PIUTD

Project of Integrated Urban and Tourism Development

 

Terms of Reference and Scope of Services

of

 “SUPERVISION SERVICES FOR INTEGRATED URBAN UPGRADING WORKS –

MUNICIPALITY OF GJIROKASTRA”

 

Ref: AL-ADF-231637-CS-CQS

 

     I.    BACKGROUND INFORMATION

 

As Part of the World’s Bank partnership with the Government of Albania, a Project for Integrated Urban and Tourism Development (PIUTD) was approved in November, 2016. The PIUTD project is expected to be a catalyst for regional development in the South of Albania. The main objectives of the project are to: improve urban infrastructure, enhance tourism assets, and strengthen institutional capacity to support tourism-related local economic development in selected areas in the south of Albania. The project has become effective in April, 2017; the expected closing date is July, 2022. The PIUTD has an envelope of 63.8 EURO million and is composed of four components as outlined below;

 

Component 1.  Urban upgrading and infrastructure improvement (EURO 44.3 million). This component will finance design and implementation of urban upgrading and municipal infrastructure improvements in four urban centers: Saranda, Gjirokastra, Berat and Përmet. Investments in these selected municipalities would include the upgrading of public spaces (e.g. parks, city squares, pedestrian walkways); street networks, inter-modal nodes and associated infrastructure (e.g, sidewalks, street crossings, streetlights, bicycle paths, bus stations); restoration of selected heritage buildings and façade improvement of selected buildings and; touristic sites enhancement (e.g. access roads, visitors’ centers, parking, signage). Water supply and sewage network rehabilitation will be supported on a case-by-case basis^[1]. This Component will also finance preparation of required urban-scale designs, feasibility studies, engineering designs, and construction supervision.

 

Component 2. Touristic sites upgrading (EURO 8.4 million). This Component will finance investments aimed at improving selected touristic sites along the south of Albania touristic corridor. Investments would include (a) restoration of selected heritage and cultural assets and creating rest stops or viewpoints; (b) improving supporting infrastructure such as last mile access, pedestrian pathways, visitors’ centers and signage in selected touristic sites; (c) preparation of required feasibility studies, site management plans, engineering designs, and, (d) conducting construction supervision.

 

Component 3. Touristic market and product development (EURO 7.7 million). This component will finance investments aimed: (a) Strengthening the capacity of municipalities to deliver municipal services through: (i) provision of asset management systems, geographic information systems and solid waste collection equipment; and, (ii) establishment of site management capacity to enhance the operation of rehabilitated assets. (b) Carrying out capacity building activities to strengthen the capacity of (i) the Selected Municipalities to promote sustainable tourism growth including: (A) developing and implementing market research and product development strategies, and (B) establishment of pilot Destination Management Partnerships. (ii) Participating Central Government Agencies to promote sustainable tourism growth including the establishment of a system for tracking sustainable tourism indicators.

Component 4. Implementation Support (EURO 3.2 million). This component will support overall project implementation including: (i) contracting of local experts to assist the implementation unit and participating municipalities in the implementation of sub-projects; (ii) the maintenance of the project Monitoring and Evaluation System M&E; (iii) the project related operating costs of the implementing unit including consulting fees, in-country travel expenditure; (iv) training of staff and other persons associated with project implementation; and (v) annual audit of project accounts. Provision of support to carry out Project implementation, including maintenance of the Project monitoring and evaluation system, as well as training and financing of Incremental Operating Costs.

 

The main objective of the IUU -Integrated Urban Upgrading of Gjirokastra is to upgrade Gjirokastra city, by regenerating its historic center and cultural values and becoming a cultural tourism hub in the Southern Albania. The project aims at improving livability by protecting the environment and developing the core and buffer zone of the heritage area of Gjirokastra City by(i) identifying and supporting priority investments in infrastructure and services, that facilitate accessibilityand intermodal connectivity of the historic core;(ii) enhancing public urban spaces to improve visiting experience and livability for residents, and (iii) leveraging its cultural and built heritage assets through enhancing historic trails, improved streetscape, selective façade refurbishment and restoration of selected heritage buildings for adaptive reuse.

