IB A2C5/PID3 Terms of Reference for "Consultancy Services for Preparation of Technical Feasibility Studies under Sustainable Cities Project II – Additional Financing (SCP-II AF) GROUP-3"

İhale Yayını Başlangıç-Bitiş Tarihi: 08/10/2020 - 24/10/2020

SUSTAINABLE CITIES PROJECT (SCP)

Component A: Sustainable City Planning and Management Systems

Terms of Reference

Consultancy Services for

Preparation of Technical Feasibility Studies under
Sustainable Cities Project II – Additional Financing (SCP-II AF)
GROUP-3

(IB A2.C5/PID3)

1. Background

The Sustainable Cities Program (Program hereafter) builds on a Municipal Services Project (MSP) and its Additional Financing (MSP-AF), which was implemented between 2005 and 2016, together with Iller Bankası A.S. (ILBANK).

ILBANK is implementing the Program with technical and financial support from the World Bank (WB) and European Union (EU). 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 the planning capacity of and 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 also tries to expand its support to cities, including in frontier and underserved regions, with the goal of enabling them to secure financing as well as building capacity to directly access financing from capital markets for priority infrastructure needs in the medium-to-long term.

The Program was designed as a series of projects (SOP). The SOP instrument is suitable as it allows for the provision of financing to a single borrower, ILBANK, for subnational lending to a gradually increasing number of municipalities or utilities that are interested in a sustainable cities approach to municipal development. 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.

Until now, the SOP includes the following series:

(a) Sustainable Cities Project 1 (SCP-I): The first Sustainable Cities Project for EUR 121.20 million IBRD loan and EUR 23.13 million European Union grant or equivalent to US$ 132.77 million and US$ 25.20 million, respectively). DESKİ and MUSKİ are the Utilities using the loan for their municipal investments.  

(b) Sustainable Cities Project 2 (SCP-II): The second Sustainable Cities Project (SCP 2) for EUR 73.5 million IBRD loan (equivalent to US$ 91.54 million) was approved in April 2018 and finances municipal investments in two municipalities (ASAT-Antalya and MUSKİ-Muğla). Municipalities under SCP-II also benefit from technical assistance under SCP-I, which includes capacity building for the planning and management of sustainable cities.

(c) Sustainable Cities Project-II - Additional Financing (SCP-II-AF): In May 2019, the World Bank’s Board of Executive Directors approved financing of EUR 500 million (US$ 560.6 million equivalent) to support sustainable development in Turkish cities. The Loan Agreement for SCP-II-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. It aims for improving municipal needs on infrastructure, zero waste, transportation, energy efficiency, renewable energy, municipal social services, disaster recovery, urban renovation and restoration sectors.

2. Project Description

The emergence of the SCP-II-AF is a response to ongoing technical assistance for sustainable urban development and capital investment planning being provided under Component A of SCP-I. 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 SCP-II-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.

The SCP-II-AF will specifically aim to enhance project approaches on city resilience to disasters and climate change mitigation and risks. 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.

The AF will support the same components as SCP-II: Municipal Investments (Component A) and Project Management (Component B), 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.

The table below shows the eligible sectors.

Table 1. Project Budget by sector

#

Eligible Sector

Amount (Indicative) Million €

1.

Environmental Infrastructure

373.0

 

1.1. Water and wastewater services

360.0

 

1.2. Solid waste management

13.0

2.

Urban Mobility and Public Transport

43.5

3.

Energy Efficiency and Renewable Energy

32.5

4.

Disaster and Risk - Firefighting Services

7.5

5.

Social Infrastructure 

9.5

6.

Consultancy Services and Contingency Budget

34.0

 

TOTAL

500.0

Component B - Project Management: This component will finance goods, consulting services related to day-to-day Program/project management, reporting, monitoring and evaluation (M&E), supervision and project communications.

ILBANK will be responsible for identifying eligible Sub-Borrowers[1] and ensuring that the sub-project eligibility criteria are met. Sub-borrowers (district municipalities, metropolitan municipalities or their affiliated utilities) in the project will have to meet the subborrower eligibility criteria and be mutually agreed by ILBANK and the WB.

Sub-projects shall meet a set of eligibility criteria to ensure that all sub-projects supported under the project are financially, economically, and technically viable and meet all safeguards requirements. ILBANK will work with sub-borrowers to appraise sub-projects. The reports and studies of the proposed sub-projects will be reviewed and approved by ILBANK and the Strategy and Budget Office of the Presidency in terms of technical, environmental, social, financial, and economic perspective and in accordance with the WB’s environmental and social safeguard policies. ILBANK will support the municipalities by hiring consultancy firms to carry out necessary project preparation studies. Besides financial feasibility studies including creditworthiness analysis for sub-borrowers that are defined in this Terms of Reference, tasks for preparation of technical feasibility studies for sub-projects, preparation of environmental and social safeguard documents as well as review of all these outputs will be conducted through consultancy services.

