Haziran 29, 2022

Haberler

İHALE İLANI

Nisan 21, 2022

REPUBLIC OF TURKEY

TOKAT-NIKSAR MUNICIPALITY

Sustainable Cities Project 2- Additional Financing (SCP2-AF)

TERMS OF REFERENCE

Consultancy Services for Design Review, Preparation of Bidding Documents for Tokat-Niksar Centrum Drinking Water Network Project
(NIKSAR-C1/A)

1 Introduction and Background

In Turkey, cities have made major contributions to the country’s substantial economic growth and development over the past few decades. They have helped boost economic productivity and today contribute over 92 percent of the country’s value added. With the rapid urbanization after 1980, cities in Turkey host over 90 percent of the country’s population today, compared to only 25 percent in 1950. This urbanization, together with macroeconomic and fiscal stability, were at the heart of the country’s strong performance, leading to increased employment and incomes.

Besides a growing urban population, Turkey also has a growing number of cities with a population of over 300,000—27 by 2018. This number is expected to increase to 33 by 2050. The manner in which Turkish cities grow will have implications on how they consume natural resources and how susceptible they will be to future resource constraints. A city without a strong planning framework can sprawl and consume large areas of land with infrastructure needs that can be costly and inefficient to deliver. Moreover, cities with inadequate public transit systems force citizens to use private vehicles that cause congestion, air pollution, and carbon emissions, with negative impacts on the environment and human health. Water supply systems with high losses can represent a serious cost to the country’s dwindling water sources, and untreated wastewater can contaminate land and water sources, making them a risk to environmental health. Cities are also a major consumer of electricity, which presents a critical challenge given Turkey’s energy dependence and reliance on energy imports.

To mitigate the potential risk mentioned above; and to increasingly support multisectoral system, and resilient thinking toward urban development, İLBANK has developed and implementing the Sustainable Cities Program (Program) with the support of the World Bank.

The Program aims to help municipalities: (i) respond to current and increasing demands for urban services; (ii) plan for future infrastructure service needs in a sustainable manner; (iii) mobilize financing to fund priority investment; and (iv) adhere to new spatial planning mandates and infrastructure service requirements as prescribed by the amended Metropolitan Municipality Law No 6360 in December 2012.

The main goal of the Program is to improve access to targeted municipal services in participating municipalities and utilities. It will support improvements to the environmental, economic, financial, and social sustainability of Turkish cities by improving access to priority municipal services.

The Program was designed as a series of projects (SOP). The SOP finances demand-driven municipal and utility infrastructure investments, with eligible sectors including, but not limited to, public transport, water and wastewater, solid waste management, and energy.

Within the context of SOP, since the funds under the first two Sustainable Cities Projects (SCP-1 and SCP-2) have fully committed to sub-projects for the participating municipalities/utilities, the Additional Financing (AF) to SCP2 (SCP2-AF) has emerged to provide additional funds to meet the significant increase in demand from municipalities, as well as to facilitate the scale-up of municipal subprojects in a broader number of municipalities and sectors. This exceptional demand includes identification of investments to improve public transport, water and sanitation, solid waste management, energy, environment, disaster and climate resilience and social infrastructure. The SCP2-AF will allow ILBANK to support municipalities in financing priority projects in the immediate term. It will also support ILBANK, the Government of Turkey and the World Bank to expand the sustainable cities approach both sectoral and spatially which will increase Program’s impact and development effectiveness.

Currently, municipalities have limited financial capacity to design and implement climate- and resilience-related investments, which is recognized as one of the key constraints for climate action in Turkey. The Program provides the opportunity to build capacity for screening, preparing, and implementing projects which consider climate and disaster resilience, particularly in terms of addressing increasing risks of extreme weather events and more frequent and intense flooding in low-lying areas of river deltas and coastal cities, and increasing difficulties in managing urban water resources during more intense and lengthy drought periods. The AF provides the means to invest in mitigation and strengthening a range of such climate adaptation measures in cities, which are increasingly susceptible to climate change risks.

1.1 Project Description of Sustainable Cities Program

The Sustainable Cities Project-2 aims to provide resources to ILBANK to meet a significant increase in demand from municipalities for participation in the series of Project and to improve public transport, water and wastewater, solid waste management, access to renewable energy, energy efficiency of buildings and infrastructure, environmental protection, disaster and climate resilience and enhanced social infrastructure.

The Loan Agreement for SCP2-AF for EUR 500 Million was signed on July 10, 2019 between the World Bank and ILBANK. The loan became effective on November 5, 2019.

SCP2-AF consists of two components as described below:

Component A: Municipal Investments

This component will be scaled up to finance demand-driven municipal infrastructure investments to improve access to quality, sustainable and resilient public transport, water and wastewater, solid waste management, disaster risk management, energy efficiency and renewable energy, and improve the urban environment, municipal firefighting services, and social infrastructure and services. Component A would finance goods, works, and non-consulting and consultant services, including the hiring of local technical consultants for engineering design and construction supervision.

Component B: Project Management

This component will finance goods, consulting services related to day-to-day Project management, M&E, reporting, and project communications.

The project will seek to achieve the following results, in line with the project development objectives and activities:

(a) Improved access to safely managed water supply services;

(b) Improved access to safely managed wastewater collection / sewerage services;

(d) Improved solid waste disposal in targeted municipalities;

(e) Safer, cleaner and more accessible urban transport systems

(f) Reduction in energy consumption in water and wastewater utilities and other municipal infrastructures

(g) Increase of renewable energy in municipal infrastructure and decreased carbon emission

(h) Strengthened institutional capacity to manage municipal services in municipalities and utilities.

1.2 Institutional Roles:

The main borrower and implementing agency of the Project is ILBANK which will act as the Financial Intermediary (FI) to allocate a part of the Loan to Tokat-Niksar Municipality (Sub-Borrower/Client) for financing Tokat-Niksar Centrum Drinking Water Network Project (Sub-Project).

Niksar Municipality is responsible for the construction and maintenance of water/wastewater treatment plants and water and sewerage networks of all settlements in its service area. The Client/Contracting Authority within the scope of these Services will be Niksar Municipality.

Niksar Municipality will be responsible for sub-project investment implementation and will set up municipal project implementation units (PIUs) at local level to ensure effective sub-project implementation.

The procurement processes for the works and consultancy services within the scope of the Sub-Project will be under the responsibility of Niksar Municipality and under the coordination and monitoring of the ILBANK.

1.3 Sub-Project Area:

The scope of this Contract covers drinking water network Project in Niksar as detailed in the further Sections of this Terms of Reference. The following figures shows Tokat Province as the subject of this Terms of Reference.

Tokat is the capital city of Tokat Province of Turkey in the mid-Black Sea region of Anatolia. It is located at the confluence of the Tokat River (Tokat Suyu) with the Yeşilırmak. In the 2018 census, the city of Tokat had a population of 155,000 and a land of 10.044 km².

As per the Turkish Statistical Data of Feb,21; Tokat have 12 districts; Erbaa,Niksar, Reşadiye, Zile, Taşova, Artova, Turhal, Almus, Pazar, Yeşilyurt, Sulusaray ve Başçiftlik

Figure: Tokat City and its Districts

Tokat has a hot-summer Mediterranean climate (Köppen climate classification:Csa) with considerable maritime and continental influences.

