GOVERNMENT OF INDIA MINISTRY OF RAILWAYS (RAILWAY BOARD) No.2008/LMB/SG/WCS New Delhi, Dated 12.03.2009 The General Manager All Indian Railways The General Manager (construction) NF Railway, Maligaon, Guwahty Sub: Master policy circular on management of various activities connected with development of World-class Station Projects. Ref: Board s letter of even number dated 08.09.2008 regarding division of responsibility between Railway Board and Zonal Railways for the management of World-class station projects. Further to the Board s above referred letter outlining the division of responsibility between Railway Board and Zonal Railways in respect of management of World-class Station projects, the following guidelines are being issued for a clear understanding of the tasks involved and management of the various activities connected therewith. 1. Identification of the project: 26 stations have already been identified (list annexed). Railway Board would notify additional stations identified for development into World-class station project from time to time after a decision by the competent authority in this regard. 2. Inception Report: The detailed guidelines in this regard have already been issued vide Railway Board s Letter No.2006/Infra./PPP Cell/ Standing Consult. dated 08.03.2007. Zonal Railways shall prepare an Inception Report in respect of each identified station covering the following aspects. a) Importance of the station from the standpoint of passenger patronage and tourist traffic. Estimated numbers of passengers already using the station on an average day and in peak periods should be clearly brought out. Daily and hourly peaks and platform usage pattern should also be brought out. Projections of traffic in future should be indicated. b) Land area available- The extent and availability of the land at and around the station clearly demarcating the railway boundary, its present site plan and as built plan etc. should be indicated. c) Broad planning parameters for the station to handle projected traffic requirements and remodelling of the yard, if necessary.
d) Real-estate potential in terms of the applicable FAR, development control norms, parking norms, traffic circulation including entry and exit to the stations, height restriction of the area and junction/intersection arrangements with surrounding roads etc. The report should clearly bring out the need for relaxation of FAR or development control/land use norms, if necessary. 3. Dedicated Project Team: After the decision is taken to take up a particular station under PPP, Zonal Railway will take the following action to create and operate a dedicated project team whose job description would be exclusively confined to development of the project. Success and failure of the officers should be only judged in terms of the attainment of the project goals and timelines. a) The Dedicated Project Team would be multi-disciplinary project team headed by the Chief Engineer/Construction or in special cases by a Chief Administrative Officer (CAO) referred now as Nodal Officer with officers(sg/jag) drawn from Engineering, Traffic, Electrical, Mechanical, Signal & Telecom as team members. The team should co-opt the Associated Finance Member applicable to such project organisation at the Zonal Railway level. The Dedicated Project Team shall report directly to General Manager for planning, designing, coordination and execution of the project. The project team would be responsible to take all action connected with the project starting from Request for Proposal (RFP) for consultancies till award of the concession for the project. b) The team will also co-ordinate with concerned State Governments/local bodies for in-principle approval, traffic planning, land issues, resettlement and rehabilitation. Interaction with Chief Secretary of the State should be initiated at GM s level to facilitate the same. c) In addition, GM will nominate Multi disciplinary SAG level committee of open line officers with CE/C as convener for fast track inputs, direction, and review of Project Team s work. GM will also nominate Monitoring Committee of concerned PHODs with CAO/C as convener for review, direction and approval of Project Team s work at Railway level. d) The project team will work closely with the EDs Committee in Board with ED/L&A-II as convener for the purpose of periodic review and coordination, as also decisions and directions required from Railway Board. e) Railway Board has already nominated an empowered Steering Committee headed by Member Engineering for periodic review and fast track decisions on World-class station projects. GM of the concerned Zonal Railway will be coopted as member of the Steering Committee. 4. Appointment of Technical cum Architectural Consultant by Zonal Railway: (a) Board are delegating necessary powers to General Managers for appointment of consultants for world-class station projects. The Architect and Technical consultants (the Consultant) shall be engaged to cover all the technical studies and to prepare master plan, feasibility report and preliminary design. It would also actively advice and assists the Zonal Railways in obtaining