 

1. PROJECT DESCRIPTION, SCOPE OF SERVICES, TASKS(COMPONENTS) AND EXPECTED DELIVERABLES

 

Objective

 

The objective of this consultancy is to ensure that the works contracts that will be procured after the detailed design from the  consultancy “Mobility plan and detailed design of project investments for Integrated Urban Upgrading of Gjirokastra” REF No: AL-ADF-194223-CS-CQS, together with the work contracts “Prioritized measures to address urgent safety concerns and prevent loss of heritage structures in the Castle of Gjirokastra” REF No: AL-ADF-15538-CW-RFB and “Revitalization of Cerciz Topulli Square in Gjirokastra Bazaar” are implemented in compliance with the drawings, bill of quantities, technical specifications, and any other requirements as per Albanian national code and regulations, and the loan agreement with the World Bank, in a timely manner, and to direct and monitor all necessary or requested changes to the scope of work during construction and commissioning.

 

 

 

 

 

 

Project description

 

The required services will include but are not limited to the supervision of Works contracts for the following package projects, or any other project that will be identified and aproved from ADF and the World Bank:

 

• Prioritized measures to address urgent safety concerns and prevent loss of heritage structures in the Castle of Gjirokastra;
• Revitalization of Cerciz Topulli Square in Gjirokastra Bazaar;
• Civil works contracts for the projects designed under the consultancy service contract of: “Mobility plan and detailed design of project investments for Integrated Urban Upgrading of Gjirokastra” REF No: AL-ADF-194223-CS-CQS

 

Scope of services

 

In order to achieve the specific objectives, the Consultant shall carry out activities listed below.

The Consultant is expected to be proactive in identifying optimal solutions to reach the objectives of this contract and to identify any additional tasks and activities, which are desirable or necessary for the successful implementation of this assignment. It is up to the Consultant to prepare his own detailed organisation and methodology including all relevant particulars for all activities to ensure that they fulfil the general and specific requirements described in these Terms of Reference. In all tasks, the Consultant should follow the application of the World Bank Group Environmental Health and Safety Guidelines applicable to civil works.

 

The Supervision Service contract comprises 3 phases linked to project works as follow:

 

1. Inception Phase;
2. Construction Phase;
3. Defects Liability Period.

 

1. Incpetion Phase

 

During the Inception Phase the Consultant shall become familiar with all aspects of the project, works contract and project’s environment, review the present Technical Specifications and all volumes of the Works contracts. The Consultant shall be aware on all relevant information available for the project and the stakeholders involved in the project. The Consultant shall visit all relevant institutions in order to ensure that the requirements of all parties to the project are taken into account.

 

The Consultant shall not change the project’s specific objectives, but can adjust the means for achieving them. The Consultant shall present these adjustments for the Contracting Authority in good time with appropriate substantiation and shall record the agreed modifications in the Inception Report.

 

2. Activities during the Construction Phase

 

The Consultant shall administer the contract and supervise the construction works, i.e. carry out duties of the Supervisor in accordance with the Special and General Conditions of the Works Contract. The Consultant will carry out, but not necessarily be limited to, the activities mentioned below.

 

1. Contract Administration and Management, Site Procedures

 

The Consultant’s team shall carry out contract administration and management duties throughout the duration of the assignment to secure smooth and timely implementation, proper supervision and control of the Project. For this purpose the Consultant shall establish clear lines of responsibility and procedures for each activity in the construction process.

 

The Consultant shall analyse and monitor contractual programmes submitted by the Contractor and give instructions to the Contractor to take appropriate measures to fulfil Contractor’s tasks. The Consultant shall review Contractor’s programmes on a regular basis throughout the project.The Consultant shall ensure that all required approvals, construction permits  environmental and related utilities permits, permits for digging and for closing of roads (traffic management) have been obtained in time specifically for the site, before commencement of respective works. These include but are not limited to:

 

• Quarry license
• Gravel license
• Sand license
• Approved final waste deposit document released by the respective municipality.