The area that will be considered for the provision of services is that area enclosed by the Niksar Municipality boundary.

Niksar, which is located in the inner part of the Central Black Sea Region of the Black Sea Region, is a district of Tokat Province. With an area of 955 km2, Niksar is located on 40°35’ north latitude and 36°58’ east longitude. Niksar was established on the southern piedmonts of the Canik mountains, on the north of the Niksar plain which Kelkit River drains and on both sides of Çanakçı creek which feeds the Kelkit River. This location is also on the crossroad of the road extending from the Central Anatolia to the north on Sivas-Tokat line and the road extending from the Eastern Anatolia to the west along the Kelkit valley. The road then extends to the north and reaches the Black Sea in Ünye.

Niksar is located at an average elevation of 350 m above sea level and the district is surrounded by Erbaa in the northwest, Tokat in the southwest, Almus in the south, Başçiftlik and Reşadiye in the east and Akkuş (Ordu) in the north.

The Municipal population in 2021 was 36,321 capita. Niksar district is one of the historical and world heritage cities that need to be protected, which was included in the UNESCO temporary heritage list in 2018.

Various projects have been made and are continuing to be carried out to solve the infrastructure problems and prevent possible problems of Niksar District, where there are numerous artifacts inherited from the Roman Empire, Byzantine Empire, Seljuk State, Danishmend Principality and the Ottoman Empire throughout history.

This project will make a great contribution for the world heritage candidate Niksar district to be included in the main list.

2 Objectives of the Assignment

Consultancy services for design review, preparation of bidding documents (technical specifications, bill of quantities, etc), and provision of Technical Assistance during the Bidding Process for the construction works of Tokat-Niksar Centrum Drinking Water Network Project constitute the scope of Services of this Contract in general:

Further details of the Scope of Services will be outlined in the proceeding Sections of this Terms of Reference.

2.1 Sub-Project Description:

In year 2014, to meet infrastructural requirements of Niksar city centrum, “Niksar Integrated Water Project” is planned to be co-financed from “Instrument for Pre-Accession financial Assistance (IPA)” transferred by the European Union (EU) to the environmental sector in Turkey. Under the scope of IPAII Project (EuropeAid/128134/D/SER/TR) Niksar Integrated Project, Master Plan, Feasibility Studies and Design Reports have been prepared. The scope of the finance is including the following investments:

IPA II – Niksar Integrated Water Project - Lot-1 Wastewater Treatment Plant
IPA II – Niksar Integrated Water Project - Lot-2 Water Supply and Wastewater Collection Project

In the scope of “IPA II – Niksar Integrated Water Project - Lot-1 Wastewater Treatment Plant, design and construction of Niksar Wastewater Treatment Plant has been initiated in April 2021 and the construction works is still ongoing.

“IPA II – Niksar Integrated Water Project - Lot-2 Water Supply and Wastewater Collection Project” is started in May 2020 and the construction works is still ongoing.

The designs for the “Niksar Drinking Water Network Project” has been prepared and approved under IPA II fund. Due to the budget limitation, drinking water network component has excluded and the construction Works has not initiated with the scope of IPA II fund. Considering the current situation of the infrastructural requirements and on-going IPA Project, “Tokat-Niksar Drinking Water Network Project” is proposed to be financed under SCP-II-AF.

Construction of Niksar Drinking Water Network Project: Total water demand in the distribution network is calculated as 143.90 l/s for design purposes by the design consultant (CDM IWP2 Consortium). Per capita domestic water consumption figure is assumed to reach 120 lcd till design horizon. Water losses is assumed to decrease to 25% with the proposed project measures as well as IPA II Project measures with the help of DMA’s and SCADA system. Water network is designed in 2 stages, 8 pressure zones (plus 5 PRV zones) The 1^st stage covers main pipes and laterals in built-up and partly built-up areas with already existing roads with a total length of 193.63 km. Proposed network consists of Ø90-Ø355 HDPE pipes. The 2^nd stage (96.4 km) would be required according to the development of the town, in future which is not included in the scope of these Services. Apart from network pipes, in the scope of the Sub-project; 6,041 house connections and miscellaneous network structures including fire hydrants, flowmeter chambers, pressure reducing valve chambers, residual chlorine measurement chambers will be constructed.

Estimated Length and Materials of Proposed Network

Nominal Diameter	1^stStage (m)	2^nd Stage (m) (NOT IN THE SCOPE)
Ø 90, PN10, PE100	52,879	38,475
Ø 110, PN10, PE100	67,372	49,705
Ø 140, PN10, PE100	20,245	1,428
Ø 160, PN10, PE100	33,618	6,748
Ø 180, PN10, PE100	11,435
Ø225, PN10, PE100	4,252
Ø280, PN10, PE100	2,575
Ø 315, PN10, PE100	162
Ø 355, PN10, PE100	1,095
Total	193,633	96,356

AUXILIARY NETWORK STRUCTURES

In the scope of the proposed project, following auxiliary structures shall be used:

369 qty. Φ80mm hydrants,
6,041 qty. Φ40mm house connections,
Washout structures (Type 1; 2 qty. – Type 2; 2 qty. – and 68 m washout line)
25 qty. network air relief structure, 7 qty. Type V-A-1 and Type V-C-1 air relief chamber structure
5 qty. DMA (District Measurement Area) Chamber
6 qty. Flowmeter Chambers (Type 1 and Type 2))
1 qty pressure break reservoir
6 qty. pressure break chamber (type 1 and Type 2)
16 qty residual chlorine chamber
crossings (610 m river/channel crossing, 275 m bridge/channel crossing)

2.1.1 Information/Data to be provided to the Consultant:

Technical Feasibility Studies (PID) and have full set of drawings of the Sub-Project is readily available. The designs to be reviewed within the scope of this Consultancy Services had been prepared and approved under IPA II fund as explained above section. All the available documents will be provided to the Consultant as part of this Terms of Reference in electronic format after contract signature.

As a part of the Environmental and Social Assessment, the Environmental and Social Management Plan (ESMP) and a separate Stakeholder Engagement Plan (SEP) are being prepared in full compliance with the World Bank Operational Policies and Environmental and Social Management Framework and Land Acquisition and Resettlement Framework (https://www.ilbank.gov.tr/surdurulebilir_sehirler_projesi%20-%202%20Ek%20Finansman/index.php?lang=en&pg=1). Resettlement Action Plan (RAP) and Ex-post Social Audit of this sub-project will be prepared if needed.

3 Scope of the Services:

The Scope of Services of the Consultant under this Contract is as follows:

TASK 1: TO CARRY OUT THE DESIGN REVIEW

The Consultant shall review, complete and finalize all existing designs (civil, mechanical, electrical, infrastructure drawings including hydrants, washout structures, air relief structures, chambers, reservoirs, pumps, crossings, house connections all related auxiliary works and all related structures etc.) including all required calculations, drawings, details and specifications of the Sub-project and submit to the Client for approval.

Since any delay in the review and the completion of the designs and related documents will directly affect planned commencement date for construction works and construction period, the Consultant will complete and finalize all designs and documents with due care and diligence during the envisaged periods so as not to cause any delay. The Consultant is supposed to be in strong liaison with the Client and provide economical, efficient solutions.

