY EQUIPMENT (CIVIL)

STRUCTURE/CONCRETE LABORATORY EQUIPMENT

HIGHWAY ENGINEERING LABORATORY EQUIPMENT

SOIL MECHANICS LABORATORY EQUIPMENT

El] POWER SYSTEM LABORATORY EQUIPMENT

El DIGITAL ELECTRONICS LABORATORY EQUIPMENT

ANNEX 13-1- (v)Page 4

COMMUNICATION LABORATORY EQUIPMENT

ELECTRONICS LABORATORY EQUIPMENT

HIGH FREQUENCY LABORATORY EQUIPMENT

MICROWAVE LABORATORY EQUIPMENT

APPLIED OPTICS LABORATORY EQUIPMENT

CONTROL ENGINEERING LABORATORY EQUIPMENT

SYSTEM ENGINEERING LABORATORY EQUIPMENT(COMPUTERS, CALCULATORS & d)

HYBRID COMPUTER (PERIPHERAL EQUIPMENT)

REFRIGERATION & AIR CONDITIONING LABORATORY EQUIPMENT

COASTAL ENGINEERING LABORATORY EQUIPMENT

VISUAL AID EQUIPMENT (PROJECTORS, MOVIE CAMERAS,PHOTOCOPIERS, & c)

SUPPLIES OF ELECTRONIC COMPONENTS

DIGITAL COMPUTERS (HARDWARES & SOFTWARES)

KITCHEN EQUIPMENT FOR HALLS OF RESIDENCES

STEEL & WOODEN FURNITURE FOR LABORATORIES & STAFF ROOMS

Items not covered by the above classification but connected with tertiary educationrequirement. Please insert your own descriptions:-

12. Classification: Insert an I within the box against the classification whichdescribes your business activities.

(A) Manufacturer (C) Non-exclusive agent

(B) Sole agenty (D) Service establishment

ANNEX 13-I- (v)Page 5

13. Number of Persons 14. Floor space (Sq. feet) 15. Net worthnow employed:

Manufacturing Warehouse Date Amount

16. Financial Standing

(a) Name of Banker(s)

(b) Are you prepared to raise your own irrevocable letter of credit for ordersplaced

YES NO

(c) If your answer in (b) is NO please give reasons

(d) What is your total annual business .turnover $_.

17. Previous Experience:

Name three sizeable awaipment supply contracts or sales undertakenby your company in the past 24 months:-

No. Name of Buyer Brief Description of Total PriceEquipment Supplied

(1 )

(2)

(3)

18. I certify that the information supplied herein (including all pages attached) iscorrect and that neither the applicant nor any person (or concern) in anyconnection with the applicant as a principal or officer, so far as is known,is now debarred or otherwise declared ineligible by any agency of the Govern-ment from bidding for furnishing materials, supplieds or services to theGovernment or any agency thereof.

Signature of person authorized to sign this application:

19. Name and title of person-signing (Please type or print)

Sample Invitation to Bid Annex 13-J-(i)Page 1

IMPERIAL ETHIOPIAN GOVERNMENTMINISTRY OF EDUCATION AND FINE ARTS

Invitation to Bid

1. The Ministry of Education and Fine Arts of the Imperial Ethiopian Government,with financial credit from the International Development Association is embarking ona program of educational expansion. For the first phase of the program the Ministryproposes to procure:

(a) Certain number of motor vehicles,(b) Certain office and drawing equipment, and(c) Hand tools for building maintenance.

2. The Ministry invites international tenders from member countries of the World Bankand Switzerland.

3. For the supply of vehicles only the tenders that offer vehicles for which garage, spareparts and service facilities that are readily available in Ethiopia will be considered.

4. Enquiries regarding the bid may be obtained from:

Construction & Maintenance DepartmentMinistry of Education & Fine ArtsP.O. Box 40036Addis Ababa, EthiopiaTele. 50970

5. Tender documents may be obtained from: Purchasing and Supplies Division, Ministryof Education and Fine Arts, P.O. Box 1367, Addis Ababa, during office hours upon apayment of non-refundable amount of .......... from (local date).

6. Suppliers requiring the tender documents by post must send a sum of ..... along withtheir request for the document. This amount will include dispatch of the document byAirmail.

7. Bids must be submitted in a sealed envelope bearing the marking "Tender for thesupply of vehicles, office equipment, etc." The bids may be personally deposited withPurchasing and Supplies Division of the Ministry of Education, or mailed to the sameDivision so as to reach them by (local time and date).

8. The envelopes so deposited or mailed and received will be publicly read at the Minis-try of Education & Fine Arts, Addis Ababa at (local time) on (date).

9. A security in the form of a Bid Bond equal to-% of the offered price is required withthe bid, according to Instructions to Bidders in the bid document.

10. Bids should be submitted in the prescribed bid forms only and in accordance with theinstruction to bidders in the tender documents.

11. The Ministry of Education and Fine Arts reserves the right to reject any or all bids.

14.00

FINANCIAL ARRANGEMENTSAND

LOAN/CREDITWITHDRAWAL PROCEDURES

No. 14.00Page 1

14.00 FINANCIAL ARRANGEMENTS ANDLOAN/CREDIT WITHDRAWAL PROCEDURES

Government Budgetary Allocations

14.01 The amount of a loan/credit awarded by the Bank/IDA is equivalent to the pro-portion of the appraisal estimate of total project costs indicated by the Project AppraisalReport (Section 2.00). All project costs not covered by the Loan/Credit-or throughgrants/loans from other sources-are to be borne by the Government, including anyamounts by which project expenditures may exceed the appraisal estimate of total costs.14.02 In addition, the Government must generally arrange initial payment of certaintypes of expenditure which are eligible for financing under the Loan/Credit by reimburse-ment only after the expenditures have been met. For instance, the Bank/IDA share ofconstruction costs, involving local currency expenditures, can usually be reimbursed onlyon evidence of payment having been made to building contractors.

14.03 The timely availability of local funds is, consequently, an important factor in theproject implementation process. Timely forecasting of anticipated expenditures is essentialfor ensuring adequate local budgetary appropriations.

Withdrawal of Loan/Credit Proceeds

14.04 The proceeds of a loan/credit may be used only for the purpose for which it wasmade and only to finance goods and services suitable for it. A borrower is permitted towithdraw funds from loan/credit proce6ds only to meet expenses in connection with theproject as they are actually incurred.

14.05 When a loan/credit agreement becomes effective, the full amount of the Loan/Credit is credited to a Loan/Credit Account and made available for disbursement. Fundsmay be withdrawn from this Account only after the Bank/IDA has approved a formal ap-plication submitted by the Borrower in accordance with the terms of the Loan/CreditAgreement (Section 2.00)-and particularly the schedule in the Agreement covering the"Withdrawal of the Proceeds of the Loan (or Credit)."

14.06 The booklet, "Guidelines for Withdrawal of Proceeds of World Bank Loans andIDA Credits"- of which a-copy is attached under Annex 14-A-describes withdrawal anddisbursement procedures applicable to the great majority of loans/credits made by theBank/IDA, but they may not be applicable to all. There are four alternative procedures,from which one or more may be selected, as appropriate, for the expenditure categorieslisted in the Loan/Credit Agreement withdrawal schedule:

(a) Procedure, I-whereby the Borrower, having made payment from his ownresources, applies to the Bank/IDA for reimbursement against evidence of pay-ment.

(b) Procedure III- whereby the Borrower requests the Bank/IDA to make paymentdirect to a supplier, on the Borrower's behalf against evidence or certification thatthe work has been performed or the goods have been supplied and that paymentis due.

(c) Procedure V is used when the Borrower is unable to purchase goods withoutopening a letter of credit in favor of the supplier and the commercial bank in thesupplier's country will not confirm the credit without some security. If the Bank/IDA is satisfied that a transaction will not go forward without its guarantee, then itagrees to reimburse the paying bank for any payments made under the letter of

No. 14.00Page 2

credit. The Borrower requiring such a guarantee presents to the Bank/IDA a for-

mal application irrevocably authorizing and requesting the Bank/IDA to reim-

burse the commercial bank concerned fdr payments made by it under the letter of

credit. An additional commitment charge is made for this irrevocable guarantee.

As payments are made under the letter of credit, the commercial bank submits a

"Report of Payment" directly to the Bank/IDA. The Bank/IDA reimburses the

commercial bank directly and advises the Borrower accordingly. The Bank/IDA is

under no obligation to issue such an agreement to reimburse commercial banks

and considers the circumstances carefully before agreeing to do so.

(d) Procedure VI is the same as Procedure V except that the Bank/IDA gives the

commercial bank a "qualified" guarantee, i.e., the Bank/IDA retains the right to

cancel the guarantee if the Loan/Credit is suspended or cancelled. No additional

commitment charge is made under this procedure.

14.07 As soon as practicable after a loan/credit has been signed, the Bank/IDA sends

the Borrower a "Disbursement Letter" confirming the disbursement procedures to be

used to withdraw funds from the Loan/Credit Account, as agreed between the Bank/IDA

and the Borrower's representatives during negotiation of the Loan/Credit. Instructions for

the preparation of applications for withdrawal of loan/credit funds under each of the pro-

cedures to be used, together with copies of the appropriate withdrawal application forms,

are forwarded with the disbursement letter. A sample of a typical disbursement letter is

provided under Annex 14-B. Copies of withdrawal application forms, attendant summary

sheets and instructions for preparing them are attached under Annexes 14-C, 14-D, 14-E

and 14-F.

14.08 Withdrawal applications include certification by the Borrower that the goods and

services covered by the expenditures concerned are appropriate, that they originated in a

member country of the Bank/IDA or in Switzerland, that the costs are reasonable and that

there is no existing default under the terms of the Loan/Credit Agreement.

Financial Control

14.09 The project unit-or the permanent department assigned project. management

responsibilities- is responsible for the financial control of the project and for establishing

and maintaining a suitable accounting system for the purpose, with adequate records and

processes for the technical and operational aspects of accounting control.

14.10 For carrying out this task, it is essential that financial accounts and records are

kept for each disbursement category in the withdrawal schedule of the loan/credit agree-

ment, and also on a project item basis, to facilitate withdrawals from the loan/credit ac-

count and for cost control and monitoring purposes. For example, expenditures for civil

works, imported equipment and furniture, locally manufactured equipment and fur-

niture-and, if possible, also those for professional fees, specialists' services, etc.-should

be separately recorded and identifiable under the account head for each project item (i.e.,

each school or other institution, etc.). Such a bookkeeping system will also be invaluable

for future planning and costing of educational development and investment.

14.11 The financial control function of the project management team includes respon-

sibility for the arrangements- and the financial forecasting (para. 14.03)- required to meet

all expenditures of project implementation and to obtain disbursement or reimbursement

from the Loan/Credit Account. Procedures must be established with the Government's fi-

nancial or budgetary authorities to ensure timely allocation of funds, and for the clearance

and submission of applications for withdrawal from the Loan/Credit Account prepared by

the Project Accountant.

Annex 14-APage 1

GUIDELINES FOR WITHDRAWAL OF PROCEEDS OFWORLD BANK LOANS AND IDA CREDITS

(Insert Copy)

ANNEX 14-BPage I

INTERNATIONAL BANK FOR RECONSTRUCTION AND DEVELOPMENT

C.& .AJ..o INTW&IIRAD Ii&INTERNATIONAL DEVELOPMENTASSOCIATION

Cal. Add-. -INDE VAS

1818 H Street,N.W, Washington, D. C. 20433, U.S.A.A-. Co.202 * Telphon - EXAuly 9*6360

Date:

LRe:

Gentlemen:

Now that the Development Credit Agreement and the Loan Agreementhave been signed, we are writing to you concerning the procedures tobe used to withdraw funds from the Credit and the Loan Account.

We are enclosing a copy of our booklet entitled "Guidelines forWithdrawal of Proceeds of World Bank Loans and IDA Credits" and a setof our Procedures which should be used in accordance with the detailsgiven in the Annex to this letter.

Section 5.04 of the General Conditions Applicable to DevelopmentCredit Agreements requires that before withdrawals can commence, wemust receive evidence of the authority of the person or persons authorizedto sign withdrawal applications under the Credit together with authenticatedspecimen signature of each person. To avoid possible delay in disbursementafter the Credit becomes effective, it is requested that this evidence befurnished to the Association as soon as possible.

A copy of this letter is being sent to the Secretary of Financed forinformation.

If you have any questions relating to our disbursement procedures,please do not hesitate to write to us.

Very truly yours,

Disbursements Division

Enclosure

Loan No. ANNEX 14-B

Page 2

Instructions for Withdrawal of Proceeds

(Also see Schedule 1 of the Loan Agreement)

% of expenditures ProcedureCategory DescriDtion to be financed (1) to be used (2)

I Civil works 30% of total Procedure IexDenditures Forms I and I3

II (3) Equipment andFurniture

(a) Directly 100% of foreign Any of Procedue:imported expenditures I, 'III, V or 7

(b) Manufactured 100% of. local Procedure Ilocally expenditures Forms I and IA

(c) Imported and 70% of total Procedure-Iprocured locally expenditures Forms I and I3

III (4) Consulting services 100% of foreign Either Procedureexpenditures I or III

IV Interest and othercharges on the Loanaccrued on or before (See Note 5)August 31, 1975

NOTES:

(1) All withdrawal applications to be submitted in the currency or currencies clai edby the supplier, contractor, or in local currency against certified statement ofwork performed by the executing agency.

(Local currency) will be acquired from (Central Bank) with a currency or curren:e=available to the Bank at the time of disbursement.

(2) Procedure I - Application -for Reimbursement; Procedure V - Application for

Irrevocable Agreement 'toProcedure III - Application for Direct Payment.; Procedure VI - Application for

Qualified Agreement to

(3) In accordance. with 'Schedule 1, Paragraph 3.-(c) of the Loan Agreement, no withdrazshould be made for expenditures relating to the educational television unit untilthe obligations specified under Section 4.08 of the Loan Agreement have been carr:= :

(4) Payments made prior to the date of the Loan Agreement, but after January 1, 1972,in an aggregate amount not exceeding US $ 30,000 equivalent are eligible forreimbursement under Category III.

(5) In accordance with Section 2.02(b) of the Loan Agreement the Bank will, on behalfthe Borrower, withdraw from the Loan Account and pay to itself any interest and czhercharges on the Loan accrued on or before August 31, 1975. A notification to thiseffect, stating the exact amount charged to the Loan Account, will be sent toshortly after each due date.

ANNEX 14-C

Procedure I .age 19/71

INTERNATIONAL BANK FOR RECONSTRUCTION AND DEVELOPMENT

INSTRUCTIONS FOR THE PREPARATION OF AN APPLICATION FOR REIMBURSEMENT

The Guidelines for Withdrawal of Proceeds of World Bank Loans andIDA Credits - Application for Reimbursement, Item 5, Page 3, should beread in conjunction with the following instructions.

A. Authorized Signature

Before withdrawals from the Loan Account can commence, the IBRD mustreceive from the Borrower evidence of the authority of the person orpersons who will sign withdrawal applications, together withauthenticated specimen signature or signatures.

B. Reimbursement

Application

1. The formal application shall be submitted in duplicate (sampleattached hereto) in the English language after both copies havebeen signed by the authorized representative (or representatives)of the Borrower.

2. A separate application should be submitted for each currency forwhich payment is requested.

3. Each item for which payment is requested should be related to theappropriate category in the Schedule of Withdrawal of the Proceedsof the Loan.

4. Applications should be submitted by the Borrower promptly afterpayment for the goods or services has been made.

5. Payment instructions on the application should show the completename and address of the payee and should include, when necessaryfor proper credit, identifying references such as invoice, purchaseorder or contract numbers.

Summary Sheet

1. One or more summary sheets on which individual items are to be listedon Form 1A, lB and 1C (samples attached hereto) shall be submitted induplicate and both copies shall be signed by the authorized representative(or representatives)of the Borrower.

Form 1A - Submitted when the Borrower has made payment to a contractoror supplier and requests reimbursement for the full amountexpended.

Form lB - Submitted only in cases where under the terms of the LoanAgreement the Borrower will receive a percentage Qf theamount expended.

ANNEX 14-CPage 2

Form 1C - Submitted only in cases where it has been agreed betweenthe Bank and the Borrower that due to the nature of thework done, normal documentation is impractical.

C. Documentation

1. Only one copy of the documents outlined in the Guidelines forWithdrawal of Proceeds of World Bank Loans and IDA Credits,Item 5, Page 3, is required.

2. If shipment has not been made at the time the application issubmitted or if the application relates to a down or progresspayment on a contract, evidence of shipment should be furnishedto the IBRD as soon as possible after shipment, under cover ofForm D (attached). This evidence of shipment should be accompaniedby a copy of the supplier's final invoice in cases where theapplication relates to a down or progress payment.

3. If the withdrawal is to reimburse the Borrower for a down orprogress payment, a copy of,the contract or purchase order isrequired. It is,"of course, only necessary to submit thisdocument once. If payment has been made on a contract on thebasis of work performed, in addition to a copy of the contract,the Borrower should furnish an engineer's certificate or progressreport showing that the payment was due. -

4. Claims for payment 'of freight, insurance and other importingexpenses should be presented in a manner which will enable theIBRD to relate each item to the specific goods being financed byIBRD.

5. Commercial Bank's Report of Payment, Form 1-1 (a copy attachedhereto) may be used when payment has been made under a commerciallett,, of credit.

D. Numbering System

1. Applications for the withdrawals of funds from the Loan Accountshould be numbered consecutively, commencing with the number one.

2. Summary sheets in an application should be numbered consecutively;

the first sheet in each application should be number one.

3. The items listed on each summary sheet should be numberedconsecutively; the first item on each summary sheet should benumber one.

4. The voucher numbering system in use in the IBRD is based on these

three factors. Each voucher number has three components:

Application Summary Sheet Item Number

1 1 13 10 5

These are written 1-1-1; 3-10-5, etc.

ANNEX 14-CPage 3

Form 1 - 1Serial No.

BANK'S REPORT OF PAYMENT

(Name of Commercial Bank)

Date of Payment

License No.

IBRD Loan No.

To:(Name of Borrower or Borrower's Representative)

(Address)

We report having paid the sum of

to

(Name of supplier)

(Address of supplier)under L/C No. established by

(Name and address of correspondent bank)for account of

(Name and address of buyer)Our payment commission amounts to $

Payment was effected against delive y of the documents as specified inand in accordance with the terms and conditions of the Letter cf Creditmentioned above evidencing shipment of

(General description of the merchandise including the quantity, etc.)

Per S. S. or R. R.

from to

(Point of shipment) (Destination)

or storage or manufacture of the goods described at _

The documents have been disposed of as followsz

Ocean documents have been forwarded to our above mentioned correspondent

bank,

The Railroad bill of lading, warehouse receipt or certificate of

manufacture have been

Copy of the supplier's invoice is attached.

Yours very truly,

(Authorized Signature)

Procedure I ANNEX 14-CForm 1 Page 4

9/71

To: International Bank for Reconstruction Dateand Development

1818 H Street, N. W. Loan No.

Washington, D. C. 20433Application Serial No.

Attention: Disbursements Division

APPLICATION FOR REIMBURSEMENT

Pursuant to the Loan Agreement dated between

the International Bank for Reconstruction and Development (hereinafter calledthe Bank) and the undersigned ._,

the undersigned hereby certifies and agrees as follows:

1. The undersigned hereby applies for withdrawal from the Loan*Accountopened under said Loan Agreement of the sum of ;

2. Said amount is required to reimburse the undersigned for expendituresmade in'said currency as described in the attached summary sheet(s)which forms an integral part of this application;

3. The undersigned has not heretofore withdrawn from said Loan Account orapplied for the withdrawal from said Loan Account of any amounts forthe purpose of reimbursing the undersigned for or meeting suchexpenditures, and the undersigned has not obtained and will not obtainfunds for such purpose out of the proceeds of any-other loan, credit orgrant available to the undersigned, other than such short-term loans orcredits (if any) established in anticipation of the withdrawal appliedfor herein and to be repaid pro tanto with the funds withdrawn hereunder,as are described in the attached summary sheet(s);

4. Such expenditures were made for the purposes specified in said LoanAgreement; the goods and services so purchased are appropriate forsuch purposes; the cost and terms of purchase thereof are reasonable;and the undersigned hereby certifies that none of the expenditures weremade in the territories of any country, other than Switzerland, which isnot a member of the Bank, or for goods produced in (including servicessupplied from) such territories;

5. At the date of this application there is no existing default under thesaid Loan Agreement; and, to the best of the undersigned's knowledgeand belief, of the Guarantor under the Guarantee Agreement (if any)referred to therein.