necessary approvals from local bodies, preparation of bidding documents and render assistance during the bidding process. (b) (c) (d) (e) (f) (g) Zonal Railway will adapt the model Request for Proposal (RFP) document for the appointment of Architect cum Technical consultant to the specific requirements of the station concerned. Railway will invite applications and finalize the appointment of Architect cum Technical Consultant as per delegation of power to GM. The consultant will go through the Manual for Standards & Specification for Stations to be circulated by Railway Board & other international practices and the Model Concession Agreement. Railway will develop the Master Plan and Feasibility Report with the help of the consultant. The consultant will necessarily engage a local Architect, who will assist Railway in obtaining in-principle approvals from local bodies. During the development of Master plan & Feasibility Report (FR) by the consultant, the Nodal Officer along with his team must interact with the consultant on a continuous and regular basis and ensure wide-ranging consultations with all concerned senior official including SAG level & PHOD level committee officers so that the consultants are prevented from presenting an unrealistic and un-implementable plan. The Feasibility Report should identify long lead items like Rehabilitation & Relocation of service buildings / facilities, resettlement and removal of encroachment, amalgamation of small land parcels to make the project site encumbrance free. These works are proposed to be taken up immediately by the Zonal Railways through their own resources and will be termed as Project development cost, which will include cost of additional investigation, surveys, works and establishment required for the project. The estimate as sanctioned in terms of part 8 below will be submitted under this estimate. Master plan & Feasibility Report so prepared will clearly identify the Railway Infrastructure required for World Class Station. Consultant must assess the cost of development of Railway infrastructure termed as Mandatory Capital Expenditure (CAPEX) and total cost of project which will include cost of Real Estate Development separately. Master plan & Feasibility Report along with the scope of Project Development cost, Railway Infrastructure and total project cost will be finalized by the GM with the concurrence of finance before being sent to Board for approval. 4.1. Land Issues and Enabling Works: (a) (b) Zonal Railway should have a verified land boundary plan for the area proposed to be redeveloped in the master plan. If the verification is not available, Zonal Railway shall undertake the verification immediately upon approval of Railway Board for undertaking planning of the project. The Feasibility Report shall identify all land issues such as amalgamation of small land parcels, religious structures, resettlement and removal of
encroachment etc. In view of the long lead, Zonal Railway shall initiate the necessary process for amalgamation of land pockets and to make the project site encumbrance free based on the draft Feasibility Report, any changes during the process of finalization of Feasibility Report shall be incorporated through modification applications. (c) (d) The Feasibility Report shall identify requirements of resettlement of railway property within the master plan area; propose resettlement plans and phasing for the same. As this resettlement would be closely interlinked with phasing, these works will be carried out by the concessionaire as part of the project. In case, relocation is proposed outside the Master Plan Area, railway must identify the plot of land for the purpose. The Feasibility Report shall also identify enabling works required to be executed by railway, outside the Master Plan area to facilitate the construction and generation of line capacity. Similarly enabling works required to be executed by other civic agencies for augmenting infrastructure around the project area; utilities and traffic circulation etc shall also be identified. After the competent authority has taken a view on above identified enabling works pertaining to Railways, Zonal Railway will propose the railway works in the Works Programme and execute the same through the project team. Zonal Railway will also pursue with other departments regarding the enabling works to be undertaken by them. 5. Appointment of Financial Consultant and Legal Adviser for Group of station. (i) (ii) Depending upon quantum and nature of work involved, Board will finalize and appoint Financial Consultant and Legal Adviser for a station or a group of stations. Zonal Railway will work with the Financial Consultant and coordinate for the development of financial model and also adapt the standardized model concession agreement with specific input of the station concerned. 6. Estimate Preparation & Sanction. (a) (b) In Annexure F of Demand No 2, Board has already included a work of consultancy for developing a World Class Station at New Delhi & Other places. This item will be repeated every year and the exact number may please be taken from the pink book on year-to-year basis. Zonal Railway will prepare a part Estimate chargeable to the relevant item of Demand No 2, with specific reference to the identified station and anticipated cost of consultancy. The estimate will include topographic Survey, some geotechnical investigations, various Consultancy contracts and establishment of dedicated project team and part provision for Railway Board team.