3. Objectives

The overall objective is to carry out a detailed assessment to determine the overall feasibility of implementing the Sub-Projects[2] financed under Sustainable Cities Project 2-Additional Finance.

The specific objective of this assignment is to appraise the development of the Sub-Projects through the provision of expert's preparation of a Technical Feasibility Study with Economic and Financial Analysis; (hereinafter so-called Project Identification Documents (PIDs)).

Implementation of activities envisaged under this contract shall result in high-quality professional and technical basis for selection of the most favorable Sub-Projects that are technically and operationally compliant with all applicable standards and good practice, economically viable, financially, environmentally, socially and operationally sustainable and affordable.

The objective is to ensure the most cost-effective project selection that would generate the largest socio-economic (therefore not solely financial) benefits. The Consultant shall therefore assess the Sub-Projects for the economic project lifetime for which it is reasonable to expect that it shall be approved for financing by ILBANK and WB.

Specific objectives are:

  • to assess the technical, economic, environmental and social feasibility of the Sub-Projects,
  • to review/estimate the cost of implementing the Sub-projects,
  • to prepare Economic and Financial Analysis,
  • to prepare Technical Documentation Review (described in details below), and
  • to prepare implementation and procurement schedule for the Sub-projects.

The following outputs will be provided by the Consultant:

  1. Project Identification Documents (PIDs)
  2. Economic and Financial Analysis (EFA)
  3. Technical Documentation Report (TDR)

The PIDs must be basis for the selection of the most sub-projects in terms of technical-technological and financial-economic aspects.

The Economic and Financial Analysis (EFA) and the Technical Documentation Report must be prepared as an integral part of the PIDs. The aim of feasibility studies is to appraise the financial as well as socioeconomic benefits and costs of an investment project, thus the term EFA is used here as it is strongly interlinked with all other elements and forms part of a more comprehensive exercise of project design and preparation instead of CBA is just one of the information elements requested.

4. Scope of Services and Tasks

Under the scope of SCP-II-AF, the name of the Municipalities/Utilities, sub-projects and estimated number of the PIDs have been listed in the Annex-1 and Annex-2[3]. The consultancy service for the preparation of PIDs will be conducted under five different groups (lots) and there will be five resulting contracts.

For each category (sector), PIDs will include all the sub-projects of the respective Municipality/Utility; i.e only one PID will be prepared for the sub-projects under each category.

The following are the specific activities to be carried out by the selected Consultants for each lot:

  • Prepare analysis of the current state - Review of all existing information, reports and studies relevant to the Sub-Projects
  • Analyze the existing facilities and infrastructures, their insufficiencies with respect to operation and maintenance and service standards about the related project
  • Prepare the demand analysis and need assessment
  • Calculate project projections (population and demand)
  • Determine an implementation of the time schedule for the Sub-Projects, procurement plan, project management and supervision plan as well as investment and financing plans (35-years perspective)
  • Prepare a cost estimate for the main civil works, by using the Bill of Quantities (BoQs) provided by the designers
  • Prepare a detailed list of equipment with the cost estimate
  • Prepare the Cost-Benefit Analysis (CBA) as part of EFA
  • Identify potential environmental and social risk and impacts that could be an input for environmental and social assessment documents (especially selection of project location, the existence of any sensitive environmental and social receptors, land use character, land ownership status and if any, land acquisition requirements for the proposed investments will be summarized) which will be subject to the World Bank Environmental and Social Safeguards Policies. For this purpose, an Environmental and Social Impact Screening shall be prepared for each component and will be reported under Section 8 of PID.
  • Prepare options analysis for the selected technical solution (considering also alternative analyses for environmental and social requirements, as relevant. For instance, avoiding sensitive areas or land acquisition to the possible extent)
  • Define operation and maintenance mechanisms (operation procedures, training of the operating staff, records of data, management of consumables and the details of the maintenance)
  • Identify all risks (including those pertained to environment and social issues) to the sub-projects and suggested mitigation plans. The Consultant shall also identify risks related to revenues and costs and conduct relevant sensitivity analyses on the financial results with respect to changes in several key variables. The consultant shall prepare an overall risk management matrix for mitigating identified risks and unknowns during planning stage, procurement stage, construction stage, commissioning, defects liability, and operation period
  • Prepare draft PIDs (Feasibility Study Report) for review and discussion – the Study shall integrate all available technical, environmental and social information and identify any gaps for further consideration
  • Prepare Final PIDs (Feasibility Study Report) considering the client’s and other stakeholder’s comments
  • Prepare a separate Executive Summary of the Final PIDs (Feasibility Study Report) outlining the principal of the project, cost of the basic components, economic and technical justifications and the environmental and social assessment of the Sub-Projects
  • Prepare Technical Documentation Review Checklist
  • Prepare performance indicators for monitoring and evaluation of the project performance including baseline indicators that is listed in Program documents.

During the courses of the service, the Consultant is obliged to follow the laws and regulations related to this assignment and to revise the studies according to the latest changes if needed.