Please make payment as follows:

/ Check to the order of:

(Name of Payee)

(Address)

or

/ Deposit (Name of Depository Bank)

(Address)

For Account of (Name)

(Address)

This application consists of this page and signed and numbered summarysheets.

(Name of Borrower)

By:

(Authorized Representative)

Procedure 1Form 1A

SCHEDULE OF WITIDDRAWAL OF PROCEEDS 9/71CATEGORY REFERENCE

Date

Loan or Credit No.

Application Serial No.

Summary Sheet No.

1. 2. 3. 4. 5. 6. 7. 8. 9. 10.Sub-category Date and

Item Delivery or Other Goods or Contract Name and Address Date of Amount Nature ofNo. Date cf Reference to Service No. or of Supplier Payment Requested Payment RemarksGoods Detailed List Descripticn P.O. No. Made

By:__ _ _ _ _ _ _ _ _

(Authorized Representative) 0Z Z(DL

-I

Procedure 1Forn lB9/71

SCHEDULE OF-WITHDRAWAL OF PROCEEDSCATEGORY REFERENCE Date

Loan or Credit No.Application 'Serial No.Summary Sheet No. -

1 2 3 4 5 6 7 8 9

Item DescriCption of Period Relating ontract N e and Address Date of 100% of Amounts 0 of

No. Expenditures to Works No. or f Contractor Payment paid to the Col 7 (Amount Remarks

O. o Contractors Requested)P.O. No. _ _ __ _ _ __ _ _

By: _ _ _ _ _ _ _

(Authorized Representative) OQ z

o\

.1

Procedure 1Form 109/71

STATEMENT OF EKPENDITURES FROM to.

PROJECT DateLoan or Credit No.

Reporting Period to Application Serial No.(Expressed in )

1. 2. 3 . 4. 6. 7. 8.

Category of the Expenditures .from Expenditures Expenditures to Amount Eligible Amount Amount

Schedule of during End of Reporting for Withdrawal Previously Requested underWithdrawal of to beginning of Reporting Period _ of Column- Withdrawn this Applicatior REMARKS

Proceeds Reporting Period Period (Columns 2+3) No. 4

By:

(Authorized Representative)

ANNEX 14-CForm D Page 89/71

Date

Loan No.

International Bank for Reconstructionand Development

1818 H Street, N.W.Washington, D.C. 20433

Attention: Disbursements Division

Gentlemen:

We attach hereto missing documents as referred to in the following

Application(s):

Description andBorrower's Identifying Nos. of Date of Amount of

Application No. Enclosed Documents 'Payment Payment

Yours very truly,

(Borrower's Representative)

ANNEX 14-DProcedure III Page 1

4/74

INTERNATIONAL BANK FOR RECONSTRUCTION AND DEVELOPMENT

INSTRUCTIONS FOR THE.PREPARATION OF AN APPLICATION TO WITHDRAWFUNDS FOR PAYMENTS TO BE MADE FOR GOODS OR SERVICES

The Guidelines for Withdrawal of Proceeds of World Bank Loans andIDA Credits - Application to Enable Payment to be Made, Item 6, Page 5 -

should be read in conjunction with the following instructions.

A. Authorized Signature

Before withdrawals from the Loan Account can commence, the IBRD mustreceive from the Borrower evidence of the authority of the person orpersons who will sign withdrawal applications together with authenticatedspecimen signature or signatures.

B. -Application to Enable Payment to be Made

Application

1. The formal application shall be submitted in duplicate on Form 2(sample attached hereto) in the English language after both copieshave been signed by the authorized representative (or representatives)of the Borrower.

2. A separate application should be submitted for each currency for whichpayment is requested.

3. Each item for which payment is requested should be related to theappropriate category in the Schedule of Withdrawal of the Proceedsof the Loan.

4. Payment instructions on the application should .show the completename and address of the payee and should include, when necessaryfor proper credit, identifying references such as invoice, purchaseorder or contract numbers.

Summary Sheet

1. One or more summary sheets - either Form 2A or Form 2B as appropriate(sample attached hereto) - on which individual items are to be listed

shall be submitted in duplicate after both copies have been signed bythe authorized representative (or representatives) of the Borrower.

2. Only items relating to the same category in the Schedule of Withdrawalof Proceeds of the Loan are to be listed on one summary sheet.

3. Not more than ten items should be listed on one summary sheet.

4. The total of all items listed on each summary sheet should be shown.

ANNEX 14-DPage 2

5. Where, in connection' with the same category, there is more thanone item from the same supplier to be listed, all such itemsshould be grouped and listed consecutively.

C. Documentation

1. Only one copy of the documents outlined in the Guidelines forWithdrawal of Proceeds of World Bank Loans and IDA Credits,Item .6, Page 5, is required'.

2. If shipment has not been made at the time the application.issubmitted or if the application relates to a down or progresspayment on a contract, evidence of shipment should be furnishedto the IBRD as soon as possible after shipment, under cover ofForm D (sample attached hereto). This evidence of shipmentshould be accompanied by a copy of the supplier's final invoicein cases where the application relates to a down or progresspayment.

3. Claims for payment of freight, insurance and other importingexpenses should be presented in a manner which will enable theIBRD to relate each item to the specific goods being financedby the IBRD.

D. Ntub6ring System

1.'Applications for the withdrawals of funds from the Loan Accountshould be numbered consecutively, commencing with the number one.

2. Summary sheets in an application should be numbered consecutively;the first sheet in each application should be number one.

3. The items listed on each summary sheet should be numberedconsecutively; the first item on each summary sheet should be.number one.

4. The voucher numbering system in use in the -IBRD is based on thesethree factors. Each voucher number has three components:

Application Summary Sheet Item Number

1 1 13 10 5

These are written 1-1-1; 3-10-5, etc.

Procedure III ANNEX 14-DForm 2 Page 39/71

To: International Bank for Reconstruction Date

and Development1818 H Street, N.W. Loan No. *

Washington, D.C. 20433Application Serial No.

Attention: Disbursements Division

APPLICATION FOR PAYMENT TO BE MADE

Pursuant to the Loan Agreement dated between the

International Bank for Reconstruction and Development (hereinafter called the Bank)and the undersigned , the undersigned hereby

certifies and agrees as follows:

1. The undersigned hereby applies for withdrawal from the Loan Account opened undersaid Loan Agreement of the sum of

2. Said amount is required to enable the undersigned to meet expenditures to be made insaid currency as described in the attached summary sheet(s) which forms an integral partof this application;

3. The undersigned has not heretofore withdrawn from said Loan Account or applied for thewithdrawal from said Loan Account of any amounts for the purpose of reimbursing theundersigned for or meeting such expenditures, and the undersigned has not obtained and willnot obtain funds for such purpose out of the proceeds of any other loan, credit or grantavailable to the undersigned, other than such short-term loans or credits (if any)established in anticipation of the withdrawal appplied for herein and to be repaid pro tantowith the funds withdrawn hereunder, as are described in the attached summary sheet(s);

4. Such expenditures are to be made for the purposes specified in said Loan Agreement; thegoods and services so purchased are appropriate for such purposes; the cost and terms ofpurchase thereof are reasonable; and the undersigned hereby certifies that none of theexpenditures were made in the territories of any country, other than Switzerland, which is nota member of the Bank, or for goods produced in (including services supplied from) suchterritories;

5. At the date of this application there is no existing default under the said LoanAgreement; and, to the best of the undersigned's knowledge and belief, of the Guarantorunder the Guarantee Agreement (if any) referred to therein;

6. The undersigned will apply or cause to be applied the amount to be withdrawn fromsaid Loan Account under this application only to the payment when and as due of the cost ofsuch goods and services and, as promptly as possible thereafter, the undersigned will furnishthe Bank proof satisfactory to the Bank that such amount has been so applied;

7. Said amount will be applied to the payment of the cost of such goods and services underthe arrangements set forth in the attached summary sheet(s).

Please make payment as follows:

Check to the order of:

(Name of Payee)

(Address)

or

Deposit (Name of Depository Bank)

(Address)

For Account of (Name)

(Address)

This application consists of this page and'_ signed and numbered summary sheets.

CName of Borrower)

By:'(Authorized Representative)

Procedure IIIForm 2A9/71

SCHEDULE OF WITHDRAWAL OF PROCEEDSCATEGORY REFERENCE Date

Loan or Credit No.Application Serial No.Summary Sheet No.

1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

Estimated Sub-category or Goods or Date and Date of Nature ofItem Delivery Other Reference Service Contract Name and Address Payment Amount Payment RemarksNo. Date of to Detailed List Description No. or of Supplier Due Requested to be

Goods (if any) P.O. No. Made

By:Authorized Representative)

e aZ

cO

4_1 fr

Procedure 111Form 2B4/7

SCHEDULE OF WITHDRAWAL OF PROCEEDSCATEGORY REFERENCE Date

Loan or Credit No.Application Serial No.Sumary Sheet No.

1 2 3 4 5 6 7 8 9

Item Description of Period Relating Date and Name and Address Date of 100% of Amounts % ofNo. Expenditures to Works Contract of Contractor Payment paid to the Col T-(Amount Remarks

No. or Contractors Requested)P.O. No.

09 zBy: M M

(Authorized Representative) n

16

Form D ANNEX 14-D9/71 Page 6

Date

Loan No.

Internatio6al Bank'for Reconstructionand Development

1818 H Street, N.W.Washington, D.C. 20433

Attention: Disbursements Division

Gentlemen:

We attach hereto missing documents as referred to in the following

Application(s):

Description and

Borrower's Identifying Nos. of Date of Amount ofApplication*No. Enclosed Documents Payment PaYent

Yours very truly,

(Borrower's Representative)

ANNEX 14-EProcedure V Page 1

9/71

INTERNATIONAL BANK FOR RECONSTRUCTION AND DEVELOPMENT

INSTRUCTIONS FOR THE PREPARATION OF AN APPLICATION REQUESTINGTHE IRREVOCABLE AGREENENT OF THE IBRD TO REIMBURSE COMMERCIAL

BANKS-FOR PAYMENTS MADE UNDER LETTERS"OF CREDIT

The Guidelines for Withdrawal of Proceeds of World Bank Loans andIDA Credits - Application for Agreement to Reimburse, Item 7, Page 6 -should be read in conjunction with the following instructions.

A. Authorized Signature

Before withdrawals from the Loan Account can commence, the IBRD mustreceive from the Borrower evidence of the authority of the person orpersons who will sign withdrawal applications, together withauthenticated specimen signature or signatures.

B. Irrevocable Agteement to'Reimbutse

Application for Agreement

1. The formal application shall be submitted in duplicate on Form G.4(sample attached hereto) in the English language, after both copieshave been signed by the authorized representative (or representatives)of the Borrower.

2. One or more summary sheets Form G.4A (sample attached hereto) on whichindividual requests for "Agreements to Reimburse" are to be listedshall be submitted in duplicate after both copies have been signed bythe authorized representative (or representatives) of the Borrower.

3. The commercial bank's request for Agreement to Reimburse on one ofthe following forms (sample attached hereto):

Form G.1 - Negotiating Bank's Request for Agreement to Reimburse.

Form G.lA - aning Bank's Request.for Agreement to Reimburse.

4. After approval by the IBRD Form G.6 or G.6(L) " Agreement to Reimburse"(sample attached hereto) together with a copy of the proposed letter ofcredit is sent to the commercial bank in the supplier's country for theiracceptance and a copy is also sent to the Borrower.

5. Agreement to Reimburse issued in respect of non-dollar letters ofcredit contain the following clause:

"Provided, however, that we shall not be obligated tomake reimbursement to you in (Foreign Currency) in anaggregate amount which shall exceed the equivalent ofUS$ _ as determined by the IBRD when

reimbursements are made by it. We are required to make thisdollar limitation because the IBRD loan is denominated inU.S. dollars."

ANNEX 14-EPage 2

The reason for inserting this clause is that since a'loan is

normally denominated in dollars, it means that we can not

disburse in any currency or currencies amounts aggregating more

than the dollar equivalent of the loan and consequently, when

issuing our Agreement to Reimburse to a commercial bank under

a non-dollar letter of credit, we must limit.our liability by

inserting a dollar limitation clause. In the case of a loan

denominated in some other currency, e.g., pounds sterling or

deutsche mark, we would, of course, have to insert a similar

sterling or deutsche mark clause. In computing the dollar

limitation, the Bank usually uses the current rate for the

currency concerned with a margin to cover normal currency

fluctuations.

Application for Amendment

1. The commercial bank in the supplier's country will send to the

Borrower two copies of the proposed amendment with a request for

approval thereof by the IBRD on one of the following forms

(sample attached hereto):

Form G.2 - Negotiating Bank's Request for Approval of Amendment

of Letter of Credit.

Form G.2A - Opening Bank's Request for Approval of Amendment of

Letter of Credit

2. The Borrower will submit such request to the IBRD on Form G.5

"Borrower's Application for Approval of Amendment of Letter of

Credit" (sample attached hereto) together with the two copies of

the proposed amendment.

3. After approval by the IBRD, Form G.7 "Approval of Amendment of

Letter of Credit" (sample attached hereto) is sent to the

commercial bank together with one copy of the proposed amendment

and a copy is also sent to the Borrower.

C. Doc!mentation

1. Two copies of the letter of credit which the commercial bank

proposes to issue, advise or confirm.

2. A copy of the contract or purchase order in respect of which the

payment is to be made.

ANNEX 14-EPage 3

D. Reimbursement to Comm6rcial Bank

Upon receipt of Form G.3, "Bank's Report of Payment and Requestfor Reimbursement" (sample attached hereto), or cable advice wherethe commercial bank has agreed in writing that a tested cable inthe prescribed form will constitute a request for reimbursementof a payment under a letter of credit in accordance with its terms,the IBRD will effect payment to the commercial bank in the supplier'scountry, at the same time notifying the Borrower of the disbursement.

E. Numbering System

1. Each application requesting the irrevocable agreement of the IBRDto reimburse commercial banks for payments made under letters ofcredit is treated as an application for withdrawal under the IBRDloan. All applications for withdrawal under the IBRD loan shouldbe numbered consecutively, commencing with the number one.

2. Summary sheets in an application should be numbered consecutively;the first sheet in each application should be number one.

3. The items listed on each summary sheet should be numberedconsecutively; the first item on each summary sheet should benumber one.

4. The voucher numbering system in use in the IBRD is based on thesethree factors. Each voucher number has three components:

Application Summary Sheet Item Number

1 .1 13 10 5

These are written 1-1-1; 3-10-5, etc.

Procedure V ANNEX 14-E.Form.G.1 Page 49/71

'NEGOTIATING BANK'S REQUEST FOR AGREEMENT TO REIMBURSE

Date

Our Letter of Credit No. 'IBRD Loan-No.

To:

(Name of Borrower's Representative)

(Address)

Dear Sir:

We have been requested by

to a documentary Credit No.

(issue, advise or confirm)

for account of

in the amount of

in favor of(Name and Address of Supplier)

relating to(Description of Merchandise)

expiring on __.

We require an irrevocable agreement by the International Bank for

Reconstruction and Development to reimburse us for payments which shall be made

by us under said Letter of Credit. Upon receipt of such agreement in form

satisfactory to us we will said Letter of Credit.

(issue, advise or confirm)

We are enclosing herewith two copies of our proposed letter of credit

for submission to the International Bank for Reconstruction and Development.

Yours very truly,

(Negotiating Commercial Bank)

By:'

(Authorized Signature)

Procedure V ANNEX 14-EForm G.lA Page 59/71

.OPENING BANK'S REqUEST FOR AGREEMENT TO REINBURSE

Date

Our Letter of Credit No.IBRD Loan No.

To:

(Name of Borrower's Representative)

(Address)

Dear Sir:

We require aairrevocable agreement from the International Bank for

Reconstruction and Development to reimburse our correspondent:

(name of correspondent bank and city)

for payments which shall be made by them under the above referenced credit.

Upon receipt of such agreement in satisfactory form our correspondent

will such credit; our correspondent has already

(issue, advise or confirm)

been notified.

For the purpose of issuing the necessary irrevocable agreement, we are

enclosing herewith two copies of our proposed letter of credit for submission

to the International Bank for Reconstruction and Development.

Yours very truly,

(Opening Commercial Bank)

(Authorized Signature)

Copy to correspondent bank

Procedure V ANNEX 14-EForm G.2 Page 69/71

'NEGOTIATING BANK'S REQUEST FOR APPROVAL OFAMENDMENT 'OF 'LETTER 'OF 'CREDIT

Date

Our Letter of Credit No.'

IBRD Loan No.

(Name of Borrower's .Representative)

(Address)

Dear Sir:

We have been requested by

to amend the above specified letter of

credit as follows:

(Date and General Description of the Amendment)

In accordance with the Irrevocable Agreement to Reimburse No. of the

International Bank for Reconstruction and Development, we require the written

approval by said Bank before amending the same and therefore we enclose herewith

two copies of the proposed amendment for submission to said Bank.

Yours very truly,

(Negotiating Commercial Bank)

By:

(Authorized Signature)

Procedure V ANNEX 14-EForm G.2A Page 79/71

OPENING BANK'S REQUEST FOR APPROVAL OF AMENDMENT'OF LETTER'OF CREDIT

Date

Our Letter of Credit No.IBRD Loan No.

To:

(Name of Borrower's Representative)

(Address)

Gentlemen:

In accordance with the Irrevocable Agreement to Reimburse No. of

the International Bank for Reconstruction and Development, we enclose herewith

two copies of a proposed amendment to the above referenced credit and we require

from the International Bank for Reconstruction and Development a written approval

of said amendment to be sent to our correspondent bank:

(Name of correspondent bank and city)

This amendment has already been notified to our correspondent.

Yours very truly,

(Opening Commercial Bank)

(Authorized Signature)

Copy to correspondent bank

Procedure V ANNEX 14-EForm G.3 Page 89/71

BANK'S REPORT OF PAYMENT AND REQUEST FOR REIMBURSENENT

Date

Our Letter of Credit No.IBRD Loan No.'

To: International Bank for Reconstructionand Development

1818 H Street, N.W.Washington, D. C. 20433

Attention: Disbursements Division

We have paid on to or on the order of

(Date)

(Name and Address of Beneficiary)- under the above specified letter-of credit.

Such payment was made against delivery of documents specified in said letter ofcredit evidencing:

/1/ shipment of the merchandise specified below per R.R.from to; or

J shipment of said merchandise per S.S.

from to B/L No.

dated , or

/J storage.of said merchandise at ;-or

Brief Description of Merchandise

Said documents have been disposed of as follows:

Copy of the supplier's invoice is attached.

Such payment was made in accordance with the terms of said letter of credit as setforth in the copy thereof attached with your Agreement to Reimburse No. andamendments thereof, if any, approved in writing by you. We request reimbursement of the'above amount pursuant to said Agreement to Reimburse.

Yours very truly,

(Comaercial Bank)

By:

(Authorized Signature)

ANNEX 14-EProcedure V -Page 9General Conditions 9Form G.410/72

To: International Bank for Reconstruction Dateand Development Loan No.