 

The Consultant shall ensure that the Conditions of Contract are strictly adhered to and Contractors and any sub-contractors fulfil their contractual obligations.

 

The Consultant shall maintain up-to-date records of all contractual administration, correspondence, measurements, payments, variations etc. All instructions to the Contractor shall be clearly documented by the Consultant.

 

The Consultant shall ensure that all operational health and safety risks during construction and commissioning of the works have been assessed in advance and risk mitigation measures have been established and appropriately costed prior to commencing the respective activities. The consultant must make sure that prior to start of works the construction contractor must also possess appropriate protective equipment in accordance with World Bank GroupEnvironmental, Health and Safety Guidelines and that the workers are trained for health and safety at work. The Consultant’s team shall also include a Health and Safety Auditor who shall visit the construction site on a regular (monthly to bi-monthly) basis to conduct safety audits to validate the OHS supervision of the resident engineer and independently confirm compliance with the Contractor’s OHS plan. Audit reports of the findings will be provided at the end of each visit.

 

The Consultant shall supervise daily the contractor’s implementation of the works in accordance with the contract requirements and the ESMP; update the ESMP to reflect changes to the project, area of influence or activities, with Borrower to re-disclose; inspect and approve contractor’s work; check compliance with the Contractor ESHS Code of Conduct; ensure Contractor submits ESHS reporting timely and in accordance with WBG guidelines and national legislation. The approval of continuation of works must be done upon clearance by the borrower safeguards team on compliance with the ESMP by the contractor.

 

The Consultant shall be in continuous contact with the Contractor to identify and resolve any potential problems in an active manner. The Consultant shall hold weekly site meetings with the Contractor since other Stakeholders cannot be involved in weekly meetings. In addition monthly progress meetings with the Contractor and other stakeholders could be held. All potential delays

 

and other problems shall be identified and corresponding actions discussed and agreed in order to assist the Contractor in avoiding or mitigating overall delay. The Contracting Authority and Beneficiary shall be kept informed of the progress of works by providing properly prepared reports, briefings and minutes of meetings.

 

The Consultant shall check and comment on the adequacy and authenticity of all certificates, insurance, securities, indemnities, ownership of plant etc. for which the Contractor is liable under the conditions of his contract. The Consultant shall issue all requisite certificates in compliance with the Conditions of Contract.

 

The Consultant shall prepare all supervision reports in accordance with the requirements laid down in the present ToR.

 

The Consultant shall assist the Contracting Authority in administrative duties, including financial planning and preparation of cash flow forecasts for all contracts on monthly basis with regard to this Project.

 

The Consultant shall advice the Contracting Authority on any appropriate measures that may be taken to avoid and rectify any deficiencies and improve the cost effectiveness of the project. The Consultant shall also consider possible cost savings to the Contracting Authority.

 

ADF’s PMU’s safeguards officers will provide independent oversight and inputs to the Consultant with regard to all aspects of environmental and social compliance, for the Consultant to have addressed on the project through their role as the Engineer. The ADF/PMU will undertake at least monthly inspections of the construction sites, accompanied by the Consultant’safeguard specialist and the Resident Engineer. ADF / PMU will also take the lead on land acquisition and social aspects; but the consultant’s specialist should support this with regular reporting and early notification of PMU about any emerging or potential issues.

 

1. Design Review and Approval

 

The Consultant shall review and approve the Contractor’s working drawings and possible modifications to the detailed design and the affiliated Environmental and Social Management Plan. In case of any design modification needed he should inform the Contracting Authority.

 

• Site Supervision

 

The Consultant shall carry out:

 

1. Quality Control:

 

• The Consultant shall ensure that the quality of materials and the end product is in line with the related works contract technical specifications standard and quality. All testing shall be carried out in accordance with the works technical specifications specified procedures and at the specified intervals.
• The Consultant may propose amendments to the design and specifications for the Contracting Authority’s approval, if such alterations are sought to be benefit to the quality and economy of the Project and are in line with provisions of works contract conditions.

