1. Background:
Following the protracted political crisis across in Syria, Turkey has become the largest refugee hosting country, serving as a transit hub and a reception country for irregular migrants and refugees from the region.[1] With almost 3.9 million refugees, more than 3.6 million are registered Syrian refugees under temporary protection (SUTP). Only a small share (approximately 10 percent) resides in camps, while the rest (90 percent) live outside camps, mostly in urban areas. Municipalities are among the primary responders in addressing the impact of the Syria crisis, and they have played an essential part in the development of more resilient capacities able to respond to the increase in demand for services.[2] The refugee crisis has resulted in a substantial increase in the population of many municipalities across Turkey, especially in the South Eastern region as well as a number of other provinces across the country.
Given the strain that the refugee influx has generated on water, wastewater and solid waste services, the Government of Turkey has requested grant financing in the amount of EUR 139,812,400 from the European Development Fund (EDF) under the Municipal Infrastructure Window of the Facilities for Refugees in Turkey - FRIT and an IBRD loan in the amount of EUR 135,355,000 for a project to support municipal services improvements in several municipalities impacted by refugees. For this Contract, the proceedings of the IBRD Loan shall be used.
The so called Municipal Services Improvement Project will finance environmental infrastructure investments and technical assistance (TA) to support targeted municipalities in dealing with the increased pressure on the defined municipal services, in particular water supply, sanitation and solid waste management, in a sustainable and equitable manner, taking into account the needs of the entire population including the most vulnerable among host and SUTP populations.
1.1 Project Area:
The provinces of Adana, Kahramanmaraş, Kayseri, Konya and Osmaniye are among several provinces in Turkey impacted by the influx of refugees. In 2018, these five cities had a refugee population of about 500,000 people. The increased populations have put significant pressure on existing municipal infrastructure including water supply, wastewater and solid waste management services in affected host communities. As a result, urgent interventions in municipal infrastructure to augment existing systems are required. The Municipal Services Improvement Project directly aims municipal services priorities, particularly construction and rehabilitation of water supply, wastewater and solid waste facilities in targeted five provinces (Adana, Kahramanmaraş, Kayseri, Konya and Osmaniye) affected by the Syrian refugees in Turkey.
The scope of this Contract covers certain investments in Adana Province as detailed in the further Sections of this Terms of Reference. The following figures shows the selected municipalities of the Project and Adana Province as the subject of this Terms of Reference.
Figure-1: FRIT II Project Cities
Figure-2: Adana City
Figure-3: The Districts of Adana
1.2 Institutional Roles:
The main borrower/recipient and implementing agency of the Project is İller Bankası A.Ş. (ILBANK) which will act as the Financial Intermediary (FI) to transfer funds to participating municipalities or Water & Sewerage Administrations (Utilities) in the selected 5 provinces. Briefly ILBANK will establish a Project Management Unit (PMU) for the operation of the Project at central level. Participating municipalities/utilities 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 in selection of the Consultants and the Contractors for water, wastewater and solid waste projects within the scope of the Project will be under the responsibility of ILBANK. However, the relevant municipalities or Utilities will participate in the bid evaluations of their relevant contracts and sign the resulting contracts. ILBANK PMU as well as the Municipality/Utility as the signing party of the Contract has the responsibility of reviewing the Bidding Documents of the Infrastructure Investments to be prepared under the Scope of this Contract and giving comments to these documents before their finalization. Accordingly, the bidding documents for each type of procurement at national level shall be subject to ILBANK’s review and agreement.
The Consultant shall be responsible for taking the comments and agreement of the relevant sub-borrowers on the technical specifications and designs of the tender documents before submitting the document to ILBANK.
The role and responsibilities of the participating utility under the scope of this Terms of Reference is as follows;
General Directorate of Adana Water and Sewerage Administration (ASKI) is responsible for the construction and maintenance of water/wastewater treatment plants and water and sewerage networks of all settlements in its service area. Kozan İmamoğlu Yedigöze Water Supply Transmission Line, Yedigöze Water Treatment Plant, Kozan Water Network Project and Pınargözü Transmission Line are in the scope of ASKI, who will be the Client for these sub-projects that the Consultant will be carrying out.
1.3 Project Description
The Municipal Services Improvement Project aims to improve water supply, wastewater and solid waste services in selected municipalities that have seen significant population increases as a result of refugee arrivals. Most of the municipalities in these provinces already had operational problems such as high-water losses, inadequate water treatment, inadequate access to wastewater collection, and lack of wastewater treatment due to shortages in financial capacity and insufficient institutional capacity. With the increased population, there is additional demand on the municipal infrastructure and services.
The proposed activities directly address municipal services priorities, particularly construction and rehabilitation of water supply, wastewater and solid waste facilities in the selected provinces affected by the Syrian refugees in Turkey.
Selected municipalities within provinces affected by refugee influx are Osmaniye, Kahramanmaraş, Adana, Konya and Kayseri respectively.