1818 H Street, N.W. Application Serial No.Washington, D.C. 20433

Attention: Disbursements Division

BORROWER'S APPLICATION FOR AGREEMENT(S)TO REIMBURSE AND FOR WITHDRAWALS PURSUANT THERETO

Pursuant to the Loan Agreement dated between theInternational Bank for Reconstruction and Development (hereinafter called the Bank) and

(hereinafter called the Borrower)the Borrower hereby certifies and agrees as follows:

1. In accordance with the request(s) by (Commercial Bank)(hereinafter called the Commercial Bank) annexed to the attached summary sheet(s), theBorrower requests the Bank, pursuant to Section 5.02 of the General Conditions of the Bankapplicable to this Loan referred to in such Loan Agreement, to issue an Agreement to Reimbursethe Commercial Bank whereby the Bank shall agree, on such terms and conditions as it shalldeem appropriate, to reimburse the Commercial Bank for payments which shall be made by theCommercial Bank under each letter of credit specified in such summary sheet(s) as the sameshall be amended from time to time with the written approval of the Bank;

2. The Borrower hereby irrevocably authorizes and requests the Bank to pay to theCommercial Bank from time to time, as withdrawals from the Loan Account, such amounts asshall be requested by the Commercial Bank to reimburse it for payments which shall be madeby it under said letter(s) of credit as the same shall be amended from time to time.The Bank may conclusively rely on any written statement by the Commercial Bank that anypayment has been made by it under and in accordance with the terms of a designated letterof credit and amendments, if any, thereto;

3. Said amounts are required to enable the Borrower.to meet expenditures to be made orprovided in (insert currency), as spt forth in such summary sheet(s)which forms an integral part of this application;

4. The Borrower has not heretofore withdrawn from the Loan Account, or applied for thewithdrawal from the Loan Account, of any amount for the purpose of reimbursing the.Borrowerfor or meeting such expenditures and has not obtained and will not obtain funds for suchpurposes out of the proceeds of any other loan, credit or grant available to it;

5. Such payments will be made for the purposes specified in said Loan Agreement;the goods purchased or to be purchased by means of such payments are appropriate for suchpurposes; the cost and terms of purchase thereof are reasonable; and the undersigned herebycertifies that none of the expenditures will be made in the territories of any country, otherthan Switzerland, which is not a member of the Bank, or for goods produced in (includingservices supplied from) such territories;

6. At the date of this application there is no existing default in the performance of anyof the'obligations of the Borrower under said Loan Agreement; and, to the b st of theundersigned's knowledge and belief, of the Guarantor under the Guarantee Agreement (if any)referred to therein;

7. The Borrower hereby agrees that if, because of the dollar limitation, the Bankcan not disburse the full amount of the foreign currency needed to reimburse thecommercial bank for payments made under a letter of credit, the Bank is herebyauthorized to disburse any uncommitted portion of the Loan to cover the deficiency;

8. For the purposes of Section 6.02 of said General Conditions, the obligation of theBank under such Agreement(s) to Reimburse shall not be deemed to terminate:

(a) with respect to any amount of any such letter of credit which shall be cancelled,until the date of receipt by the Bank of written notice from the Commercial Bankspecifying the amount of such cancellation; or

(b) with respect to any unused balance under any such letter of credit upon finalpayment thereunder or upon the expiration thereof, until the date of receiptby the Bank of written notice from the Commercial Bank specifying the amountof such unused balance.

This application consists of this page and _ signed and numbered summary sheet(s).

(Borrower)

By:

(Authorized Signature)

Procedure VForm G.hA9/71

SCHEDULE OF WITHDRAWAL OF PROCEEDSCATEGORY REFERENCE Date

Loan or Credit No.Request Serial No.

Name of Bank Summary Sheet No.

1. 2. 3. 4._ 6. 7. 8.9 10.11_

Item Name of Category Brief Bank in LETTERS OF CREDITNo. Purchaser Symbol Description Borrower 's Country

of Goods Name Credit No. Beneficiary Number Expiration Amount Renarks(Supplier) Date (State Currency)

By: (D___ _ __ _

(Authorized Representative)CD

t0-

ANNEX 14-EProcedure V Page 11Form G.5

BORROWER'S APPLICATION FOR APPROVAL OF AMENDMENT'OF'LETTER'OF 'CREDIT

Date

Letter of Credit No.

Application Serial No.-

IBRD Loan No.

To: International Bank for Reconstructionand Development

1818 H Street, N.W.Washington, D.C. 20433

Attention: Disbursements Division

There is forwarded herewith a request dated

by for your written approval

(Commercial Bank)

of a proposed amendment dated' of the above

letter of credit, together with two copies of the proposed amendment.

The undersigned hereby requests that you confirm directly to the said

Commercial Bank your approval of such proposed amendment.

(Borrower)

By:

(Authorized Representative)

ANNEX 14-E

Procedure I Page 12Form G.6

INTERNATIONAL BANK FOR RECONSTRUCTION AND DEVELOPMENT (4-66)

118 H Street, NW, Wa.lington, D. C. 20433, USA.

No.

AGREEMENT TO REIMBURSE

Date

Your Letter of Credit No.

Your Correspondent's Credit No.

Application No.

Loan No.

Gentlemen:

We transmit herewith copy of a letter of credit which we understand you are prepared to issue, adviseor

confirmfor account ofin favor ofin the amount ofrelating toexpliing on

At the request ofand in consideration of your acceptance hereof as provided below, we hereby irrevocably agree to reimburse youforpayments which shall be made by you to or on the order of said beneficiary under and in accordance with the termsof said letter of credit as set forth in the enclosed copy thereof as the ,same shall be amended or extended fromtime to time with our written approval. Reimbursement shall be made by us promptly but not later than 30 daysafter receipt by us of written request therefor as hereinafter provided.

This agreement is subject to the following terms and conditions:

1. That you will issue, advise or confirm said letter of credit as the case may be;2. That we shall not be obligated to reimburse you for any such payment unless written request therefor,

sufficiently identifying the items on said letter of credit to which such payment relates and accompaniedby a copy of the supplier's invoice shall have been mailed to us at 1818 H Street, N.W, Washington, D,C. 20433

promptly-after such payment is made;3. That we shall not be obligated to you in respect of interest on, or commission, expenses or other charges

in connection with said letter of credit;4, That you agree that upon cancellation in whole or part of said letter of credit you will advise us promptly

thereof and of the amount of such cancellation; and that upon expiration of or final payment under saidletter of credit you will advise us promptly thereof and of the amount of the unused balance thereunder,if any.

Please confirm your acceptance of this agreement on the foreguing terms and conditions by aigning the Formof

Acceptance on the enclosed copy of this letter and returning it to us.Very truly yours,

INTERNATIONAL BANK FOR RECONSTRUCTIONAND DEVELOPMENT

Authorized Signature

FORM OF ACCEPTANCE

We confirm our acceptance of the foregoing agreement on the terms and conditions above stated. The letterof credit above referred to bears our number

Commercial Bank

By:

Date Authorized Signature

ANNEX 14-EINTERNATIONAL BANK FOR RECONSTRUCTION AND DEVELOPMENT Procedure V Page 13

1818 H Street, N.W., Washington, D.C, 20433. U.S,A. Forim G.6(L)Area Code 202 * Telephone - EXecutive 3-6360 - table Address - INTBAFRAD (12-71)

* No.

AGREEMENT TO REIMBURSE

Date

FYour Letter of Credit No.

Your Correspondent's Credit No.

L Application No.

Loan No.

Gentlemen:We transmit herewith copy of a letter of credit which we understand you are prepared to issue, advise or

confirm for account ofin favor ofin the amount ofrelating toexpiring on

At the request ofand in consideration of your acceptance hereof as provided below, we hereby irrevocably agree to reimburse you oryour correspondent bank located infor payment inwhich shall be made by you to or on the order of said beneficiary under and in accordance with the terms of saidletter of credit as set forth in the enclosed copy thereof as the same shall be amended or extended from time to timewith our written approval. Provided, however, that we shall not be obligated to make reimbursements to youinin an aggregate amount which shall exceed the equivalent of US$as determined by the IBRD when reimbursements are made by it. We are required to make this dollar limitationbecause the IBRD Loan is denominated in US dollars. Reimbursement shall be made by us promptly but not laterthan 30 days after receipt by us of written request therefor as hereinafter provided.

This agreement is subject to the following terms and conditions:1, That you will issue, advise or confirm swid letter of credit as the case may bc;2. That we shall not be obligated to reimburse you for any such payment unless written request therefor,

sufficiently identifying the items on said letter of credit to which such payment relates and accompanied bya copy of the supplier's invoice, shall have been mailed to us at 1818 H Street, N.W., Washington,D.C 20433 promptly after such payment is made;

3. That we shall not be obligated to you in respect of interest on, or commssion, expenses or other charges inconnection with said letter of credit;

4. That you AgMe that upon cancellation in whole or part of said letter of credit you will advise us promptly,thereof and of the amount of such cancellation; and that upon 6-,"iration of or final payment under saidletter of credit you will advise us promptly thereof and of the amount of the unused balance thereunder, ifany;

S. This Agreement to Reimburse shall extend only to assignments of the letter of credit to assignees in. countries which are members of the IBRD and to assignees located in Switzerland.

Please confirm your acceptance of this agreement on the foregoing terms and conditions by signing the Form ofAcceptance on the enclosed copy of this letter and returning it to us.

Very truly yours,

INTERNATIONAL BANK FORRECONSTRUCTION AND DEVELOPMENT

By:Authorized Signature

FORM OF ACCEPTANCE

We confirm our acceptance of the foregoing agreement on the terms and conditions above stated. The letter ofcredit above referred to bears our number.

Commercial Bank

By:Date Authorized Signature

ANNEX 14-EProcedure V Page 14Form G.79/71

INTERNATIONAL BANK FOR RECONSTRUCTION AND DEVELOPMENT

1818 H Street, N.W., Wabington, D. C. 20433, US.A.

A... c..202 . T.,&....x4 S 36360 * CW. AM.... INTAPRAD

Date:

Your Letter of Credit No.:

Application Serial No.:Loan No.:

Gentlemen:

APPROVAL OF AMENDMENT OF LETTER OF CREDIT

We hereby confirm our approval, for the purposes of our

.Agreement to Reimburse No. , of proposed amendment

of the above letter of credit, in accordance with the copy of

said amendment annexed hereto.

Yours very truly,

Authorized Signature

ANNEX 14-FProcedure VI Page 1

9/71

INTERNATIONAL 'BANK*FOR'RECONSTRUCTION'AND'DEVELOPMENT

INSTRUCTIONS FOR THE PREPARATION OF AN APPLICATIONREQUESTING THE QUALIFIED AGREEMENT OF THE IBRD TOREIMBURSE COMMERCIAL BANKS FOR PAYMENTS MADE UNDER

. LETTERS'OF'CREDIT

The Guidelines for Withdrawal of Proceeds of World Bank Loans andIDA Credits - Application for Agreement to Reimburse, Item 7, Page 6 -should be read in contunction with the following instructions.

A. Authorized Signature

Before withdrawals from the Loan Account can commence, the IBRD mustreceive from the Borrower evidence of the authority of the'person orpersons who will sign withdrawal applications, together with authenticatedspecimen signature or signatures.

B. Qualified Agreement to Reimburse

Application for Agreement

1. The formal application shall be submitted in duplicate on Form H.4(sample attached hereto) in the English language, after both copieshave been signed by the authorized representative (or representatives)of the Borrower.

2. One or more summary sheets Form H.4A (sample attached hereto) onwhich individual requests for "Qualified Agreements to Reimburse"are to be listed shall be submitted in duplicate after both copieshave been signed by the authorized representative (or representatives)of the Borrower.

3. The commercial bank's request-for "Qualified Agreement to Reimburse"on one of the following forms (sample attached hereto):

Form H.1 - Negotiating Bank's Request for Qualified Agreement toReimburse.

Form H.1A - Opening Bank's Request for Qualified Agreement toReimburse.

4. After approval by the IBRD Form H.6 or H.6(L) "Qualified Agreement toReimburse" (sample attached hereto) together with a copy of theproposed letter of credit is sent to the commercial bank in thesupplier's country for their acceptance and a copy is also sent to theBorrower.

5. "Qualified Agreement to Reimburse" issued in respect of non-dollar lettersof credit contain the following clause:

"Provided, however, that we shall not be obligatedto make reimbursement to you in (Foreign Currency) in anaggregate amount which.shall exceed the equivalent ofUS$ as determined by the IBRD whenreimhursements. are uade by it. We are required to makethis dollar limitation because the IBRD loan is

denominated in U.S. dollars."

ANNEX 14-FPage 2

The reason for inserting this clause is that since a loan is.normally denominated in dollars, it means that we can notdisburse in any currency or currencies amounts aggregating morethan the dollar equivalent of the loan and consequently, whenissuing our Agreement to Reimburse to a commercial bank undera non-dollar letter of credit, we must limit our liability byinserting a dollar limitation clause. In the case of a loandenominated in some other currency, e.g., pounds sterling ordeutsche mark, we would, of course, have to insert a similarsterling or deutsche mark clause. In computing the dollarlimitation, the Bank usually uses the current rate for thecurrency concerned with a margin to cover normal currencyfluctuatWons.

Application for Amendment

1. The commercial bank in the supplier's country will send to theBorrower two copies of theproposed amendment with a request forapproval thereof by the IBRD on one of the following forms(sample attached hereto):

Form H.2 - Negotiating Bank's Request for Approval of Amendment ofLetter of Credit.

Form H.2A - Opening Bank's Request for Approval of Amendment ofLetter of Credit.

2. The Borrower will submit such request to the IBRD on Form H.5"Borrower's Application for Approval of Amendment of Letter ofCredit" (sample attached hereto) together with the two copies ofthe proposed amendment.

3. After approval by the IBRD Form H.7 "Approval of Amendment of Letterof Credit" (sample attached hereto) is sent to the commercial banktogether with one copy of the proposed amendment and a copy is sentto the Borrower.

C. Documentation

1. Two copies of the letter of credit which the commercial bank

proposes to issue, advise or confirm.

2. A copy of the contract or purchase order in respect of which thepayment is to be made.

ANNEX 14-F

D. Reimbursement to Commetial'Bank Page 3

Upon receipt of Form H.3 "Bank's Report of Payment and Request forReimbursement" (sample attached hereto), or cable advice where thecommercial bank has agreed in writing that a tested cable in theprescribed form will constitute a request for reimbursement of apayment under a letter of credit in-accordance with its terms, theIBRD will effect payment to the commercial bank in the supplier'scountry, at the same time notifying the Borrower of the disbursement.

E. Numbering System

1. Each application requesting the qualified agreement of the IBRDto reimburse commercial banks for payments made under letters ofcredit is treated as an application for withdrawal under the loan.All applications for withdrawal under the loan should be numbered.consecutively commencing with the number one.

2. Summary sheets in application should be numbered consecutively;the first sheet in each application should be number one.

3. The items listed on each summary sheet should be numberedconsecutively; the first item on each summary sheet should benumber one.

4. The voucher numbering -system in use in the IBRD is based onthese three factors. Each voucher number has three components:

Application Summary Sheet Item Number

1 1 13 10 5

These are written 1-1-1; 3-10-5, etc.

01

Procedure VI ANNEX 14-FForm H.1 Page 49/71

NEGOTIATING'BANK'S*REQUEST-FOR qUALIFIED AGREEMENT TO REIMBURSE

Date

Our Letter of Credit No.IBRD Loan No.

To:

(Name of Borrower's Representative)

(Address)

Dear Sir:

We have been ,requested by

to a documentary Credit No. __ for

(issue, advise or confirm)

account of in

the amount of in favor

of

(Name and Address of Supplier)

relating to(Description of Merchandise)

expiring on

We require a qualified agreement by the International Bank for Reconstruction

and Development to reimburse us for payments which shall be made by us under said

Credit. Upon receipt of such agreement in form satisfactory to us, we will

said Credit.(issue, advise or confirm)

In the meantime, pending the receipt of the necessary qualified agreement,

we are enclosing herewith two copies of our proposed letter of credit for

submission to the International Bank for Reconst'ruction and Development.

Yours very truly,

(Negotiating Commercial Bank)

By:

(Authorized Signature)

ANNEX 14-F

Procedure VI Page 5

Form H.1A9/71

OPENING BANK'S REQUEST FOR QUALIFIED AGREEMENT TO REIMBURSE

Date .

Our Letter of Credit No.IBRD Loan No.

To:

(Name of Borrower's Representative)

(Address)

Gentlemen:

We require a qualified agreement from the International Bank for

Reconstruction and Development to reimburse our correspondent:

(Name of correspondent bank and city)

for payments which shal be made by them under the above referenced credit.

Upon receipt of such agreement in satisfactory form our correspondent

will such credit; our correspondent has already

(issue, advise or confirm)

been notified.

For the purpose of issuing the necessary qualified agreement, we are

enclosing herewith two copies of our proposed letter of credit for submission

to the International Bank for Reconstruction and Development.

Yours very truly,

(Opening Commercial Bank)

(Authorized Signature)

Copy to correspondent bank

Procedure VI ANNEX 14-FForm H.29/71

NEGOTIATING'BANK'S REQUEST FOR APPROVAL OF AMENDMENT OF LETTER OF CREDIT

Date

Our Letter of Credit No.IBRD Loan No.

To:

(Name of Borrower's Representative)

(Address)

Dear Sir:

We have been requested by .

to amend the above specified

letter of credit as follows:

(Date and General.Description of the Amendment)

In accordance with the Qualified Agreement to Reimburse No. ______ of

the International Bank for Reconstruction and Development, we require the

written approval by said Bank before amending the same and therefore we

enclose herewith two copies of the proposed amendment for submission to

said Bank.

Yours very truly,

(Negotiating Commercial Bank)

By: (Authorized_Signature)

(Authorized Signature)

ANNEX 14-FProcedure VI Page 7Form H.2A9/71

OPENING BANK'S REQUEST FOR APPROVAL OF AMENDMENT OF LETTER OF CREDIT

Date

Our Letter of Credit No.IBRD Loan No.

To:

(Name of Borrower's Representative)

(Address)

Gentlemen:

In accordance with the Qualifiad Agreement to Reimburse No.

of the International Bank for Reconstruction and Development, we enclose

herewith two copies of a proposed amendment to the above referenced credit and

we require from the International Bank for Reconstruction and Development a

written approval of said amendment to be sent to our correspondent bank:

(Name of correspondent bank and city)

This amendment has already been notified to our correspondent.

Yours very truly,

(Opening Commercial Bank)

By:

(Authorized Signature)

Copy to correspondent bank

Procedure VI ANNEX 14-'

Form H.3 Page 89/71

BANK'S'REPORT'OF PAYMENT AND REQUEST FOR REIMBURSEMENT

Date

Our Letter of Credit No.IBRD Loan No. _

To: International Bank for Reconstructionand Development

1818 H Street, N.W.Washington, D.C. 20433

Attention: Disbursements Division

We have paid on to or on the

(Date)order of

(Name and Address of Beneficiary)under the above specified letter of credit.

Such payment was made against delivery of documents specified in said letter of

credit evidencing:

shipment of the merchandise specified below per R.R.from to ; or

/ ;shipment of said merchandise per S.S.

from to B/L No.

dated ; or

/ storage of said merchandise at ; or

Brief Description of Merchandise

Said documents have been disposed of as follows:

Copy of the supplier's invoice is attached.

Such payment was made in accordance with the terms of said letter of credit as

set forth in the copy thereof enclosed with your Qualified Agreement to Reimburse

No. and amendments thereof, if any, approved in writing by you. We requestreimbursement of the above amount pursuant to said Qualified Agreement to Reimburse.

Yours very truly,

(Commercial Bank)

By:

(Authorized Signature)

Procedure VI ANNEX 14-FGeneral Conditions Page 9Form H.410/72

To: International Bank for Reconstruction Dateand Development Loan No.