 

 

 

• The Consultant shall order the Contractor to substitute and make good any part of the works, if levels, dimensions, materials or workmanship do not conform to the requirements and specifications or are otherwise insufficient.
• The Consultant shall conduct regular site inspections to check the quality of the workmanship and materials in accordance with the Contract and good engineering practice as well as the Contractor implementation of the environmental and social mitigations measures as agreed in the site specific Environmental and Social Management Plan.
• The consultant must provide quarterly data on environmental parameters during the implementation of civil works, as specified in the ESMP. These include noise levels, Air pollution parameters of dust, particulate matter, water and soil quality (suspended solids, oil and grease. These data must be issued by a licenced/authorized public or private entity.

 

1. Measurements and Payments:

 

• The consultant shall measure the permanent woks and keep accurate technical records of permanent works executed by the Contractor. The works shall be measured on site by the Consultant supervisor in the presence of the contractor.
• The Consultant shall ensure that the Contractor’s payment applications for work executed are accurate, fair and reasonable representations of the value of the work. The Consultant shall prepare subsequent certificates and present these to the Contracting Authority for approval and further processing. The Consultant shall ensure that the Contracting Authority is at all times informed of all matters relating to payments, cash flow or any other impacts on budgetary provisions.
• The Consultant is required to consider time required for all requisite endorsements and/or approvals by authorities before actual payment of the Contractor’s invoices can be made. To avoid any delays in payments the Consultant shall ensure high quality of all payment documents.

 

1. Safety and Records

 

• The Consultant shall carefully monitor all levels, lines and other parameters affecting the work, so as to ensure the works are constructed to fulfil requirements of the detailed design and of the Contracting Authority, in a timely manner.
• Accurate records shall be taken throughout the duration of the contract in order to reach agreement on the Contractor’s final account.
• The Consultant shall monitor Environmental, Health and Safety guidelines for construction and decomissiong at all times throughout the site including safety of the public/communities, visitors, consultant’s staff, contractor/subcontractors’ staff, report to the borrower and take action upon clearance from the borrower.
• The Consultant shall appraise traffic management proposals in line with the Traffic Management Plan prepared by Contractor and compliance to requirements of the works contract.

 

1. Other activities

 

The Consultant shall carry out all other activities needed for the smooth implementation of the Project. These activities include inter alia the following:

 

 

 

 

• The consultant shall take particular note of the requirement to obtain the specific approval of the Contracting Authority before taking any of the actions as detailed in the Special Conditions of Works Contract;
• The consultant shall organise monthly progress meetings, keep records and distribute the minutes of the meetings.
• Approval of Contractor’s details of temporary works and operations;
• Approval and surveillance of the traffic management proposals prepared by the Contractor to ensure, that the Contractor carries out the work to minimise interference with adjacent traffic by providing necessary lights, guards, fencing and watchmen etc. and provide access to local buildings and properties at all times;
• Approval and surveillance of environmental measures identified by the Contractor in order to carry out the work in an environmentally safe way, taking appropriate mitigating action to meet the relevant requirements of the contract and those of the local and state authorities, with the clearance of the borrower safeguards specialists Follow up and report weekly on the implementation of the ESMP.
• If applicable, provide data to the Contracting Authority for determination of the value of any variations to the contract;
• Review any changes in drawings and/or specifications, which may prove necessary or desirable before or during execution of the construction works, and consult this with the CA
• Negotiate and recommend to the Contracting Authority any Variations initiated by the Contractor or to be initiated by the Contracting Authority;
• Verify and approve “as-built drawings” and deliver to the Contracting Authority all reports, records, quality certificates, measurement sheets, etc. prepared or supplied by the Contractor;
• The Consultant shall instruct the Contractor to carry out any on-site tests required under the Works Contracts Technical Specifications, including load tests, as may be considered necessary to confirm the adequacy of the Works. The Consultant shall supervise such tests, record the test measurements and verify the adequacy or otherwise of the results;
• Issue list of defects (“snag list”) and other documentation as required before the Certificate of Provisional Acceptance will be issued; the list must include compliance with the ESMP and environmental permit.
• Organise the Inspection in the presence of a representative from the Contractor, Contracting Authority and the Beneficiary and issue the Provisional Acceptance Certificate.

