ARCHANGELSK MUNICIPAL WATER SERVICES DEVELOPMENT PROGRAMME

MUNICIPAL INFRASTRUCTURE PROGRAMME IN THE REPUBLIC OF TAJIKISTAN AND THE KYRGYZ REPUBLIC

PIU SUPPORT INCLUDING ENGINEERING, DESIGN AND CONTRACTS SUPERVISION CONSULTANCY FRAMEWORK

Terms of Reference

1.BACKGROUND

The Republic of Tajikistan and the Kyrgyz Republic (together the Countries) face immense challenges in maintaining and improving their water, waste water and solid waste infrastructure. Due to substantial under-investment over the last 20 years, the infrastructure is dilapidated and funding needs for modernization are significant. In response to the above challenges the EBRD launched a tailor made Municipal Infrastructure Programme (the Programme) build on the Banks track record in supporting infrastructure reforms in the Countries, through small well designed projects combined with institutional support to utilities and local authorities, to support critical investments in smaller towns, which would be difficult to finance on a stand-alone basis. Each sub- project comprises a sovereign loan, on-lent to participating cities and companies, co-financed by a large portion of capital expenditure grant from international donors (Donors), or the Banks own resources.

To date, the EBRD has signed 32 sub-project loans totaling EUR 113.3 million, and 20 sub-projects are at various stages of preparation.

Based on experience to date, it became evident, that selection of the implementation support consultants should be done in a more efficient way. It is important to ensure that implementation support consultants are mobilized by the time of loan signing to start rendering services and support the companies straight after. Therefore, the Bank is now considering the possibility to arrange for a packaged technical cooperation (TC) approach that would support the Programme co-financed sub-projects in the Countries in water and wastewater and solid waste sectors, and to launch a Project Implementation Unit Support (PIU) TC Framework (the PIU TC Framework). The PIU support is one of the key elements of technical cooperation under any investment to support the companies in all aspects of project implementation in accordance with the best practices and EBRDs Procurement Policies and Rules (PP&R).

The beneficiaries of the PIU TC Framework are expected to be municipal water/wastewater, solid waste and district heating enterprises (each, the Company or the Beneficiary), wholly owned by the respective city or region (each, the City).

On this basis, the EBRD is now seeking to pre-shortlist up to eight framework consultancy firms (the Consultants) to be included into list of Preferred Suppliers separately for water and wastewater and solid waste sectors to support the Beneficiaries in implementing the below outlined tasks over the 2017-2021 period (the Framework Assignment).

The firms pre-shortlisted by EBRD will be eligible for the next stage of consultant selection evaluation of proposals - to be managed by EBRDs clients.

The Preferred Supplier shortlist is expected to be refreshed every 1-2 years, depending on demand, to ensure a competitive approach is maintained.

The intent of these TORs is to provide a generic description of the required services.

A contract for specific assignments, issued to a winning Consultant following a request for proposals procedure in line with the PP&R, will determine the location of the Project and detailed scope of services for each of such specific assignment (the Assignment).

A copy of the project documentation, as well as all technical due diligence documents, will be made available to the Consultant.

The investments will be procured in accordance with the EBRD PP&R for Public Sector Projects. A Project Implementation Unit (PIU) will be formed in the Companies, with representatives from the Cities, which will manage all procurement, as well as installation, construction and implementation of the investments.

It is anticipated that the detailed design tasks will be carried out by a sub-contracted local design institute with guidance and quality control done by the Consultant.

2.OBJECTIVES

The overall objective of the Framework Assignment is to facilitate the timely and effective implementation of the Project by rendering assistance to the Company in the implementation of the Project, including design, all aspects of procurement and disbursement, and environmental and social (E&S) requirements, and in line with equality of opportunity principles.

With the involvement of the Consultant each Company will have access to the best practice in the implementation of the Project and procurement of works, as well as advice on specific technical issues including E&S requirements. The Consultant will provide assistance in procurement of works and goods completely in accordance with the procedures, specifications and documentation of the Bank and pursuant to all other agreements stipulated in the Loan Agreements signed between the Countries and EBRD.

3.SCOPE OF WORK

The Consultant shall perform the following main tasks:

1. Overall project management support as required;

2. Design the works and prepare technical specifications for goods;

3. Preparation of the prequalification, if any, and tender documents for procurement of works and goods;

4. Arrangement of the tendering procedure for works and goods, including evaluation of tenders and drafting tender evaluation reports, when required using the EBRD Client e-procurement Portal (ECEPP);

5. Administration of contract implementation including, where appropriate, works supervision or assisting with works supervision; and,

6. Arrangement of timely disbursements under the contracts.

3.1Introduction

The Consultant shall support the PIU with the following tasks:

Assist the Company to establish a PIU (if relevant and not already covered by other related assignments), to train staff at utility level as required, including job descriptions, qualification of staff, annual staff appraisals, development and training on and off the job;

Review and monitor the Project Implementation Plan;

Prepare conceptual/functional and/or detailed design documentation for works (in accordance with the requirements of relevant national legislation) and prepare the Technical Specifications for goods;

Draft tender documents (including E&S requirements for contractors), carry out tender procedures, prepare evaluation report and contract, and submit the necessary documents to the EBRD, when requesting the issue of no objection as required;

Provide project management support to the PIU as required, including appropriate design and preparation of technical specifications; contract supervision and administration; implementation of the Environmental & Social Action Plan (ESAP) to enable compliance with the EBRD Performance Requirements (PRs)[footnoteRef:2], environmental and social management and monitoring plan, Stakeholder Engagement Plan (SEP) and preparation of annual environmental and social reports to the Bank; [2: EBRD PRs can be seen at:http://www.ebrd.com/cs/Satellite?c=Content&cid=1395238868749&d=Default&pagename=EBRD%2FContent%2FContentLayout]

Ensure that the PIU will arrange payments to the contractor, to whom payment has been certified, to ensure that all such payments are made in due time, and that appropriate control and record systems are in place to ensure compliance with financiers and the country reporting requirements;

Ensure that all reports required by the EBRD for implementation of the project and the loan are submitted on schedule; and

Prepare an integrated time schedule for progress meetings with the various parties; attend meetings together with the PIU to support the investment programme as a whole, seek response to reports, and discuss project issues on a regular basis with the PIU and other key people; prepare and circulate minutes of the meetings, including follow-up actions required to ensure progress.

3.2Establishing the PIU structure (if required)

3.2.1 Identification of PIU staff needs at utility level

The Consultant will identify job descriptions and key qualifications of PIU staff that are required for the Project.

3.2.2 Development of a training plan

The Consultant will identify any training needs required at utility level (Company and PIU staff) for the Project. Appropriate training techniques, including both formal and informal techniques, will be identified. A training plan summarising the needs and training will be drawn up. Following approval of this report by the Company, the Consultant will undertake the required training.

It is envisaged that training may be required in the following areas: procurement; project control and reporting; contracting; project accounting and disbursement; utility operations; EBRD Performance Requirements, ESAP and SEP implementation, environmental and social monitoring, and annual reporting on environmental and social issues. It is envisaged that training will include both formal training workshops and informal on the job training. The training will be designed to ensure that following the end of the assignment, the utility is able to fulfil its responsibilities without additional assistance.

3.2.3 Establishment of PIU operating procedures particular to the EBRD project

The Consultant will establish PIU operating procedures and systems needed to manage the scope of the project. Where relevant the Consultant will develop, implement and documents any such systems. These systems include, inter alia:

A Project Procedures System, setti