1818 H.Street, N.W. Application Serial No.Washington, D.C. .20433

Attention: Disbursements Division

BORROWER'S APPLICATION FOR QUALIFIED AGREEMENT(S) TOREIMBURSE AND FOR WITHDRAWALS PURSUANT THERETO

Pursuant to the Loan Agreement dated between theInternational Bank for Reconstruction and Development (hereinafter called the Bank)and (hereinafter called the Borrower),the Borrower hereby certifies and agrees as follows:

1. In accordance with the request(s) by (Commercial Bank)(hereinafter called the Commercial Bank) annexed to the attached summary sheet(s), theBorrower requests the Bank to issue a qualified agreement to reimburse to the CommercialBank whereby the Bank shall agree, on such terms and conditions as it shall deem appropriate,to reimburse the Commercial Bank for payments which shall be made by the Commercial Bankunder each letter of credit specified in such summary sheet(s) as the same shall be amendedfrom time to time with the written approval of the Bank;

2. The Borrower hereby irrevocably authorizes and requests the Bank to pay to the CommercialBank from time to time, as withdrawals from the Loan Account, such amounts as shall berequested by the Commercial Bank to reimburse it for payments which shall be made by it undersaid letter(s) of credit as the same shall be amended from time to time. The Bank mayconclusively rely on any written statement by the Commercial Bank that any payment has beenmade by it under and in accordance with the terms of a designated letter of credit andamendments, if any thereto;

3. Said amounts are required to enable the Borrower to meet expenditures to be made orto be provided in (insert currency), as set forth in such summarysheet(s) which forms an integral part of this application;

4. The Borrower has not heretofore withdrawn from the Loan Account or applied for thewithdrawal from the Loan Account of any amounts for the purpose of reimbursing the Borrowerfor or meeting such expenditures and has not obtained and will not obtain funds for suchpurpose out of the proceeds of any other loan, credit or grant available to it;

5. Such payments will be made for the purposes specified in said Loan Agreement; thegoods purchased or to be purchased by means of such payments are appropriate for suchpurposes; the cost and terms of purchase thereof are reasonable; and the undersignedhereby certifies that none of the expenditures will be made in the territories of anycountry, other than Switzerland, which is not a member of the Bank, or for goods producedin (including services supplied from) such territories;

6. At the date of this application there is no existing default in the performance ofany of the obligations of the Borrower under said Loan Agreement; and, to the best ofthe undersigned's knowledge and belief, of the Guarantor under the Guarantee Agreement,(if any) referred to therein;

7. The Borrower hereby agrees that if, because of the dollar limitation, the Bankcan not disburse the full amount of the foreign currency needed to reimburse thecommercial bank for payments made under a letter of credit, the Bank is herebyauthorized to disburse any uncommitted portion of the Loan to cover the deficiency;

8. No cancellation pursuhnt to Section 6.01 of the General Conditions of the Bankapplicable to this Loan shall be effective with respect to any part of the Loan as towhich the Bank shall have issued a qualified Agreement to Reimburse pursuant to thisapplication;

9. The Bank shall not be obligated to reimburse the Commercial Bank for payments undersuch letter(s) of credit made by it subsequent to the date of any suspension of theBorrower's right to make withdrawals from the Loan Account under Section 6.02 of saidGeneral Conditions or subsequent to the date of any cancellation pursuant to Section 6.03of said General Conditions; provided, however, that the Bank may, in its discretion,reimburse the Commercial Bank for any amounts expended by it after any such suspensionor cancellation, and the amount so reimbursed shall be deemed a withdrawal by theBorrower from the Loan Account.

This application consists of this page and __ signed and numbered summary sheet(s).

(Borrower)

By:

(Authorized Representative)

Procedure VIFor II.4A

SCHEDULE OF WITHDRAWAL OF PROCEEDS 9/71

CATB3ORY REFERENCE DateLoan or Credit No.

Name of Bank Request Serial No.

Summnary Sheet No.

1. 2. 3. 4. 5. 6. 7. . 9.10. 1.10

Bank inItem Name of Category Brief Borrowers Country LETTERS OF CREDITNo. Purchaser Symbol Description a Beneficiary N ErTEx a Au Rmr

of'Goos Nme Creit o. Suplir) um E xpiration Amount Remarks(s upplier) Date - (State Currency)

.By:__ _ _ _ _ _ _ _

(Auathorized Representative)

H P

(DHJ_0-

Procedure VI ANNEX 14-FForm H.5 Page 119/71

BORROWER'S APPLICATION FOR APPROVAL OFAMENDMENT OF LETTER OF CREDIT

Date

Letter of Credit No.

Application Serial No.

IBRD Loan No.

To: International Bank for Reconstructionand Development

1818 H Street, N.W.Washington, D.C. 20433

Attention: Disbursements Division

There is forwarded herewith a' request dated

by for your written

(Commercial Bank)

approval of a proposed amendment dated of the above

letter of credit, together with two copies of the proposed amendment.

The undersigned hereby requests that you confirm directly to the said

Commercial Bank your approval of such proposed amendment.

(Borrower)

By:

(Authorized Representative)

Procedure W ANNEX 14-FINTERNATIONAL BANK FO11 RECONSTRUCTION AND DEVELOPMENT Form H.6 Page 12

1188 H Stet.t,N., Wahinton, D. C. 20433, USA.Am-Cedditl .W.e -Xu..S6M6 *CAL Add".s ANB AFRAD

No.

QUALIFIED 'AGREEMENT TO REIMBURSE

Date

Your Letter of Credit No.

Your Correspondent's Credit No.

L Application No.

Loan No.

Gentlemen:

We transmit herewith copy of a letter of credit which we understand you are prepared to issue, advise or confirmfor account ofin favor ofin the amount ofrelating toexpiring on

At the request ofand in consideration of your acceptance hereof as provided below, we hereby agree to reimburse you for paymentswhich shall be made by you to or on the order of said beneficiary under and in accordance with the terms of saidletter of credit as set forth in the enclosed copy thereof as the same shall be amended or extended from time totime with our written approval. Reimbursement shall be made by us promptly but not later than 30 days afterreceipt by us of written request therefor as hereinafter provided.

This agreement is subject to the following terms and conditions:1. That you will issue, advise or confirm said letter of credit, as the case may be;2. That we shall not be obligated to reimburse you for any such payment unless written request therefor,

sufficiently identifying the items on said letter of credit to which such payment relates and accompaniedby a copy of the supplier's invoice, shall have been mailed to us at 1818 H Street, N.W., Washington, D.C. 20433promptly after such payment is made;

3. That we shall not be obligated to you in respect of interest on, or commission, expenses orother chargesin connection with said letter of credit;

4. That you agree that upon cancellation in whole or part of said letter of credit you will advise us promptlythereof and of the amount of such cancellation; and that upon expiration of, or final payment under, saidletter of credit you will advise us promptly thereof and of the amount of the unused balance thereunder, ifany;

5. That, in the event the right to make withdrawals under the Loan Agreement between the said Borrowerand the Bank dated , should be suspended pursuant to Section 6.02of the General Conditions of the Bank applicable to this Loan or should be cancelled pursuant toSection 6.03 of the said General Conditions we shall not be obliged to reimburse you for any paymentsmade by you subsequent to the date of such suspension or cancellation, anything in any other sectionor part of said Loan Agreement to the contrary notwithstanding.

Please concirm your acceptance of this agreement on the foregoing terms and conditions by signing theForm of Acceptance on the enclosed copy of this letter and returning it to us.

Very truly yours,INTERNATIONAL BANK FOR RECONSTRUCTION

AND DEVELOPMENT

By:Authorized Signature

FORM OF ACCEPTANCE

We confirm our acceptance of the foregoing agreement on the terms and conditions above stated. The letterof credit above referred to bears our number

Commercial Bank

By:Date Authorized Signature

Procedure VI ANNEX 14-FForm H.6(L) Page 13INTERNATIONAL BANK FOR RECONSTRUCTION AND DEVELOPMENT (2-72: Gen. Cond.)

1818 H Street, N.W., Washington, D.C. 20433, U.S.A.Area Code 202 * Telephone - EXecutive 3.6360 * Cable Address - INTBAFRAD

No,

QUALIFIED AGREEMENT TO REIMBURSE

Date

Your letter of Credit No.

Your Correspondent's Credit No.

Application No.

Loan No.Gentlemen:

We transmit herewith copy of a letter of credit which we understand you are prepared to issue, advise orconfirmfor account ofin favor ofin the amount ofrelating toexpiring on

At the request ofand in consideration of your acceptance hereof as provided below, we hereb, agree to reimburse you or yourcorrespondent bank located infor payment inwhich shall be made by you to or on the order of said beneficiary under and in accordance with the terms of saidletter of credit as set forth in the enclosed copy thereof as the same shall be amended or extended from time to timewith our writtan approval. Provided, however, that we shall not be obligated to make reimbursements to youinin an aggregate amount which shall exceed the equivalent of US$as determined by the IBRD when reimbursements are made by it. We are required to make this dollar limitationbecause the IBRD loan is denominated in U.S. dollars, Reimbursement shall be made by us promptly but not laterthan 30 days after receipt by us of written request therefor as hereinafter provided.

This agreement is subject to the following terms and conditions:1. That you will issue, advise or confirm said letter of credit, as the case may be;2. That we shall not be obligated to reimburse you for any such payment unless written request therefor,

sufficiently identifying the items on said letter of credit to which such payment relates and accompanied bya copy of the supplier's invoice, shall have been mailed to us at 1818 H Street, N. V., Washington, D.C20433 promptly after such payment is made;

3. That we shall riot be obligated to you in respect of interest on, or commission, expenses or other charges inconnection with said letter of credit;

4. That you agree that upon cancellation in whole or part of said letter of credit you will advise us promptlythereof and of the amount of such cancellation; and that upon expiration of or final payment under, saidletter of credit you will advise us promptly thereof and of the amount of the unused balance thereunder, ifany;

5. That, in the event the right to make withdrawals under the Loan Agreement between the said Borrower andthe Bank dated , should be suspended pursuant to Section 6.02 of the General Conditionsof the Batik applicable to this Loan or should be cancelled pursuant to Section 6.03 of said GeneralConditions we shall not be obligated to reimburse you for any payments made by you subsequent to thedate of such suspension or cancellation, anything in any other section or part of said Loan Agreement to thecontrary notwithstanding;

6. This Agreement to Reimburse shall extend only to assignments of the letter of credit to assignees incountries which are members of the IBRD and to assignees located in Switzerland.

Please confirm your acceptance of this agreement on the foregoing terms and conditions by signing the Form ofAcceptance on the enclosed copy of this letter and returning it to us,

Very truly yours,

INTERNATIONAL BANK FORRECONSTRUCTION AND DEVELOPMENT

By:Authorized Signature

FORM OF ACCEPTANCE

We confirm our acceptance of the foregoing agreement on the terms and conditions above stated. The letter ofcredit above referred to bears our number

Commercial Bank

By:Date Authorized Signature

ANNEX 14-FProcedure VI Page 14

Form H.79/71

INTERNATIONAL BANK FOR RECONSTRUCTION AND DEVELOPMENT

1818 H Stre.t, NW., Waohington, D. C. 20433, US.A.

Are. C.L 202 *T ne- EX.ur. 3660 *C e AAs. INTBAPRAD

Date:Your Letter of Credit No.:

Application Serial No.:Loan No.:

Gentlemen:

APPROVAL OF AMENDMENT OF LETTER OF CREDIT

We hereby confirm our approval, for the purposes of our

Qualified Agreement to Reimburse No. , of proposed

amendment of the above letter of credit, in accordance with the

copy of said amendment annexed hereto.

Very truly yours,

Authorized Signature

15.00

PROJECTPROGRESS

REPORTING

No. 15.00Page 1

15.00 PROJECT PROGRESS REPORTING

Project Supervision Generally

15.01 The Bank/IDA maintains a continuous relationship with its borrowers. As a devel-opment institution, it has a fundamental interest in seeing that the projects financed withits loans/credits achieve the purposes for which they are intended. It, therefore, supervisesimplementation of the projects it finances.

15.02 The main focus of project supervision by the Bank/IDA is directed towards thesatisfactory completion of a project with the aim of ensuring that its objectives areachieved in their broadest sense. The Borrower bears the responsibility for carrying outthe project but the Bank/IDA regards itself as a partner in this effort, sharing the Bor-rower's interest in the project's success. So problems and their solution are a matter ofjoint concern. In carrying out its supervision function, the Bank/IDA does not try to findout what is going wrong with a project in order to criticize or apportion blame, but to assista Borrower to deal with the circumstances responsible.15.03 Supervision of a project is carried out by the Bank/IDA through: (a) periodic visitsto the project ("supervision missions") and discussions in the field with project unit-ormanagement team-staff and other Government officers concerned with project imple-mentation; (b) an exchange of correspondence with the Borrower's Project Director (andother Government officers) and the review of drawings, lists, documents, etc., forwardedby him for clearance; and (c) the study of periodic progress reports.

Purpose and Content of Progress Reports

15.04 The Bank/IDA's requirements for progress reports are governed by its need tokeep informed of progress in all aspects of project development and of the Borrower's ac-tivities towards fulfilling undertakings contained in the Loan/Credit documents. Accord-ingly, it needs information which will enable it to compare actual progress and costs withappraisal report projections, and as needed to monitor the Borrower's actions towardsachieving educational objectives and meeting obligations under the Loan/Credit Agree-ment.

15.05 As provided for in Loan/Credit documents, the Bank/IDA, therefore, requires itsborrowers to keep it so informed of progress in the implementation of education proj-ects- by means of reports, to be submitted normally at quarterly intervals, excePt whereotherwise directed. The reports should cover:

a. progress achieved and forecast for all stages (e.g., design, bid, construction) and allaspects of a project (e.g., school buildings, equipment, training, etc.) in relation tothe appraisal report projections and the operational plan;

b. actual and predicted costs for all aspects of a project-in relation to appraisal esti-mates and loan/credit allocations;

c. expenditures and loan/credit disbursements;

d. management and administrative arrangements-when relevant;e. arrangements for obtaining budgetary allocations to cover a borrower's share of

project costs- when relevant;

f. any educational developments and progress towards the achievement of anyeducational objectives;

g. fulfillment of a borrower's commitments under a loan/credit agreement; andh. identification of any problems or difficulties existing, or threatening.

With regard to the last point, any serious problem should, of course, be brought to the at-tention of the Bank/IDA as soon as it occurs, or is anticipated, and reporting should not bedelayed until the next progress report is submitted.

No. 15.00Page 2

Preparation and Format of Reports

15.06 The Bank/IDA has no wish to burden a Borrower's project unit staff (or the staff ofthe permanent department assigned project management responsibilities) with the laborsof preparing unnecessarily comprehensive and detailed reports; no more than it desires toreceive documents from which the essential facts cannot be ascertained quickly and easily.The information to be provided in reports should be just the minimum necessary to satisfythe needs outlined above (and to anticipate, with appropriate explanations and justifica-tions, any queries it is likely to raise with Bank/IDA staff.when they study it) and, if suit-able tables or forms are used for as much of the presentation as possible, its organizationfor communication to the Bank/IDA should not be a very time-consuming task, once thepattern has been established with an initial report. The compiling and recording of suchinformation should, in any case, be equally useful for the Borrower's project managementstaff and other Government officials concerned with the project-as a necessary,tool forinformed decision-making.

15.07 A format devised to convey essential information concisely and clearly, and to fa-cilitate the preparation-and Bank/IDA review-of successive reports should be adoptedfrom the outset. The reporting format should provide for:

a. a summary, in table/schedule form, of the data provided in subsequent sections-as an outline of project status, and problems (if any);

b. a section for notes in narrative form to cover any problems or difficulties, encoun-tered or expected, and any other aspects of project implementation, which cannotbe conveyed by tables/schedules- as, for example, the activities of specialists, theutilization of staff on completion of fellowship or other training, educational de-velopments and any information which may enable the Bank/IDA to assessprogress towards achieving the educational objectives of the project;

c. project progress status tables/schedules comparing actual, or currently-estimated,progress in accomplishing the various activities of implementation, with the cor-responding appraisal report projections and/or the original program of operations(Section 4.00);

d. a project cost status table/schedule comparing actual, or currently-estimated,costs with appraisal estimates-and indicating also expenditures and loan/creditaccount withdrawals at the time of reporting; and

e. when relevant and practicable, site photographs illustrating progress of new con-struction, from excavation to completion -successive pictures of each facility tobe taken from the same positions and the subject of each photograph and the dateit was taken to be clearly marked on its back.

15.08 The precise arrangement or organization of reporting forms/schedules may vary tosuit the characteristics and complexity of the project to be reported. Specimen reportingforms, and notes for guidance in their preparation, are provided under the Annexes to thissection.

1'5.09 Progress reports should be prepared on a quarterly basis, unless otherwise agreed,to cover the calendar quarters:

January 1 to March 31,April 1 to June 30,July 1 to September 30, andOctober 1 to December 31.

Reports should be dispatched by airmail to be received by the Bank/IDA not later thanone month after the end of the reporting period concerned (i.e., either by April 30, July 31,October 31 or January 31).

Annex 15-A

Specimen Progress Reporting Format Page 1

PROGRESS REPORT - SAMPLE ANotes for Preparation of Forms

(i) Form I: This form summarizes the status of the various key acl vities. The infor-mation requested should be extracted from the data in the relevant schedulescovering these activities.

(ii) Form II: As explained in Paragraph 2 above, the written report should be con-fined only to essentials which cannot be deduced from the schedules.

(iii) Form III: It is assumed that all project items would be assigned an identificationnumber for easy reference, and the relevant number should be entered in the ap-propriate column. The start and completion schedule dates refer to those dates inthe original overall project implementation program and current estimated datesto any changes from the original dates.

(iv) Form IV: All consultants concerned with architectural, engineering, educational,furniture, equipment, etc., aspects and not included under the technical assis-tance category should be listed in the appropriate column. The start and comple-tion schedule and current dates are as explained in (iii) above.

(v) Form V: Documents concerning the critical activities in the planning and con-struction of buildings and the various steps should be listed in the appropriatecolumn. The various steps and timing related to each type of document or projectitem(s) should be entered in the pertinent vertical columns.

(vi) Form VI: This form is intended to supplement the visual information in the sitephotographs. The information requested should be recorded for each project itemor on a building basis when more appropriate (e.g., engineering faculty, agricLil-ture faculty, etc., in a university).

(vii) Form VII and Form IX are for recording progress in preparing documentation forprocurement of furniture and equipment respectively. It is important that the ac-tivity schedules for the different sub-activities are planned in relation to the de-sign and construction schedules. It will be noted that most of the activities listedunder the "Type of Document" column can be carried out concurrently.

(viii) Form VIII and Form Xare for recording progress in the procurement of furnitureand equipment respectively. Progress reporting would depend on the grouping orphasing of procurement and, therefore, the appropriate project item numbersand/or bid package number should be entered under the first column.

(ix) Form XI and Form XII are for recording progress on Specialist Services andFellowships respectively that might be included in the project under the Techni-cal Assistance category. Since timely appointment of local counterparts is a criti-cal item, pertinent information should be reported in Form XI.

(x) Form XIII covers progress related to educational aspects of the project or studiesincluded as part of the project. For example, Teacher Training Programs, Cur-riculum Development, student tracer studies, school facilities inventory, etc.Where information requested in the form is not applicable to a particular activity,enter "N.A." in the appropriate box or column.

(xi) Form XV A and Form XV B are for recording information on the status of projectcosts. The cost data for each project item should be entered as shown in FormXV A and the totals or summary of costs for the various categories and projectitems should be entered on Form XV B.

QUARTERLY PROGRESS REPORT NO. ANNEX 15-Afor period ending Page 2

I. SUMMARY

A, Project Progress Orig. Closing Date Present Closing Date

1. Construction: Generally weeks behind/scheduleProject Items:

Contracts Signed Drawings CompletedConstruction Completed or Under Construction not startedOperational Not Operational Construction Bids.being anal, Bids invited

Drawings under PreparationSk. Plans,approv. Sketch Plans Drawings Desigm Architects Other ConsultantsWk Drgs.under prep. under prep. not started Engaged/Appointed Engaged/Appointed

Campus

Planning

.___ _Consultants

II. Equipment & Furniture: Generally _ weeks behind/scheduleCategories of Equipment and Furniture - or Project Items:

Master Lists Approved Master ListsDeliveries Orders

not completeCompleted Placed Bids being anal. Bids invited Bids not inv. or approved

III. Specialists Services & Fellowship Program: Generally weeks behind/ahead

Specialists & Fellowships by type or group:

Specialists Fellowships

CandidatesAssignment In Under underCompleted Post Recruitment Completed Under way selection

Project Costs Overall:Construction:Procurement:Other Costs:

ANNEX 15-APage 3

QUARTERLY PROGRESS REPORT NO.

for period ending .

I. SUMMARY

C. Specific Problems:

ANNEX 15-APage 4

Quarterly Progress Report No. . . (for the period ending . . . . )

II. Written Report

SELrple

Quarterly Progress Report No. . . (for the period ending . . . . )

III. Site Selection, Acquisition and Survey

Schedule,9 SActua i or Site Selection Site Acquisition Site Survey Approximate

Project Current_ Dates Area of SiteItem No. (Month - Year) Start Completion Approval Start Completion Start Completion Hectares/Acres

Schedule

ActualCurrent

Schedule

ActualCurrent

Schedule

Actual

Current

Schedule

Actual

Current

ScheduleActual

Current

Remarks

Schedule' date is the estimated date in the original project implementation schedule.2/ Indicate with asterisk (*) if current estimated date represents a further delay from the date estimated

in preceding quarterly report.U3/ Involving Bank/IDA approval or comment.

Sample.

Quarterly Progress Report No. . . (for the period ending . . . . )

IV. Selection & Appointment of Consultants

Consultants Schedule,

Actual or Terms of Ref. & Draft Contract,

Engineering, Project Carrent Preparation & Approval Selection and Appointment Service

Educational, dates 3/etc.) Item No. (Month-Year) Start Completion Approval Start Evaluation Approval-- Appts. Start Completion

Schedule

Actual

Current

Schedule

ActualCurrent

Schedule

Actual

Current

Schedule

Actual

Current

Schedule

Actual .