 

3. ACTIVITIES DURING AND AFTER THE MAINTENANCE PERIOD

 

During the Defects Liability Period (DLP) the Consultant shall carry out the following duties:

• The consultant shall provide quarterly inspections reports during the 12 months of Defects Liability Period (content to be agreed on with the ADF/PCU);
• The consultant shall supervise, inspect and record completion of any outstanding work and remedy of defects after Provisional Acceptance has been issued.
• The Consultant shall undertake three intermediate inspections at approximately three-monthly intervals during the Defects Liability Period. In the event that the Employer calls the Consultant to the Works to deal with a particular defect at another time this shall be deemed to be one of the intermediate inspections. In addition to dealing with any particular defect all intermediate inspections shall cover the entire Works.
• The Consultant shall notify and instruct the Contractor accordingly of all defects found.
• Undertake the Final inspection at the end of DLP and issue the Final Acceptance Certificate

 

 

• On the expiry of the Defects Liability Period, the Consultant shall make the final inspection of the Works and issue the Final Acceptance Certificate in accordance with the Works Conditions of Contract.
• The final inspection shall be carried out in the presence of a representative from the Contractor, Contracting Authority and the Beneficiary.

 

• TEAM COMPOSITION & QUALIFICATION REQUIREMENTS FOR THE KEY STAFF

 

The Consulting Company should be able to provide in original or legal certified version, valid professional licenses for supervision. The Consulting Company should have at least 10 years of experience in the area of Construction Management (supervision of public infrastructure).

The Consultant shall provide an experienced construction supervision and contract administration team with proven technical and managerial competence and experience in the supervision of construction works under World Bank Conditions of Contractor  and  Albanian Legislation or  internationally recognized contract conditions used by IFI’s.

 

The working language of the project is English and Albanian language. All the team members assigned by the Consultant must possess proficiency in English language. Day-to-day communication language with the employees of municipalities, water, electrical, telecom and other utilities and local authorities will be either English or Albanian language. An adequate number of Albanian speakers shall be assigned at the field level to ensure smooth communication among all participants, direct and indirect, of the Project.

 

All experts should work in the beneficiary country 100% of the contracted working days, unless specifically requested and approved by the Contracting Authority.

 

The following table indicates the required duration of the Key Staff positions .The ‘Man Month’ column indicates the minimum number of months which the staff member is expected to work for the project. The Consultant shall discuss with the Employer, during contract negotiations, regarding the mobilization and start date for each of the Key staff, providing detailed working plan for all staffs involved during the contract implementation.

 

Key Staff	Man Month ⁱ
Team Leader	10
Site Supervision Engineer – Civil Engineer	36
Material Engineer	9
Quantity Surveyor/Engineer	9
Environmental Specialist	5
Archaeologist / Culture Heritage Expert	9
Architect Restorer	3
Estimated Key Staff Months	81
Supporting Staff
Short – term expert international *	1
Short – term expert local *	1
Estimated supporting Staff Months	2
TOTAL STAFF MONTHS	83

 

ⁱ 1 (one) working month is equivalent with 22 working days

*Short –term expert will be supporting the team to cover specific tasks of the assignment when expertise is needed and when instructed by the client (for a provisional equivalent of 2 man-months for international short-term experts and 2 man-months for local short-term experts). Expert’s CVs will be reviewed by ADF at the time of requirement.

 

The consultant shall includebut not limited to the following listed Key Experts:

 

KE-1/Team Leader (“Supervisor’s Representative”)

 

A Team Leader shall lead and coordinate the activities of the Supervisor’s team. He is expected to be responsible for contractual matters and the communication between the Supervisor, the Contractor(s), the Employer as well as the relevant authorities.