The PIDs shall be prepared in accordance with the feasibility study template in the 2020-2022 Investment Program Preparation Guideline prepared by the Strategy and Budget Office.

 

Task-1: Technical analysis

The Feasibility Study shall provide the factual inputs for defining the appropriate scope of the project and will outline the financial, institutional and organizational needs for the construction and operation of the Sub-Projects based on a consultative process among the different stakeholders.

As a general principle, the Feasibility Study shall conclude about the technical-technological, organizational and economic feasibility of the Sub-Projects as compared to the relevant international benchmarks for such activities and to inform decision-makers whether the planned project represents the best use of the funds available.

The Feasibility Study must be prepared with all necessary background documents, annexes and documentation in accordance with applicable legal requirements and methodologies agreed with the Client during the Inception Phase.

The Feasibility Study result depends on the Demand Analysis i.e. assessment of past and future demand (projections), which is a pre-requisite for the CBA and the main determinant of its quality.

The structure and contents of the Feasibility Study shall be compliant with the instructions provided by the Client during the Inception Phase especially to reflect with specifications for the relevant sector of investment.

Task-2: Economic and Financial Analysis

The economic and financial analysis (EFA) comprise two distinct parts as economic and financial that form due diligence on the basis of sub-projects.

Financial analysis is fundamental part in analysis in the Feasibility Study, and shall be given appropriate emphasis. The minimum requirement is that the project must be sustainable over its economic lifetime i.e. there must be a flow of future revenue sufficient to cover operating and maintenance costs, including investment maintenance. For projects that involve an entity that operates on commercial basis or otherwise depends on cost recovery the question becomes one of sustainability. Thus, financial feasibility studies also represent the results to establish under a set of assumptions deemed plausible, whether the entity will eventually be able to self-finance its activities. The financial analysis shall cover the followings:

  1. Preparatory Studies, covering background information on sector, legislation and analytical tools
  2. Baseline Analysis
  3. Financial Analysis including the assumptions table, investment expenditures estimations, credit use estimation, credit debt service projection, income projections, cost projections and estimated cash flow tables.
  4. Decision Tables
  5. Conclusion and Recommendations

The financial model must contain sensitivity and risk analyses. The Consultant shall identify the key variables to which the financial model is sensitive. A series of scenarios shall be developed in order to test the sensitivity of the project to the changes in the key assumptions that are the basis of those variables.

There is, however, a second aspect of the financial analysis, which is of critical importance; this is to estimate the level of subsidy, which is required to make the project financially viable. The rationale for public funding is that infrastructure projects cannot cover all of the investment cost and the future operating and maintenance cost from future revenue. The estimated future flow of revenue must, at the least, cover annual operating costs but it can also cover some part of the capital cost of the new investment, in the sense that the flow of revenue can repay a loan to a bank or some other institution. However, there may be some percentage of the capital cost which cannot be met by future revenue and which requires a subsidy to make the project financially viable over its lifetime.

Economic analysis is another fundamental part of investment project financing operations assessing whether the society/community is better off with the project. It requires consideration of the expected stream of project benefits and costs, grounded in an explicit causal framework linking project activities to targeted outcomes including steps described in above Scope of Services and Tasks. This framework helps estimate project’s development impacts and rests on these following main tenets of economic analysis.

  • CBA assesses if expected benefits justify the expected cost, including benefits that can be realistically stated in monetary terms or other benefits that may be difficult to monetize or sometimes even to quantify but can be demonstrated to be important as projects outcomes.
  • Cost-effectiveness analysis incorporates considerations of alternatives and statement of the selected project to be the preferred design justified by maximization of NPV of expected net benefits or least cost alternative among options for producing a specific set of expected results.
  • Expected benefits and costs attributable to a project to a project are measured by comparing the situation with the project to the situation without the project (baseline).

Economic evaluation has clear links to the risk assessment, which involves determining most significant uncertainties likely to be faced during project implementation and risks to achieving project development. The Consultant shall identify the key variables to which the financial model is sensitive. A series of scenarios shall be developed in order to test the sensitivity of the project to the changes in the key assumptions that are the basis of those variables.

The financial and economic analyses shall be prepared in accordance with the Financial Feasibility Preparation Guidelines of ILBANK for IFI funded projects and the feasibility study template in the 2020-2022 Investment Program Preparation Guideline prepared by the Strategy and Budget Office.

Apart from project specific economic and financial analysis, the Consultant shall prepare a brief information on budget, balance sheet, income-expense status, debts, debts to other public administrations, previously received internal and international loans. Also planned future investments by the relevant administration or utilities will be outlined including operation and maintenance costs. In addition, an overview about financial sustainability of the Municipality/Utility will be outlined by the Consultant.

Task-3: Documentation Review

The Consultant shall provide a review of technical documentation and supporting documents. On the basis of the review, Technical Documentation Report checklist will be drafted. The checklist will report: (i) the presence of all necessary project documents, permits and approvals by the respective authorities and (ii) the availability of all the designs, technical specifications, BoQ and the construction drawings.

