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Irrigation for Small farms under subsidy Programme

Sultanateof Oman
Ministryof AgricultureandFisheries

Consultancy Services for DesignWorks

ModernIrrigationfor Small Farms


Under Subsidyprogram me

Tender Document

Departm ent of Irrigation&Agricultural Land


Directorate of Agricultural Developm ent
P.O. Box 467, P.C. 100, Muscat

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Irrigation for Small farms under subsidy Programme

C o n s u ltya Sn ec r v ics for


e D e s ig
n W o rk s
Moder n Irrigatio n for
Smal l farm s unde r subsid y Programme

CONTENTS

1 Introduction

2 Instructions to the Consulting Engineers

3 Conditions of Engagement

4 Technical Terms of Reference

5 Responsibility of the Ministry

6 Review and Approval

7 Preparation and Submission of Document

8 Form of Tender Including Appendices

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Irrigation for Small farms under subsidy Programme

1 Introduction

1.0 Introduction:

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Irrigation for Small farms under subsidy Programme

It is proposed to provide modern irrigation network in several small


farms (3 to 15 Fadden) all over Sultanate of Oman under the subsidy
scheme.

In view to provide better system, it is decided that the design and


drawings along with required details be provided to the farmer who in
turn can find out agency to carry out the work as per the design.

This subsidy programme is of national importance since the irrigation


system will bring the optimum use of water for better crops (by yield
and quality).

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Irrigation for Small farms under subsidy Programme

2 Instruction s to the Consulting Engineers

2.0 Instructions t o the Consulting Engineers :

The sets of documents containing the Tender must be enclosed in a

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Irrigation for Small farms under subsidy Programme

sealed envelope or package clearly endorsed with the project title,


and is addressed to:

H.E . th e Undersecretary
Ministry of Agriculture and Fisheries
P.O. Box 467, P.C. 113, Muscat
Sultanate of Oman.

Telephone:24699921 Fax. No. 24696284

The exterior of the sealed envelope or package must not reveal the
identity of the Consulting Engineer (CE/Consultant).The completed
Tender must be submitted to the Tender Committee not later than 2
WEEKS.

2.1 The Tender Documents, together with the supporting documents as


called for in item 2.4 of these Instructions, shall be submitted 2 sets
and shall be separately marked ORIGINAL and COPY.

2.3 The CE shall acknowledge receipt of any Circular letter/Addendum


issued by the Ministry by filling up in the spaces provided in the
Form of Tender and return the copies of such Addendum with
Tender Documents, all of which shall be considered as a part of
Tender Documents.

2.4 The CE must provide along with his Tender the following additional
documents and information:

2.4.1 A list of all similar works, including full details of at least five
most appropriate works, which the CE, has completed within the
past ten years and of all works which are presently under execution
giving the name of the Employer, value, duration and proposed date
of completion.

2.4.2 Details of organization, project control, and planning methods adopted


for the design and supervision worlds.

2.4.3 Curriculum Vitae of the personnel nominated for this work. The CV
detailing related qualification and past experience along with the
nominated position for this project and its rationale.

2.4.4 Details to demonstrate in-depth knowledge of and experience in


irrigation and agriculture engineering in similar areas where the
prevailing weather is arid.

The details should show experience in similar works with particular


reference to planning, designing and supervising farm irrigation system
in arid areas.

2.4.5 Details about the registration within Sultanate of Oman such as


registration with Ministry of Commerce and Industry, Chamber of
Commerce, Tender Board, etc.

2.4.6 Local resources including details of Sponsors, local partners, etc.

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Irrigation for Small farms under subsidy Programme

2.4.7 Availabilit y of Resources

2.4.7.1 Technical - Specifically the persons who are proposed to work in


this project - exhibit the resources and capabilities
for undertaking this project.

2.4.7.2 Financial - A statement of the CE's financial standing including the


name and address of his bank together with the
authority to approach his banker for relevant
Information and comment.