The selected Consultant will perform the following tasks:

The Consultant shall check/review all the designs and the construction drawings to ensure that they are adequate for competitive construction bids, and for executing the work.
The Consultant will verify the compliance of the designs and construction documents with the most recent EU and/or TR legislations and regulations. The Consultant shall also make sure the compliance with the good international practice and EU/WB Environmental and Social Standards and World Bank Group’s (WBG) General and Sector Specific Environmental, Health, and Safety (EHS) Guidelines, Environment, Social, Health and Safety (ESHS) policies.
The design review will also aim to enhance the resilience of the proposed infrastructure, as appropriate, to climate change–exacerbated risks such as droughts, floods, and degraded water quality.
The Consultant shall check the compatibility of Drawings, Technical Specifications, Unit Price Definitions and the Bill of Quantities and complete the missing information.
The Consultant shall check that the materials described in the Drawings or Technical Specifications are not single source materials and suitable for the Project.
Specific requirements and specifications of Ministry of Environment, Urbanization and Climate Change and ILBANK shall be considered and the designs shall be checked whether these criteria are reflected in the designs.
The Consultant shall obtain, if needed pursuant to the legislations/regulations the consent/approval of the relevant Authorities and/or their local branches to the final designs before submitting those for approval to the Client.
The Consultant whether required by the Client upon its review on the submitted design/s, calculations and drawings or as a result of the review/s done by the Consultant himself shall revise designs/details or provide additional design/detail/s as per the comments and recommendations of the Client. This is as of the normal development of the project and no additional cost to the Client.

The Consultant will assist and provide the necessary technical information about the projects to the Client/ILBANK for their assessing the energy efficiency and Greenhouse Gas (GHG) Emissions and Calculations if requested by the Client/ILBANK

The Consultant shall be liable and responsible for the technical viability, accuracy and content of the design drawings and documents including but not limited to all required calculations, drawings, details, analysis and specifications of the project components. The Consultant shall be responsible to develop complete set of technical documents to achieve successful bidding process and contract implementation.

TASK 2: TO PROVIDE TECHNICAL ASSISTANCE TO THE CLIENT:

in the Preparation of Bidding Documents of the Sub-Project
in the Bidding & Evaluation and Contract Award Stages

In line with Task 2a of this Terms of Reference; the Consultant shall prepare the complete bidding documents of the construction work Tokat-Niksar Centrum Drinking Water Network Project:

In accordance with the World Bank Procurement Regulations for IPF Borrowers – July 2016 revised in November 2017 and August 2018 (“Procurement Regulations”). The envisaged procurement method for the Works Contract is “Request for Bids(RFB)” through National Procurement Procedures. Bidding Documents shall include but not limited to the Conditions of Contract, Form of Bid, Technical Specifications, Bill of Quantities (BoQ’s), unit price descriptions, final designs, system/detailed drawings and etc. The Environmental and Social Management Plan (ESMP), Stakeholder Engagement Plan (SEP) documents mentioned in section 2.1.1 shall be included in the bidding documents.

The Consultant’s attention is drawn to the fact that the language of the Works Contracts is Turkish.

The Consultant shall prepare the technical sections of the Bidding Documents included but not limited to General and Particular technical specifications for each Works component (civil, mechanical, electrical, etc.), BoQs, pricing preambles, unit price descriptions, unit price analysis etc.) in close cooperation with the Client and with due care and diligence. Any of the items in these documents shall not contradict with each other and all material specifications shall be in accordance with the specifications of the Turkish standards and/or international standards.

The Consultant shall prepare cost estimate studies in detail in compliance with unit price lists&guidelines of İLBANK/MoEUCC and/or other relevant state authorities and market prices as well.

The Consultant shall prepare the designs, plans, technical specifications, BoQ’s, tender documents etc. and all additional documents, detailed designs in such a way that the necessity for variation orders during the construction stage is minimized. The Consultant shall be responsible to develop a set of complete bidding documents (with all commercial and technical content) for successful completion of the bidding process and contract implementation with a consideration given to the Sub-Project implementation schedule.

The Consultant shall make any reasonable modification to documents, reports, etc. irrespective of its/their being approved by the Client during the various stages of approval.

In line with Task 2b of this Terms of Reference; the Consultant shall provide technical assistance throughout the bidding process conducted for the works procurement including preparation of clarifications/addendum if deemed necessary assisting the Client during the pre-bid meeting and site visits, responding to questions about the technical designs and any other bidding documents, technical evaluation of the bids, drafting of technical input to evaluation reports and the contract. The responsibility of the Consultant shall continue until the successful conclusion of every and each contract tendered.

If for any reason the contract could not be concluded for the first round of the bidding, the Client upon consultation with ILBANK and World Bank may consider (i) to rebid the contract on its own without any further input from the Consultant or (ii) to amend the Contract as per the Contract for the extended duration by second round of the Bidding Process. The Consultant shall not be entitled for any compensation or payment for such suspension of the Contract or any portion of it and shall make no claims and so forth.

4 General Obligations and Tasks of the Consultant:

General

To carry out its duties and responsibilities by suitably qualified engineers and other professionals (experience of staff has been stated at Section-8 Key Expert Section) who are competent to carry out the duties described within this document.
To co-operate with the other consultants and join the meetings whenever required by the Client.
To carry out all the Services with all due diligence, care and in timely manner so as not to cause any delay. It is deemed that the Consultant familiarized himself with the nature of Project and is expected to take all sorts of precautions during the performance of Services to fulfil his tasks in a timely manner and to get the works completed by the Contractor on time.
Updating the procurement plan of the Sub-Project as per the approved/revised work schedules of the planned Construction Contract/Contractor and his Contract.

5 Time Schedule:

During the courses of the services, it should be noted by the Consultant that prepared designs/details/calculations/reports/specifications and other documents submitted to the Client for approval will be reviewed by the Client and approved or returned for revision and/or resubmission in 10 business days.

The Consultant shall submit all the documents in a timely manner to complete the services on time without any delay. Time schedule for the completion of the Consultant’s services for the various parts of the work as mentioned below shall be submitted to the Client.

All activities under the Scope of Services shall be completed within 6 (six) months from the consultancy contract signing date.

Project Completion Schedule is drafted in the following table.

6 Timetable

The Consultants shall submit all the documents in a timely manner to complete the services on time without any delay. Time schedule for the completion of the consultants’ services for the various parts of the Project is given below;

Inception Stage Report: Within fifteen days after the effective date of the Contract.
Design Review (Project Evaluation) Report: Within one month after the effective date of the contract
Design Revisions and Final Designs/if any: Within 1 months after the approval of Project Evaluation Report. It is anticipated that major revisions are not expected; incase major revisions needed additional time decided in consultation with Niksar Municipality/İLBANK ,
Preparation of Bidding documents: Within 1 months after the approval of Final Designs,
Technical Assistance during Bidding Stage, Tender Evaluation and Contract Signing Stage: the Consultant shall provide technical assistance throughout the bidding process conducted for the works procurement in a timely manner including preparation of clarifications/addendum if deemed necessary assisting the Client during the pre-bid meeting and site visits, responding to questions about the technical designs and any other bidding documents. The Consultants shall also support the Client during the bid evaluation period till the Contract Award of the Works..

Contract Type

The contract shall be lump-sum for the activities under this ToR.