A Team Leader shall be provided on a full time basis during the works for construction of the all abovementioned projects. The Team Leader must be permanent employee of the Consulting Company. He shall be the Manager / Co-coordinator of the Site Supervision Team, with responsibility for supervision and any revisions to the design of the Works, and for all reporting. During Inception period and DLP the Team leader shall be present in accordance with the Consultant’s proposal and as required for successful completion of the Services.

 

Qualifications and skills

 

• He/she shall have at least a Master (3+2) or equivalent University Degree in Civil Engineering/Architecture,

 

• He/she shall be fluent in English (min 2 points in the scale from 1 to 5 where 1 is excellent and 5 is basic).

 

General professional experience

 

• He/she should have worked minimum 10 (ten) years in design and supervision of projects in similar projects.

 

Specific professional experience

 

• He/she should have worked minimum 5 (five) years as Team Leader/Resident Engineer/Engineer Representative/Supervisor’s representative in service contracts in charge of supervision of works contracts for construction or reconstruction of infrastructure projects related to roads, and urban infrastructure,

 

• Previous experience in supervision of similar works using WB Conditions of Contract or any other internationally recognized Contract Conditions used by IFI’s will be considered as an asset.

 

KE-2/Site Supervision Engineer – Civil Engineer

One site engineer will supervise the activities.

Site engineer shall be provided on a full time basis during the works for construction on the respective municipalities. The site engineer should be present on site during the full construction period. (on peremanent basis)

Qualifications and skills

• He/she shall have at least a Master (3+2) or equivalent University Degree in Civil Engineering,
• He/she shall be fluent in English (min 2 points in the scale from 1 to 5 where 1 is excellent and 5 is basic),

General professional experience

• He/she should have worked minimum 8 (eight) years in design/supervision/construction of infrastructure projects (roads, urban infrastructure, buildings, etc.).

Specific professional experience

• He/she should have worked minimum 5 (five) years in the position of site supervision engineer in service contracts as part of supervision consultant team, in charge of supervision of works for construction of infrastructure projects (roads, urban infrastructure, )
• Previous experience in supervision of similar works using WB Conditions of Contract or any other internationally recognized Contract Conditions used by IFI’s will be considered as an asset.

 

KE-3/ Material Engineer

 

Qualifications and skills

 

• He/she shall have at least a Master (3+2) or equivalent University Degree in Civil Engineering,

 

General professional experience

 

• He/she should have worked minimum 10 (ten) years of material engineer experience in design/supervision/construction of infrastructure projects (roads, urban infrastructure, buildings, etc).

 

Specific professional experience

 

• He/she should have worked minimum 5(five) years in the position of material engineer in service contracts as part of supervision consultant team,, in charge of supervision of works for construction of infrastructure projects (roads, urban infrastructure, buildings, etc.)

KE-4/ Quantity Surveyor/Engineer

 

Qualifications and skills

 

• He/she shall have at least a University Degree in Civil Engineering or equivalent.

General professional experience

 

 

 

 

• He/she should have worked minimum 8 (eight) years of topo-surveying experience in design/supervision/ construction of large infrastructure projects (roads, urban infrastructure, buildings etc.)

 

Specific professional experience

 

• He/she should have worked minimum 5 (five) years in the position of quantity surveyor in service contracts as part of supervision consultant team, in charge of supervision of works for construction of large infrastructure projects (roads, rail, ports, airports).

 

KE-5/  Environmental, Social and Occupational Health and Safety Specialist

Qualifications and skills

• He/she shall have at least a University Degree in Environmental Engineering, Environmental Science, Natural Resource Management or equivalent. Extra qualifications in social aspects are a plus.

General professional experience

• He/she should have worked minimum 8 (eight) years on relevant environmental risks management linked to construction works and their supervision; Qualifications on management of social aspects is a plus.