2.4.7.3 P.I. Insurance Cover - an undertaking to obtain necessary covers from


Local Insurance Companies. The CE should enclose the current
insurance cover.

2.4.8 Man/days that will be utilized in and outside Oman in carrying out the
work.

2.4.9 Programme showing sequence of events and its timings to complete


the Assignment.

2.4.10 A Tender Bond in sum of 2% of the Tender Price, valid for 90


days, obtained from locally registered insurance company or bank.

2.4.11 A statement giving the name(s) of the person(s) authorized to sign


Agreement on behalf of the CE.

2.4.12 All other additional information asked for in section 4.0.

2.5 The CE is reminded that it is of extreme importance that the


additional documents/information, listed in Clause 2.4 of these
Instructions, be bound and submitted with the Tender. Any Tender
not accompanied by the appropriate information may be considered
non-responsive.

2.6 The CE shall complete the Form of Tender, the appendices to the
Form of Tender and shall sign by the authorized signatory and date
the documents in the spaces provided. Any incomplete to improper
Tender may be rejected.

2.7 The CE’s Tender shall consider all the expenses in and outside
Oman to be incurred to complete the assignment.

2.8 The CE shall carefully examine this document, available data and
other details of Sultanate of Oman to obtain necessary information which
could affect the proposed organization, fees and the time and satisfy
himself as to the risks, obligations and responsibilities to be
undertaken under the Contract.

2.10 This is a fixed price contract. However, for understanding proposal


and approach, the CE shall indicate clearly the level of efforts in terms
of man/days, back up and other supports which has been taken
into consideration.

2.11 All general Conditions of Contract related to payments, engagement of

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Irrigation for Small farms under subsidy Programme

labor and wages, visas and permits, income tax, local taxes and
customs are applicable in accordance with general laws prevailing in
the Sultanate of Oman.

Should there be any doubt or obscurity as to the meaning of the


Tender Documents or as to anything to be done under the Contract
concerning these instructions or any other matters, the CE must
set forth in writing such doubt or obscurity and deliver the same
to the office of the Tender Committee not later than fourteen days
before the date fixed for the submission of Tender. If considered
appropriate, a reply in the form of a Circular letter/Addendum will be
distributed to all Consulting Engineers to whom documents have been
issued.

2.12 The currency of the contract will be Rial Omani.

2.13 The unit of measurement applicable for this work will be Metric Units.

2.14 The law of the Contract shall be governed by and construed according
to the laws for the time being in force in the Sultanate of Oman.

2.15 No alteration shall be made in the Form of Tender or any associated


documents attached to it. Any alteration other than filling the
blanks, intended for that purpose, or failure to comply with these
Instructions may result in the rejection of the Tender. Any alteration to a
rate or cash extension made by the CE during the preparation of the
Tender must be initialed by the CE prior to submission.

2.16 If CE has any reservation in the terms of Scope of Work and


method of undertaking the services, CE should set forth such
matters in a separate letter explaining them with rationale and its
financial implication in detail on the Tender Price of the CE.

2.17 The Ministry will exclude any Consulting Engineer (CE) from
evaluation if in the judgment of the Client the company has been or
might be placed in a position where his judgment in the execution of
the project may be biased. Companies which believe such a situation
may exist should seek guidance from the Ministry prior to preparing
its proposal.

2.18 The Ministry is not bound to accept the lowest or any Tender and
will not pay any costs or expenses in connection with the
preparation and Submission of this Tender.

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Irrigation for Small farms under subsidy Programme

3 Conditions of Engagement

3.0 Conditions of Engagement

3.1 The Conditions of Engagement shall be those contained within the


'Sultanate of Oman Standard Form of Agreement and Conditions of
Engagement for consultancy Service for Building and Civil Engineering
Works, Second Edition, March 1987, prepared by the Ministry of
Finance, Muscat.

3.2 Tenderers are deemed to be in possession of their own copy of the

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Irrigation for Small farms under subsidy Programme

Standard Documents at Tender Stage and to be fully aware of and to


have understood the contents thereof.