Current

Remarks

1 Schedule date is the estimated date in the original project implementation schedule.

2/ Indicate with asterisk (*) if current estimated date represents a further delay from the date estimated 09in preceding quarterly report.

3/ Involving Bank/IDA approval or comment. -

ANNEX 15-APage 7

Sample

Quarterly Progress Report No. . . (for the period ending . . . .J

V. Architectural and Construction Documents

Schedule, 1/* Actual or

Project Current Dates Start of Completion Review by Approval by CompletionItem No. Type of Document (Month - Year) Activity of Draft Project Unit Bank/IDA of Activity

Architects' Brief ScheduleActualCurrent

Master Plan Report ScheduleActualCurrent

Schematic Designs, Costs Schedule& Outline Specifications Actual

Current

Prequalification/Registra- Scheduletion Notices Actual

Current

Prequalified/Registered ScheduleContractors Lists Actual

Current

Grouping of Bid Packages ScheduleActualCurrent

Bidding Notices/Invitation Scheduleto Bid Actual

Current

Model Construction ScheduleBid Documents Actual

Current

Bid Evaluation and ScheduleRecommendation of Awards Actual

Current

Contract Awards Schedule N.A. N.A.and Agreements Actual

Current

Remarks

N.A. - not applicable

1/ Schedule date is the estimated date in the original project implementation schedule.

2/ Indicate with asterisk(*) if current estimated date represents a further delay from the date estimatedin preceding quarterly report.

S.mple

Quarterly Progress Report No. . . (for the period ending . . . . )VI. Construction Progress

Construction Program Construction Completed In US$ thousands

Schedule, -4Actual or r0 OH r Amount Original Final

Current Constr. Constr. Constr. 4 bD W w Paid to Contract ContractProject dates - 0 r 4Item No. (Month-Year) Period Start Completion Contractor Amount Amount

F- :IiE Contracto Amn AE-o4 O

Schedule

Actual

Current

Schedule

Actual

Current

Schedule

Actual

Current

Schedule

Actual

Current

Remarks

1 Schedule date is the estimated date in the original project implementation schedule.

2/ Indicate with asterisk (*) if current estimated date represents a further delay from the date estimatedin preceding quarterly report. 00

ANNEX 15-APage 9

Quarterly Progress Report No. . . (for the period ending . . . .

VII. Furniture Documents

Schedule 1/Project Actual orItem No. 2/or Bid Current- Dates Start of Completion Review by Approval by CompletionPackage No. Type of Document (Month - Year) Activity of Draft Project Unit Bank/IDA of Activity

ScheduleMaster furniture lists Actual

Current

Model Furniture ScheduleBid Documents Actual

Current

Design/Selection of Schedulefurniture, costs and Actualoutline specifications Current

Registered liat of ScheduleManufacturers/Suppliers Actual

Current

Grouping of Bid Packages ScheduleActualCurrent

Bid Notices/Invitation Scheduleto Bid Actual

Current

Bid Evaluation and ScheduleRecommendation of Awards Actual

Current

Contract Awards & Schedule N.A. N.A.Agreement Signed Actual

Current

Remarks

N.A. - not applicable.

1/ Schedule date is the estimated date in the original project implementation schedule.

2/ Indicate with asterisk(*) if current estimated date represents a further delay from the date estimatedin preceding quarterly report.

Quarterly Progress Report No. . . (for the period ending . . . . )

VIII. Furniture Progress

Schedule,i In US$ thousandsProject Actual or

-Item No. Current Amount Original Finalor Bid Type of dates Delivery Contract Contract Delivery Paid to Contract Contract

Package No. Fhrniture (Month-Year) Period Start Completion Instruc. Contractor Amount Amount

ScheduleActualCurrent

Schedule

Actual

Current

Schedule

Actual

Current

Schedule

Actual

Current

Schedule

Actual

Current

Remarks

j Schedule date is the estimated date in the original project implementation schedule.

2/ Indicate wLth asterisk (*) if current estimated date represents a further delay from the date estimatedin preceding quarterly report.

C) L

ANNEX 15-APage 1l.

Sample

Quarterly Progress Report No. . . (for the period ending . . . .

IX. Equipment Documents

Schedule 1/Project Actual orItem No. 2/or Bid Current-Dates Start of Completion Review by Approval by Completion

Package No. Type of Document (Month - Year) Activity of Draft Project Unit Bank/IDA of Activity

Master Equipment ScheduleLists & Specifications Actual

Current

Model Equipment ScheduleBid Documents Actual

Current

Notices for Registration Scheduleof Equipment ActualManufacturers/Suppliers Current

Registered List of ScheduleManufacturers/Suppliers Actual

Current

Grouping of ScheduleBid Packages Actual

Current

Bid Notices/Invitation Scheduleto Bid Actual

Current

Bid Evaluation and ScheduleRecommendation of ActualAwards Current

Contract Awards and Schedule N.A. N.A.Agreement Actual

Current

Remarks

N.A. - not applicable

1/ Schedule date is the estimated date in the original project implementation schedule.

2/ Indicate with asterisk(*) if current estimated date represents a further delay from the date estimatedin preceding quarterly report.

Sample

Quarterly Progress Report No. . . (for the period ending . . . . )

X. Equipment Progress

Schedule, j In US$ thousands

Project Actual or

Item No. Current 2 Amount Original Finalor Bid Type of dates Delivery Contract Contract Delivery/ Paid to Contract Contract

Package No. Equipment (Month-Year) Period Start Completion Install. Contractor Amount Amount

Schedule

ActualCurrent

Schedule

Actual

Current

Schedule

Actual

Current

Schedule

Actual

Current

Schedule

Actual

Current

Remarks

' Schedule date is the estimated date in the original project implementation schedule.

2 Indicate with asterisk (*) if current estimated date represents a further delay from the date estimatedin preceding quarterly report.

Quarterly Progress Report No. . . (for the period ending . . . . )

XI. Technical Assistance - Specialists Services

Schedule,1"Type of Actual or Preparation Tenus of Ref.

Specialist t2/ and Draft Contracts Selection and Appointment Serviceand Current

Project Local datesItem No. Counterpart (Month-Year) Start Completion Approval3 Start Evaluation Approvaly Appt. Start Completion

ScheduleActualCurrent

Schedule

Actual

Current

Schedule

Actual

Current

Schedule

Actual

Current

Schedule

Actual

Current

Remarks

y' Schedule date is the estimated date in the original project implementation schedule.

2/ Indicate with asterisk (*) if current estimated date represents a further delay from the date estimated (D

in preceding quarterly report.

3/ Involving Bank/IDA approval or comment.

sample

Quarterly Progress Report No. . (for the period ending . . . . )

XII. Technical Assistance - Fellowships

ScheduleActual or Select Institutions Fellowship Study

Current/ and Courses of Study Selection of Candidates Program

Project Type of dates 3Item No. Fellowships (Month-Year) Start Completion Approval Start Completion Approval Start Completion

Schedule

ActualCurrent

Schedule

Actual

Current

Schedule

ActualCurrent

Schedule

ActualCurrent

Schedule

Actual

Current

Remarks

1/ Schedule date is the estimated date in the original project implementation schedule.

2/ Indicate with asterisk (*) if current estimated date represents a further delay from the date estimated

in preceding quarterly report.

/ Involving Bank/IDA approval or comment.

Sample

Quart3rly Progress Report No. . . (for the period ending . . . . )

XIII. Educational Aspects

Schedule,Actual or

Project Current E/Dates Activity Activity AppointmentsItem No. Type of Activity (Month - Year) Start Completion Enrollment Output in Project Schools

Schedule

Actual

Current

Schedule

Actual

Current

Schedule

ActualCurrent

Schedule

Actual

Current

Schedule

ActualCurrent

Schedule

Actual

Current

Remarks

1/ Schedule date is the estimated date in the original project implementation schedule.(D tq

2 Indicate with asterisk (*) if current estimated date represents a-further delay from the date estimatedin preceding quarterly report.

NaN.A. -'Ins3ert N.A. when information requested not applicable.

& � � �� � �� � � � � � � ���� � � � � � ��� )

..XIV. Site Ph�tographs

��&F

� �

Quarterly Progress Report No. . . (forthe period ending . . . .

XV A. Project Cost Status

Project Project Cost in US $ thousands

Item No. Construction and Consultants' Fees Furniture I Equipnent T. A. T. A. Fellowships TotallSite De elopment I I Specialist Services

Appraisal Actual Appraisal Actual Appraisal Actual Appraisal Actual Appraisal Actual Appraisal Actual Appraisal Actualor or or or or or Or

Cu t C', C ICurrent Current rren rrent urren Current CIrrenr

Allocation Estimate Allocationi Estimate Allocation Estimat Allocation Estimate Allocation' Estimat e Allocation Estimate Allocation Estimate

Remarks:

Note: Indicate with one asterisk if c.rrent estimate exceeds preceeding quarterly report or with -two asterisks if lower than estimate in?receding qua7r-terly'report

1-d

D3

CrQ(D

Ln

Simple

Quarterly Progress Report No. . . (for the period ending . . . .

XV B. Project Cost Status

Project Project Cost in US $ thousandsItem No. rI-

Construction and Consultants' Fees Furniture Equipment T. A. -Site Development 1: Specialist Services T. A. Fellowships Total

Appraisal Actual Appraisal Actual Appraisal Actual Appraisal Actual Appraisal Actual Appraisal -Actual Appraisal ;-Ac:ualor or or or or or

Current Current ,Current Current Current CurrentAllocation Estimate Allocation Estimate Allocationi Estimate Allocation Estimate Allocation Estimate5 AllocationEstimate! Allocation Estinate

Total (excl.

contingencies)

Contingencies_.

Total (incl.contingencies

Total'Value of IContracts Awarded

Total Paymentsto date

Total

Reimbursementsto date

(D>4

__________________ _________________ _________ ___________________________________ II I _______ _________ ________

ANNEX 15-BPage 1

Country QUARTERLY PROGRESS REPORT IBRD/IDA Ed. ProjectsEd.Project No. 'No.,Loan/Credit For period ending Prog. Report Form I

SUMMARYI PROJECT PROGRESS

A BUILDINGS: Generally; w weeks behind/ahead of schedule

Project Institutions - Numbers by Type

Construction, Under,. Construction, not Started

Completed . Construction Bidding Const.Drgs. Sketch Plans Architects,Under Way Under Prep. Under Prep.. Not Appointed.

B EQUIPMENT AND FURNITURE: Generally; _ weeks behind/ahead of schedule

Project Institutions - or.Equip. & Furn. Categories

Deli7eries 'Under Procurement .not Started

Completed Procurement Bidding Master Lists Master ListsUnder Way Under Prep. Not Started

C TECHNICAL ASSISTANCE: Generally; weeks behind/ahead of schedule

Specialists - Numbers by Type Fellowships - Numbers by TypeAssignments In Under CandidatesCompleted Post Recruitment Completed Under Way ,Under Select.

T PROJECT COSTS, - Current Estimates:

Overall Costs -- Generally: _ % above/below original estimateconstruction Costs Generally: _ above/below original estimate

Equip. & Furn. Costs - Generally. % above/below original estimateOther Costs - Generally: % above/below original estimate

II SPECIFIC PRQBLEMS-

D.H.Lewis/January 1977

A NEX 15-BPage 2

.ountry, IMPLEMENTATION STATU4 IBRD/IDA Ed. Projects

Ed. Project No-

Loan/CreditJ APPOINTMENT/SELECTION OF Prog. Report Form II

CONSULTANTS, SPECIALISTS& FELLOWSHIP CANDIDATES

Position on_ _

DATES OF CLEARANCE BY IBRD/IDA

OR OF.PROPOSEP SUBMISSIONS

CONSULTANTS .(Month - Day - Year)

SPECIALISTS, Trg. Insts./ .valuation/,FELLOWSHIPS.. Terms of Draft Courses of, Selection/

Reference Contracts, Study, AppointmentProposals, Proposals

A Building Design and

Construction Consultants

Design Architects

B EducationalSpecialists/Consultants

C Fellowship Trg. Courses

by Groups or Phases/Waves

D.H.Lewis/January 1977

ANNEX 15-BPage 3

Country iMPLEMENTATION STATUS IBRD/IDA Ed. Projects

Ed.Project No. _

Loan/Credit DOCUMENTATION Prog. Report Form IIIPREPARATORY TO

BIDDING

Position oA

DATES OF CLEARANCE BY IBRD/IDAOR OF PROPOSED SUBMISSIONS

(Day - Month - Year)

Construction Equipment Furniture& Site Dev. .

A.Architects Briefs > > <

B.Grouping ofBid Packages

C Tender ListPrequalificationor RegistrationNotices/Adverts.

D Tender Lists ofPrecualified/.Registered

Contractors/

Suppliers

E Draft Model

Bid & Contract

Documents

IP.H.Lewis/Janiary 1977

Country __IMPLEMENTATION STATUS IBRD/IDA Education ProjectsEducation Project No. Supervision/Progress ReportsLoan/Credit No. t PROJECT PRQGRESS - A BUILDING WORKS Reporting Form TV A

Position on

,PREPARATION OF DRAWINGS AND CONSTRUCTION DOCUMENTS CONSTRUCTION

STARTING DATES COMPLETION DATES (Month - Year)11. - STARTING DATES COMPLETION DATESPROJECT ITEM (Month - Year)1/ SKETCH DESIGNS CONST. DRGS. & DOCS- (Month - Year).!/ (1onth - Year) 1/

fSchool/Institution) Planned Actual- Planned Actual- Planned Actual- Planned Actual- Planned Actual-AppraisalOrig.PIU or-Pres Appr, )rig,PIU or Pres. ppraisa1Drig.PIU or Pres. Appr. )rig.PIU or Pres. ppraisa rig.PIU or.PresSchedule Schedule Estt chedule chedule Est2/ 3chedule Schedule Est/ 3chedule SchedulE Est.2/ Schedule'chedule Est-2

S---- -~- ------ -------- bl,----

------ _ --_ - _-

D.H. Lewis/January 1 77 1/ Beginning of month shown, 2/ Dates flagged with represent delays on dates in preceding report.. Sheet of__ Sheets.

Country IMPLEMENTATION STATUS IBRD/IDA Education ProjectsEducation Project No. Supervision/Progress ReportsLoan/Credit No. I PROJECT PROGRESS - B EQUIPMENT & FURNITURE Reporting Form IV B

POSITION ON

,PREPARATION OF EQUIPMENT AND FURNITURE LISTS PROCUREMENT

STARTING DATES COMPLETION DATES, STARTING DATES COMPLETTOY DATESPROJECT ITEM (Month - Year)1/ (Month - Year)17 (Month - Year)1/ (Month - Year)l

(School/Institution) Planned Actual or Planned Actual or Planned Actual or Pla ned Actual orAppraisal Orig.PIU Present Appraisal Orig.PIU Present Appraisal Orig.PIU. -Present Appraisal Orig.PIU. PresentSchedule Schedule Est.2/ Schedule Schedule Est.2/ Schedule. Schedule, Est.2/ Schedule Schedule. Est.21

n

D.H.Lewis/January 1977 11 Beginning of month shown. 2/ Dates flagged with *represent delays on dates in preceding report. Sheet_of- Sheets.

td

Country IMPLEMENTATION STATUS IBRD/IDA Education Projects

Education Project No. Supervision/Progress ReportsLoan/Credit No. I PROJECT PROGRESS - C TECHNICAL ASSISTANCE, Reporting Form IV C

POSITION ON

- STARTING DATES - Services & Training COMPLETION DATES - Services & Training(Month - Year)1/ (Month - Year)1/

PRO JE CT ITEM Planned Actual - Planed Actual -Appraisal Orig.PIU or Present Appraisal Orig.PIU or PresentSchedule Schedule Estimate2/ Schedule Schedule Estimate2/

A. SPECIALISTS' SERVICES

B. FELLOWSHIPS ORTRAINING PROGRAMS

D M~

D.H.Lewis/January 1977 1/ Beginning of month shown. Sheet __of_ Sheets.

91 T) fl -Ir -) r r rm dni-- iii eprodiif' repnrr

Country IMPLEMENTATION STATUS IBRD/IDA Education ProjectsEducation Project No. Supervision/Progress ReportsLoan/Credit No. T,I PROJECT COSTS. Reporting Form V A

Position on

PROJECT COSTS IN OF .I

(DNSTRUCT. & SITE DEV., FURNITURE, EQUIrMENT CONSULTANTS' FEES TECH. ASSISTANCE TOTALPEtraisal Est.. Actuai2 Appraissl Est.. ctueIÅAPPTaisnl Est. Actua Appraisal Est.. ct3a42i Appraisal Est. Xctual2. ÄAraisal Est. ActuaExcl. Incl. or Pres Excl. Inc. or. Pre xc .or.Pre Excl Inc. r Pres Excl. c. rPres Excl. Ic. or Pres

Conting .Contin. Est. Conting onting.. Est. onting. onting Est. onting Conting. Est. onting Co Est. Est. Conting Contin Est.

-_ _ _ -__ -...--_-- --.--__--- - ----_-_. - - -- --.--- - -----_ - .---.- - --- -

- - - -- -- -..- -

D. Lewis / Exchange Rate - Original : US$1.0o - 2/ Costs flagged with * exceed costs preceding report. . Bheet -January, 1977 Current : US$1.00 « Costs flagged with Z lower than costs preceding report. pf _ sheets,

Country IMPLEMENTATION STATUS IBRD/IDA Education Projects

Education Project No. Supervision/Progress Reports

loan/Credit No. II PROJECT COSTS Reporting Form V A

Position on

PROJECT COSTS IN - OF

CONSTRUCT. & SITE DEV. FURNITURE EQUIPMENT CONSULTANTS' FEES TECH. ASSISTANCE TOTALPROJECT ITEM Appraisal Est. Actual- Appraisal Est. Actual Appraisa1 Est. Lctual Appraisal Est. Actua1i Appraisal Est, Actual ractu

Excl. Incl. or Pres Excl. Incl. or Pres Excl. Incl. )r Pres Excl. incl. or Pres Excl. Incl. or Pres Excl. Incl. o rPres.Conting ContinR Est. Conting onting Est. Conting Conting Est. Conting Conting Est. onting Conting Est. onting Conting Est.

TOTAL

Total Valueof ContractsAwarded

TotalPayments (D

TotalReimbursements

D.H. Lewis 1 Exchange Rate - Original US$1.00 - _ , 2/ Costs flagged with * exceed costs preceding report. SheetJanuary, 1977 Current US$1.00 - . Costs flagged with lower than costs preceding report. of sheets

**

ANNEX 15-BPage 9

Country _KEY, IBRD/IDA Ed. ProjectsEd.Project No. EDUCATION Superv./Prog. ReportsLoan/Credit INDICATORS Reporting Form VI

Position on,

paseline.Y Actual Progress Target Positio!Education Position Preceding .qurrent or atIndicator Year Latest Avail Horizon Year

Year4l Position 19 .Year-19- Yearli Position

1/ Baseline & Target Positions to be filled in on basis of project appraisal.2/ Baseline Year normally year of project appraisal - but may be a different year.3/ Horizon Year selected appropriate t' each indicator..

It frequently falls after the Completion Date.

D.H.Lewis/J.Maas/January 1977 Sheet of Sheets

ANNEX 15-BPage 10

Country EMPLEMENTATION STATUS IBRD/IDA Ed. ProjectsEd.Project No..

Loan/Credit No. NARRATIVE REPORT Prog. Report Form VII

ONASPECTS NOT COVERED BY TABLES

Position on.

D.H.Lewis/January,1977 Sheet Pf Sheets

ANNEX 15-CPage 1

PROGRESS REPORT - SAMPLE C

(Simple Project - Involving Implementation of

Only a Few Items - Or one Item - In a SinglePhase)

QUARTERLY REPORT NO..for period ending

A. Project Progress: Overall: Generally weeks behind/ahead of appraisal schedule.Construction: Generally weeks behind/ahead of appraisal schedule.

Equip. & Furn: Generally weeks behind/ahead of appraisal schedule.Tech. Assist: Generally weeks behind/ahead of appraisal schedule.