7 Change in The Scope of Consultant’s Services:

The Construction commencement date of Works Contract may delay due to the unexpected reasons. In case of rebidding, if no further input is required by the Client, the Consultant shall not request any payment or compensation for the tender in question.

8 Team Composition & Qualification Requirements for the Key Experts:

The Consultant shall typically comprise a firm with experience in carrying out similar tasks, specifically to include the following minimum qualifications;

Experience in projects financed by international financing institutions,
Experience in the design and/or construction supervision services that are similar to the required services in size, similarity and complexity in the last 10 years.

The Consultant’s team shall include at least the following suitably qualified engineers and other professionals who are competent to carry out the duties described within this document.

The minimum required number and experience of proposed professional staff is:

Design Review, Preparation of Bidding Documents & Bidding Stage
KEY STAFF	Total Estimated Staff-Months	Professional Experience (Years)	Specific Experience on the Related Assignment (Years)

Design Project Manager (Civil/Environmental Engineer)	3	>15	>10
Design Engineer-1 (Civil Engineer/Hydraulic Engineer)	1	>8	>5
Design Engineer-2 (Environmental Engineer)	1	>8	>5
Geotechnical Engineer	1	>8	>5
Mechanical Engineer	1	>8	>5
Electrical/Electronics Engineer (preferably having SCADA experience as well)	1	>8	>5
Survey Engineer	1	>8	>3
Procurement Specialist (preferably engineer)	2	>5	>3
Environmental and Social Expert (Safeguard)	1	>5	>2
Sub Total	12

During this stage; the Consultant is responsible for the establishment of a design group who is experienced in the preparation of infrastructure projects. Therefore, the Consultant shall separately indicate the staff to be assigned in the review of designs and preparation of documents by indicating positions planned to be assigned for each staff in its proposal.

9 Reporting Requirements and Time Schedule for Deliverables:

Monthly Reports

The Consultants shall prepare and submit to the Client various reports, drawings and document that are specified in or that are implied from these Terms of Reference in respect of various components of the Sub-Project as described in the Terms of Reference.

These reports, drawings and other documentation relate to the various stages of the Consultants' Services including, but not necessarily limited to;

Inception (Assessment)
Design Review and revisions if any
Preparation of Bidding Documents, Technical specifications (including BoQs and cost estimates)

The requirements for the submission of reports, drawings and other documentation are given below. Reports shall be prepared in both Turkish and English languages. The metric system of weights and measures shall be used.

Submission shall be as follows:

Format of Reports : A4 or A3, including where appropriate drawings
reduced to A3 size.

Format of Drawings : A1 and/or A0 size.

A draft copy (Turkish 2, English 2) of all reports shall firstly be submitted to the Client for discussion purposes following which the Consultant shall be required to prepare the final copy, incorporating any amendments arising from such discussions.

Design Review, Preparation of Bidding Documents and Bidding Stage

No	*Report*	*Last Submission Date*	*English*	*Turkish*	Soft Copies
0	Inception Report	Within fifteen days after the effective date of the contract	1	3	3
1	Project Evaluation (Design Review) Report (Hard copy)	Within one month after the effective date of the contract	1	3	3
2	Preparation of incomplete reports and final designs i. Number of copies of reports ii. Number of copies of drawings	Within 1 month after the approval of Project Evaluation Report	1	3	3
3	Preparation of Bidding Documents (Number of copies of Bidding/Contract Documentation for Works Package including all subsequent amendments issued during tender stage)	Within 1 month after the approval of Final Designs	1	20	20
4	Technical input to Bid Evaluation Report under this Terms of Reference	Within two weeks after receipt of the bids.	1	3	3

After approval of the whole services, below documents shall be delivered:

Approved drawings by the Client (3 hard copies and electronic folders)
Tender Documents of all contract packages (20 hard copies and electronic folders)

The Consultant will also submit soft copies of all reports, projects and tender documents following their approval.

Those of the documents and reports not mentioned above but either specified or implied in the contract shall be submitted in 3 copies in Turkish and English languages each.

In relation to the ongoing stages of the Consultancy Services, the submission requirements given above should be followed by the Consultant as a guideline for the extent and type of documentation that will be required by the Client during the performance of the Services. However, the Consultant shall allow in its fee for the submission of all reports, drawings, documents, etc. either specifically requested in these Terms of Reference or those that may be implied there from and the Contractor’ contract. The Client may however vary such requirements during the course of the Services to be performed.

Should additional copies be required extra over to those stated above or to be implied from these Terms of Reference, these shall be supplied by the Consultant(s) at the cost of reproduction of such documents, reports or drawing. Additionally, after finalizing the reports, these shall be submitted to the Client in one (1) set of CD and in the software format acceptable by the Client. Each copy shall be durably bound in a volume or volumes depending on bulk, and the transparent copies shall have a suitable protective cover/box. All copies shall be labeled in accordance with the needs of the Client.

10 Client’s Input and Counterpart Personnel:

The Client will timely provide to the Consultant the inputs and facilities, assist the firm in obtaining licenses and permits needed to carry out the services, and make available relevant project data and reports.

The following items shall be provided free of charge by the Client to the Consultant: The existing designs, maps, topographic plans, analysis results, relevant documents and reports of the design drawings etc. The Consultant shall return all such drawings and documents received to the Client upon the completion of services.

In addition, the Client shall, where possible, assist the Consultant in obtaining approvals, permissions from the other State Authorities in respect of the Services to be performed.

The Consultant shall not be required to deliver any equipment and materials provided by the reimbursable expenses and which have been used for the Services to the Client. All local transport for the Consultant staff shall be provided by the Consultant and shall be included in the proposal submitted.

REPUBLIC OF TURKEY

TOKAT-NIKSAR MUNICIPALITY

Sustainable Cities Project 2- Additional Financing (SCP2-AF)

TERMS OF REFERENCE

Consultancy Services for Construction Supervision Services for
Tokat-Niksar Centrum Drinking Water Network Project
(NIKSAR-C1/B)

1 Introduction and Background

1.1 Project Description of Sustainable Cities Program

The Sustainable Cities Project-2 aims to provide resources to Ilbank to meet a significant increase in demand from municipalities for participation in the serios of Project and to improve public transport, water and wastewater, solid waste management, Access to renewable energy, energy efficiency of buildings and infrastructure, environmental protection, disaster and climate resilience and enhanced social infrastructure.

The Loan Agreement for SCP2 -AF for EUR 500 Million was signed on July 10, 2019 between the World Bank and ILBANK. The loan became effective on November 5, 2019.

SCP2-AF consists of two components as described below:

Component A: Municipal Investments

Component B: Project Management

This component will finance goods, consulting services related to day-to-day Project management, M&E, reporting, and project communications.

The project will seek to achieve the following results, in line with the project development objectives and activities:

(a) Improved access to safely managed water supply services;

(b) Improved access to safely managed wastewater collection / sewerage services;

(d) Improved solid waste disposal in targeted municipalities;

(e) safer, cleaner and more accesible urban transport systems

(f) Reduction in energy consumption in water and waste water utilities and other municipal infrastructures

(g) Increase of renewable energy in municipal infrastructe and decreased carbon emission

(h) Strengthened institutional capacity to manage municipal services in municipalities and utilities.

