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TERMS OF REFERENCE FOR

PREPARATION OF EMERGENCY ACTION PLAN (EAP-EMERGENCY ACTION


PLAN) AND FORMAL SAFETY INSPECTION (FSI) FOR ASAHAN DAM IN JASIN
DISTRICT, MELAKA

Penyediaan Pelan Tindakan Kecemasan (EAP-Emergency Action Plan) Dan


Formal Safety Inspection (FSI) Bagi Empangan Asahan di Daerah Jasin, Melaka

This Term Of Reference consist 4 part which is Part A : Overview of the Asahan Dam,
Part B : Emergency Action Plan, Part C : Formal Safety Inspection and Part D :
Report Requirement

PART A : OVERVIEW OF ASAHAN DAM

1. Background
The Asahan impounding reservoir was constructed in 1930’s. It was designed to
store water from its own catchment area with 8.82 sq.km as well as water
diverted from Sg Gemas through a diversion canal. Raw water from the reservoir
was then pumped through a 450 mm diameter and 43 km long pipeline to the
Bukit Dayong Treatment Plant in Melaka Tengah to serve Melaka Town
demands. With the development of Bertam Treatment Plant and Bukit Sebukor
Treatment Plant in the last few decades, the supply from Asahan lost its
importance. As for now the dam supplying raw water to Asahan Water Treatment
Plant (WTP) located 500 m downstream of the dam. The demand centers for the
Asahan WTP are Kg Asahan, Kem Tentera Asahan, Simpang Bekoh and Nyalas.

The Asahan Dam is located at the border of Mukim Chabau, Jasin in Melaka and
Mukim Tangkak, Muar in Johor. Most of the impounding area is in Mukim
Tangkak and is gazetted under Melaka Water Works Reserve.

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Figure 1 : Overview of Asahan Dam

Latitude : 02°24'20.21"N

Longitude : 102°35'9.38"E

Figure 2 : Coordinate of Asahan Dam


PART B : Emergency Action Plan (EAP)
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1. Introduction
Emergency Action Plan (EAP) should be in place for all dams where there is
potential for loss of life in the event of dam failure. An EAP is an official plan that :
 Identifies emergency conditions that could jeopardize the structural integrity
of the dam which require immediate action.
 Provide actions the Dam Owner will take to alleviate the emergency
condition at the dam.
 Recommend measures in response to, and mitigate, these emergency
conditions at the dam which should be followed by the Dam Owner and
operation staff.
 Provides timely alert to appropriate emergency management agencies for
their implementation of protection measures for downstream populations,
property and environment.
 Provide list of actions to the Dam Owner and operating personnel for the
coordination and the responsibilities of all those involved in managing an
incident or emergency.
 Provide the recent Dam Hazard Rating which the dam poses a potential
treat to life, environment and property.

The plan should list actions that the Dam Owner and operating staff should take
if an incident or emergency develops. While effectiveness of the EAP could be
enhanced by a uniform format that ensures all critical aspects of emergency
planning are covered, each plan must be tailored to site-specific conditions and
to the requirements of the Dam Owner.

Careful research and co-ordinate planning with all involved parties will lay the
foundation for a responsible and thorough EAP. In this purpose, Badan Kawal
Selia Air Melaka (BKSA) requires engineering consultancy services to prepare an
emergency action plan (EAP) for Asahan Dam.

2. Objective
i. To produce an Emergency Action Plan (EAP) for Asahan Dam.
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ii. To minimize loss of life and property damage.
iii. To identifies emergency conditions that could jeopardize the structural
integrity of the dam which require immediate action.
iv. To provide actions the Dam Owner will take to alleviate the emergency
condition at the dam.
v. To recommend measures in response to and mitigate these emergency
conditions at the dam which should be followed by the Dam Owner and
operation staff.
vi. To provide timely alert to appropriate emergency management agencies
for their implementation of protection measures for downstream
population, property and environment.
vii. To provide list of action in managing an incident of emergency.

3. Scope of Works
The Consultant shall make full use of the reports and data available and the
findings of the previous Consultants. Any supplementary data considered
essential for the preparation of the EAP document shall be collected but program
for such data collection shall be subjected to prior agreement and approval of
BKSA.

