Muscat Municipality ‫بـــــــــلـــــــــديـــــــــــــة‬

Directorate General of Projects

‫مـــــــــســــــــــــــقــــــــــــط‬
‫المديرية العامة للمشاريع‬
PROCEDURE FOR DESIGN SUBMISSION BY CONSULTANTS

1. Introduction:

It is necessary to establish a standardized procedure for the submission of design /

drawings by the consultants. This will improve the quality of the design submissions,
ensure that the submission are complete and in standardized format. This will avoid re-
working and re-submission causing delays and allows expeditious review and approval.

2. Design Submission:

The designs shall be submitted in stages starting with:

 Inception report
 Design Criteria report
 Alignment Study and Concept design report
 Preliminary design report
 Detailed or Final design report.

Each of the stage submission shall be approved before proceeding with the next stage.

The consultant’s design shall be practical, feasible and not simply based on collected
data. It shall take into consideration all future development plans of various agencies
including utilities and ensure that the design adequately addresses these future
requirements.

Once the final design report is approved the consultant shall submit the following final
documents:

 Special Specification
 Quantity estimate with back-up calculations
 Cost estimate with rate analysis
 Priced and blank BOQ

Document No. QAP-005-Ver 1.0 1

 Muscat Municipality ‫بـــــــــلـــــــــديـــــــــــــة‬
Directorate General of Projects
‫مـــــــــســــــــــــــقــــــــــــط‬
‫المديرية العامة للمشاريع‬
Upon approval of the above the consultant will prepare sets of complete tender
documents. The consultant shall deliver by hand, to the designated project engineer, one
set of all submission for immediate action besides the official submission.

3. Design Re-submission:

The consultant shall re-submit the design / drawings within 7 days of receiving the
comments from MM. All resubmissions shall be accompanied by a tabular compliance
sheet which will detail the comments and the action taken whether complied, not
complied or partially complied. In all cases the technical reasons shall be provided.

4. Quality Assurance Plan (QAP):

The consultant shall, at the initial stage, submit a detailed Quality Assurance Plan for all
field studies, engineering surveys, field investigations, design and documentation
activities. The QAP shall be approved by MM.

All drawings and other documents, before submission, shall undergo a QA/QC check and
shall be signed off by the checker. The details of the person responsible for checking will
be provided. The drawings shall be correlated to the Standard Specification, Special
Specification and BOQ to eliminate any contradiction between the documents.

5. Design Variance:

It is expected that the consultant will implement the latest technology in his design some
of which may not be covered in the existing specifications. The design report shall
include a chapter on such design variance stating the variance and reason thereof.

6. Communication:

During the entire period of the design the consultant will continuously interact with MM
and a program of various activities shall be provided to MM so that inspections, if any,

Document No. QAP-005-Ver 1.0 2

 Muscat Municipality ‫بـــــــــلـــــــــديـــــــــــــة‬
Directorate General of Projects
‫مـــــــــســــــــــــــقــــــــــــط‬
‫المديرية العامة للمشاريع‬
can be arranged. Joint visits to the site by consultant and MM are encouraged so as
resolve any issues and carry modifications as necessary. Weekly progress meetings shall
be held to review the progress and such meetings shall be recorded.

7. Topographical Survey:

The consultant shall carry out topographical survey with latest available technology,
GPS, LiDAR, etc. The location of the National Survey Authority control point pillar
shall be shown on the drawings and the data confirmed by NSA and validated by
Ministry of Housing. Adequately sized permanent concrete pillars shall be established to
monument the control points and temporary bench marks.

8. Utility Survey:

The consultant shall obtain the latest drawings from the utility authority. He shall carry
out the investigation for the existing utilities by employing only the latest methods such
as Ground Penetrating Radars (GPR) and correlate the utilities located with the drawings
obtained from the utility authorities. In addition, trial pits by manual excavation shall be
carried out @ 1 per 50m, both sides, to validate the data obtained by GPRs. Any
discrepancies shall be reconciled with the utility authorities. Agency appointed for the
utility survey shall be approved by MM. The utility survey shall be carried out with due
diligence as insufficient and inaccurate utility drawings are the main cause of
construction delays.

9. Expropriation Survey:

The consultant shall carryout a detailed and accurate expropriation survey to identify the
properties and assets that are affected by the construction. The results of the survey shall
be discussed with the Ministry of Housing so as to remove any inaccuracies or
discrepancies. A report shall be submitted to MM with the cost and risk for the required
expropriation with alternatives to expropriation suggested.

Document No. QAP-005-Ver 1.0 3

 Muscat Municipality ‫بـــــــــلـــــــــديـــــــــــــة‬
Directorate General of Projects
‫مـــــــــســــــــــــــقــــــــــــط‬
‫المديرية العامة للمشاريع‬
10. Falaj Survey:

The consultant shall carryout a detailed and accurate falaj survey to identify the falajes
that are affected by the construction. The results of the survey shall be discussed with
the Ministry of Water Resources and local falaj authorities so as to remove any
inaccuracies or discrepancies. A report shall be submitted to MM with the cost and risk
for the required protection with alternatives to protection suggested.