STARTING DATES COMPLETION DATES

PROJECT ACTIVITY APPRAISAL ACTUAL OR APPRAISAL ACTUAL ORSCHEDULE CURRENTLY SCHEDULE CURRENTLY

FORECAST FORECAST

1. Building Works

a. Sketch Plansb. Construction Drawings

& Documentsc. Tenderd. Construction

2. Equipment Procurement

a. Master Listsb. Tender

c. Procurement

3. Furniture Procurement

a. Master Listsb. Tender

c. Procurement

4. Technical Assistance

a. Project Unit Advisorb. Curriculum Dev. Specs.c. Fellowship Program

First Wave -Ph.D - 1Masters -2

Note as necessary against above Actual or Currently Forecast Starting and Completion Dates:/1 Current Estimate lags estinte preceding quarterly report./2 Current Estimate ahead of estimate preceding quarterly report.

ANNEX 15-CPage2 -

B. Project Costs: Overall: Generally

Construction: Generally

Equip. & Furn: Generally

Tech. Assist: Generally

PROJECT COSTS:'000 OF COSTS IN '000 OF

PROJECT ITEM ORIGINAL ACTUAL COST CONTRACTS PAYMENTS REIMBURSEDAPPRAISAL OR CURRENT AWARDED MADE BY IDA

ALLOCATION ESTIMATE TO DATE TO DATE TO DATE

1. Construction and SiteDevelopment

2. Furniture

3. Equipment

4. Architects Fees

5. Specialists Services

6. Fellowships

OTAL - excl. Contingencies

Contingencies

TOTAL - incl. Contingencies

C. Specific Problems

D. Notes on Aspects Not Covered by Tables (above).

16.00

USE, MAINTENANCEAND EVALUATION

OFBUILDINGS AND EQUIPMENT

No. 16.00Page 1

16.00 USE, MAINTENANCE AND EVALUATION OF BUILDINGSAND EQUIPMENT

Commissioning of New Facilities - Orientation of Users

16.01 The staff assigned to a new institution, or the staff of an institution being ex-tended- and, if practicable, the students also-should be instructed in proper and efficientuse of the new facilities. A well planned orientation program should be devised for thepurpose.

16.02 The principal and custodian of a new institution-together with such other seniorteaching and administrative staff as necessary-should be assigned sufficiently in advanceof its opening to complete all administrative arrangements for the intake of students, in-cluding provisioning and the preparation of timetables on the bases of the educationalspecifications and the utilization factors allowed in determining space allocations. Allteachers for a new institution should be made available in time to enable them to becomefamiliar with the facilities.

16.03 There are various ways and methods of conducting orientation programs for thestaff of new institutions, when so assembled. A number are listed below:

(a) A day-long session may be arranged in which the original planning team for thenew facility explains the concepts that went into planning it. During this sessionthe executive architect (government or consultant) responsible for design may beasked to discuss considerations for the use and care of the building and all itemsof teaching/learning and building equipment. This may serve to introduce anybuilding owner's manual which may have been prepared. A tour of the facilitiesand demonstrations of equipment operation, followed by a question and answerperiod, could conclude such a day-long session.

(b) Brochures with pictures, diagrams and explanatory notes may be prepared to helpteachers and students use the facilities more effectively. A plan of the buildingand a succinct explanation of the various educational programs housed may be in-cluded in such a brochure.

(c) In-service programs may be conducted for teachers who will staff the new facility.This approach is particularly effective in instances where innovative educationalprograms are to be used for the first time and where new educational technologyand materials are being introduced.

(d) The executive architect should help to explain the use and maintenance of tech-nical equipment in the new facilities to the custodian before the premises areopened. A set of "as built" drawings of the buildings (see para. 16.06) and a file ofthe operation manuals for all items of equipment should be given to the custodianfor maintenance purposes.

Maintenance of Buildings and Equipment

16.04 Once a building has been constructed the resources used have been committed ir-revocably. It is, therefore, important to maximize returns on the resources invested withinthe predicted life of the building itself. Most school buildings have a life expectancy ofabout 40 to 60 years when properly constructed and maintained. Therefore, once a schoolbuilding has been constructed its proper maintenance is essential for maximum returns onthe resources invested.

16.05 Maintenance may be defined as the work necessary to preserve a building orworks, with its finishes and fittings, in its initial state, so that it continues to provide the

No. 16.00Page 2

same facilities and amenities as it did when it was first erected. In this sense, maintenanceimplies the renewal of the building components and equipment (also called replacementmaintenance), their repair and servicing, decoration and cleaning (also called preventivemaintenance). It should be realized that the life of a building or its components is related tothe standard of maintenance: the predicted life implying an appropriate program of main-tenance.

16.06 Guidelines for the maintenance of educational buildings and equipment should beavailable for the guidance of school/institution staff- and should be understood and usedby them. Where suitable guidelines for replacement and preventive measures do not exist,they should be prepared and staff responsible for maintenance should be instructed intheir use. Maintenance personnel-or school/institution principals- should be providedwith, and carefully maintain on file, a set of "as built" drawings and operating manuals forequipment. The preparation of a "Building Owner's Manual", or maintenance handbook,with information on salient factors taken into account in design and advice on how to useand handle buildings and equipment to maximum advantage- together with a set of "asbuilt" drawings- is one of the additional services which may be provided by the designarchitect (Section 8.06) and one which a borrower is advised to obtain for project buildings.Samples of such manuals are provided under Annex 16-A.

16.07 Effective maintenance is dependent on effective procedures, including suitablemeasures for control and regular inspection. Where provisions for maintaining educa-tional facilities are inadequate, a practicable system and procedures for carrying out main-tenance tasks should be devised and established. The organization most suitable for main-tenance operations in a particular context will depend on the borrower's governmentalstructure, or form of administrative control (i.e., centralized or decentralized, etc.), and onthe customary division of responsibilities between ministries and departments, etc. Wheremaintenance of all government property is one of the functions of the Public Works Min-istry/Department (or equivalant technical and construction authority), it will be an advan-tage if a sub-section(s) within the maintenance section(s) responsible can be organizedspecifically to handle the maintenance of educational institutions-and, similarly, if a sep-arate sub-allocation of the general maintenance vote can be established specifically to fi-nance such oper ailons. Where maintenance is handled on a sectoral basis by the ministriesadministratively responsible.for the facilities concerned, the Ministry of Education mayadopt different procedures for the different types of maintenance required for educationalinstitutions. For instance, the principals of individual institutions may be made responsi-ble for seeing that all simple maintenance and repairs (e.g., replacement of broken windowglass, whitewashing of walls, etc.) are carried out by school staff, or by locally availablelabor, to be paid from an account which is topped up to a budgeted level on evidence of ex-penditure. Regionally-or provincially-and centrally located education department/min-istry of education maintenance teams may be variously organized to handle progressivelymore complex and more costly levels of repair of a less routine nature (i.e., the relativelysimpler tasks perhaps at the regional-or provincial-level and the major renewal or ex-traordinary maintenance work by a better equipped and more technically qualified centralmaintenance unit) against applications for assistance from schools/institutions or on theadvice of inspectors. Regular inspection should also be organized either on a regional orcentral basis.

16.08 Effective maintenance is also dependent on adequate budgetary allocations tocover costs. The cost of maintaining buildings and equipment varies with their age as wellas the type of construction used and the materials involved (i.e., new buildings requiringless maintenance than old ones and maintenance costs in relation to replacement capitalcosts being higher for simple, basic and impermanent structures than for more durableones), However, annual budgetary allocations equivalent to about 1%-2% of the overallcapital (or replacement) cost of all educational facilities may generally be an appropriateaverage to cover the costs of maintaining premises and equipment of varying ages andstandards.

No. 16.00Page 3

Evaluation of Completed Facilities

16.09 Educational buildings and the training equipment they accommodate provide theenvironment for and the means of applying the measures required to achieve the objec-tives of educational financing. Facilities should be appropriate to the curricula, teachingprograms and methodology planned. The schedules of accommodation, areas and costing("architectural worksheets") and supporting education specifications ("educationalworksheets") supplied to the borrower by the Bank/IDA as bases for the "architects'briefs" for project buildings (Section 7.00) were prepared with these objectives. The suc-cess of the resultant facilities in meeting or satisfying the basic objectives originally aimedfor should be determined.

16.10 New facilities should be evaluated to help ensure continued improvement in theplanning and construction of similar facilities required in the future. Some of the basic re-quirements of the evaluation process -are:

(a) that it must lead to continued self-evaluation by the planning team to ensure con-tinued improvement in educational facility planning;

(b) that it must provide continuing feedback for consideration of the larger questionsof policy and of the relationship of policy to the techniques of planning and im-plementation; and

(c) that it must facilitate effective planning.

16.11 With the above points in mind, an evaluation program may be developed, afteridentifying appropriate participants and determining relative degrees of responsibility andinvolvement. Evaluation may cover, but may not be limited to:

(a) planning, programming and construction statistics;

(b) the performance of the planning team (i.e., the government or consultantarchitects) and of the building contractor(s);

(c) the degree to which buildings, equipment and furniture succeed in t-,eetingeducational, operational and environmental objectives; and

(d) the degree to which the facilities are technologically successful in terms of use,maintenance, etc.

16.12 Pro formas provided under Annex 16-B may be helpful for carrying out an evalua-tion program covering the aspects outlined above.

ANNEX 16-A

Sample Page 1Building Owners Manual

I.D.A.I.G. SCHOOLS PROJECT - MALAWI

SCBEDULE OF BUILDING OWNERS ROUTME MAINTENANCE

INDEX

PREIJLAIrT Sheets 1 - 3 inclusive.

GENERAL INFORIATION Sheets 1 and 2.

SECTION A, PART 1 Fabrio and Structural Work.

SECTION A, PART 2 List of Drawing numbers., for this school.N.B. Only 'as donet Site and Reticulationdrawings are included at the end of thisSchedule. Reference should be made to Mn.of Works or Min. of Education for workingand detail drawings.

SECTION A, PART 3 Schedule of Manufacturers,Subpliers and Ifistallers andreocmended Routine Maintenance.

SECTION B Finishes, furnishings indfittings ahd recommendedMaintenance.

SECTION 0 Mecbaical serivic6s, Includingwater,-puhibidfg ahKdainageand recommended Maintenance.

SECTION D Special services it is suggestedthat special plaht abad machinery(items ordered dixeot) be includedunder this Section.

SECTION F External work andlandsoapingand recommended Maintenance.

0

ANNEX 16-APage 2

I.D.A.AA.G. SCHOOLS PROaECT - MALAWI

SCHEDULE OF BUILDING OWNERS ROUTINE MAINTENANCE

GENERAL INFORMATION

CLIENT Government of Malawi,Ministry of Works and Supplies,Private Ba 45,ZOMBA.

Phone 312

LOCAL Regional or District Engineer,TECHNICAL Ministry of Works and SuppliesREPRESENTATIVE

Phone

PROJECT School Mzimba Day Secondary SchoolAddress P.O. Box 61, Mzimba

Phone Nil.

ARCHITECTS School No. 10JOB NO.

M OF W NO. Contract No. 11/69

CONTRACT DATE 5th August, 1969

CONTRACT SUM £316,786. 7. Od.

TENDER In competition

DESIGN AND CONSTRUCTION TEAM

ARCHITECT Stenson, Hope and Clark,P.O. Box 833, Blantyre.

Phone 2267.

QUANTITY A.M.K. Davidson and Partners,SURVEYORS Development House,

P.O. Box 552, Blantyre.

Phone 8488.

R.F. Fitzsymons and Partners,Downs House,P.O. Box 462, Blantyre.

Phone 8176

STRUCTURAL Muir, V a, Swerdlow & Associates,ENGINEER P.O. Box $28, Blantyre.

Phone : 2645.

ELECTRICAL Jongen and van Straaten,1?GIERS Downs House,

P.O. Box 1094, Blantyre.

Phone 2094.

WATER Brian Colquhoun, Hugh O'Donnell & Partners,SERVICE Development House, .ENGINEERS P.O. Box 560, Blantyre.

Phone 2620, 8959.

ANNEX 16-APage 3

COMTACTOR W.C. French (Malawi) Ltd.P.O. Box 475,Blantyre.

SUB-COMTRACTORS The names and addresses of Sub-AND SUPPLIERS contractors and Suppliers where

applicable are listed in SectionA, Part 3, hereunder.

DATE - PRACTCAL November, 1970COMPLETION

DATE - END November, 1971.OF DEFECTSLIABILITY

F

ANNEX 16-A

I.D.A./M.G. SCHOOLS PROJECT - MALAWI Page 4

SCHEDULE OF BUILDING OWNERS ROUTINE MAINTENANCE

PRELIMINARY

AIM This Schedule has been prepared and,the information contained within it'presented, to enable the Client,Building Owner or Occupier to use andmaintain the buildings, their componentsand equipment to the best advantageand ensure their reasonable a4d usefullife expectancy.

INTRODUCTION The regularity and thoroughness withwhich routine cleaning and maintenanceis carried out is of the utmostimportance in promoting this aim.

Basically, there are three types ofmaintenance likely to be involved inthe buildings under rkview-

1. Contractural Defects Liability.2. Day-to-Day Routine Maintenance.

3. Periodic Routine Maintenance.

0ONTRACTURAL ' This is not maintenance in the strictDEFECTS sense of the word.

LIABILITY In terms of Clause 13 of the Conditionsof Contract, the Builder is required toremedy any defects in materials orworkmanship arising during, what isknown as, the 'Defects Liability Period'which, in the case of the I.D.A./M.G.Schools Project, is twelve months fromthe time of either 'beneficial occupa-tion' or 'hand over', whichever is thesooner. It should be noted that theBuilders' liability during this perioddoes not include for remedial workoccasioned by damage or misuse on thepart of occupiers nor for lack ofBuilding Owners Routine Maintenancewhich would normally be expected tocommence from the time of 'hand over

The normal procedures by Consultants,Clerk of Works and Contractor duringthe 'Defects Liability Period' arebriefly as follows:-

1. At the time of 'hand over' aninspection is made by the Architect,Specialist Consultants and/or theClerk of Works together with theContractor or his representative

and specialist sub-contractorswhere necessary. If all exceptminor or agreed items are acceptablethe work is 'officially 'handedover' to the Building Owner whenbeneficial occupation may commence.

At this time a Hand over Certificateis prepared attached to which is aschedule of outstanding items (ifany) which the Contractor is.expected to complete during theDefects Liability Period.

'ANNEX 16-APage 5

ONTRACTURAL 2. During the Defects Liability PeriodDEFECTS any defects in terms of Clause 13LIABILITY of the Contract arising should be(Cont.) 'made good' by the Contractor.

In practice minor items are usuallyleft to the end of the LiabilityPeriod and only serious items oritems likely to cause damage topersons and property or impair theproper use and operations of theproperty should be attended to bythe Contractor as and when theyarise.

It is of great assistance to allparties concerned if a note is keptby the Building Owner or Occupierof any minor items of defects duringthe Liability Period and a list ofsuch defects handed to the Clerk ofWorks or Architect at the time ofFinal Inspection.

3. A Final Inspection is made on anagreed date at the end of the DefectsLiability Period preferably by thesame parties who carried out the'hand over' inspection and a

Schedule of Defects prepared by theArchitect and issued to the Con-tractor. Only when all defectslisted on the Schedule have been'made good' to the satisfaction ofthe Architects is the FinalCertificate for payment to theContractor issued which signifiesthat the Contract has been fulfilled.

DAY TO DAY As this only covers the normal day toROUTINE day cleaning, polishing, oiling, etc.MAINTENANCE etc. or what might be termed

'domestic chores', it is not proposedto enlarge on these items except toemphasise that a sound programmelaid down by the Building Owner inthese matters can very materiallyassist in prolonging the usefullife of the property.

PERIODIC From the Building Owners' point ofROUTINE view, this covers the most importantMAINTENANCE items of routine maintenance

required to be undertaken by himcommencing from the time thebuildings, grounds, etc. are handedover to him and continuing through-out the life of the prcperty.

. The data and information containedin the following sections have beenprepared to assist him in carryingout such routine maintenance inthe most effective and useful manner.

. ANNEX 16-APage 6

PERIODIC Where 'timings" have been suggestedROUTINE between maintenance, these haveMAINTENANCE been based either upon the Manu-(Cont.) facturer's advice or upon what is

beiieved to be sound and acceptedpractice. They are not, however,inflexible as conditions may varyas, for example, between industrialareas and country districts. Inthe light of experience, therefore,the Building Owner may require tovary them, the object being, aspreviously stated, to protect andprolong the life of the property,its components and equipment.

ANNEX 16-APage 7

SECTION A PART 1

GENERPL FLANNIN Reference should be made to -APPROACH AND FABRIC

1. The Master Plan -. e!ort.

2. The Final Desirn ?eport.

For information relative to thegeneral planning a%*roach and finalagreed forms of construction etc.where such is required. Thesedocuments give the detailed historyof the Project from the OriginalBrief to Contract.

SECTION A PART 2

LIST OF APPLICABLE See attached schedule of drawings.DRAIir3

Sll

ANNEX 16-APage 8

SECTION A PART 3

SCHEDULE OF MANUFACTUREBS, SUPPLIERSAND INSTALLERS

1. STRUCTURAL Steel portsl~frames to workshops andFRAMES steel roofs to Salls only.

Contractors Sub-Contraotbr

Name Allied Steel Ltd.,

Address P.O. Box 931, Blantyre.

Phone Blantyre 30775

These items have been treated with redoxide primer b6fore erection withexposed parts finished with hard glosspaint. ... ...

Vaintenafce - an annual visual oheckshould be *faae,-and paintwork rubbeddcwn and :epainted it is suggested'at not exceeding five yearly intervals;or before, if any serious deteriorationis noted.

2, STEEL WINMOWS These are of standard steel windowsections generally, manufactured by - -

Name B. & C. Metal Products Ltd,,

Address P,.O. Box 52, Blantyre.

Phone 2352.

All windows have been shop primed beforedelivery and'built in either withadjustable lugs or plugs and screwed bythe Yain Contractor and painted withhard gloss paint.

Maintenance except for repainting'-it is sUggeted at not exceeding five

yearly inv6is, these items should3g6qdire onlJ~vey bocasional easingandoiling of hinges, catches, stays, etc

3. AI11=IUM LOURE 2Anifa6turba by NV. Appleton (Pvt.)GLASS Ltd., ordebed theough the Crown Agents,

stored by the-Government Storesand fixed by the Main Contractor bymeans of n8h ferrous or sheradizedsoews to oiled hardwocd frames.

Paintenanc- the louvre clips andframes, beihg aluminium, should reqt:ire

no maitenanc6 's such but should bepericdioalZ1'checked for free action orwear and to ensure that glass louvreblades cre securoly held each end by

the alips.

The h.w. frames, however, should be

re-oiled with linseed oil at, it issuggested, yearly intervals.'

ANNEX 16-APage 9

4. STEEL DOOR These are of 16 s.w.g. pressed steel ofFRAMES. standard profile to suit wall thick-

nesses, manufactured by

Name 3 & 0 Metal Products Ltd.

Address P.O. Box 52, Blai+,Te.

Phone 2352

All frames are provided with loose pinhinges, striking plates in the case ofsingle doors and drilled for bolts inthe case of double doors; shop primedbefore delivery and built in by theMain Contractor with adjustable lugsand painted with hard gloss paint.

Maintenance - except for repainting itis suggested at not exceeding fiveyearly intervals, these items shouldrequire only very occasional easingand oiling of hinges and striking plates.

5. HARDWOOD Provided and fixed by the Main Contractor.FRAMES Maintenance - Re-oil with linseed oil,

it is suggested, at not exceeding twoyearly intervals, or more frequentlyif excessive drying out is noted.

6. EXTERNAL Generally of two typesDOORS (a) framed, ledged and narrow battened,

oiled hardwood doors, with or withoutglazed or observation panels.

(b) solid or semi-solid flush doorsfaced with external quality plyand lipped styles, with or withoutglazed or observation panels,

primed and painted hard gloss.

Both types are provided and fixed bythe Main Contractor.

Maintenance

Type (a) - Re-oiled as described foritem 5 above.

Type (b) - Rubbed down and repaintedat five yearly intervals.

7. INTERNAL Certain internal doors, in Staff HousingDOORS mainly, are of the hollow core flush

panel type of internal quality primedand painted hard gloss.

Maintenance - as described for Type (b)above.

8. ROOFING Roof sheeting generally in Advisa-Rib(I3.R. type) galvanised iron ribbedsheeting for which tenders were receivedby Crown Agents for bulk deliveries toand fixing by the Main Contractor.