3.1 Preparation of Emergency Action Plan (EAP)


a) The Consultant shall prepare an EAP including carrying out dam break
modelling (DBM) and analysis for Asahan Dam. The EAP document
should include at least and not limited to the following contents :
i. Introductory Section
ii. Responsibilities
iii. Emergency procedures
iv. Preventive actions
v. Inundation maps
vi. Appendices

b) The steps to be taken by the Consultant in preparing the EAP document


shall include but not limited to and not in any order the following:

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(1) Determine the potentially inundated areas, by defining dam break
flood profiles downstream from the dam using an appropriate DBM
such as National Weather Service Dam Break Flood Forecasting by
Danny L. Fread or equivalent. Conditions to be considered may
include :
i) Fair weathered dam failure at full reservoir level and normal
reservoir level
ii) Design flood with or without failure.
iii) As appropriate, other flood flow conditions, with and without
failure, to determine the worst case scenario; wet weather
dam failure at PMF reservoir level and spillway crest level
iv) Failure due to leakage, seepage, scouring and wet weather
dam over topping breach failure, etc.

c) Prepare inundation maps which clearly depict the flooded areas using
Digital Terrain Model (DTM) data or other suitable data subject to
BKSA approval.

d) Determine potential emergency conditions and identify those situations


or triggering events that would initiate an emergency action and specify
the action to be taken and by whom including evacuation map during dam
break

e) Identify primary and auxiliary communication and logistic systems, both


internal (between persons at dam) and external (between dam personnel,
outside entities and related authorities)

f) Preparation of plan for information dissemination through one day seminar


(Table talk analysis), media etc.

g) Recommend additional data, if necessary, for a more accurate EAP for


future dam break analysis

h) Determine the water level profiling (depths, extents etc) from upstream of
the dam until river mouth as result of the dam break.

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i) To conduct stakeholder engagement with relevant parties to be affected in
time of emergency which should include government, non-government
and individual (Drill Exercise).

j) Evaluation of the social, economy, and environmental impacts at


downstream of the dam during the dam break scenario including :
i) Population at Risk (PAR)
ii) Loss of life (LOL)
iii) Damage to physical asset (DPA)

PART C : FORMAL SAFETY INSPECTION

1. Objective

The objectives of this study are:

 To assess the health status and performance of the dam and its related
appurtenant structures.
 To identify potential dam safety problems that may not be apparent from a
visual inspection and by using computer software and modeling.
 To propose remedial repairs and to determine solutions to the problems
inclusive of cost estimates.

2. Scope of Work

2.1 The scope of works to be performed by The Consultants shall include but
not limited to the following:

a. Review all technical documents provided such as geotechnical, geology,


structures, hydraulic, hydrology, M&E, sedimentation, instrumentation,
operation and maintenance and to the degree necessary, documentation
on investigation, design and construction to determine if the dam and
appurtenant structures meet current engineering state of the art, accepted
design criteria and practice.

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b. Evaluate all available data such as instrumentation data, hydrological
data, sedimentation data and review the PMF, adequacy of dam storage
and spillway capacity.

c. Carry out necessary hydrological, hydraulic and geotechnical analysis


using appropriate methods and procedures including the use of advanced
numerical modelling techniques and latest computer software (Slope-
W/Seep-W etc.) so as to assess the physical integrity and performance of
the dam and its safety.

d. Detailed on site inspection of the dam, appurtenant structures and


mechanical and electrical equipment including underwater
inspections (diving) of underwater structures affecting the integrity of
the dam.

e. Review and updating the Operation and Maintenance (O&M) manual,


organization set up and the security of the dam.

f. Review adequacy of the present dam surveillance activities.

g. Verify that the Standard Operating Procedures (SOP) are available and
understood, instrumentation is adequate and data is assessed to assure
structures are performing as designed.

h. Verify that there are emergency provisions for access to and


communications with all project facilities.

i. Review and provide in term of documentation of the land use in the


catchment area and ascertain the effects of the activities in the catchment
on performance of the dam by carrying out aerial photo survey/using
drone.