3.3 The agreement with the successful Consultant will be entered in the
same and hence all terms and conditions are applicable. The relevant
parts of scope of services are considered to be part of Scope of Work
detailed in Technical Terms of Reference - Section 4.0.

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Irrigation for Small farms under subsidy Programme

4 Technica l Terms of Reference

4.0 Technical Terms of Reference

4.1 Project Title:

Modem Irrigation for small farms under subsidy programme.

4.2 Location:

4.2.1 Various farms of individual farmers in all regions of Sultanate of Oman.

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Irrigation for Small farms under subsidy Programme

4.3 Objective:

4.3.1 To enable farmers to adopt the modern way of irrigating their produce.

4.3.2 To reduce the consumption of water per unit.

4.3.3 To achieve better production by way of systematic irrigation.

4.3.4 Specific: to appoint a consultant to design the irrigation method/system


for various farms.

4.4 Scope of Services:

The appointed consultant will carry out the following but not limited to:

4.4.1 Collect and study complete survey of each farm.

4.4.2 Carryout agriculture studies as required.


4.4.3 Hold discussion with the Ministry with alternative
proposals for combination of irrigation methods for up to 100 farms
and finalize the pattern to be used for all other farms.

4.4.4 Prepare detailed hydraulic calculations of each of the above 100 farms
4.4.5 Prepare draft design for these 100 farms along with the draft
detailed quantities of the work and cost estimation and seek
approval.

4.4.6 Prepare Standard detailed drawing for all aspects of irrigation system
such as section through underground connection to equipment
connection between pipes, valves, booster pumps, pressure control
valves, etc.

4.4.7 Study the required power supply and power connections.

4.4.8 Proceed to prepare detailed designs and BOQ for each farm.

4.4.9 Prepare standard set of instruction, specification, conditions, payment


schedule, etc. in a form of tender document.

4.4.10 Upon acceptance of the above model farms treat this as model and use
the same for each of the remaining farms. Final documents expected
for each farms are:

• Tender documents (3 sets)


• Design drawings with all details (3 sets)
• Bill of quantities (3 sets)
• Miscellaneous as required
• One CD for each farm containing digital copy of the above
documents
• Confidential cost estimate of each farm with fully priced BOQ both in
hard and soft copy. The cost estimate shall be updated from time to
time n accordance to the prices fluctuations as requested by the
Client

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Irrigation for Small farms under subsidy Programme

4.4.11 the CE shall consider that(even if the design of each single farm has
already been approved) the Ministry might require the CE to redesign
the farm irrigation system several times due to varied site conditions,
different opinion of the Ministry, limitation of budget and miscellaneous
reasons. The CE shall allow in his financial offer for the above redesign
activities without any claim for extra cost.

4.5 Technical Studies Details


The CE shall carryout the activities indicated above as detailed
hereunder:

4.5.1 Survey Studies:


The following data shall be analyzed:
• Coordinates of boundaries of each farm and ground elevations
along the whole farm plot
• Data concerning soil type and water quality
• Area for different crops, plants, trees and wind breaks if any
shall be shown in the drawing.
• Location of well, open tank, pump houses, pumps details in the well,
etc.
• Location of power supply
• Any other item that may be required for irrigation system

4.5.2 Agriculture studies:


The studies shall analyze for each farm the following aspects:
• Recommended crops based on the water availability, water
characteristics and soil type
• Proposed Irrigation schedule
• Water consumptions based on the type of crops, farm layout and
climatic characteristics.
4.5.3 Hydraulic Studies
• Detailed hydraulic calculations of each farm using approved
software showing pressure layout, pipe velocities, emitters,
drippers and sprinklers outflow, etc.
• Pump stations calculations and layout including sizing of all piping
works

4.5.4 Electrical Studies


• The CE shall compute all the power requirements for the operation
of the project and design the required electrical connections and
obtain the required permits.