Suppliers -

Name Shire Trading Co. Ltd.

Address Raynor Avenue,P.O. Box 491, Limbe.

Phone 5881/2/3.

ANNEX 16-APage 10

* RCOFING (Cont.) Sheeting is secured with galvanisedhook bolts in the case of steel trussesand galvanised drive screws to timbertrusses.

Maintenance - Generally no maintenanceas such should be required except anannual check for any deterioration inthe ga[lvanised surfacing of the sheets.

However, where galvanised sheet irongutters and downpipes have been provided,these should be checked and cleared ofleaves and foreign matter likely to causeblockages, annually before the onset ofthe rains.

9. EXTERNAL WALLS & In general these are constructed ofCLADDINGS BY MAIN brickwork either finished with selected00NTRACTOR and pointed bricks or rendered and painted

with external quality P.V.A. paint.

Maintenance - Other than a recommendedquinquennial re-decoration of paintedsurfaces no maintenance should benecessary.

The point, however, should be noted.thatplastered beam filling to eaves andverges up to the underside of the ironroofing may tend to spall away over aperiod of time due to seasonal movementsof the roof timbers. These are wellcovered by roof overhangs and there shouldbe no problem of damp penetration. It issuggested that such stoppingsand fillingnecessary where spalling occurs is leftuntil the next quinquennial re-decoration.

10. MESH SCREENS Provided and fixed by Main Contractor,Where mesh screeiis are provided forj,urposes of natural ventilation they areof the 'ExpametO expanded metal varietyeither in hardwood frames or in steelframes.

These are generally primed and paintedwith hardgloss and should only requirequinquennial re-decoration.

11. EXPOSED SOFTWOODS Provided and fixed by Main Contractor.Where softwood timbers are left exposedi.e. rafter ends, fascias, bargeboardsand timber beams to Kondes, etc. theyhave been primed and painted hardglossand should only require quinquennialre-decoration.

12. IRONMONGERY Supplied and fixed by Main Contractor.Ironmongery, which includes locks,catches, panic bolts, sliding door gearand the like, are of various kinds andreference should be made to the DoorSchedules for the various types fitted.

ANNEX 16-APage 11

12. IROMONGERY (Contd,) The Contictor is required to providet7o-keys to each look which shall befitted with identification labels andhanded aver to the Building Ower orooupiex (as directed) at the tim of"handover",

Hinges, looks, bolts and Eliding gearshould'bechecked, eased and oiled atleast once a year and more .Equentlyin. aies wBere dust and foreign matteris. more pievalent as for example inWorkshops.

Wh6r floor channels are provided toslidint "doors these should be clearedbf foreign matter as often as requiredto-allow Iree running of the bottomguide, (N.B. Oil should not be usedi. 6hannels as this tends to attractdust and foreign matter.)

13. PIANT, EQUIPhENT These apply to items supplied direct byAUD SUIDRIES the Ministry of Education.

Generators (Mzimba Dale Electric Co. Ltd.,only) Fiey,

Yorkshire,England.

Sta&eERuiment F.J. 1hrse & Co. Ltd.,Traffic Street,Nottingham,England.

Kitchen Equipment

1. Electric urns Stuart M.L. Hatrick (Pty) Ltd.,

2. Oil jaoketbd P.O. Box 8781,Cocking pots Johannisburg.

.o n . Republip of South Africa.

Oil'foi' cooking pot jacketMobil ty-e6603 orShell Voluta type 45.

Metalworkshop.

1. Centre lathes T.S. Harrison & Sons Ltd,2. Shaeis - Unii Street,3, Pedestal Grinder Heokmohdwike,4. Drilling Machines Yorkshire,

-. .England. -

5. Haoksawing Machine Charles Nioksteed & Co. Ltd.,Staford Road Works,KetweiEg,Northants,England. - -

Nearest stockist

Forest Engineering (Pty) Ltd.,P.O. Box 6738,Johannesburg.Republio of South Africa.

6. Forge Detiford Small Tools Ltd.,12-13 Robinson Row,Bull,England.

ANNEX 16-A

13. 7. Portable Drill Outillage Electrique Si-rp

170 Rue Sadi-Carnot,93 Bagnolet,France.

Nearest Stockist -

Fenter (Africa)(Pty) Ltd.,77 de Korte Street,Braamfontein,Republic of South Africa.

Woodworkshob

1. Drilling Machine ) T.S. Harrison & Sons Ltd.,2. Pedestal Grinder ) Union Street,

3. Wood Lathes ) Heckmondwike,Yorkshire,England.

4. Circular Saw ) Morini & Bossi,

5. Band Saw ) Via Mauro Macchi,87 Milano,Italy.

6. Tool Sharpener Denford Small Tools Ltd.,12-13 Robinson Row,

Hull, England.

7. Planing Machine Wilson Bros. (Leeds) Ltd.,Victoria Road,Leeds LS11, 5AG,England.

8. Brandsaw Brazer Joha Rieckermann,2 Hamburg 1,

Moencheberg Strasse 10,West Germany.

Housecraft Room and Flat

1. Split level cooker Simplex Electric Co. Ltd.,

Creda, Works,Blythe Bridge,P.O. Box 5,Stoke-On-Trent.England,

Local Stockist -

Farming & Electrical Services Ltd.,.P.O. Box 918,Blantyre.

2. Electric Cooker Belling.

Local Stockist -

Controller of Stores,

P.O. 9ox 401,Blantyre.

3. Gas Cooker Radiation Ltd.,Electrical Division,255 North Circular Road,London N.N.10,England.

4. Paraffin Cooker Falks Veritas Ltd.,118 Garratt Lane,Wandsworth,London S.W.18.England.

Page 13

5. Starline Solid Fuel Durban Falkirk Iron Co.,Cooker P.O. Box 4,

Jacobs,Natal,Republic of South Africa.

6. Enamelled Dover Stove ) Smith & Wel1stood (Mfg,) Ltd.,7. Black Dover Stoves ) Bonnybridge,

Stirlingshire,Scotland.

o. Deep Freeze ) Hoover Ltd.,9. Washing Machine) Perivale,30. Refrigerator ) Greenford,11. Electric Irons ) Middlesex,

England.

8a. Paraffin Deep Freeze Electrolux Ltd.,(Mzimba only) Luton,

10a. Gas Refrigerator Bedfordshire,(Mzimba only) England.

12. Electric kettles ) Gallo-Fox (Pvt.) Ltd.,aluminium ) 8 Ameshoff Street,

13. Electric kettles ) Braamfontein,chrome ) Johannesburg.

14. Coffee Percolators ) Republic of South Africa.15. Vacuum Cleaners )16. Mixer Liquidators )17. Electric Fry Pan Braun Electric Overseas,

illingerstrasse 6,CH 5400 Boden,

- Switzerland.

Needlework Room

1. Electric irons Hoover Ltd.,Perivale,Greenford,Middlesex,England,

2. Electric kettles Gallo-Fox (Pvt.) Ltd.,8 Ameshoff Street,Braamfontein,Johannesburg,Republic of South Africa.

3. Sewing machines hand ) The Singer Manufacturing Co. Ltd.,4. Sewing machines treadle) Clydebank,5. Sewing machines ) Glasgow,

electric ) Scotland.

Local Stockist -

Bourne and Co. Ltd.,P.O. Box 405,Blantyre.

ANNEX 16-A

SECTION B PART 3 Page 14.

FINISHES & FITTINGS

1. FINISHES In all cases provided, laid, appliedor fixed by the Main Contractor.

1.01 Floors 1.0101 Cement Pavings - The maLjority of floorshave been laid with cement and sandpavings finished by hand with a steelfloat to a smooth and even surface.

Maintenance - It is recommended that allcement floors should be kept polished byperiodic applications of a good qualitywhite wax polish which will protect thesurface. Monthly applications of polishshould be adequate with daily buffing upeither by hand or with a mechanicalpolishing machine.

In certain areas, however, such as, forexample, kitchens, toilets, etc. wherespillage of water or grease may occur,pavings should be thoroughly washed orscrubbed with plain soap and warm waterand allowed to dry before applications ofpolish are made.

02 Woodblock & Parquet Floors - In verylimited floor areas of Housecraft Roomsand floors of Woodwork Rooms hardwoodblock or mosic parquet blocks have beenprovided. These have been secured withmastic to cement screeds, traversed witha fine sanding machine and polished withwax polish rubbed in and buffed up.Where it has been possible to obtain andlay end grained blocks in Woodwork Shops,these will have been treated as for mosaicparquet blocks,

Maintenance - The spillage or usage ofwater or similar liquids on these floorsshould be avoided as swelling and liftingof the blocks can be caused thereby.

In areas which have been polished, amonthly application of white wax polishwith daily buffing by hand or machine isall that should be necessary to maintainthe floor in good condition,

03 VilAsbestos Tiling - Small areas onlyfor demonstration purposes have beenprovided in Housecraft Rooms. These arethin tiles (about 1/10" thick) laid inmastic on a steel floated cement screed.

PaLniNLA I =-1Page 15

Maintenance - Plain soap and water maybe used for cleaning purposes butexcessive water is not recommended.

The use of patent cleaning liquids orpowders are not recommended as thesecan attack the mastic. A protectivecoat of good quality white wax polish

applied once a month and buffed.up.dailyis all that is required to maintain these.pavings in good condition.

1,0104 StipBoardedFloing - Central areasof each Hall Stage have been flooredwith tongued and grooved strip boardingcramped together and nailed to battensunder. The boarding has been traversedwith a fine sanding machine and leftsmooth but otherwise untreated.

Maintenance - It is not recommended thatstage floors should be polished or treatedwith any applications likely to make themslippery. It is recommended, however,that they be treated once a year with aprotective sealer coat such as, forexample 'Ronseal' or similar good qualitysealer, which will assist in preventingstaining or dirt becoming ingrained.-

1.02 Skirtings 1.0201 Cement - Coved cement skirtings have been'provided in most areas and these shouldbe treated as described for cement floors.

02 Timber - In limited areas where timberskirtings have been provided these haveinvariably been stained and varnished.

A very occasional thin application ofwhite wax polish is all that should benecessary to maintain these skirtingsuntil the recommended quinquennialgeneral re-decoration when they shouldbe rubbed down, re-stained, if necessary,

and re-varnished.

1-03 Walls Except where tiled dados and splashbackshave been provided in kitchens and toiletareas, all walls have been plastered witha fine sponged or sanded finish andpainted with two coats of either internalor external quality P.V.A. Emulsion paint.These painted surfaces should be capableof withstanding a limited amount of clean-!ing with a sponge using small amounts ofsoap And water. They will not, however7stand scrubbing. Generally walls shouldrequire no maintenance as such until therecommended quinquennial re-decoration.

ANNEX 16-APage 16

1.04 D1adoo White glazed tiled dadoes and splash-backs have been provided as wallprotection in certain areas of kitchens,toilets and bathrooms. These have beenpointed either in white cement or a

50/50 mixture of white and grey cement.

Apart from washing down when necessary,wall tiling should require no maintenance.Over a period of time it may be found thatthe pointing between tiling takes on ayellowish appearance. This may be over-come by mixing small quantities of whitecement into a paste with water andvigorously rubbing it into the joints.

1.05 Ceilings Ceilings generally are either ofinsulated fibreboard or patent asbestoscement ceiling board. The ceilingboards are nailed to timber branderingor, in the case of Halls and Workshops,suspended on and between aluminium teesand angles.

In most cases fibreboards have beenbuttjointed with mitred edges or, where

clean mitres have not been obtainable,joints have been covered with timber

cover fillets.

Painted timber cornices have beenprovided.

Ceilings generally should require no

maintenance as such until the recommended'quinquennial re-decoration.

2.00 FITTINGS Except as noted, provided and fixed by

Main Contractor.

2.01 Benches, These have been provided with or without

Worktops & pedestal cupboard or drawer fittings

Dressers under in Laboratories, Workshops,Housecraft and Needlework Rooms andkitchens. Mainly in the case ofkitchens and certain fittings in House-

craft areas the tops have been constructedof blockboard faced with laminated plasticsheeting which, apart from normal cleaning,

should require no maintenance as such.

Elsewhere solid hardwood tops have been

provided of tongued, grooved and gluedboards planed and sanded and treated withprotective coats of clear polyeurethanesealer.

These tops should receive a protectivecoat 'of clear wax polish onco a month and

be kept buffed up either daily or at leasttwice weekly.

The pedestal cupboard or drawer units

under the tops have either been treated

with a sanding sealer and varnished or

have been painted with hard gloss or

enamel paint.

ANNEX 16-APage 17

Apart from normal cleaning withiwaelightlydamp cloth pedestal units should requireno maintenance as such until therecommended quinquennial re-decoration.

2.02 Chalkboards Manufactured and provided,by"Holcor" Chalkboards.

Malawi Book Service,P.O. Box 251, Blantyre.Phone : 8104.

Fixed by the Main Contractor these chalk-boards with normal usage should requireno maintenance. The Manufacturers, -however, advise that NO water should beused on them for cleaning purposes.

2.03 Pinboards These are provided in various sizes inmost schooling area constructed of soft-board in timber framing and invariablypainted with P.V.A. emulsion paint.

With normal usage they should require nomaintenance until the recommendedquinquennial re-decoraion.

2.04 Galvanised In metalwork shops certain bench topsTops have been covered with 22 s.w.g. galvanised

sheet iron. Apart from daily cleaningafter use these should be wiped overonce a month with thin machine oil toprevent rust forming.

ANNEX 16-APage 18

SECTION C

WATER SERVICES, PLUMBING AND DRAIAGE

l C OLD 111.TE SERVICES In all cases within the site boundariesthese have been supplied and installedby the Main Contractor.

1.01 MAIN SERVICE In the case of most schoolo the mainservice to the site is provided eitherby a local water authority or from thelocal Township supply.

H.H.I., Blantyre Secondary, Chichiri andSoche are supplied by -

Name Blantyre (ater BoardAddress P.O. Box 5363, Blantyre.Phone 50133.

Lilongwe is supplied by -

Name Lilongwe fater BoardAddress P.O. Box 96, Lilongwe.Phone 2561.

Mzuzu, Mzimba, Zomba, Cholo and Mlanjeare supplied from the respective local

.Township services and reference shouldbe made to the local RE's office in thecase of any queries relating to the mainservices to these schools.

Dedza is provided with its own source ofsupply from the mountain above. Thissupply has been eratic in the past butthe Ministry of works and Our-plies is toinvestigate the present cource and storagefacilities in the 1970/71 period with aview to effecting improvements.

Malosa is also provided with its own sourceof supply but this is nou taken from thenew hydro scheme which, together withadditional storage provided under thecontract, is designed to improve theservice not only to the school but thewhole Mission complex.

1.02 SITE RETICULATION Reference should be made to the appropriate& SERVICES TO 'as done' C.N. reticulation ,plansBUILDINGS attached to this Maintenance Schedule

for pipework and connections providedunder the contract.

1.03 MAINTENAdNCE Except for replacement of worn tap washersno regular maintenance as such should benecessary in respect of C.W. services.

It is recommended, however, that a routinecheck every six months chould be carriedout by a suitably experi=nced water supplyfitter to ensure the cleanliness of storagetanks, checking and adjuting wa,ter meters,pumps, etc. and the free operation ofsluice and stop valves, etc. It ispresumed that this service vould beprovided by the local RE.

ANNEX 16-APage 19

1. 1.03 Cont./.... Warning - In new' installations, owing tothe presence of grit in pipes and tanks,it may be found that tes and valveshave a tendency to stick or leak due tosand or grit getting under the seatingsor springs: this applies particularly toball valves and non-percucsive, springloaded taps.- The method of clearing,inbad cases is similar to that for changinga washer.

1.04 METERING 'ith the exception of Coche, Malosa andChichiri (see below), all schools havebeen provided with a main meter generallyon the site boundaries where main watersupply services enter and, in addition,where houses have been :rovided,a separatemeter has been installed at the connectionto each house.

In the case of Soche the main supply isprovided from an extenion to the existingservice to the College which is alreadymtered. A sub-meter, however, has beeninstalled ctthe point of entry of thisextension to the school grounds.

Malosa has its own private supply andhas, therefore, no metering*

The existing service at Chioiri isalready metered and the new buildingsprovided under the contract have notbeen separately metered.

1.05 REBORTING DEFECTS To save excessive waotage, it is stronglyAND BREAKAGES recommended that any breakages or defects

are promptly reported to the nearestresponsible officer of the Ministry of"!orks and Supplies.

2. HOT UAER SERVICES In the case of new buildinga, these havebeen provided and installed by the MainContractor except in the ease of gasinstallations at Mzimba which have beenprovided and installed under 3ub-Contractby Messrs. Mobil Oil (Malawi)(Pvts) Ltd.(see under).

2.01 BUILDINGS SERVED Except in the case of lauzu, the provisionof hot water services hea generally beenlimited to the following buildings -

Domestic ScienceHall KitchensWorkshopsHeadmasters and Teachero housesTeachers flats attached to Dormitories

In addition to the above, a hot waterservice has been provided to the DormitoryToilets at Mzuzu.

2.02 TYPES OF Electric H.1. HeatersINSTALLATION

Two types have been installed, viz.;storage type heaters generally in DomesticScience, Houses and Flats and displacementor 'push thro' types in workshops.

ANNEX 16-APage 20

2. Cont./......

2.02 TYPES OF The former are connected directly to theISTALLATION hot taps of the fitting served: the

latter being wall mounted directly abovethe fittings served which are fed froman adjustable nozzle immediately belowthe heater.

Both types are thermostatically con-trolled, the thermostat being checkedand set by the electrician -rior tohandover.

They require no maintenance as such.It is, however, suggested that they shouldbe checked for correct setting and opera-tion at yearly intervals by an experiencedelectrician.

Gas Water Heaters

These have been supplied and installedat Mzimba only, by Messrs. Mobil Oil(ialawi)(Pvt.) Ltd., 7.O. Box 443,Blantyre, in the following buildings*-

Domestic,Science, New Teachers' 3ousesand Dowitory Flats. Operation 'Instrue-,tion' sheets will have been rlaced inposition by Messrs. Mobil on handoverand should be carefully kept and theinstructions followed by those personsusing the service.

Maintenance or repair work should onlybe undertaken by properly instructedpersonnel and it is considered desirablethat the Ministry of Edu,cation shouldarrange a regular routine maintenanceagreement with Messrs. 1.robil for thispurpose.

Supplies of Mobilgas can be obtainedfrom Nzimba Commercial Agencies, P.O. Box 1,Mzimba, who are also in a position toundertake repairs of a minor nature.Arrangements have also been made formajor repairs or overhauls to be under-taken by Dzuzu Mechanical Development,Private Bag,Mzuzu.

Solid Fuel Boilers

These have been provided and installedtogether with storage cylinders toprovide hot water services to HallKitchens generally.

They may be fired by either coal or wood,the former giving the greater efficiency.

A yearly inspection for 'furring' ofboilers and pipes should be undertakenby an experienced water service fitterand this should be reduced to six monthswhere 'hard' water is e:cerienced.

Flues should be checked and, if necessary,'swept' once every yea:'.

ANNEX 16-APage 21

2. Cont./....

2.02 TYPES OF 44-gal Drum-Wood BurnigoeINSTALLATION

These have been installed at Ilzuzu onlyto provide hot water to Dormitory toilets.

This type of boiler has been successfullyused for many years in country districtsthroughout Central Africa and if carefullystoked and used requirer little or nomaintenance.

An inspection of the drum and feedercistern should be carried out once a year.

3. 3AIM7T123 PLUMBING In general, gutters and down=ipes have notAND STORM D1.IN1GE been provided to roofs of new buildings

except over entrance w,yo. M1oping dishdrains of either slurried brick or con-crete have been provide- in lieu which,in many cases, also provide a 'runoff'for storm drainage.

In suitable cases where little damage canresult, dish drains have been terminatedto discharge into adjoining 'bush'. Inother cases, they have been terminated intocatchpits and 'french' drains or alternativelywhere convenient or available, roadditches.

In a few cases, where no suitable adjacentdischarge point has been -ossible, openditch drains have been provided to carrystorm drainage away from buildings.

Before the onset of the rains each yearand after heavy storms, all gutters,downpipes, dish drains and culverts shouldbe inspected and cleared of leaves or otherobstructions. Open 'cuta' and ditchesshould be cleared of silt and obstructionto give a clear and even fall to stormwater.

4. SOIL AND WASTE In all cases where new work has been under-PLUMBING taken, the installation has been carried

out by the Main Contractor.

