Office of the Municipal Executive

Pachrauta Municipality

Bara, Madhesh Province, Nepal

Terms of Reference (ToR)

for
Master Plan and Detailed Engineering Design of Cold Store in Pachrauta
Municipality, Bara

Address
Office of the Municipal Executive
Pachrauta Rural Municipality
Bara, Madhesh Province, Nepal
1. BACKGROUND OF THE STUDY:
A Cold store is a large refrigerated room or building designed for storage of goods in an
environment below the outdoor temperature. Products needing refrigeration include fruit,
vegetables, seafood and meat. Cold stores are often located near shipping ports used for
import/export of produce. Cool stores have been an essential part of the shipping industry since
the late 19th century. Cold Store does have many advantages which includes Lowers
deterioration rate of perishable foods, Temperature controls, Lowers the risk of food poisoning,
minimize the hassle of cooking at regular intervals, Enables to store food for longer time period
and so on. With the advanced technology that we have today, it is not surprising that cold room
facilities are continuously built and improved upon. They not only have a great impact on our
daily lives but they also play a big role in the unstable game of supply and demand, in terms of
perishable goods. Although there are other industries that make use of cold rooms, the food
industry is the first on the list of sectors in need of these special facilities. These cold storage
facilities are commonly built to store perishable goods for a period of time. Due to the increasing
demand in food supply, the production of perishable goods such as fruit and vegetables continues
to rise. In order to preserve these types of goods, they need to be placed in cold storage facilities
to make sure that they do not spoil. Cold rooms are very important because they help to prolong
the shelf life of fresh goods. They are also effective in reducing the amount of waste and in
lengthening the timeframe for marketing these foods. A Cold Storage could be a good place to
store fruits and vegetables, moreover as alternative they prolong the life and prevents spoilage of
foods. Processed foods like fish and meat want preservation. Foods and plenty of alternative
commodities are preserved by storage which retards the activities of microorganisms. Cold Store
is an excellent plan as they’re going to keep things a lot cooler than regular temperature. There
are several benefits that these units provide; they are also beneficial for both personal and
business use. Even though fruits and vegetables are produced according to seasons, they are in
demand all year round. Due to these demands of the market, cold storage solutions were devised
so as to elongate the life of perishable items and avoid food spoilage. Cold storage solutions have
become an integral part of storage solutions. Cold Storages in Nepal are mainly used to store
agriculture products after harvest at appropriate cold temperature. They basically store food
products such as potatoes, fruits, spices, etc. In some cases cold storages are also used to store
meat products. About 10% of them also produced Ice blocks as secondary product. According to
the Association of Cold Storage of Nepal, about 35 cold storages are running in Nepal, among
which 23 are the members of the association. The average size of the cold storages of Nepal is
3,000 metric tons. The average annual storage is 1,506 metric tons. Government of Nepal has a
provision of 50 % subsidy in the electricity bill to the cold storage.

Bara District is one of the seventy–seven districts of Nepal, located in the western part of the
Madhesh Province. The district is third richest district in Nepal after Kathmandu and Morang
with 3.3% share of total GDP of Nepal and highest per capita income in Madhesh province.
Kalaiya serves as the districts headquarter. Bakaiya, Jamuniya, Pasaha, Dudhaura and Bangari are
the main rivers of Bara. The main languages spoken in the district are Bhojpuri, Bajjika, Tharu
and Nepali.

Project Location

So, the Pachrauta Municipality intends to assign Consultancy Services to Master Plan and
Detailed Engineering Design of Cold Store in Pachrauta Municipality, Bara.

2. OBJECTIVES OF THE STUDY:

The main objective of the work is to carry out the Detailed Architectural/Engineering
designs/drawings including geotechnical investigation which should be feasible from economical,
aesthetical, earthquake safety and environmental point of view. The objective of the proposed task
is to prepare Master Plan and DPR preparation of Cold Store in Pachrauta Municipality.

3. SCOPE OF THE WORK

The consultant shall, under these terms of reference (TOR) carry out activities and deliver services and
documents as follows:
 1. Site selection in coordination with Pachrauta Municipality, and other related stakeholders.

2. Carry out the master plan for Cold Store.

3. Carry out the detailed architectural, structural and electrical design of Cold Store.

4. Carry out the landscape/site development works.

5. Prepare the cost estimate and BOQ of the project.

4. EXPECTED OUTPUT
The completed study shall consist of the followings:
 A complete Detail Engineering Report (DPR) for Cold Store.
 A detail assessment of the technical, economic and financial, environmental and socio-
cultural feasibility of the proposed project addressing the identified economic, social and
environmental problems in the study area.
 A detail assessment of the potential sustainability of the project.
 Analysis of risks and uncertainties.
 Detail cost estimate, design standard norms and specifications.
 Details of engineering designs, drawings and technical specifications for the proposed work.
 All the report shall be in English language.
 Maps but not limited to the following needs to be included in the report. The scale and size
of the maps will be decided after the consultation with concerned section at Pachrauta
Municipality.
 Location map: Map of corridor VDCs/Municipalities.
 Existing land compatibility and land use.
 Proposed site for Cold Store construction.
 Working drawing for the construction of the Cold Store.
 Plan of the proposed site with the detail design and suggestion for future expansion.

1. METHDODLOGY:
 Collection of Data and field survey
The consultant is required to gather extensive first-hand information of the study area.
The methods to gather primary data may involve interviews and/or group appraisals
with the key officials and persons.
The other relevant data, if necessary may also gathered from the official archives and records of
concerned agencies. The potentials vis-à-vis problems and development issues of the study area
must be thoroughly identified by way of field observation, and extensive interaction with the key
stakeholders. These include all Town Development Committee (TDC) in this region, Pachrauta
Municipality and the concerned VDCs. Secondary data shall also be used referring to already
published articles, reports, literatures, maps, aerial photographs and Physical Development plan of
the concern corridor.