4.6 Distribution of farms in various regions to be undertaken for


subsidies programme.

4.6.1 The total number of farms for which design is required is equal to 700
farms distributed along the Sultanate of Oman. The exact distribution is
presently unknown. The area of each farm can vary from 3 to 15 fadden.

The CE shall also consider that many of these farms might have high
salinity water in which case the design of special measures including
water treatment units shall be carried out.

The design of the various farms shall be carried out in accordance to the

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Irrigation for Small farms under subsidy Programme

list of priorities given by the Ministry. This might involve to carry out
simultaneously the design of farms scattered along different areas of
Oman.

4.7 Timings

Along with the Tender, the CE should submit the programme


of his activities." However, the Ministry considers the following times
for carrying out design services activities. Final timings for each
activity will benegotiated and finalized at the time preparation of
Agreement.

4.7.1 Mobilization:

The CE will be allowed 7 days to mobilize all resources to proceed


with the works.

4.7.2 Introductory discussion with the client: 10 days.

4.7.3 Survey of farms and prepare complete layout drawings 60 days.

4.7.4 Prepare draft design for 100 farms (representing different


category), quantities and approximate estimate – 30 days after
completion of 4.7.2.

4.7.5 Provide standard tender documents etc. within 20 days' after


completion of draft design (actually this activity should run
concurrently with the detailed design).

4.7.6 Prepare finalized tender document and modern design for 100 farms
and submit within 20 days from the date of approval of 4.7.4 and
4.7.5.

4.7.7 Thereafter submit minimum 20 final design and tender documents


every week.

4.7.8 From the above it is estimated that all works will be completed
within 36 40 ‫ ــ‬weeks from the date of commencement.

4.7.9 All documents are to be submitted as per details given in section 7.0
of this tender.

4.8 Pricing

4.8.1 The CE will present the remuneration details in the following order
and manner:

4.8.2 Overall price plus 10% contingency carried to form of Tender.

4.8.3 Breakdown of the overall price for completion of each task described
in item and submission of all relevant documents. staff for each task
showing their work in or outside Oman. The level of efforts broken
down in categories of professional.

4.8.4 Cost analysis showing man month cost of various levels of staff input

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Irrigation for Small farms under subsidy Programme

and support such as accommodation, travel, transport, printing,


production of printed documents, equipment if any, drawing, maps,
photographs etc.

4.8.5 Any other costs for office supports and cost not detailed in
above paragraphs since it will be CE's responsibility to include
all costs to complete this Assignment and carry over them to
Overall Price in the Farm of Tender.

4.8.6 CE should supply full set of literature - books, design standards,


reference catalogues, and software programmers’ etc. which are
used/referred in preparation of design. The cost of such provision
should be separately quoted.

4.9 Capabilitie s and experiences

The CE should demonstrate his capabilities to carry out the project by


way of (1) similar projects carried out by the firm and (2) considerable
expertise and experience in similar projects of professional nominated
for this project. Working experience in arid region Past experience in
Middle East, especially in Oman is preferable. The
Consultant/Consortium should show the capabilities for
multidisciplinary task as detailed in introduction (section 1) and in TOR.
This should be detailed in his proposal.

4.10 Approach

The CE should present the approach by which the firm proposes


to undertake and complete the' work. The CE should incorporate in
the proposal, short but precise information about the following:

a. Level of efforts.
b. Proposed professionals including Project Leader.
c. Proposed fees.
d. Chronology of events, schedule of staff inputs and timetable
e. Managements, head office and local office levels.

The co-relation between the above also should be described.

The CE should nominate professional staffs who are free of conflicting


work commitments.

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Irrigation for Small farms under subsidy Programme

5 Responsibilit y of the Ministry

5.0 Responsibilitie s of the Ministry

5.1 To provide all pertinent data, reports and give permission for access
to the site and any other information if available, without any charges
and within a reasonabl e time.

5.2 To appoint representatives to discuss the requirements and details


relating to the proposed work.