(c) After Associate Finance concurrence and sanction of part estimate for an identified station by the competent authority, outlay allotment to the station concerned for the year will be done by L&A directorate at the Board. Sanction cost of the estimate will be the bench mark for station-wise monitoring, variation, allotment and reappropriation of funds. 7. PPPAC application for In principle Approval. Based on feasibility report, Master Plan, Financial Model and Concession Agreement so finalized, Zonal Railway will submit the draft Memorandum for PPPAC (for in-principle approval) as per Annexure II of the guidelines notified by the Ministry of Finance, Department of Economic Affairs vide O.M. No. 1/5/2005-PPP dated 12 th January 2006 to Board for arranging the in-principle approval. 8. Cost estimate of the Project. (a) (b) (c) Detailed Cost estimate of the Project will be prepared at Feasibility Report stage. In the cost estimate, there will be two different cost components. One will be the overall cost comprising tasks to be performed through concessionaire and other will be Project development cost for tasks to be performed by Railways. Based on Project development cost, approval of competent authority will be obtained for inclusion of work of Redevelopment of station concerned in pink book under Demand No. 16, chargeable to Plan Head: Passenger Amenities to take up the works identified at item 4(e) above. An early action on taking up of this project developmental works will facilitate prompt construction schedule at the time of the project taken up by the Concessionaire. The reasonable assessment of total cost of project along with taking up of works of long lead nature will inspire confidence in the mind of prospective bidders. 9. Bidding Process: a) RFQ Document: Adaptation of model RFQ for Specific Station Model RFQ as circulated by Ministry of Finance for PPP projects will be adapted for World Class Station Projects by the Railway Board. The Board approved document will be further adapted by the Zonal Railway for incorporating the provisions specific to the site/station concerned and submitted to Board for approval. b) Submission of PPPAC application for In principle approval. After submission of the information in the prescribed proforma by the Zonal Railway for PPPAC Application, the ED s Committee in Board will examine and put up with or without modification for the approval of competent authority for its submission to PPPAC. This step will be required as long as an approved Model Concession Agreement for re-development of Railway Stations is not available.
c) Qualification Stage: On approval of PPPAC, issue of RFQ (Prequalification): After the in-principle approval from PPPAC is obtained or approved Model Concession Agreement for re-development of Railway Stations is available, RFQ document for the specific station in terms of item 9(a) will be submitted for the approval of Board. On approved RFQ document, Zonal Railways will invite, arrange pre-application conferences, open, evaluate and submit their recommendation on short listing of the applicants for approval of Board. d) Request for Technical Proposal (RTP) (Technical Bid) (i) (ii) (iii) (iv) (v) (vi) In the Request for Technical Proposal, short-listed Applicants shall be required to submit their technical proposals for Railway Yard and Relocation related works (which will be handed over back to the Authority on completion of construction) and for specified components of Railway Station. Further, modification/ suggestions to the Master Plan of the Station, if considered necessary by the Applicants, may also be submitted along with technical proposals. RTP would be primarily meant for construction methodology, Phasing Plan, Block Plan, Plan for yard infrastructure (track, signalling, OHE) rebuilding and Plan for replacement of existing structures and building on the surrounding land. These plans are needed to ensure proper communication & understanding of the requirements of the project by the applicant. RTP in general would not allow applicants to alter key elements of master plan like zoning, land use, FAR, ground coverage parking norms etc. Any suggestion / improvement in the Master Plan & station Architectural Plan would be considered only when they conform to the in-principle approval already obtained from Local and Regulatory Authorities. Technical Proposals will be evaluated for compliance to outline design, construction and performance requirements. The short-listed Applicants may be allowed to rectify their proposals to the extent these are non-compliant with the Authority s requirements and on completion of the process, the Authority will confirm the list of pre-qualified Applicants (Bidders) who will be eligible for participation in the Financial Bid Stage. A draft RTP document is currently being developed for New Delhi Station by the Board. Zonal Railways will develop RTP based on document being developed for NDLS and sent to Board for approval.