5. Team Composition & Qualification Requirements for the Key Experts

5.1. General Requirements

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

  • Experience in reporting requirements and projects financed by international financing institutions,
  • Experience in the preparation of feasibility studies including technical and economic analysis of the projects in related fields (such as Environmental Infrastructure, Energy and Superstructure) especially for World Bank or other IFIs.
  • Knowledge (and experience, preferably) in environmental and social safeguards/risks and management under World Bank or other IFIs.

In case Consultants are short listed for another assignment at the same time, when proposing full time staff for any of the assignments, those full-time staff shall be different for each assignment. Proposing the same full-time staff for more than one assignment at the same time may result in the rejection of the technical proposal.

5.2. Team Composition - Key Experts

Alternative professional staff shall not be proposed, and only one in curriculum vitae (CV) may be submitted for each position. All experts who have a crucial role in implementing the contract are referred to as key experts.

The consulting team members must demonstrate strong skills in surveys, data collection, doing technical and financial analysis and preparing feasibility reports.

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

The Consultant will make available the following Key experts:

  1. Team Leader
  2. Financial Expert/Economist
  3. Infrastructure Specialist
  4. Environmental Specialist
  5. Social Expert
  6. Architect
  7. Energy Expert
  8. Disaster Resilience Specialist

The number of the above mentioned staff will be determined by the Consultant Firm and also approved by ILBANK to comply with the strict duration limitation of the contract. Consultant is free to propose additional professional experts as deemed necessary for successful completion of the assignment. The Consultant shall provide adequate staff in terms of expertise and time allocation, as well as needed equipment in order to complete the activities required under the scope of work and to finally achieve the objectives of the project in terms of time, costs and quality. Team leader and the experts co-operate with the other consultants and join the meetings whenever required by the Client.

The consultant’s team must at least have following experience and qualifications requirements:

Team Leader

The team leader is responsible for the overall contract coordination and quality control of contract implementation. S/he will ensure that the engagement of experts is agreed with the Client and that they are engaged on time to deliver the project outputs.

  • University Degree in preferably Engineering, Economics or Finance
  • Excellent project management skills including strategic planning, resource and team management, reporting, client relations and implementation of complex projects
  • Excellent knowledge of the English language
  • 10 years’ experience in preparation of feasibility studies in the Project sector intended for International Financial Institutions (IFI) funding, preferably World Bank
  • At least 2 projects completed in the preparation of feasibility studies in the fields of Environmental Infrastructure, Energy and Superstructure sectors
  • Have a good knowledge of requirements for designs and technical documentation from projects tendered under procurement procedures and rules of IFIs, preferably World Bank
  • Have a good knowledge of requirements of Turkish legislation concerning designs, construction, engineering, environmental and social issues
  • Proven successful experience in collaboration with government institutions including municipalities and international financial institutions

 

Financial Expert/ Economist

  • University Degree in Economics and Finance
  • Excellent knowledge of the English language
  • Minimum 10 years of relevant professional experience, comprising of 5 years of experience in related fields (such as Investment Projects, Financial and Economic Analysis of Investments, etc.)
  • Experience in developing Project Appraisal Documents or Feasibility Studies for investment projects preferably with IFIs, preferably World Bank
  • Proven successful experience in collaboration with municipalities and international financial institutions

 

Infrastructure Specialist

  • University degree in Environmental or Civil Engineering
  • Excellent knowledge of the English language.
  • Excellent knowledge of latest engineering technical standards and norms.
  • Minimum 10 years of relevant professional experience
  • Proven successful expertise in the last 5 years in design and design review of environmental infrastructure projects preferably with IFIs
  • Experience in review and validation of environmental infrastructure projects including Water Network and Pump Station, Sewerage and Stormwater Networks, Water and Wastewater Treatment Plants, Solid Waste projects
  • Have a good knowledge of requirements for designs and technical documentation from projects tendered under procurement procedures and rules of IFIs, preferably World Bank
  • Have a good knowledge of requirements of Turkish legislation concerning designs, construction and engineering

 

Environmental Specialist

  • University Degree in Environmental Engineering
  • Excellent knowledge of the English language

Minimum 10 years overall professional experience on requirements for environmental and social safeguards and related technical documentation of IFIs, preferably World Bank

  • Have a good knowledge of requirements of Turkish legislation concerning environmental issues

 

Social Expert

  • At least a university degree in social sciences
  • Minimum 10 years of relevant professional experience, comprising of 5 years in preparation of social surveys, social assessments preferably with IFIs
  • Have a good knowledge of requirements of Turkish legislation concerning social issues (land acquisition, labor and working conditions, preferably needs of vulnerable groups, gender, etc.)
  • Have a good knowledge of requirements for environmental and social safeguards and related technical documentation of IFIs, preferably World Bank
  • Experience in public participation and stakeholder engagement
  • Excellent knowledge of the English language