1.2 Institutional Roles:

1.3 Sub-Project Area:

As per the Turkish Statistical Data of Feb,21; Tokat have 12 districts; Erbaa, Niksar, Reşadiye, Zile, Taşova, Artova, Turhal, Almus, Pazar, Yeşilyurt, Sulusaray ve Başçiftlik

Figure: Tokat City and its Districts

Tokat has a hot-summer Mediterranean climate (Köppen climate classification:Csa) with considerable maritime and continental influences.

The area that will be considered for the provision of services is that area enclosed by the Niksar Municipality boundary.

This project will make a great contribution for the world heritage candidate Niksar district to be included in the main list.

2 Objectives of the Assignment

The objective of the assignment is;

to carry out the construction supervision services,
supervise the remedial works to rectify defects that arise during the Defects Liability Period (DLP)

for the construction works of Tokat-Niksar Centrum Drinking Water Network Project

Further details of the Scope of Services will be outlined in the proceeding Sections of this Terms of Reference.

2.1 Sub-Project Description:

IPA II – Niksar Integrated Water Project - Lot-1 Wastewater Treatment Plant
IPA II – Niksar Integrated Water Project - Lot-2 Water Supply and Wastewater Collection Project

“IPA II – Niksar Integrated Water Project - Lot-2 Water Supply and Wastewater Collection Project” is started in May 2020 and the construction works is still ongoing.

Estimated Length and Materials of Proposed Network

Nominal Diameter	1^stStage (m)	2^nd Stage (m) (NOT IN THE SCOPE)
Ø 90, PN10, PE100	52,879	38,475
Ø 110, PN10, PE100	67,372	49,705
Ø 140, PN10, PE100	20,245	1,428
Ø 160, PN10, PE100	33,618	6,748
Ø 180, PN10, PE100	11,435
Ø225, PN10, PE100	4,252
Ø280, PN10, PE100	2,575
Ø 315, PN10, PE100	162
Ø 355, PN10, PE100	1,095
Total	193,633	96,356

AUXILIARY NETWORK STRUCTURES

In the scope of the proposed project, following auxiliary structures shall be used:

369 qty. Φ80mm hydrants,
6,041 qty. Φ40mm house connections,
Washout structures (Type 1; 2 qty. – Type 2; 2 qty. – and 68 m washout line)
25 qty. network air relief structure, 7 qty. Type V-A-1 and Type V-C-1 air relief chamber structure
5 qty. DMA (District Measurement Area) Chamber
6 qty. Flowmeter Chambers (Type 1 and Type 2))
1 qty pressure break reservoir
6 qty. pressure break chamber (type 1 and Type 2)
16 qty residual chlorine chamber
crossings (610 m river/channel crossing, 275 m bridge/channel crossing)

2.1.1 Information/Data to be provided to the Consultant:

Technical Feasibility Studies (PID) and have full set of drawings of the Sub-Project is readily availlable. The designs to be reviewed within the scope of this Consultancy Services had been prepared and approved under IPA II fund as explained above section. All the available documents will be provided to the Consultant as part of this Terms of Reference in electronic format after contract signature.

As a part of the Environmental and Social Assessment, the Environmental and Social Management Plan (ESMP), a separate Stakeholder Engagement Plan (SEP), Resettlement Plans (RP) and Ex-post Social Audit of this sub-project being prepared in full compliance with the World Bank Operational Policies and Environmental and Social Management Framework and Land Acquisition and Resettlement Framework (https://www.ilbank.gov.tr/surdurulebilir_sehirler_projesi%20-%202%20Ek%20Finansman/index.php?lang=en&pg=1 ).

3 Scope of the Services:

The Scope of Services of the Consultant under this Contract is as follows:

TASK 3: TO PROVIDE SUPERVISION SERVICES DURING THE CONSTRUCTION STAGE AND DEFECTS LIABILITY PERIOD

The Consultant shall be responsible to carry out all the duties and responsibilities attributed to the “Project Manager” or “Engineer” in the General Conditions of Contract (GCC), Particular Conditions of Contract and Part 2 – Work’s Requirements Sections of the World Bank’s Standard Procurement Document - Request for Bids Small Works. The Supervision responsibility of the Consultant shall continue until the expiration of the Defects Liability Period/Warranty Period. Significant issues shall be subject to approval of the Client as indicated in the terms and conditions of the General Conditions of Contract (GCC) and Particular Conditions of Contract (PCC) of the respective works contract.

As an addition to these tasks as the Project Manager, the Consultant shall:

Inform the Client about progress of the work and activities, attend any meetings reasonably convened by the Client and provide any information or evidence reasonably required by the Client at any public meetings or inquiries that might be held in connection with the Project.
Inform the Client about the cost and time impact and any other consequences of any sort of his proposals (such as revisions, recommendations, etc.) The Client shall not be responsible from the consequences of the fact of which the Client is not informed in advance. In case of an arbitration in the Works Contract/s, to assist the Client in the preparation of the documents needed by the Client.
As in compliance with the format and ingredients determined by the Client, prepare monthly and quarterly progress reports in comparative with Contractor’s original (initial) work schedules and inform the Client in written for delays.
Based on the approved work schedule and cash flows of the Contractor; monitor the progress compared to the initially envisaged plan and inform the Client about the failures.

During all kinds of material approval process;
(i) establishment and acceptance of factory and material acceptances,
(ii) determination and approval of the institutions or organizations (laboratories, universities, etc.) where the tests are to be conducted,
(iii) approval or rejection of the materials,
(iv) manage the use of approved materials at site and removal of unauthorized materials from the site and follow
shall also be duties and under responsibilities of the Consultant..

Randomly collect material samples and perform relevant tests and analyzes at specified intervals without waiting the written mandate of the Client.
keep accurate and detailed site records.
For construction works, conduct conformity monitoring of Environmental and Social liabilities including Occupational Health and Safety (OHS) issues mentioned in Environmental and Social Management Plan (ESMP). All regular reporting obligations mentioned in these documents shall be followed for the construction activities.
Ensure implementation of RAP and SEP as required, in a manner acceptable to the Bank and make sure that no construction activity shall commence before the land acquisition process completed for the privately-owned land and permits/licenses received to use/transfer rights of public lands.
Follow up the grievance mechanism mentioned in Environmental and Social Management Framework and Land Acquisition and Resettlement Policy Framework (LARPF) in addition to supporting preparation of the biannual Resettlement Action Plan Progress Report for Client (İLBANK/Municipalities/Utilities). These mentioned reports will be submitted by Client to the ILBANK/World Bank. Reporting format is given in LARPF document.