j. To conduct non destructive, semi destructive testing and geophysical test


to assess the current structural integrity or adequacy of concrete structure
at all related structure but not limited to:

 Rebound hammer test,


 Penetration test,
 Cover meter test,
 Depth of carbonation,
 Half-cell potential measurement,
 Survey for horizontal displacement test

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k. To conduct geophysical test to assess the current dam integrity:
 Resistivity test
 Seepage Analysis

l. The Consultant shall also conduct visual condition assessment to all


accessible M&E components, but not limited to, the following: -

 Inspect pumps and gates for any abnormal such as leaks in pumps
or piping, mechanical seals, corrosion, erosion, etc.
 Visual welding inspection condition
 Coating and corrosion protection
 Personal protective equipment (PPE) inspection
 Corrosion
 Stoplog / gate guide
 Trash screens

All important information, such as type of defect, location, dimension,


quantity, etc. shall be recorded.

m. To conduct, analyses and review water quality against the dam safety for
the following parameters:
 Sulphate (SO4)
 Aluminum (AL)
 Ferum (Fe)
 pH
 Manganese (Mn

n. To conduct a Bathymetric Surveys with the following requirement:


i. Hydrographic Survey cross section (format.dwg) with 10 m interval
using the Multibeam Echo Sounder that allow to measure the
depth of the water body as well as map the underwater features
of the dam.

ii. Report of the study must consist the following item:


a. Methodology
b. Finding
c. Data
d. Bathymetry Result
e. Bathymetry Plan (1:1500)
f. Plotting subsurface profile
g. 3D modeling

iii. Consultant is required to submit detailed reports including


photographs during the works performed in the form of hardcopy (3

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copy) and softcopy. The plan must be approved by CAT A or CAT
B surveyors.

o. To conduct subsurface exploration for Soil Investigation (SI) at


several point at the dam.

2.2 The Formal Safety Inspection should identify problems and recommend
remedial repairs, operational restrictions, and/or modifications, or
analysis and studies to determine solutions to the problems inclusive of
cost estimates.

2.3 The consultant shall make full use of the reports and data available and
the findings of the previous Consultants. Any supplementary data
considered essential for the Formal Safety Inspections shall be collected
but the program for such data collection shall be subjected to prior
agreement and approval of BKSA.

PART D : REQUIREMENT

1. Material and Facilities


1.1 The Consultant shall obtain all related records, data, reports plans,
topographic maps, aerial photographs etc. required for the job. The
Government will endeavor to provide to the Consultant, upon request,
available survey information, topographical maps, hydrological records,
land use maps, soil classification maps, cadastral sheets and any other
available documents and data deemed relevant to this job.

2. Time Schedule for deliverable


2.1 The Consultant shall commence work within two (2) weeks from the date of
appointment of the Consultant. The total duration for the job is seven (7)
months.
2.2 The Consultant shall prepare and submit the following reports complete
with the relevant maps, plans and diagrams. An electronic copy (in pdf and

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dwg formats) shall accompany all reports and documents submitted and
shall be affixed to each of the submission in CD/DVD media :
a) The Inception Report (5 copies binding comb) to be submitted to BKSA
within one (1) month from the date of appointment of the Consultant.
The report shall include amongst others, the Consultant’s proposed
plan of work for fulfilling the Terms of Reference. The report also covers
data requirement, Draft EAP Flow Chart and the process of the models
development.
b) The Interim Report No.1 (5 copies - binding comb) to be submitted to
BKSA by the 3rd month from the date of appointment of the Consultant.
The report should include draft DBM Analysis and Consultant’s
progress of work to-date.
c) The Interim Report No.2 (5 copies – binding comb) to be submitted to
BKSA by the 5th month from the date of appointment of the Consultant.
The report should include draft DBM Analysis and Consultant’s
progress of work to-date.
d) The Draft Final Document EAP (5 copies – binding comb) to be
submitted to BKSA by the 6th month from the date of appointment of
the Consultant. The Draft Final Document EAP shall include amongst
others, the following :
i) The problems identified.
ii) Inundation maps, evacuation map, flow chart and relevant
committee
iii) Water level profiles
e) The Final Document EAP (20 copies - hardbound), Booklet EAP (20
copies), Final Report EAP (10 copies - hardbound) and Final Report
FSI (10 copies - hardbound) to be submitted to BKSA by the 7th
month from the date of appointment of the Consultant. The Final
Document EAP and Final Report EAP shall include amongst others
after amended based on BKSA’s comments and the following :
i) The problems identified.
ii) Inundation maps, evacuation map, flow chart and relevant
committee
iii) Water level profiles