5.3 To give decisions on the consulting Engineer's proposals

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Irrigation for Small farms under subsidy Programme

within a reasonabl e time.

5.4 To certify fees invoices within 14 days from the date of the
approval of works and make payment within 60 days from the date
of certification.

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Irrigation for Small farms under subsidy Programme

6 Review and Ap proval

6.0 Revie w and Approval

6.1 After presentation of the various reports, designs and drawings in


draft form, the Ministry along with other users will study the various
aspects of work, prepare comments and call the Consulting
Engineer (CE) for discussion within a reasonable time.

6.2 During the discussion, supplementary aspects may arise which


in the opinion of the Ministry are required to fulfill the
technical terms of reference.

6.3 The CE shall make note of such aspects and proceed to complete the
necessary work. The CE shall amend, correct and modify the
Reports, Drawings, Designs, Tender Documents etc. in accordance
with the comments and in the light of discussions.

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Irrigation for Small farms under subsidy Programme

6.4 The CE shall report program and progress of such activities and
submit the work.

6.5 The Ministry thereafter shall review the submission and give their
approval of the work under review within a reasonable time.

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Irrigation for Small farms under subsidy Programme

7 Preparation and Submission of Document

7.0 Preparatio n and Submissio n of Documents

7.1 The Consulting Engineer (CE) shall prepare, print and bind the
documents (reports, maps, drawings, photo graphs, designs, etc.)
in a presentable manner.

7.2 Unless specifically stated in the technical terms of reference. generally


the following will be required.

7.2.1 Three copies of any draft documents

7.2.2 Drawings and other details for submission to various


authorities in Government at different stage as required during the
course of work.

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Irrigation for Small farms under subsidy Programme

7.2.3 Three copies of Final Documents for each farms (i.e. detail design
drawings, tender documents etc).

7.2.4 One set of Design calculation.

7.3 Final Submission

7.3.1 One set of all original materials, negatives of photographs,


reproducible tracings of drawings, all original data set etc. should be
submitted to the Ministry at the end of the assignment. The
submission should be made in a professional manner enabling easy
and safe storage.

7.3.2 Computer File Records.

2 sets of 3.5 inch CDs containing all designs, Tender documents


including drawings in MS word/Excel (updated version) format.

7.3.3 Supply of full set of literature (as referred in 4.8.6).

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Irrigation for Small farms under subsidy Programme

8 Form of Tender Including Appendices

Short Description of Works: Consultanc y Service s for Design Works


Moder n Irrigatio n for small Far.ms
under subsid y Programme

FORM OF TENDER

(Note: Appendices from part of the Tender. Teneerers are required to fill up all the blank spaces in
this Form of Tender and Appendices)

To H.E. the Undersecretary


Ministr y of Agriculture and Fisheries
P.O. Bo x 467, Muscat
P.C.113
Sultanat e of Oman

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Irrigation for Small farms under subsidy Programme

Your Excellency,

1. Having examined the instructions to the Consulting Engineers, the Technical Terms of
Reference and Conditions of Engagement and other provisions Tender, the undersigned,
offer to carryout services for the amount of Omani
…………………………………………………………………..
……………………………………………………………………………………………………………
………… (R.O. ……………………………………………..) 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 (7) days from
receiving the Client’s order to commence, and to complete and deliver the total Works within
agreed period.

3. We agree to abide by this Tender for a period of 90 days from the date fixed for receiving the
same and it shall be accepted at any time before the expiration of that period.

4. In the event of our Tender being accepted and until a formal Agreement is prepared and
executed this Tender, together with your written acceptance thereof, shall constitute a binding
obligation upon us.

5. We undertake that you are not bound to accept the lowest of any Tender you may receive.

6. We acknowledge receipt of the following circular letters/addenda:

Reference Number of Letter Date

……………………………………………… …………………………….
……………………………………………… …………………………….
……………………………………………… …………………………….
……………………………………………… …………………………….

and confirm we have taken account thereof in our Tender.