The Services will be carried out under the following Parts:

Part 1: Tasks prior to start of construction works will include but not be limited to:

Review the qualifications of the proposed key management personnel of the Contractor and make appropriate recommendations to the Client;
Ensuring submission of the Quality Assurance (QA) Plan submitted by the Contractor, checking and approving its compliance with the contract requirements;
Receive from the Contractor, check for compliance with contract requirements and advise the Client on all performance securities, insurance certificates or policies and guarantees relating to the contract before submitting to the Client for acceptance;
Before the start of the works and during the works, facilitate any communication and attend any meeting between Contractor and the owners of facilities (water, telephone, electricity, gas) sharing the road right-of-way; in particular, give advice on proposed modifications by the owners of facilities;
Ensuring the submission of site mobilization and layout plans by the Contractor, checking and approving their compliance with the contract requirements;
Ensuring the submission of method of statements and work schedule by the Contractor, checking and approving their compliance with contract requirements;
Ensure that Environmental and Social (ES) provisions set out in the contract documents are respected;
Ensuring submission of traffic management plans submitted by the Contractor, checking and approving their compliance with the contract requirements before commencing the works;
Ensuring the submission of material and equipment procurement program submitted by the Contractor, checking and approving their compliance with the contract requirements;
Check correctness of co-ordinates and levels of all survey reference markers and require the Contractor to make an independent check;
Check the Contractor’s setting out and levels of the designed works;
Verify estimated quantities in the Bills of Quantities and promptly advise the Client of any prospective Time and Cost effects and make appropriate recommendations;
measures for the proper implementation of LMP and SEP including the grievance mechanism

Part 2: Tasks during construction will include but not be limited to:

2.1 Supervision tasks

Approve and monitor the Contractor’s work program and the source of materials;
Approve and monitor the implementation of the Contractor’s Quality Assurance (QA) Plan;
Explain and/or adjust ambiguities and/or discrepancies in the Contract Documents;
Inspect for approval all working drawings and as-built drawings prepared by the Contractor;
Inspect and test materials and works to ensure compliance with specifications, and/or removal and substitution of improper materials and/or work as required;
Ensure the Contractor’s compliance with the agreed Environmental and Social Management Plan; to control and appraise the progress of the works, to order suspension of works and to authorize, with the Client’s approval, extensions of the period for completion of the works; The Consultant shall take necessary measures for environmental, social, and occupational health and safety aspects. In this context the most recent Turkish environmental and safety regulations as well as the Client and WB Environmental and Social Operational Policies and WBG’s General and Sector Specific EHS Guidelines, Environment, Social, Health and Safety (ESHS) policies are required to be taken into consideration particularly during the supervision of the construction works. Within this scope, Consultant shall also be responsible for the supervision of the Contractor’s environmental and social management practices/plans (waste management, noise, resettlement action plan etc.) and ESHS obligations and report to the Client in his monthly progress reports. The details of the Environmental, Social, Health and Safety (ESHS) Management and the responsibilities of the “Consultant” shall also be detailed in the Contractor’s contract. The Consultant shall have the responsibility for relevant supervision, oversight and instruction of the applications to the Contractor.
Provide assistance in administering and resolving grievances;
Issue interim certificates for payment to the Contractor on the basis of measured work items or to certify the completion of the works or parts thereof;
Carry out generally all the duties of the Project Manager as specified in the Contract, within the limitations specified therein;
Advise the Client on all matters relating to compensation events and claims reported by the Contractor and make recommendations thereon;
Attend to the work inspections carried out by the State Authorities in accordance with the Turkish Law;
Organize provisional and temporary technical acceptance of works and submit all supervision documents to the taking-over committee according to the Applicable Law;
Issue the Certificate of Completion of the Works and Defects Liability Certificate;
Assist the Client in taking over the site of the works.
The Consultant will assist and provide the necessary technical information about the projects to the Client/ILBANK for their assessing the energy efficiency and Greenhouse Gas (GHG) Emissions and Calculations if requested by the Client/ILBANK

2.2 Administration of the Civil Works Contract

The responsibility of the Consultant shall include, but not limited to, the following tasks:

Financial management of the Civil Works Contract. Based on (i) the Contractor’ programme of works and cash-flow predictions which should be revised at required time intervals and, (ii) upon own judgement, the Project Manager shall prepare monthly, as part of monthly reports, disbursement tables showing the status of previous disbursements and a tentative prediction of future disbursements on a monthly basis;
Monitor validity of the Contractor’s insurance policies and guarantees and timely advice the Client on their expiry dates, necessity to request the extensions of the validity and where necessary change the amount of the insurance policies and guarantees;
Provision and administration of the Project Management Information System (PMIS) for management of project correspondence and documents in accordance with the approved PMIS plan and procedures, and timely updates of the records and reports thereof;
Continuous follow-up of the Contractor’s work programme and monitoring cash-flow in relation to the planned schedules and alert immediately the Client if any change occurs in the progress of disbursements;
Day-to-day measurement and recording of quantities of works carried out by Contractor;
Daily recording of work site events in a work site logbook;
Recapitulation of quantities of work carried out monthly for each contractual item of work;
Monthly comparison of actual progress against progress as scheduled;
Review Contractor’s Monthly Statements and issue the corresponding Payment Certificates as appropriate;
Attendance at periodic site meetings and monthly progress meetings and ensuring minutes signed by all parties are recorded.

The required procedures to carry out the site supervision and contract administration tasks shall be prepared by the Consultant and submitted for the approval of the Client in a Consultant’s Site Supervision Procedures Manual.

2.3 Administration of Environmental, Social, Health and Safety (ESHS)

The Consultant shall ensure that the Contractor’s ES (Environmental and Social) performance is in accordance with good international industry practice and delivers the Contractor’s ES obligations.

The ES related services include those of the Project Manager’s as referred in the World Bank’s Standard Procurement Document - Request for Bids Small Works. Services to be provided by the Consultant will include, but are not limited to:

review and approval of the Contractor’s Environmental and Social Management Plan (C-ESMP) including all updates and revisions, as well as sub-management plans (if any) (not less than once every 6 months);
review and approve ESHS provisions of method statements, implementation plans, drawings, proposals, schedules and all relevant Contractor’s documents;
review and approve ESHS provisions of any design change proposals and the implications for compliance with project specific ESMP/RAP/SEP/GRM, consent/permits and other relevant project requirements;
undertake audits, supervisions and/or inspections of any sites where the Contractor is undertaking activities related to the Works, in order to ensure and verify the Contractor’s compliance with ESMP requirements, with and without Contractor and/or Client relevant representatives, as necessary;
undertake audits and inspections of Contractor’s Occupational Health and Safety (OHS) provisions (including mitigation/preventive actions related to COVID19 or other communicable diseases), OHS logs, records of all environmental and social practices specified in the ESMP, stakeholder engagement activities carried, community liaison records including all grievances received and resolved, monitoring findings and other ESHS related documentation, as necessary, to confirm the Contractor’s compliance with ESMP requirements;

The duties and responsibilities of the consultant regarding OHS management will include the following:

Checking the compliance of the Contractor's OHS documents and the OHS legislation and requirements within the framework of the ESMP on a daily basis, informing the Contractor and the Employer in case of non-compliance,
Ensuring that workers' health reports and personal files are complete and all relevant OHS trainings are completed, restricting workers' access to the field in case of detecting inappropriate working environments,
Presence of an OHS specialist in areas where high-risk work is carried out (eg, indoor work, crane work, etc.),
Ensuring that the construction machinery and equipment used are in compliance with the legal legislation and preventing their use in case of non-compliance
Notifying the Employer within 48 hours of any damage or accident related to the Project, including serious health and safety injuries and road accidents, that has or may have a serious adverse impact on the environment, affected communities, the public or employees, and provide adequate information on the relevant and immediate measures and measures to be taken
Participating in regular OHS meetings of the contractor and contributing when necessary

agree on corrective action/s to be taken for minor; level 1 level 2 and level 3 non-compliances and their timeframe for implementation in the event of a noncompliance with the Contractor’s ESHS obligations set out in the ESMP;
attend meetings including site meetings, progress meetings to discuss and agree appropriate actions to ensure compliance with ESHS obligations;
check that the Contractor’s actual reporting (content and timeliness) is in accordance with the Contractor’s contractual obligations;
review and critique, in a timely manner, the Contractor’s ES documentation (including regular reports and incident reports) submitted to Project Manager and to provide advice to ensure the accuracy and efficacy of the documentation;
ensure the follow-up of the activities specified in the Stakeholder Engagement Plan (SEP) and Land Acquisition and Resettlement Policy Framework documents and the regular follow-up of the grievance mechanism, providing support to the Administration for resolving the grievances;
undertake liaison, from time to time and as necessary, with project stakeholders to identify and discuss any actual or potential ESHS issues, and report to the Client;
ensure no construction activity is initiated before before the implementation of the Land Acquisition and/or Resettlement Plans (land acquisition process, compensation/supports, permits/licenses for use/transfer rights of public lands, etc) to be prepared in accordance with the Land Acquisition and Resettlement Policy Framework (ILBANK, 2019) is completed in case of legal or illegal users are identified on private and/or public lands;
prepare a brief monthly report that describes the work that the Project Manager’s ES Key Expert/s have undertaken, the issues (including any Contractor’s ES noncompliance) identified and the actions taken to address the issues.

Limitations of the Consultant’s Authority

The Consultant shall have no authority to relieve the Contractor of any of its duties and obligations under the Works Contract.
The Consultant shall note that the Client is under obligation to seek the WB/ILBANK’s concurrence before agreeing to or implementing any modification or waiver of the terms and conditions of the Contract including granting an extension of the stipulated time for performance.
The Consultant will seek prior written approval of the Client for the following:

issuing / approving any Payment Certificates (PC) for the Contractor’s Advance Payment;
agreeing / instructing any changes in the project design;
approving or issuing of any Contract Variation, except in an emergency situation as determined by “Project Manager” in accordance with the Conditions of Contract;
in the event of additional work, the Consultant shall report on the relative merits of tendering vis-a-vis issuing a variation for such additional works;
approving a proposal for Variation submitted by the Contractor;
making variations in work quantities which bring the total cost in excess of the value of the Contract Price specified in the relevant contract provisions;
determining any new rate or price with respect to any Variation;
approving any extension of the Intended Completion Date;
approving any compensation event for any additional cost including any cost associated with extension of the Intended Completion Date;
suspending the Works in accordance with the Conditions of Contract;
approval of the subcontracting of any part of the works;

Any response by the Project Manager which requires Client’s approval, except as otherwise expressly specified, shall be notified in writing to the Contractor within 28 days of receipt. (14 days for the Project Manager, 7 days for the Client, then 7 days for the Project Manager to consider Client’s comments).

Supervision during the Commissioning, Defects Liability and Maintenance Period:

The Consultant shall continue to be responsible for the supervision and inspection of the construction and completion of the Works during the Defects Liability Period as defined in the construction contract. The level of supervision shall be appropriate to the scale of the works being carried out. These inspections and supervision are to ensure that works, agreed to be carried out during the Defects Liability Period, are properly carried out and have been completed and that any failure of any part of the Works has been rectified. If any defect is discovered, during this period, the Consultant shall promptly investigate the reason for it, report to the Client and take required actions to rectify the defect.
A report of these inspections shall be submitted to the Client, which shall include all details of any defects, faults, accidents or breakdowns, which have occurred together with the estimated costs of repair and the time scales within which they will be completed. Moreover, the Consultant shall submit quarterly report summarizing all the activities during subject quarter of Defects Liability. A final report shall be submitted at the end of the Defects Liability Period giving full details of all works carried out during that period. This report shall be submitted by the Consultant to the Client at least 30 days prior to the Consultant’s issuing Defects Liability Certificate for the completed Works. The Consultant will provide minimum number of technical staff acceptable to the Client during the Defects Liability Period. Defects are expected to be minimum for a competent Consultant Firm during defects liability period.
The Consultant is required to provide perfect supervision/inspection services during the period, to preparation of defect lists and monitor correction of defects. If required, Consultant will instruct the Contractor and closely inspect the repair of works in the Defects Liability Period. Until finishing of Defects Liability Period, the Consultant shall execute all interim controls, inspections. In demand of Client, the Consultant shall deal with determined defect or failure. The Consultant will inform the Client and Contractor in case of finding defects in interim audit/controls.

4 General Obligations and Tasks of the Consultant:

General

To carry out its duties and responsibilities by suitably qualified engineers and other professionals (experience of staff has been stated at Section-8 Key Expert Section) who are competent to carry out the duties described within this document.
To co-operate with the other consultants and join the meetings whenever required by the Client.
To carry out all the Services with all due diligence, care and in timely manner so as not to cause any delay. It is deemed that the Consultant familiarized himself with the nature of Project and is expected to take all sorts of precautions during the performance of Services to fulfil his tasks in a timely manner and to get the works completed by the Contractor on time.
Updating the procurement plan of the Sub-Project as per the approved/revised work schedules of the Contractor and his Contract.

5 Time Schedule:

All activities under the Scope of Services shall be completed within 27(Twenty-seven) months (including the Defects Liability Period) from the consultancy contract signing date.

The estimated Schedule for the construction contract is drafted in the following table.

6 Timetable

Supervision of Construction and Engineering Services and Defects Liability

Under normal conditions, the scheduled construction period is envisaged as 15 (fifteen) months for the Niksar water supply network project and the defects liability period is 12 (twelve) months.

Contract Type

The contract shall be time-based for the activities under this ToR.

7 Change in The Scope of Consultant’s Services:

The Construction commencement date of Works may delayed due to the unexpected reasons. the Consultant shall wait for the finalization of the tender evaluation and commencement of the Construction Works and shall not request any payment or compensation for the tender in question.In any case, The Consultant Services Contract shall be commenced concurrently upon the signature of the Works Contract.

At every 6 months from the effectiveness of the Consultancy Contract, the Client and the Consultant shall review the staff input for the next 6 months and based on the agreed staff plan the Consultant shall mobilize its personnel.

8 Team Composition & Qualification Requirements for the Key Experts:

The Consultant shall typically comprise a firm with experience in carrying out similar tasks, specifically to include the following minimum qualifications;

Experience in projects financed by international financing institutions,
Experience in the design and construction supervision services that are similar to the required services in size, similarity and complexity in the last 10 years.

The Consultant’s team shall include at least the following suitably qualified engineers and other professionals who are competent to carry out the duties described within this document.