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f) Upon completion of the works or whenever requested by the
Government, the Consultant shall submit digital editable copies of all
data (in appropriate format) and reports that shall cover all texts,
drawings, tables, figures, etc. The data shall include all raw and
processed data for the hydrological and hydraulic modelling.
g) All relevant data and maps in this consultancy service, such as
hydrological information, layout plan, survey and design drawings etc.
shall be submitted in ESRI’s shape file format or ESRI’s Geodatabase
format. All spatial data :
i) Must match up to draw them on top of each or combine them to
see relationships between layers.
ii) Must be in the same map projection and coordinate system of
Malaysian Geocentric Rectified Skew Orthomorphic
(GDM_2000_RSO)
iii) Must be in accordance to MS1759
iv) Must come with metadata that comply to MS 19115 or ISO 19115

3. Personnel To Be Provided By The Consultant


3.1 The professional staff to be provided by the Consultant for preparing EAP
and FSI shall include but not necessarily be limited to the following:

a) A Project Manager with minimum 20 years of appropriate working


experiences and expertise. He shall be responsible for the overall
management of the work.
b) A Hydraulic Specialist/Modeller with minimum 15 years experiences
who shall be responsible for all hydraulic related tasks such as
analyses and mathematical model and simulations for the necessary
works
c) A Hydrologist with minimum 15 years experiences who shall be
responsible for all hydrological related tasks such as hydrological
analyses and providing the necessary hydrological input
d) A Geotechnical Engineer with minimum 15 years experiences who shall
be responsible for all geotechnical related tasks such as the
interpretation and analysis of the geotechnical data, slope stability
analysis, as well as the foundation design of all bunds and structures
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e) Sociologist with minimum 10 years experiences for all sociological
related tasks such as logistic evacuation plan and information
dissemination
f) A technical assistant with 5 years of practical experience in the
construction works.
g) A draughts person with 5 years of practical experience in the drafting
detailed technical drawings or plans
3.2 The Hydrographic Study Team must include staff with good experience in
safeguarding and assisting with aspects of hydrographic work, including
data collection and field work. Hydrographic surveyors must have at least 5
years of hydrographic survey experience and be recognized by ICA
International FIG / IHO / Board of Directors on Standards of Competency
for Hydrographic Surveyors and Cartographic Nautics in fulfillment of
requirements with Category B and minimum specialization in "Hydrography
to Support Ports and Engineering Management Hydrographic Water and
Domestic Water ". Contractors are required to submit together with their
offer, staff proposed to carry out their duties, complete with their resume
and valid certification.

4. On-The-Job-Training
4.1 BKSA may wish to assign one or more professional/non-professional staff
to the Consultant for on-the-job training. A decision will be taken on this
matter at the time of contract negotiations and the Consultant should be
prepared to accommodate BKSA’s requirements in this regard.
4.2 Consultant have to provide training on instrumentation and interpretation of
dam data to the assigned staff on field.

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5. General Guidelines To The Consultant
5.1 The Government shall be the sole proprietor of the output of this
Consultancy Services. Any duplication or extraction of any part of the
reports from this Consultancy Services is prohibited, except with prior
consent of BKSA. Besides that, all matters pertaining to the data,
information, findings and recommendations of the Study shall be
considered confidential and shall not be disclosed to any third party except
as expressly permitted in writing by the Government.

6. References
6.1 The preparation of the EAP and FSI shall be carried out in accordance with
the Malaysia Dam Safety Management Guidelines (MYDAMS), Training
Aids for Dam Safety (TADS Manual, USBR), Guidelines on O&M and
Surveillance of Dams prepared by the Malaysian Inter-Departmental
Committee on Dam Safety (1989), DID Manual 2010 and in such manner
as to be consistent with current international engineering standards and
practices.

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