11. Traffic Survey:

The consultant shall submit the methodology and program for the field survey to MM for
their approval. Field data collection shall be carried out only by experienced personnel.

12. Hydrological Survey:

The consultant shall carry out detailed hydrological survey, drainage survey of the
terrain, existing drainage condition, changes due to proposed construction, cross drains,
etc.

13. Environmental Survey:

The consultant to study the environmental effect of the project especially the effects on
the natural wadi flow due to protection works, retaining walls, wide culverts, tree cutting,
etc. Waste disposal areas shall be identified. The consultant shall submit the
Environmental Impact Assessment Report with the preliminary design.

14. Material Survey:

The consultant shall investigate the sources of material that will be required
predominantly borrow soil and stone aggregates.

15. Engineering Studies and Investigations:

The consultant shall submit the methodology with the team details for all engineering
studies and field investigations such as (i) Geotechnical and Geophysical, (ii) Hydraulic

Document No. QAP-005-Ver 1.0 4

 Muscat Municipality ‫بـــــــــلـــــــــديـــــــــــــة‬
Directorate General of Projects
‫مـــــــــســــــــــــــقــــــــــــط‬
‫المديرية العامة للمشاريع‬

and Hydrological, (iii) Traffic, (iv) Environmental impacts, etc. The methodology shall
be approved by MM.

16. Non-standard and Proprietary materials:

The design report shall include a section on non-standard and proprietary materials that
has been used in the design with list of manufacturer / supplier, detailed specifications
and drawings so that the contractor has reasonable information to base his price on.

17. Drawing submission:

All drawings shall be prepared in A-3 size and submitted in both hard prints and digital.
The scale shall be such that the drawings are easily readable and all dimensions are clear.
Specialized items of work shall be sufficiently detailed so that the contractor can
reasonably cost the item and no queries are raised during the construction period.

As a minimum the following drawings shall be submitted along with the design:

 General drawings
 Key Plans
 Existing condition drawings
 ROW drawings
 Expropriation drawings
 Topographical survey drawings
 Road drawings
 Signage and road marking drawings
 Street furniture drawings
 Landscaping drawings
 Structure drawings
 Geotechnical investigation drawings
 Drainage drawings
 Protection work drawings
Document No. QAP-005-Ver 1.0 5
 Muscat Municipality ‫بـــــــــلـــــــــديـــــــــــــة‬
Directorate General of Projects
‫مـــــــــســــــــــــــقــــــــــــط‬
‫المديرية العامة للمشاريع‬
 Utility drawings
 Street lighting drawings
 Signalization drawings
 Diversion drawings
Besides the design drawings the following drawings shall also be submitted:

a) ROW Drawing:

The ROW shall be carefully surveyed and plotted and marked at site with pillars or
other permanent means. The latest Ministry of Housing plans shall be plotted on the
ROW and road plan drawings. All existing properties within the ROW shall be
identified and Krukees plotted on the plans.

b) Traffic Management Plan:

The consultant shall prepare a detailed traffic management plan with sufficient
information to determine that the project can be constructed without undue
inconvenience to the public. The plan will address the requirement of detours,
pedestrian movement and access to residences and business establishments.

c) Staging and Diversion Drawing:

The consultant shall prepare the diversion plans in coordination with and discussion
with ROP and MM. The diversion drawings shall not be typical drawings. They be
prepared will full details adequate for construction by the contractor. Such drawings
shall be got approved from ROP and included in the contract drawings.

d) Expropriation Drawing:

The consultant shall prepare detailed expropriation drawings based on the

expropriation survey and coordination with the Ministry of Housing and show all
existing properties within and in the vicinity of the ROW with the Krukees plotted
on the plans.

Document No. QAP-005-Ver 1.0 6

 Muscat Municipality ‫بـــــــــلـــــــــديـــــــــــــة‬
Directorate General of Projects
‫مـــــــــســــــــــــــقــــــــــــط‬
‫المديرية العامة للمشاريع‬
e) Utility Drawing:

The consultant shall prepare detailed drawings for the existing utilities exposed or
underground and the relocation / protection of the same. The consultant shall obtain
the approval of such drawings obtained from the relevant utility authorities.

18. Construction Schedule:

The consultant shall prepare detailed construction schedule.

19. Traffic Management Plan:

The consultant shall prepare a detailed traffic management plan with sufficient
information to determine that the project can be constructed without undue
inconvenience to the public. The plan will address the requirement of detours, pedestrian
movement and access to residences and business establishments.

20. Environmental Permit:

The consultant shall obtain the necessary environmental permits for the project including
proposed borrow and crusher locations.

21. Risk report:

The consultant shall submit a risk report outlining the various project risk and
recommendation for the risk mitigation.

22. Value Engineering report:

The consultant’s design shall be subjected to a value engineering process with a goal to
reduce the overall project cost, improve the quality of the project and reducing the time to
complete the project. The consultant shall form a VE team at initial stage.

23. NOCs:

The consultant shall obtain NOCs from the following authorities and submit copies to the
Client.