 

Architect

  • University degree in Architecture
  • Excellent knowledge of latest architectural design standards and norms.
  • Minimum 5 years of relevant professional experience
  • Experience in design and/or construction of Public Service Buildings preferably Firefighting Buildings and similar.
  • Experience in review and validation of superstructure engineering projects
  • Have a good knowledge of requirements for designs and technical documentation from projects tendered under procurement procedures and rules of IFIs, preferably World Bank
  • Have a good knowledge of requirements of Turkish legislation concerning architectural design standards and regulations
  • Excellent knowledge of the English language

 

Energy Expert

  • University Degree in engineering
  • Excellent knowledge of the English language
  • Minimum 10 years of relevant professional experience in the energy sector and/or electro-mechanical industry sectors
  • Experience in preparation of the following documents for EE and/or RE investments: needs assessments, audit reports, feasibility studies, technical specifications, market research
  • Field experience in design/implementation or supervision of EE and RE projects.
  • Have a good knowledge of requirements for EE and/or RE projects and related technical documentation of IFIs
  • Have good knowledge of requirements of Turkish legislation concerning EE and/or RE technologies.

 

Disaster Resilience Specialist

  • University degree in civil engineering preferably specialized in structural/earthquake engineering,
  • Good knowledge of international disaster resilient engineering standards and practices,
  • Excellent knowledge of Turkish legislation and its requirements concerning structural/earthquake design standards and regulations,
  • Experience in design/design review and preferably construction supervision of buildings,
  • Minimum 10 years of relevant professional experience,
  • Excellent knowledge of the English language.

 

Other experts, support staff & backstopping

The Consultant shall select and hire other experts as required according to the needs such as, geological engineer etc. Besides, the Consultant would need to provide full list of expertise to carry out EE/street lighting analysis/feasibility as well as geothermal direct uses and drillings. CVs for other experts’ will also be submitted in the technical proposal; however technical evaluation will be conducted based on qualification of the key experts. The selection procedures used by the Consultant to select these other experts shall be transparent, and shall be based on pre-defined criteria, including professional qualifications, language skills and work experience.

All experts shall have as a minimum requirement a university degree, at least five (5) years’ work experience, be fluent in English, and proven experience in the field(s) relevant for their specific projects, and work experience in Turkey will be an asset.

Costs for backstopping and support staff, as needed, are considered to be included in the financial offer of the consultant. The Consultant shall provide adequate administrative staff (i.e. secretary, translator, interpreter, accountant, document controller etc.) needed to support the expert team in order to assure the quality of all its activities and outputs.

Consultants are reminded that communication with local Municipalities/Utilities will be in Turkish. Therefore, if necessary, the Consultant has to hire respectively qualified experts or must provide interpretation and translation services which must be covered by the contract price.

6.    Institutional Arrangements

Institutional and implementation arrangements for the AF, build on the existing structure under the ongoing SCP-I and SCP-II. ILBANK is committed to rapid development and implementation of the SCP-II-AF, as well as supporting municipalities to develop feasibility studies and undertake efficient procurement activities. ILBANK has set a Project Management Unit (PMU) within its International Relations Department which will be responsible for the operation of the Program at central level. PMU is the main unit in charge of overall coordination and implementation of the Program. The PMU is led by a department head and unit managers, and it has staff capacity in business development, contract management, financial management and technical management.  

Individual sub-loans are subject to the mutual agreement of ILBANK and the World Bank, based on subproject eligibility criteria. ILBANK will hire consultancy firms for the preparation of feasibility reports/PIDs and creditworthiness studies together with the environmental and social safeguard documents. Review of these documents will be done by another consultancy firm and will be submitted for the approval of ILBANK and the review of the WB. Technical and financial feasibility studies will be assessed and approved by ILBANK based on comments of the WB. The documents are reviewed and cleared by ILBANK and World Bank. Following the appraisal of technical and financial feasibility studies, sub-projects for sub-loan will be mutually agreed by ILBANK and the WB. Based on this approval ILBANK will sign the Sub-Loan Agreement with Sub-Borrowers.

The sub-borrowers will be responsible for subproject investment implementation and will set up municipal Project Implementation Units (PIUs) to ensure adequate sub-project implementation. These units will secure coordination within the municipality/or its affiliated utility, and also facilitate the contacts of the consultant with appropriate local organizations. Municipalities will provide access to all available related documents, plans, drawings, data and other kind of information necessary to carry out the consultant's assignment.

For this Contract, the procurement processes in the selection of the Consultant will be under the responsibility of ILBANK (referred to as "Client ") and the Consultancy Services Contract will be signed by ILBANK as the contract party.

7. Reporting Requirements and Time Schedule for Deliverables

The Consultant shall prepare and submit to Client the following documents and reports:

No.

Output Report

Time Due

1st package

2nd package

3rd package

1.

Inception Report

1st month

2.