4.01 SOIL PIrES AND Except for Mzuzu and Uzimba, soil pipesFITTINGS and fittings are generally of cast iron.

At izuzu and Mzimba rigid?VA pipes andfittings have been provided.

4.02 WASTE PIPES - Except for Mzuzu and Mzimba, waste pipesGENERALLY are generally of screwed galvanised tube

set to discharge into or over trappedgulleys.

4.03 LABORATORY WASTE Generally of acid resting black vulcathenePIPES AND with traps and catchpots of similarFITTINGS . material. These are of the type which

can be unscrewed by hand for recoveryand cleaning purposes. ?'here islandbenches are provided with sinks or dripsinks the wastes have been carried in floorducts which also contain water services.

ANNEX 16-APage 22

4. Cont./.....

4.04 CLE,.NING EYES Clearing eyes or rodding ways have beenprovided at bends. If and when these areopened for cleaning purpoaes it isessential that they be ,roperly sealedon replacing the covers.

5. SOIL L1I.1.GM In all cases where new work has beenundertaken the installation has beencarried out by the Main Contractor.

5.01 SYsTEMS Except for the main school buildings atZomba, which are connected to the existingmain drain, the soil and waste drainageat all schools, including the houses atZomba, is based upon the septic tank and/orsoakaway system.

Reference should be mcade to the 'as done'reticulation drawings attached to thisSchedule for the general position, typeand size of septic t&n:o and soakawaysand the standard detailo for septic tanksfor constructional information.

5.02 AMNHOLE AND Collection manholes with cast irpn coversRODDING WAYS and cast iron ABC roddin[ ways have been

provided at heads of drain and at allappropriate bends, junctions, etc. toallow for the easy clearing of drainsin the event of stoppages.

Manhole covers and rodding ways are alsoprovided over septic tanks and honeycombbrick soakaways for increction and, ifnecessary, clearing pur:ioses.

5.03 MAMItANCE Routine maintenance in the accepted senseshould not be necessary for soil and wastedrainage.

However, in order to obviate unnecessarystoppages and maintaii the drainage systemin effective use, there are certain 'do'sand don'ts' which should be observed -

5.031 Any drainage, defect or stoppage should bereported immediately to the local RE'soffice.

5.032 The tops of all septic tanks, soakaways,manholes, gullies and rodding ways shouldbe kept free of all soil, ,rass and over-growth at all times anci the surroundingground kept below the level of thecovers to prevent ingress of rain orstormwater.

5.033 Manhole covers should be ins,.ected yearlyand heavy grease re-applie- if necessaryto the frames to form an effective seal.

5.034 No food wastes should be allowedto beplaced down the drains - this appliesparticularly to corn meal, potatoes orpeel and fatty substances, all of whichcan readily clog the drainage system.

ANNEX 16-APage 23

Cont./..

5.03 MAINTENANCE

5.035 All food waste should be placed.incontainers or bins and disposed of viathe local township collection anddisposal system, if available, or asuse as animal food or by burning orburying in pits.

5.o36 The use of all forms of toilet paperother than the recognised types whichare readily broken down by the anaerobicaction of septic tanks, obould bediscouraged.

5.037 Excessive use of foaming agents anddetergents likely to have a detrimentaleffect on septic tanks should also bediscouraged.

5.03E In most cases, honeycomb brick soakawayswith radial arms and ilrpection covershave been provided. it is advisable thatthe covers should be lifted and the soakawaysinspected at least twice during each rainyseason to ensure that effluent is beingeffectively drained into the subsoil.

ANNEX 16-A

SECTION D Page 24

ELECTTICAL SERVICES

1. REFERENCE DRANINGS In all cases where neir buildings havebeen provided the site reticulation andinternal, electrical services have beenprovided and installed by the Main Con-tractor (or the Electrical 3ub-Contractorin his employ).

Reference should be made to the 'as done'electrical site reticulation drawingattached to this Schedule or, if moredetailed information io required, theappropriate wiring diagrams prepared by,the Electrical Engineer.

2. MAINS SUPPLY With the exception of Dedza and Mzimba,all schools are provided with an ESC 3-phase mains service and reference shouldbe made to their nearet office in theevent of any queries arising in respectof the mains supply.

3. GENERATOR SUPPLY Dedza, including new buildings providedunder the contract, is served by twoexisting generators recently servicedby M.E.D. (ESC supply not being presentlyavailable). Queries should be referredto the Local RE's office.

At Mzimba, all wiring and fittings havebeen provided and in-talled under thecontract to ESC Standards but no supplyis immediately available.

Two diesel generators (40 KV. & 15 KVA)have been ordered for this site directby the Ministry of Education and will beinstalled and connected in due courseafter arrival by the Vain Contractorand his Electrical Sub-Contractor.

Operating and maintenance data will beprovided by the manufacturer and it issuggested that copies of these should becarefully kept in both the Generator Houseand the Local RE's office.

Only trained personnel should be permittedto operate the generators and unauthorisedpersons should be excluded from theGenerator House.

Arrangements should be made with M.E.D.to carry out routine maintenance asrecommended by the manufacturer.

4. CRECKING DIS-BOt-RDS To protect personnel against electricalequipment becoming alive an earth leakageunit is installed in each Sub-distributionboard. The units should be tested at sixmonthly intervals to ensure that they areoperating satisfactorily.

Testing should be done by pressing the"Test" button in the distribution board.which should then trip the circuitbreaker. Switch on the circuit breakerafter test. Should the circuit breakerfail to trip the matter should be reportedto the local RE's office for attention.

ANNEX 16-APage 25

4. Cont./..... Under normal operation the circuitbreaker will trip if faulty electricalequipment is connected to the installa-tion. In the event of this happeningthe faulty apparatus should be removedand sent for repair (or relaced) andthe earth leakage circuit breakerswitched on again.

5. SPILLIBE ON 000IKERS It should be noted that spillage fromutensils onto hot plates of cookerscan cause tripping of the earth leakagecircuit breaker. Should this occur thehot plates should be thoroughly cleanedand well dried befor. switching on again.

6. FUSED SOCKET OUTLETS Where 13 amp fused socket outlets areprovided any faulty electrical equipmentconnected to these outlets is liable toblow the fuse. when this occurs thefaulty equipment should be checked andrepaired or replaced before a new fuse.is inserted and the e-ui7,ment re-connected. The blowin6 of a fuse, attimes, may be accompanied by trippingof the circuit breaker at the distributionboard. This should ba checked beforethe reinstated equipment is reconnectedand switched on.

7. LIGET FITTIGS, In all new buildings constructed underLAMFS AND TUBES the contract, light fi-ttings and lamps

have been provided.

In the main school buildings generally4 ft. 20 watt rapid start fluorescenttubes have been installed.

The normal life-expectancy of thesetubes is 5,000 hours after which theybegin to deteriorate in light output.These should be examined neriodicallydepending on the amount they are used.A blackening of the ends of the tubesis a good indication that the life ofthe tube is almost finished and replace-ment is necessary.

Elsewhere, ceiling or -endant fittingsare provided with standard incandescentlamps. The life expectancy of theselamps is very much lower than fluorescenttubes and varies considerably with typeand quality; a reasonable expectancy,however, for good quality lamr_ps should bearound 1,000 hours.

8. DOMESTIC IRON FLEXIBLES Iron flexibles used in Domastic SciencePreac and elsew-here should be chcked.frequently for wear cr damage on theoutside sheath and particularly at thetwo points of entry. To protect personnel,any serious wear or damnage should beremedied immediately.

ANNEX 16-APage 26

9. MAITEANCE Except for items noted above, no routinemaintenance as such should be necessaryin respect of the electrical installations.

It is emphasised that unauthorised personsshould not be allowed to interfere withany part of the installations or equipmentand any damage or defects should beimmediately reported to the local RE'soffice.

ANNEX 16-APage 27

Cont./.

6. LANDSCAPIN Available funds for landscaping haveunfortunately been very limited under thecontract.

In general, landscaping has had to be con-fined to obtaining advice, w,here available,from local Forestry Officers and, in thecase of Lilongwe, from 1r. David Slater,who has been employed on the landscapingof the new capital.

Limited funds have been made availableeither directly to the leadmaster or viathe Main Contractor, for the purchase offertiliser and, in some cases, trees andshrubs. Thereafter, the school will beexpected to carry out any grassing andplanting necessary.

It is most desirable that formed.banksare given first priority with regard tograssing in order to save erosion and washaways.

It is appreciated that watering of extensivegrounds during the dry season is not possiblein the case of many school where watersupplies and services are limited. It issuggested, however, in these cases thatgrass beds adjacent to a convenient wateringpoint are maintained during the dry seasonand runners or cuttings used from the bedsfor replanting or planting out new areasat the onset of the rains.

Otherwise, it is recommended that advice beobtained from time to time from the nearestForestry Officer in reapect of tree plantingand the maintenance of trees and shrubs.

ANNEX 16-A

SECTION F Page 28

EXTERNAL 11O0RKS AND LANLSCAMIN

1. REFERENCE D3AWIGS In all cases where roads, paths, terracing,etc. have been included in the contractthese have been carried out by the MainContractor. leference ghould be made tothe 'as done' Site Plan drawings attachedto this Schedule for all ouch items.

2. ROADS Where roads have been included in the Con-tracts provision has been made generallyfor compacted gravel road with a limitedextent of concrete kerbing.

At several schools, and more particularlythose on steeply sloping sites, later fundshave been made available for a limitedform of tarring. The latter, however, ishot a full tar specification and comprisesonly sealing and rolled chipping on the

gravel surface provided for in the contract.

Roads should be inspected at least twiceduring and after each rainy.season and anyscouring and wash awayo made good.

If roads are to be kept in reasonable con-dition, it is recommended that gravel roadsshould be re-surfaced and tarred roadsre-sealed and chipped as necessary everythree years.

3. PATHS Paths, where provided, have been formedof 3" concrete on corpacted hardcore with,-culverts over storm drains and ditches.Except for regular sweeping, no routinemaintenance should be necessary.,

4. TERRACING AND On sloping sites, terracing and gradingPLAYING FIELDS around buildings and playing fields has

been provided for in the contract.

5. FENCING Except at certain schoolo in limited areassuch as around girls' dormitories fencingof sites was not provided for in the con-tracts.

In the case of certain sites, which thegeneral public were tending to treat as'rights of way', later funds were made

available for the provision of 6'O" securityfencing around the sites. Fencing is con-structed of diamond mesh secured to strainingwires.and posts. The latter are primed andpainted with bituminous aluminium paint.

5.01 MAINTENANCE Care should be taken not to allow earth andrubbish to bamk up againt fencing as thiswill eventually destroy the galvanisingand rot the fencing.

Every six months gate loc., latches andpintle hinges should be inspected and oiledor greased.

Every five years gates, posts and bracesshould be repainted.

ANNEX 16-A

SCHEDULE OF DRAWINGS AND DETAILS Page 29

To Section A, Part 210.00 SCHOOL NO. 10, MZIMBP DAY SECONDARY SCHOOL

ACHITECTURAL DRAIM NO. REFEMNCEDR AWINGOS D NN O EEEC

1. Site Plans 010 - 2,3 LayoutD10 - 1,2 DrainageS10 - 1,2 -Storm Uater

2. New Buildings Bi - 1 4 CR BlockB3 - 1 Tech. Drg.B4 - 1 Dom. ScienceB5 - 1 WorkshopsB6 - 2 LibraryB8 - 2 Hall type B2B8 - 8 Hall Sections&RoofB9 - 2 DormitoriesBIO - 1,2 Dorms. Toilets&FlatsB12 - 1 Headmaster's HouseB13 - 1 Teachers House

3. Details B2 - 6,7,8 LabsB4 - 5 - 7 Dom. ScienceB5 - 4,5 WorkshopsB6 - 3 LibraryB8 - 13,14,15,

17,18 Hall10 - 3 Dormitories

B12 - 2 Window/Door Schedule/Cilia

B12 - 3 Houses

4. Alterations to FIO - 1 Labs.Existing Buildings F10 - 2 Admin.

F10 - 3 CRS.;F10 - 4 ToildtsF10 - 5 Admin.

5. Standard Building STD2 - 3 - 4 General5 - 6 Windows7 -8 DoorsD - 1 Drainage

S - 1 Site "UorksSTD - 9 Notice Board

6. Water Reticulation B3 - W1 Flo - W1Drawings )B4 - W5 FlO -Tw1

B5 - W4 FlO - W3B6 - v2A N - 1B8 - W7A N10 - 3BB10 - 1"4 W10 - 4B312 - W1A W10 - SA

1313 - NIA313 - WIB

7. Electrical B1 - ElInstallation B2 - ElDrawings B3 - E2

B4 - ElB7 - ElB8 - E1B9 - ElD5 - ElB13 - ElE10 - 1E10 - 2ElO - 3

EVALUATION OF EDUCATIONAL FACILITIES ANNEX 16-B-1FORM I Page 1

New.School Facility Statistics for Evaluation

Name or School and Location:

Type and level of School:

Name of Architectural Firm:

Name of -Contracting Firm:

Section A - Implementation Program

Date Programmed Actual Date

Briefing of Architects:

Preliminary Drawings Reviewed:

Bids Received:

Contract Award:

Occupancy:

1/Note the responsibility for and describe cause of delays:

Section B - Project Costs

Final total amount of construction contract US$

Total Building Construction Area (m2)

Total Circulation Area (m2)

Construction Cost per square meter US$

Construction Cost per student place US$

Furniture Cost per student place US$

Equipment Cost per student place US$

1/ Use additional sheets if necessary.

ANNEX 16-B-1Page 2

Student'Capacity

Cost per student place US$

Type of design only as it relates to cost 1 (e.g. two-story, compact,

reinforced concrete structure):

Section C - Change Orders

Additive change orders - Number Total Amount US$

Deductive change orders - Number . Total Amount US$

Net value above/below the base bid US$

1/Explain change orders which were the architect's responsibility:I

1/ Use additional sheets if necessary.

ANNEX 16-B-2

Evaluation of Performance of Architect and Contractor

Page 1

Name of School and Location:

Type and level of School:

Occupancy date:

Name of Architectural Firm:

Name of Contracting Firm:

The statements of criteria listed below relating to architect and contractor

performance on school construction projects do not require individual comment. They

are guides for formulating a summary comment to be entered in the space at the close

of each listing.

Section A - Architectural Firm

1. Effective project administration during design and construction requires:

(a) Reasonable adherence to a defined planning schedule

(b) Reasonable adherence to a defined construction schedule

(c) Adequate office and field staff of competent personnel

(d) Utilization of competent technical specialists and consultants

(e) Effective on-site supervision

(f) Accurate and timely execution of reports and records

Comment briefly, as instructed, on items applicable to this report:

2. Good working relationships during planning and construction require:

(a) Sufficient attention to the project during planning

(b) Sufficient attention to the project during construction

(c) Effort to protect the interests of the owner

(d) Cooperation between architect and owner

(e) Cooperative negotiation and execution of change orders

1/Comment briefly, as instructed, on items applicable to this project:

1/ Use additional sheets if necessary.

ANNEX 16-B-2

Page 2

3. Good design and planning requires:

(a) Research for economy in design and use of materials

(b) Creative translation of requirements into functional plans

(c) Consideration of aesthetic needs in design and placement

(d) Effective and economical utilization of site

Comment briefly, as instructed, on items applicable to this project-V

Section B - Contractor

1. Effective project administration and management requires:

(a) Adequate project manpower - tradesmen and supervisors

(b) Attention to the project by top management of the contracting firm

(c) Good scheduling to avoid delay in supply and material delivery

(d) Cooperation in correcting errors and omissions

(e) Avoidance of requiring architect or owner to spend undue time to

ensure scheduled completion

(f) Overall competency by the contractor's superintendent

(g) Exercise of firm control over subcontractors, tradesmen, etc. by

contractor's superintendent

1/Comment briefly, as instructed, on items applicable to this projectr-

Section C - Composite Rating

Check one of the following which best describes the overall performance of

the architect and the contractor on this project:

Architect Contractor

Excellent . . . . . Excellent

Good . . . . . Good

Satisfactory . . . . . Satisfactory

Poor . . . . . Poor

Evaluated by . . . . . . . . .

Title . . . . . . . . . . . .

Date . . . . . . . . . . . . .1/ Use additional sheets if necessary.

EVALUATION OF EDUCATIONAL FACILITIES ANNEX 16-B-3FORM III Page 1

Evaluation of New School Facility

Twelve categories for evaluation are covered in this form; more cate-

gories or items under each category may be added as appropriate. Each item

listed may be marked excellent, good, satisfactory, or poor; the letters E, G,

S or P may be used. The space for comment which follows each category is to be

used to explain those items observed as being poor.

It should be recognized that certain categories included in this form

may not fall within the area of concern of each evaluator; these may be left

blank.

Additional sheets may be used for noting observations related to spe-

cific areas of the school whether they be instructional or supporting.

Name of School

Type and level of School

Occupancy date

Name of Architectural Firm

1. Esthetics and general appearance of the facility:

(a) Overall appearance of the school within its setting

(b) Outside appearance of building

(c) Utilization of materials to enhance appearance

(d) Utilization of color to enhance appearance

Comments:

2. Site and grounds:

(a) General development and landscaping of site

(b) Location of recreation areas in relation to building

(c) Adequacy of facilities for play

Comments:

ANNEX 16-B-3Page 2

3. Traffic on site - pedestrian and automobile:

(a) Efficient layout of exterior pedestrian walkways

(b) Accommodation for service vehicle traffic

(c) Location and layout of parking spaces, if any

(d) Adequate egress and ingress for emergency vehicles

Comments:

4. Classrooms and other large group lecture rooms:

(a) Size (area) (e) Storage for pupils

(b) _ Shape (f) Storage for teacher

(c) Chalkboards (g) Equipment

(d) Corkboards (h) Furniture

Comments:

5. Laboratories, workshops and other specialized teaching spaces:

(a) Size (area) (e) Storage for pupils

(b) Shape (f) Storage for teacher

(c) Chalkboards (g) Equipment

(d) Corkboards (h) Furniture

Comments:

6. Adequacy of spaces related to and supporting instruction:

(a) Library reading (e) Instructional materialsroom storage

(b) Library workroom (f) Administrative offices

(c) Faculty room (g) Health service facility

(d) Cafeteria/multi- (h) Display spacepurpose room

Comments:

ANNEX 16-B-3Page 3

7. Arrangement and location of facilities in relation to total school:

(a) Accessibility to administrative spaces

(b) Classrooms arrangement and location

(c) Cafeteria/multi-purpose room location

(d) Location and arrangement of library

(e) Facilities for physical education

(f) Location and arrangement of specialized teaching rooms(labs, workshops, etc.)

(g) Instructional supply and storage facilities

(h) Lockers and pupil storage areas

(i) Pupil traffic flow within school

Comments:

8. Other considerations relating to efficiency of the school:

(a) Number and location of faculty toilets.

(b) Number and location of student toilets

(c) Relationship of classrooms to other spaces

(d) Adequacy of drinking fountains

(e) Adequacy of audiovisual aids

Comments:

9. Lighting and Color:

(a) Classroom lighting (daylight and artificial)

(b) Classroom colors

(c) Lighting (daylight & artificial) in other instructionalspaces

(d) Color in other instructional spaces

(e) Lighting in corridors and stairways

(f) Color in corridors and stairways

(g) Color considered in selection of furniture & equipment

ANNEX 16-B-3

Page 4(h) Design and provision of controlling glare

(i) Window design for natural lighting

Comments:

10. Ventilation:

(a) _Adequacy of ventilation (natural or mechanical) system

(b) Window design for natural ventilation

Comments:

11. Safety and security provisions:

(a) Design of stairs

(b) Absence of dangerous projections inside and outside buildings

(c) Freedom from slick floors

(d) Identification and safeguards of danger areas

(e) Adequacy of fire protection features and equipment

Comments:

12. Maintenance and operation considerations:

(a) Functionality of interior materials

(b) Functionality of exterior materials

(c) Provision for good drainage of site

(d) Durability of instructional equipment and furniture

(e) Ease of cleaning floors, stairs and windows

(f) Ease of repair and replacement of fixtures

Comments:

ANNEX 16-B-3Page 5

13. Workmanship:

(a) Masonry (e) Floors

(b) Carpentry (f) Roof

(c) Cabinetry (g) Doors and windows

(d) Painting (h) Plastering

Comments:

I7