(e) Bid Stage: Request for Proposal (RFP) (Financial Bid). (i) (ii) (iii) (iv) Zonal Railway will work with Railway Board to adapt Model Concession Agreement and RFP documents to be formulated as per Para 8.1 of the guidelines notified by the Ministry of Finance, Department of Economic Affairs vide O.M. No. 1/5/2005-PPP dated 12th January 2006. Legal Adviser appointed for the project will assist. Board will submit the RFP document to PPPAC for appraisal and approval of competent authority. The competent authority for each project will be the same as applicable for project approval by PIB (Expanded Board in case of Railways). Based on above approval, work of Redevelopment of station concerned shall be included in the pink book with full cost of work under Plan Head as PPP. Expenditure incurred so far under Plan Head: passenger amenities (part estimate as per item 8(b)) shall be transferred to the main estimate chargeable under PPP. RFP (Financial bids) will be invited after final approval of the competent authority has been obtained. However, pending approval of the competent authority, financial bids could be invited after clearance of PPPAC has been conveyed. However, bids should not be finalized without obtaining the final approval of the competent authority. 10. POST AWARD PHASE The composition of dedicated project team will be reviewed at this stage with a view to setting up of an organization to facilitate execution of project & monitor the progress in terms of concession agreement. Detailed instructions / guidelines in this respect will be issued separately. 11. This is being issued with the concurrence of Finance and has the approval of Board. Receipt of the letter may be acknowledged. No. 2008/EDF/PPP/Policy Matters Dated 12.03.2009 Copy to; 1. FA & CAO S, All Indian Railways. 2. PCEs, CAO/C s, All Indian Railways. 3. The ADA ( Railways), New Delhi ( with 10 spares copies) 4. The Director of Audit, All Indian Railways Sd/- 09.03.2009 (Rajesh Agarwal) Director/WCS Railway Board Sd/- M.K. Singh Director/F/PPP For Financial Commissioner/ Railways
GOVERNMENT OF INDIA MINISTRY OF RAILWAYS (RAILWAY BOARD) No.2008/LMB/SG/WCS New Delhi, Dated 26.05.2009 The General Manager All Indian Railways The General Manager (Construction), N. F. Railway, Maligaon (Guwahati). Sub: Amendment No.1 to Master Policy Circular on Management of various Activities connected with development of World-Class Station Projects In partial modification to the Master Circular of even number dated 12.03.2009, the Amendment No.1 to the item No.3 (a) is appended below:- Item No. 3(a) Existing Provision The Dedicated Project Team would be multi-disciplinary project team headed by the Chief Engineer / Construction or in special cases by a Chief Administrative Officer (CAO) referred now as Nodal Officer with officers (SG/JAG) drawn from Engineering, Traffic, Electrical, Mechanical, Signal and Telecom as team members. The team should co-opt the associated Finance member applicable to such project organization at the Zonal Railway level. The Dedicated Project Team shall report directly to General Manager for planning, designing, coordination and execution of the project. The project team would be responsible to take all action connected with the project starting from Request for Proposal (RFP) for consultancies till award of the concession for the project. Amended Provision The Dedicated Project Team would be multidisciplinary project team headed by the Chief Engineer/Construction referred now as Nodal Officer with officers (SG/JAG) drawn from Engineering, Traffic, Electrical, Mechanical, Signal and Telecom as team members. The team should co-opt the associated Finance member applicable to such project organization at the Zonal Railway level. The Dedicated Project Team shall report to CAO/C who will be coordinating on overall basis. CAO/C will assign work to CE/C as required. General Manager will review on monthly basis for planning, designing, coordination and execution of the project. The project team would be responsible to take all the action connected with the project from Request for Proposal (RFP) for consultancies till award of the concession for the project. In case of NF Railway, Dedicated Project Team will be headed by CPDE and shall report to PCE who will be coordinating on overall basis. GM/Open Line will review on monthly basis. CE/C and CAO/C will replace CPDE and PCE in SAG/PHOD level Committee respectively. This is being issued with the approval of Board. (P.K. Aggarwal) ED (L&A-II) Railway Board Copy to: 1. FA&CAO s, All Indian Railways, 2. PCE s, CAO/C s - All Indian Railways. 3. The ADA (Railways), New Delhi (With 10 spare Copies). 4. The Director of Audit, All Indian Railways.