Technical Documentation Report Checklist

1st month

3.

Economic and Financial Analysis

2nd month

5th month

8th month

4.

Draft PIDs (Feasibility Study Report)

3rd month

6th month

9th month

5.

Final PIDs (Feasibility Study Report)

4th month

7th month

10th month

6.

Executive Summary PIDs

4th month

7th month

10th month

 

Consultant will submit an inception report that include mobilization of staff and time schedule of the tasks. Packaging of the projects and time schedule of the assignment will be decided jointly by ILBANK and the Consultant based on the inception report and Technical Documentation Report Checklist. Upon request of ILBANK the above written schedule may be shortened in case of any urgency in Program management.

Details of reporting requirements are presented below:

  • The Consultant shall submit all the documents in a timely manner to complete the services on time without any delay. The Consultant shall report each stage of the work to the Project Management Unit (PMU) at ILBANK. All documents shall be prepared in Turkish and English. The Consultant must include the costs of translation in his Bid price. In the case of any discrepancies, the Turkish version will prevail.
  • The PIDs will be prepared and submitted to the ILBANK firstly in Turkish for review purpose and discussion purposes following which the Consultants shall be required to prepare the final copy, incorporating any amendments arising from such discussions. Once approved, the Final PIDs shall be submitted in both in Turkish and English languages.
  • All digital copies shall be editable versions: Word files, Excel sheets including formulas, drawings DWG files. The financial model shall be prepared by using MS excel. The MS excel copy of the financial model shall be provided with traceable formula format, which clearly sets out all assumptions made, sensitivity analyses carried out, and key outputs in support of the various analyses and conclusions. English version will be the main copy and in the case of any discrepancies, English version will prevail.
  • The printed and bound documents and their digital versions must be identical and shall allow printing of additional copies from the digital versions, if necessary, completely identical to the printed copies. The digital versions shall be made in PDF format. Aside from the PDF format, the Consultant shall also ensure and provide to the Client the complete documents in the original formats in which they were prepared, which can be altered and supplemented by the Client.
  • The Client has to give his comments / approval on each of the Consultant’s deliverable within 15 working days, the latest. Upon a revision request, the consultant shall submit the final versions of documents within 10 working days after making the necessary changes. After the approval of the draft, the consultant shall submit the final version of the documents with 10 printed copies (5 Turkish copies and 5 English copies) and electronic copies in word and pdf format in five separate flash memory sticks. The final version of all deliverables shall satisfy proper editing and graphic design standards. All documents collected and prepared during/for the field studies conducted as part of the project will also be submitted to ILBANK.
  • As this assignment is financed from grant funding provided under from the European Union Instrument for Pre-Accession, the consultant shall follow all necessary visibility rules defined by European Commission.

Apart from these reporting requirements the Consultant shall:

  • Keep ILBANK PMU informed of progress and any issues that arise;
  • Work closely with the Sub-Borrowers (central municipalities, district municipalities, metropolitan municipalities or their affiliated utilities);
  • Regularly and frequently consult with and inform all key stakeholders during the implementation of the Project.

An indicative Table of Contents of the PIDs is provided in attached to these Terms of Reference (ANNEX-3). During the Inception Phase, the Client shall provide detailed instructions regarding the format and editing of the PIDs and all its attachments including font/font size of text and footnotes, indentation, format of tables, charts and figures (editing of titles, sources etc.), automatic table of contents, list of sheets for excel sheets, etc.

8. Client’s Input and Counterpart Personnel

ILBANK PMU will oversee the progress of the assignment and review the quality of the Consultant’s deliverables. The Consultant is obliged to closely cooperate with the Project Team, to ensure constant contact and be prepared to promptly make potential corrections in the prepared documents. The approval of the deliverables will be done by ILBANK PMU. The PMU will assist the Consultant to ensure coordination with Municipalities/Utilities while preparing reports and conducting project activities including field visits.

The PMU shall assist the Consultant to collect the necessary background documents, organize working meetings and potential presentations, as well as to ensure the necessary reviews. The PMU shall also ensure other necessary support to the Consultant in contract implementation. The consultant shall inform the PMU regularly about the progress and any challenges.

The Client undertakes to submit to the Consultant the necessary input data and background documents (available to the Client) for project implementation, as well as to ensure the necessary points of contact in the Municipalities/Utilities when collecting the necessary information for the purposes of performing the activities required for the project. The preparation of the deliverables is the full responsibility of the consultant so the consultant shall take the lead in identifying the necessary data, assessing the availability and validity of data and finally preparing the reports. Under the coordination of the PMU, the consultant shall also benefit from other resources to fill the data gap and enhance the quality of the deliverables.

The Client shall make available to the Consultant information’s, reports, documents, etc., related to the execution of the Services. All documents related to the Services are and will remain Client’s property until completion of the Services. The Consultant cannot use or dispose of his documentation without previous Client’s written consent.