 Analysis and Design

 A complete analysis of the collected data needs to be done. The data has to be clearly
categorized and presented in tables, charts, diagrams, and maps which may also be
supplemented by the pictures and photographs and analyzed using appropriate
software/tools. As a result of this analysis the most suitable site for the construction of
proposed building is selected and DPR for the construction of Pachrauta Municipality in
that location is prepared.

Deliverable shall include:-

a) Detailed Master plan, architectural, structure, Sanitary, electrical design and drawing.

b) Working Drawing

c) Cost estimate and BOQ

7.6 REPORTING
The consultant should submit the inception report 2 weeks after the effective date of work order. The
consultant should submit the draft report of field investigation and draft version of assignment to Pachrauta
Municipality 2.25 months or 9 weeks after the effective date of work order. Lumbini Pachrauta Municipality
will provide feedback and comments within 15 days after the submission of draft report by consultant. The
modified final assignment completion report shall be submitted 12 weeks after the effective date of work
order. Thus, the total contract period of the task is in 12 weeks.
7.6.1 Inception Report (1 copy): 2 weeks after the effective date of work order:

Inception Report will reveal the format of the final report. Inception report has to be submitted 15 days or 2
weeks after field report and survey works. This will reveal not only the proper understanding of the study
team about the Cold Store as well as proposed study, but it is also expected to provide the opportunities to
the study team to crystallize its future course of action. In pursuance to enhance greater knowledge base and
receive expert views on hold interactions with experts as well as key representatives of local government.
The study team will organize a discussion prior to submission of inception report. 7 weeks after the
submission of inception report is given for preparation of Master plan for entire Cold Store along with its
surrounding structures.

7.6.2 Draft final Report (1 copy): 9 weeks or 2.25 months from the date of work order:

By this time the study team is expected to complete all works. Therefore, Draft final report must include
greater detail of Inception report based on finding of the field work and by this time demarcation of road and
plot in the field shall complete.
The team with this report required to hold presentations to stakeholders of project and Pachrauta
Municipality. The purpose of such presentations is to finalize the report.
The Draft final report should review the progress made against the planned schedule. Draft Final report shall
submit within 9 weeks from the date of work order. The weightage of planning work and detail Engineering
Design and Estimate is considered 50/50 %

7.6.3 Final Report (3 copies): 12 weeks from the date of work order:

Time taken for receiving comments on the project after presentation is normally taken as 7 days. The Final
report will be submitted within 2 weeks from the receiving the comment officially. Normally, the comment
in draft final report will be given within 1 week from receiving the draft final report. It should incorporate all
due suggestions received. Final Report and maps shall also be submitted in soft copy, Scales and sizes of the
drawing shall be agreed upon between the Consultant and Pachrauta Municipality at the beginning of the
conceptual planning stage. Preference shall be given to A1 size. All the drawings/ maps shall submit in a
separate volume. Photographs of survey work, minutes of stakeholders meeting, interaction with the people
and work in progress will also be submitted in report.

7.8 THE CONSULTING TEAM

The consultant team should comprise of following 7 Key experts of relevant sectors of development and
infrastructure planning.

The Consultant team should be composed of following expertise and professional requirement;
KEY EXPERTS:
SN Area of Expertise Input in Requirement of Minimum Qualification
Man and professional experience
Month
1 Urban Planner/Team Leader 3 Master Degree in Urban Planning with at
least 7 years of total professional
experience of infrastructure planning, land
development and urban planning.
2 Architect 3 Bachelor Degree in Architect with at least
5 year of professional experience in
Architect
3 Structural Engineer 1.5 Master’s degree in Structure /earthquake
Engineering with minimum 5 Years
Experience after master’s degree.
4 DRR/Environmental engineer 0.5 Master Degree in Environmental
Enginnering with at least 5years of total
professional experience of infrastructure
planning, land development and urban
 planning.
5 Geo Tech. engineer 0.75 Master’s degree in Geo Tech. Engineer
with minimum 5 Years Experience after
master’s degree..
6 Civil Engineer 3 Bachelor Degree in Civil Engineering
with at least 5 year of professional
experience of Civil Engineering
7 Sociologist 0.75 University Degree in Social science or
development study with at least 5 year of
professional experience of institutional.
Governance and social mobilization.

7.9 MODE OF PAYMENT

The proposal should include the detail budget breakdown including travel and remuneration of the experts
and other associated costs. The payment will be made in three installments as following;

i. First installment-20% after submission of Inception report of assignment.

ii. Second installment-60% after submitting of Draft report of assignment.

iii. Third installment-20% after submitting of Final report of assignment.

7.10 SELF DECLARATION AND CODE OF ETHICS

The Applicant shall submit Self Declaration as per clause 40 – 2 (e) of Public Procurement Regulation, 2064
mentioning that the consulting firm/firms are not ineligible to participate in this procurement process, that
the consulting firm/firms does not have any conflict of interest in the proposed assignment, and that the
consulting firm/firms has not received any punishment while doing consulting business and litigation history
(if any). In case of JV and/or association, each individual consultant shall submit Self Declaration separately
or they can submit the Self Deceleration jointly by signing each member of JV and/or association
mentioning information requested in Self Declaration. The self-declaration letter shall be signed by an
authorized person of the consulting firm/firms and shall be stamped by the company’s seal.

Commitment of Code of Ethics and Anti-corruption Policy

The applicant shall submit a statement stating that the Consultant shall abide by the code of ethics and anti-
corruption policy.