Specific professional experience

• He/she should have worked minimum 3 (three) years (on environmental management plans and monitoring of such plans) responsible for monitoring the Works Contractors’ compliance with the environmental health and safety requirements of the ESMPs and also monitoring of environmental requirements in line with the Code of Conduct Environmental, Social, Health and Safety Guidelines.
• He/she should demonstrate capacity to manage environmental issues including issues pertaining to the community health and sfatey

 

KE-6/Archaeologist/Cultural heritage expert

 

Qualifications and skills

• He/she shall have at least a M. Sc. in Architecture/Civil Engineer/Urbanist with qualifications in Heritage Conservation Design, of architectural heritage monuments

General professional experience

• He/she should have worked minimum 5 (five). in heritage conservation and historical centers requalification environmental measures

KE-7/Architect Restorer

 

Qualifications and skills

• He/she shall have at least a M. Sc. in Architecture/Civil Engineer/Urbanist with qualifications in Heritage Conservation Design, of architectural heritage monuments

General professional experience

• He/she should have worked minimum 5 (five). in heritage conservation and historical centers requalification environmental measures.

 

1. REPORTING REQUIREMENTS AND TIME SCHEDULE FOR DELIVERABLES

 

In the table below are reflected the reporting documents required by the consultant, details on the reports and the respective timeframes. The deliverables for this time-based contract are:

 

Report	Time due	Number of copies
Inception report for works contracts	One month after the effective date  of the contract	1 paper copy in English and 3 paper copy in Albanian + electronic copy on CD or DVD, in each language
Progress Monthly reports	1week after last day of each month.	1 paper copy in English and 3  paper copy in Albanian + electronic copy on CD or DVD, in each language
Draft Completion report	4 weeks prior to completion of the contract period	Electronic copy on CD or DVD, in each language
Final Completion report	2 weeks after completion of contract period or after comments on the draft completion report are provided by ADF, whichever comes later	1 paper copies in English and 3 paper copies in Albanian + electronic copy on CD or DVD, in each language

 

The reports should cover, but not necessarily be limited to, the information as follows:

 

Inception Report:

 

• Project synopsis (summary);
• Analysis of the project;
• Start situation, review of the available documents, project progress with mobilization;
• Project planning;
• Co-ordination with other projects;
• Project goals and objectives;
• Project approach;
• Initial findings and description of any unexpected problems encountered, contractual difficulties faced;
• Intended results;
• Updated methodology, work plan, time and manning schedules (based on the Contractors’ programmes);
• Quality assurance system by the Consultant;
• Quantity checking and measurements records;
• Constraints, risks, assumptions; and
• Planning for the next reporting period
• Proposal for supervision plan of environmental,health and safety management aspects at sites.

 

 

 

 

In the same report the Consultant shall describe any adjustment or addition the designs may need to improve the quality of works without increase of cost or any prejudice to the Contracting Authority in respect to the Contractor.

 

The Consultant shall also include as an annex to the inception report a complete Quality Assurance and Quality Control Manual (QAQC) concerning the supervision activities. The QAQC Manual shall specify the requirements, procedures and guidelines for all main activities necessary for the Works to run smoothly and shall cover at least following:

 

• practical information and introduction;
• Project organization charts, for works and supervision contracts, including names of key personnel, definition of key interactions and information flow. Also responsibilities and key functions shall be described;
• time and cost management procedures;
• reporting procedures;
• record keeping of correspondence, expenditure, minutes of meeting, site records, instructions;
• issued to works contractors and instructions received from the Contracting Authority;
• design modification and design approval procedures;
• Document control procedures (including Contractor’s insurances, reports etc.);
• all standard forms needed during the supervision activities (e.g. site instructions, completion certificates, variation orders, formats of reports, hidden works record sheets, form for field inspections and testing, measurement sheets, interim payment certificates and related invoices);
• review and approval of detailed construction drawings prepared by the Contractor;
• selection of borrow pits and quarries, in line with ESMP.
• procedure for approval and testing of construction materials, and supplies;
• Procedures for collection of data on air, water and noise quality.
• procedures for testing the works by the Contractor;
• safety protocols;
• procedures of measurement of the works executed;
• procedures for Performance Certificate and the Taking-over Certificate;
• Snag list and Defects Liability inspection reports; and
• Draft Final and Final Statement of the Account.