The Consultant shall attend working meetings which will be held during contract implementation, upon the Client’s invitation. The Consultant shall also attend and actively partake in the presentation of individual project phases. The Consultant shall, for the needs of the meeting, take part in the preparation of documents and presentations required, take part in these, and present his work. The key staff defined in ToR shall take part in all key meetings, as well as in the presentations of activities.

The Client shall, at the request of the Consultant, make available all previously prepared design documents.

9. Contract Type

The contract will be signed between ILBANK and the Consultant, and payments to consultant will be made upon consultant’s submission of deliverables and approval. This assignment will be based on the lump-sum payment against the deliverables as defined in this Terms of Reference.

10. Duration of the Assignment

The estimated duration of the assignment is 10 (ten) calendar months. The Consultant shall submit all the studies in a timely manner to complete the services on time without any delay.

 

 

 

ANNEX-1

Draft List of Municipalities/Utilities and Estimated # of PID Studies
 

GROUP-3

 

 

 

 

 

 

ANNEX-2

DRAFT PROJECT PIPELINE
 

GROUP-3

 

   

 

 

 

 

 

ANNEX-3

PROJECT IDENTIFICATION DOCUMENT - TEMPLATE

(This template is drafted based on water management projects and will be modified according to sectoral specifications)

CONTENTS

0. EXECUTIVE SUMMARY          [4]

  1. INTRODUCTION[5]
  2. PROJECT LOCATION[6]
    1. Geographical Location
    2. Topographic Situation
    3. Geology
    4. Information about soil and land composition
    5. Project’s planned location, land use characteristics and ownership status (including current utilization of subject land by any type of land owner or land users)
    6. Water resources
    7. Other natural resources (proximity to any critical/natural habitats)
    8. History and potential of natural disasters (floods, landslides, earthquakes etc.)
    9. Socio-Economic Situation
    10. Climate
  3. EXISTING INFRASTRUCTURE
    1. Complete Water and Wastewater Infrastructure[7]
    2. Complete Waste Management[8]
  4. NEEDS ANALYSIS AND PROJECT OBJECTIVES
    1. Needs Analysis of Complete Water / Wastewater / Waste Management Infrastructure[9], Disaster and Risk Management, Urban Mobility, Energy and Social Infrastructure investments[10]
    2. Project Objectives[11]
  1. PROJECT IDENTIFICATION
    1. Project Population[12]
    2. Component-1[13]
      1. Design Horizon
      2. Project Calculations[14]
      3. Approach
      4. Geotechnical Study
      5. Option Analysis[15]
      6. Selected Technical Solution[16]
      7. Construction of …….(Name of Component-1)[17]
    3. Component-2

  1. PROJECT INDICATORS (See ANNEX-6)
    1. Project Performance Indicators
    2. Additional Indicators
  2. OPERATION AND MAINTENANCE[18]
  3. ENVIRONMENTAL AND SOCIAL CONSIDERATIONS[19] 
  4. PROJECT EXECUTION
    1. Time Schedule (See Attachment-II)
    2. Procurement Plan
    3. Project Management and Construction Supervision
      1. İller Bankası A.Ş.
      2. İller Bankası A.Ş. Regional Directorate
      3. Sub-Borrowers
      4. Consultancy services
      5. Project Management[20]
    4. Investment Plan and Financing Plan[21]
  5. FINANCIAL AND ECONOMIC ANALYSIS AND STATUS OF SUB-BORROWERS [22]
    1. Financial Analysis
      1. Methodology
      2. Investment Costs & Financing Plan[23]
      3. Results of the Financial Analysis
    2. Economic Analysis[24]
    3. Financial Status of the Sub-Borrowers
      1. Development of Revenues and Costs
      2. Development of Balance Sheets
    4. Household Affordability
  6. CONCLUSION
  7. REFERENCES

ANNEXES

APPENDICES

(List of) TABLES

(List of) FIGURES

(List of) APPENDICES

(List of) ABBREVIATIONS

 

 

 

ANNEX-5-PROJECT INDICATORS TEMPLATE

 

INDICATOR TABLES

Project Performance Indicators

Quantities to be constructed annually will be written. If the structure is unmeasurable, the word “Done” will be written for the corresponding year.

No.

Indicator

20..

20…

20…

…..

 

Component 1 – …(Name)

 

 

 

 

1

Procurement of contractor

 

 

 

 

2

Sub-component  1

 

 

 

 

3

Sub-component  2

 

 

 

 

4

……

 

 

 

 

 

Component 2– …(Name)

 

 

 

 

5

Procurement of contractor

 

 

 

 

6

Sub-component  1

 

 

 

 

7

Sub-component  2

 

 

 

 

8

……

 

 

 

 

 

Additional Indicators will be decided by the parties during the Inception phase.

ANNEX-6 - TIME SCHEDULE TEMPLATE

(Time-schedule format is given below)

No.

Year

20..

20..

20..

20..