 Ministry of Housing (Directorate General of Town Planning & Survey)

Document No. QAP-005-Ver 1.0 7
 Muscat Municipality ‫بـــــــــلـــــــــديـــــــــــــة‬
Directorate General of Projects
‫مـــــــــســــــــــــــقــــــــــــط‬
‫المديرية العامة للمشاريع‬
 Muscat Electricity Distribution Company (MEDC) and other related offices for
electrical lines
 Oman Electricity Transmission Company (OETC)
 Ministry of Regional Municipality and Water Resources (MRMWR) and Local
Municipalities
 Oman Telecommunications Company (Omantel)
 Ooredoo
 Oman Broadband
 Royal Oman Police (Traffic Department, Operations Department, Engineering
Department)
 Directorate General of Civil Aviation and Meteorology, Ministry of Transport and
Communications
 Ministry of Defence (MoD)
 Petroleum Development Oman (PDO)
 Oman Gas Company (OGC)
 Oman Refineries and Petrochemicals Company LLC (ORPC)
 Public Authority for Electricity and Water (PAEW)
 Oman Waste Water Services Company SAOC (Haya Water)
 Ministry of Environment & Climate Affairs
 Ministry of Commerce and Industries
 Ministry of Agriculture
 Ministry of Heritage

24. Project Completion Report:

At the completion of the design assignment the consultant shall submit the following
documents in a DVD for our records:

 Drawings Cad and pdf. The drawings shall be GIS linked.

 Prime documents.

Document No. QAP-005-Ver 1.0 8

 Muscat Municipality ‫بـــــــــلـــــــــديـــــــــــــة‬
Directorate General of Projects
‫مـــــــــســــــــــــــقــــــــــــط‬
‫المديرية العامة للمشاريع‬

 BOQ and Cost Estimate.

 Special Specifications.
 Inception report, design criteria report, preliminary designs, final designs, engineering
survey reports, geotechnical investigation report, land survey report & drawings, etc.
 NOCs for all authorities.
 Approvals from utility authorities.
 Approvals from ROP, Housing and other ministries and statutory authorities.
 Approvals from companies, as applicable.
 All correspondences with MM (received and sent).
 All correspondences with External agencies (received and sent).
 Any other documents

25. Checklist:

For each submission the consultant shall submit a checklist and MM will review the
checklist prior to reviewing the documents submitted to ensure that all required surveys,
investigations, studies, designs and drawings have been covered.

Document No. QAP-005-Ver 1.0 9

 PROCEDURE FOR DESIGN SUBMISSION, REVIEW AND APPROVAL
CHECKLIST

Sr. No Description Yes No NA Remarks

1 Quality Assurance Plan

Checklist submitted

2 Topographical Survey
Method Statement
NSA benchmark confirmed
ROW staked at site
Cut and Fill areas
Survey report

3a Other Surveys and Investigations

Environmental survey
Material survey
Expropriation survey
Falaj survey

3b Geotechnical Investigation
Sub-contractor approved
Method Statement
Samples collected and preserved
Geotechnical Report
Foundation recommendation
Sr. No Description Yes No NA Remarks
4 Traffic Studies
Traffic counts
Projections
Traffic Management Plan

5 Utility
Data collection
Utility survey
Drawing approval from authorities

6 Hydraulic and Hydrological

Data collection
Hydraulic and Hydrological report
Drainage, invert levels

7 Design
Design Criteria
Design constraints
Design alternatives
Comments complaince sheet
Design variance
Design consistent with HDS, AASHTO
Risk report
Sr. No Description Yes No NA Remarks
8 Drawings
Scale is adequate
All details provided
ROW drawing
Expropropriation drawings
Erosion control measures
X-sections
Culverts and Drainage outlets
Signage, pavement marking
Diversion drawing
Utility drawings
Street lighting drawings
Signal drawings

9 BOQ
Quantity estimates calculation
Cost estimate
Rate analysis
Diversion cost estimate
Utility relocation cost
Diversion cost estimate

10 Construction schedule
Assumption for work schedule
Sr. No Description Yes No NA Remarks
11 Permits and NOCs
Environmetal
Crushers and borrow pits
Excavation permits
Other constructon permits
NOCs
Ministry of Housing (Directorate General of
Town Planning
Muscat & Survey)
Electricity Distribution Company
(MEDC) and other related offices for
electrical lines
Oman Electricity Transmission Company
(OETC)
Ministry of Regional Municipality and
Water Resources (MRMWR) and Local
Municipalities
Oman Telecommunications Company
(Omantel)
Ooredoo
Oman Broadband
Royal Oman Police (Traffic Department,
Operations Department, Engineering
Department)
Directorate General of Civil Aviation and
Meteorology, Ministry of Transport and
Communications
Ministry of Defence (MoD)
Petroleum Development Oman (PDO)
Oman Gas Company (OGC)
Oman Refineries and Petrochemicals
Company LLC (ORPC)
PAEW
Ministry of Environment & Climate Affairs
Ministry of Commerce and Industries
Ministry of Agriculture
Sr. No Description Yes No NA Remarks
Ministry of Heritage
Diwan of Royal Court