 

The Inception period shall commence immediately upon commencement of the present Service contract, whichever is latest, see section 5.2 “Commencement date & Period of execution”. The Consultant shall submit the Inception Report within 4 weeks from commencement of the Inception period.

 

Progress Monthly Reports:

 

The Monthly Reports should be based on the physical and financial progress, as well as dealing with contractual and technical matters, for each of the Civil Works Contracts included in the reports. They will make use of graphics and include statements covering (but not limited to) the following:

 

• Physical progress related to programme and time;
• Explanations for variances to the above;
• Expenditure related to cash flow forecast and budget;

 

• Explanations for variances to the above;
• Claims or disputes;
• Human resources, mechanical equipment and materials;
• Compliance with ESMP, Environmental, Health and Safety starndards
• Reporting on any social issues emerging
• Testing and quality control;
• The Project Monitoring Indicators for Project Activities Table issued by the Contracts Manager;
• Local issues;
• An updated maintenance works programme; and
• A revised Cash Flow forecast.

 

Draft Completion Report

 

The report will include, but not be limited to, the following inputs:

 

• Physical progress related to the original programme;
• Explanations for variances to the above;
• Expenditure related to original budgets;
• Explanations for variances to the above;
• Numbers of human resources employed throughout the project aiding poverty alleviation; and
• Overall review of the project objectives and whether achieved successfully or not.

 

Other information to be included in the Completion Report shall be addressed following the review by WB and ADF.

 

Final Completion Report:

 

The Final Report will be based on the Draft Completion Report, but will incorporate any comments/suggestions made by the reviewing parties (WB and ADF)

 

Client’s Input and Counterpart Personnel

 

No facilities will be provided by ADF. The consultant will be expected to arrange office facilities in Gjirokastra. The office should be equipped with auxiliary electric power with automatic switching, to ensure that work will be unaffected by network power outages.

 

The consultant will be expected, at his own cost, to arrange accommodation facilities for staff. The Employer expects the Site Supervision Engineers to be accommodated close to the Works Contract(s) that they are supervising (Gjirokastra)

 

1. THE LEVEL OF EFFORTS AND DURATION.

 

The assignment is expected to be performed during 36 months period followed by defect liability period for each contract, and the level of inputs is 83 man/months. The consultant firm will be contracted under a time base contract. The consultant is expected to start the service on June 2021.

 

Detailed Information for each site , duration , expected starting date as well as estimated cost of the civil works, is as follow:

 

No.	Supervision Site	Site descrtiption	Implemetation period	Estimated Cost of CW ALL (VAT incuded)	Expected starting date of CW
1.	Gjirokaster	Prioritized measures to address urgent safety concerns and prevent loss of heritage structures in the Castle of Gjirokastra”	13 months	183,977,387	June 2021
2.	Gjirokaster	Revitalization of Cerciz Topulli Square in Gjirokastra Bazaar	12 months	149,375,440	November 2021
3.	Gjirokaster	Projects designed under Mobility plan and detailed design of project investments for Integrated Urban Upgrading of Gjirokastra	24 months	741,018,915	January 2022

 

*The above table is for indicative purposes based on the information avilable during the preparation of this TOR.

The selection method to be applied for this task is Consultants Qualification Selection (CQ), in accordance with the procedures set out the World Bank’s Guidelines Selection and Employment of Consultants Under IBRD Loans and IDA Credits & Grants by World Bank Borrowers” (January 2011, revised July 2014).

 

  VI.    Short listing Criterion:

The shortlist will be established based on the following short listing criterion:

 

No.	Evaluation Criterion	Points
1.	Overall experience of the firm in the field of assignment(number of years)	30 points
2.	Relevant Specific Experience in the field of the assignment and Number of assignments similar to ToRs successfully completed during the last 5 years.	60 points
3.	Availability of staff within the firm to perform the assignment	10 points
TOTAL		100 points

[1] Underground infrastructure will be included as part of street network improvement when needed.