 

Item        /           Month

I

II

III

IV

I

II

III

IV

I

II

III

IV

I

II

III

IV

W1

Name of component 1

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Tender docs, tendering

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Construction

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

DLP

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

W2

Name of component 1

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Tender docs, tendering

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Construction

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

DLP

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

W3

Name of component 1

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Tender docs, tendering

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Construction

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

DLP

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

[1] “Sub-Borrower” refers to Municipality/Utility signing the Sub-Loan Agreement with ILBANK for the purpose of financing all or some of the investments concerning, not limited to, the sectors of water and wastewater, public transport, waste management, energy, social services, disaster risk management and environment.

[2] “Sub-Project” refers to the project proposed to be carried out by the Sub-Borrower and in which all or part of the investments concerning the sectors of water and wastewater, public transport, waste management, energy, social services, disaster risk management and environment, social services as determined in the Sub-Loan Agreement to be financed by a Sub-Loan.

[3] This is a tentative list and the final version will be provided to the Consultant by ILBANK after the commencement of the Contract.

[4] This part includes brief information under subtitles: Introduction, Project Location, Existing Infrastructure, Needs Analysis and Project Objectives, Project Identification, Project Indicators, Operation and Maintenance, Environmental Considerations, Project Execution, Financial and Economic Analysis and Status of Sub-Borrowers and Conclusions.

[5] It is important to have a MAP were the next data are expressed (as it will be mentioned later): Location of the drinking water/sewer/stormwater networks in relation to the overmentioned areas. Define clearly in the Map marking the portion to be implemented through the SCP-II-AF LOAN.

[6] This part shall also include the districts that the project will be executed.

[7] Water and wastewater infrastructure shall be described starting from raw water source and then to water treatment, water transmission, water distribution, wastewater collection, wastewater transmission and wastewater treatment respectively. Storm water management shall also be described. Map(s) showing the existing water/wastewater/storm water infrastructure shall be attached.

[8] Waste management shall be described starting from waste collection to waste separation, waste treatment, waste disposal, seepage treatment and capture/reuse of landfill gas respectively. Map showing the existing waste management facility (ies) shall be attached.

[9] All projects which are currently under preparation/implementation shall be shortly summarized separately by sub-titles addressing the needs identified.

[10] If a kindergarten or elderly care center or another care center for kids/people with special needs is planned; the following shall be considered in the needs assessment. Social Infrastructure (population, employment, income distribution, social services (including education, social services, health services), cultural structure, History and potential of any communicable diseases)

[11] The “General Objective” and “Specific Objectives” shall be described. “Specific Objectives” shall be explained for all projects separately.

[12] Current and projected population data shall be evaluated.

[13] For each project, capacity, quantities, diameters, units, project approval situations, etc. shall be described briefly.

[14] This part may be diversified depending on the type of the project. For example, for wastewater treatment projects, titles like “Hydraulic & Pollution Design Loading” and “WWTP Effluent Discharge Criteria” shall be added.

[15] Options for each project component shall be evaluated. For example treatment process options, route options, location options, gravity versus pumping, etc.

[16] Basic characteristics of Project(s) shall be described. For example quantities, capacities, flow rates, etc. If a project described is going to be financed partially by SCP-II-AF LOAN, a table showing overall quantities and the quantities to be financed by WB LOAN shall be submitted.

[17] Information on the project(s) that are not given in the previous sections is given under this title. For example location, surface area, cost breakdown, in case of 2nd stage construction: existing situation of the 1st stage, integration with the 1st stage, etc.

[18] Operation and maintenance works shall be described and clear name of part/parties that to be responsible for operation and/or maintenance of Project(s) shall be written.

[19] In this part, a brief summary of “Environmental and Social Impact Screening” component by component shall be conducted and the risk categorization of the each component will be discussed. Positive and negative impacts of the each component; inclusiveness, vulnerable group and gender implications, etc. will also be discussed in this section. EIA situation of project(s) shall be described. If the project(s) is exempted from the EIA Regulation, reasons shall be written and even in this case official letter(s) shall be attached to PID.

[20] Under the section, define how the execution of the project will be accomplished, e.g. by means of a Project Implementation Unit (PIU) in the Municipality, etc. Please supply an organigram with the main positions of the PIU and explain how this PIU will be financed.

[21] Contingencies shall be taken into consideration. Which component(s) of the Project and to what extent they will be financed by SCP-II-AF Loan shall be explained clearly in terms of financing. Additionally, provide a table with the different financiers and what finances each, if there any.

[22] What Operation and Maintenance cost is included in FRR (Financial rate of return) shall be given. In terms of FNPV (Financial Net Present Value) explain with an additional table with the all considered data.

[23] Necessary expenditures for environmental mitigation measures as well as social mitigation measures need to be factored in under the Total Investment Cost (ie. potential expropriation costs, additional payments if there is going to be a physical resettlement to sustain affected people’s livelihoods.).

 

[24] Benefits of the project shall be explained and these benefits need to be evaluated. Additionally, please quantify each benefit separately.