The minimum required number and experience of proposed professional staff is:

For Construction Supervision Period
KEY STAFF MAIN CONSULTANT SITE OFFICE	Total Estimated Staff-Months	Professional Experience (Years)	Specific Experience on Related Assignment (Years)
Project Manager (Civil/Environmental Engineer)	15	>15	>5
Site Manager/Senior Site Engineer	15	>10	>5
Mechanical Engineer	2	>10	>5
Electrical Engineer	2	>10	>5
Geotechnical Engineer	1	>8	>5
Social and Environmental Expert	8	>5	>3
OHS Expert	15	>5	3
Payment Certification Control, Quality and Cost Engineer (preferably Civil Engineer)	15	>8	5
Survey Engineer	15	>8	3
Sub Total	88

For Defects Liability Period
Sub Total	*8 ()**
TOTAL ESTIMATED KEY STAFF-MONTHS	96
TOTAL ESTIMATED TECHNICIAN/JUNIOR ENGINEER STAFF-MONTHS	26
· Minimum Support Staff Requirement: Except from the key staff, in order to ensure proper supervision, two Technicians/Junior Engineers for Civil Works shall be assigned during the construction period. · Technicians/Junior Engineers will not be evaluated as key expert. The CVs of these staff will be submitted to the Client for approval after contract award. · Following the contract award, the Technicians experienced for at least 6 (six) years or the Junior Engineers experienced for at least 3 (three) years in their respective fields shall be proposed. · Support staff for the administration services shall be proposed additionally as required (surveyors, clerks, drivers, secretary etc.) · Defects Liability Period Staff Requirement *()** Staff-months for DLP shall be proposed as well and demonstrated in the Staffing Schedule.

9 Reporting Requirements and Time Schedule for Deliverables:

Monthly Reports

The Consultant shall prepare and submit to the Client each calendar month a report satisfactory to the Client, including progress charts and photographs in color giving all information regarding the progress of the Works, actual extent and nature of the Works completed as well as details of any delay in the works, reason and remedial of the delay, any other problems relating to the Works and substantiating documentation if required The Consultant shall also clearly indicate in the report whether the delay (if any) of any part of the Works will cause any delay in the completion of the whole Works. The Consultant should prepare an Inception Report including but limited with the Consultant’s Site Supervision Procedures Manual within 3 weeks at the start of the project.

The monthly report shall include the percentages of the Work items completed and planned, and also the actual and planned cash-flows for each work item as of the reporting period prepared in the project planning tools (such as MS Project, Primavera, etc.) accepted by the Client.

The monthly report shall also include records of materials, equipment and plant tested with copies of the test results and, statistical evaluation of the test results in table or graphical form. Action taken with regard to poor results shall be stated.

The said report shall give a detailed review of the Works to be performed during the following month and a general listing of the works to be performed during the following two months.

The report shall also give information about personnel employment status of the Consultant.

The report will also include the environmental and social (including grievance redress mechanism) and OHS management and ESMP compliance/non-compliances followed to mitigate the environmental and social impacts of construction works, and appropriate deadlines for the completion of such nonconformities and information on closing non-compliances from previous periods.

The report shall be submitted to the Client by the tenth day of following month. Any comment by the Client on the report shall be reviewed and the report shall be modified and re-submitted to the Client within a week.

Due to the urgent nature of the project and short construction time, the Consultant shall also prepare a report in table form showing summary of cumulative progress in main work activities on weekly basis. The report shall be submitted to the Client in an acceptable format on Monday of each week via electronic mail and as hard copy.

In addition, the Consultant shall record views from at least 5 different points for the construction site, on a weekly basis, showing the progress on the site with dates and record them with acceptable format on CD and submit to the Client.

The requirements for the submission of reports, drawings and other documentation are given below. Reports shall be prepared in both the Turkish and English languages. The metric system of weights and measures shall be used.

Submission shall be as follows:

Format of Reports : A4 or A3, including where appropriate drawings
reduced to A3 size.

Format of Drawings : A1 and/or A0 size.

Construction Supervision & Completion and Defects Liability Stages Reporting Requirements

1-The Consultant shall prepare minutes of meetings, reports, documents, and several documents for the activities of the project. Aim of these documents is to record the important milestones and activities of the project. These documents will be used to support reports for the Client.

2-Below documents shall be prepared:

2.1-Weekly minutes of meetings.

2.2-Monthly report (contains summaries for the activities of construction site, and the Consultant’s Niksar office activities).

2.3-Quarterly reports for summarizing activities, project plan, cash-flow information in the previous three months period.

2.3-Quarterly progress reports to summarize previous 3 months covering the status of Environmental and Social performance in compliance with ESMF, project specific ESMP/ESIA, SEP and the performance of grievance mechanism. In addition to abovementioned progress report, biannual Resettlement Action Plan Progress Report will be submitted by the Consultant and the Municipality/İLBANK.

2.4-Support the preparation of the quarterly progress reports by the Client’s Project Implementation Unit (PIU) for the sub-project sites and monitor quality of reporting throughout the duration of works.

2.5-Construction Completion Report.

2.6-Final Completion of Contract Report that combines sections of contract completion report in a single report also including additional information for completion of construction works.

The Consultant shall submit these reports in compliance with the below table;

No	Report	Last Submission Date	English	Turkish
1	Monthly Progress Reports	In the first week of current month (for the past month activities)	1	3
2	Quarterly Reports	Second week of the month after each quarter period	1	3
3	Construction Completion Report	Four weeks upon the issue of a Certificate of Completion (Taking Over Certificate)	1	3
4	Interim Inspection Reports	Two weeks following up of each interim audit in Defects Liability Period	1	3
5	Contract (Final) Completion Report	4 (four) weeks upon the issue of a Final Acceptance (Performance) Certificate	1	3

The Consultant will also submit soft copies of all reports, projects and tender documents following their approval.

Those of the documents and reports not mentioned above but either specified or implied in the contract related to the Construction Supervision Stage and Completion and Defects Liability Period shall be submitted in 3 copies in Turkish and English languages each.

In relation to the ongoing stages of the Consultancy Services, the submission requirements given above should be followed by the Consultant as a guideline for the extent and type of documentation that will be required by the Client during the performance of the Services. However, the Consultant shall allow in its fee for the submission of all reports, drawings, documents, etc. either specifically requested in these Terms of Reference or those that may be implied there from and the Contractor’s contract. The Client may however vary such requirements during the course of the Services to be performed.

Should additional copies be required extra over to those stated above or to be implied from these Terms of Reference, these shall be supplied by the Consultant at the cost of reproduction of such documents, reports or drawing. Additionally, after finalizing the reports and “as built” drawings, these shall be submitted to the Client in one (1) set of CD and in the software format acceptable by the Client. Each copy shall be durably bound in a volume or volumes depending on bulk, and the transparent copies shall have a suitable protective cover/box. All copies shall be labeled in accordance with the needs of the Client.

Upon the completion of Works, the Consultant shall submit all the original copies of correspondences, documents, test results, drawings etc., relating to the Services and Works, to the Client together with indices in acceptable files and forms by the Client.

10 Client’s Input and Counterpart Personnel:

In addition, the Client shall, where possible, assist the Consultant in obtaining approvals, permissions from the other State Authorities in respect of the Services to be performed.

The Civil Works Contractor’s bidding documents shall be arranged to incorporate clauses to provide temporary office area to the Consultant at the construction site depending on the size and location of the construction site, the size and number of rooms shall be jointly determined by the Client and the Consultant considering the needs of the Client as well. However, these will be constructed by the Contractor and will take some time. The Consultant will be fully responsible for providing their central office in Niksar until the contractor is in place to make these site offices available. The central office shall be furnished and equipped by the Consultant, whereas the site offices shall be furnished by the Contractor. All sort of running expenses except water and electricity (to be provided by the Contractor) shall be under the Consultant’s responsibility. The Consultant shall not be required to deliver any equipment and materials provided by the reimbursable expenses and which have been used for the Services to the Client.

All local transport for the Consultant staff including the site supervisory staff shall be provided by the Consultant and shall be included in the proposal submitted.

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