--------------------------------------------------------
Signature of the Consulting Engineer

Date ……………………………………

APPENDIX ‘A’

1. Language : English

2. Period for Commencement from : Seven (7) days


Ministry’s order

3. Amount of Penalty : Refer to Appendix ‘B’


(Schedule of Penalties)

4. Interim Payment : To be agreed

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Irrigation for Small farms under subsidy Programme

5. Time within which payment : Sixty (60) days


To be made after certificate

6. Interest for delay in payment : 7% per annum

7. Amount of Insurance Cover : During Design and Tendering Period


R.O. 10,000/-

--------------------------------------------------------
Signature of the Consulting Engineer

Date ……………………………………

APPENDIX ‘B’

Schedule of Penalties

The Client shall impose penalties in the event the CE fails to complete and deliver the tasks
(part of overall works) within the agreed/extended time limits as detailed below:

(Please cross-refer paras in TOR)

B.1 R.O. 15/- day of delay in submission of 100 model farms draft design as referred in
4.4.3.

B.2 R.O. 15/- per day of delay in submission of final detailed drawings of the model set of
farms.

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Irrigation for Small farms under subsidy Programme

B.3 R.O. 10/- per day of delay in submission of draft tender documents for the model set
of farms.

B.4 R.O. 5/- per day of delay in submission of [mal tender documents, drawings,
and design for model set of farms.

B.5 For the rest of works RO. 10/- per day of delay for each design drawing and
tender documents.

The overall penalty shall not exceed 10% of the fees for Design Services.

This schedule will be reviewed during contract negotiations and appropriate changes
will be made in accordance with the contract programme and schedule of submissions.

--------------------------------------------------------
Signature of the Consulting Engineer

Date ……………………………………

APPENDIX ‘C’

Summary of Prices

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Irrigation for Small farms under subsidy Programme

Description Amount in RO

1 Design fees and full submission

2 Supply of full set of literature (as referred in


4.8.6)

(A) Total

(B) Contingency 10% of (A)

(C) Total Carried to


Form of Tender = (A) + (B) = C

Omani Rial ……………………………………………………………………………………………

Signature and stamp of the company

Address

Telephone and Fax . Nos

APPENDIX ‘D’

(A) Detailed Cost Breakdown of Design Fees:

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Irrigation for Small farms under subsidy Programme

Description Amount in R.O.

1 Model set of farms design and


document s (ref. 4.4.1 to 4.4.9)

2 Set of and tender


document s for each farm between 3
and 15 feddan (all as per TOR)

700 far.ms x………………... =

Tota l (A) carrie d to Summary

--------------------------------------------------------
Signature of the Consulting Engineer

Date ……………………………………

APPENDIX ‘E’

Description Unit Cost in R.O.

A0 Copy Negative
A0 Dyeline Print
A1 Copy Negative
A1 Dyeline Print
A2 Copy Negative
A2 Dyeline Print
A3 Photocopy
A4 Photocopy

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Irrigation for Small farms under subsidy Programme

Computer file recorded, define the detail


Provide Details
and provide breakdown on separate sheet.

Complete tender documents including set of


drawings (unit cost per set) (provide cost of
Provide Details
each Tender Document Separately or a
separate sheet)

Cost Professional Services R.O. Per working day


Senior: Engineer / quantity Surveyor
Engineer / Quantity Surveyor
Assistant: Engineer / Quantity Surveyor
Draftsman

Note* The above rates are to be fully inclusive of all costs, overheads and profit, and all
things whatsoever necessary for the provision of services required under Clause 7.4 (b) and
7.5 of the Agreement subject to be of the above rate and the rate at which the consultant
has priced the tender.

The applicable rate will be reduced and works at 75% and 50% of daily rate for single
continuous assignment for a week (5 working days) or more and for 2 weeks or more
respectively.

--------------------------------------------------------
Signature of the Consulting Engineer

Date ……………………………………

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