The main activities that will be executed within the scope of the Project might be classified under two components:
Component 1. Environmental Infrastructure Investments: This component will finance the construction and rehabilitation works for water supply, sanitation, and solid waste management infrastructure in the targeted municipalities to achieve improvements in access, service quality and continuity of municipal services; and smaller scale critical facilities to address immediate municipal service needs of vulnerable SUTP and host communities at the neighborhood or settlement level, to be identified in a participatory manner by the beneficiaries.
Component 2. Technical Assistance for Project Management and Supervision, Capacity Building, Communication and Citizen Engagement. This component will finance goods and consultancy services for the following activities:
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;
(c) Improved wastewater treatment;
(d) Improved solid waste disposal in targeted municipalities; and
(e) Strengthened institutional capacity to manage municipal services in municipalities and utilities.
2. Objectives of the Assignment:
Consultancy services for design review, preparation of bidding documents, provision of Technical Assistance during the Bidding Process and supervision of construction and rehabilitation works for the below environmental infrastructure investments constitute the scope of Services of this Contract in general:
Further details of the Scope of Services shall be outlined in the proceeding Sections of this Terms of Reference.
2.1 Sub-Project Descriptions:
The Consultant shall be responsible for the following subprojects:
The project covers transmission lines to each settlement including Ø63mm- Ø1400mm ductile and PE pipes, elevated reservoirs and classical reservoirs, small pump stations, main tunnels. However, proposed part of the transmission line to be funded under FRIT II only covers the main pipeline part to Kozan. Main tunnels between Dam reservoir and treatment plant are already tendered by ASKI. Remaining part of the transmission system shall be planned and financed by ASKİ as short-term investments. Accordingly, proposed part of the Project includes 35.4 km Ø 700 – Ø1.400 mm Ductile Pipelines and auxiliary structures.
The drinking water treatment plant project has been designed for year 2050. According to the analysis results of the water quality in Yedigöze dam reservoir and regulation requirements, a conventional treatment process is selected with a capacity of 115,776 m3/day (1,340 l/s) and units of the selected treatment plant are as flows.
c) Construction of Kozan Water Network Project and Pınargözü Transmission Line:
Renewal of water network pipes with a total length of 310.16 km including house connections, apart from network pipes, in the scope of the proposed project; 6 new service reservoirs, 2 collection tanks, 5 pump stations, 24.9 km transmission lines (gravity and pressure) and miscellaneous network structures including flowmeter chambers, pressure reducing valve chambers, flow control valves and house connections shall be constructed.. These will ensure effective operation of the whole water supply system, contribute to the reduction of non-revenue water to Regulation limits and increase service delivery quality levels.
Pınargözü Transmission Line:
In the scope of Project, existing Ø 250 mm steel and asbestos pipe shall be changed with Ø 300 mm ductile iron pipe.
Construction of 28.12 km and Ø300 mm transmission line with auxiliary structures (29 washout and 29 air relief valve chambers, 6 pressure reducing tanks etc.). Therefore, renewal of the existing transmission line and safe gravity water supply to District shall be ensured.
2.1.1 Information/Data to be provided to the Consultant:
All of three above mentioned projects have their own Project Information Documents (PID) and have full set of drawings. The designs to be reviewed within the scope of this Consultancy Services had been prepared by local consultant firms under the administration of related Utility. Both PIDs and drawings will be provided to the Consultant as part of this Terms of Reference in electronic format.
As a part of the Environmental and Social Assessment, the Environmental and Social Management Plan (ESMP) covering three sub-projects of ASKI; “Yedigöze Water Treatment Plant Project” “Yedigöze Water Supply Transmission Line Project” and “Construction of Kozan Water Network Project and Pınargözü Transmission Line” a separate Stakeholder Engagement Plan (SEP) for all of the above mentioned three projects , Resettlement Plans (RP) and Ex-post Social Audit of these sub-projects have been prepared in full compliance with the World Bank Environmental and Social Framework (ESF). Moreover, LMP (including Code of Conduct) for the project is prepared by ILBANK to be adopted by the awarded contractors/their subcontractors of the respective works contract/s.
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 OF THE THREE SUBPROJECT INVESTMENTS IN ADANA AS PER THE PROVIDED INFORMATION IN 2.1.1.
The Consultant shall review, complete and finalize all existing designs (civil, mechanical, electrical, infrastructure drawings including pressure and gravity transmission lines, all reservoirs, pump stations, collection pumps, buildings, tanks, water connections all related auxiliary works including drinking water treatment plant and all related structures etc.) including all required calculations, drawings, details and specifications of the project components 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 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 line with Task 2a of this Terms of Reference; the Consultant shall prepare the complete bidding documents of:
In accordance with the World Bank Procurement Regulations for IPF Borrowers – July 2016 revised in November 2017 and August 2018 (“Procurement Regulations”). The agreed methods for these contracts in the approved Procurement Plan is “Request for Bids” 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), final designs, system/detailed drawings and etc. The Environmental and Social Framework (ESMF), Resettlement Framework (RF), ILBANK’s Labor Management Procedures (LMP), Environmental and Social Impact Assessment (ESIA)/ ESMPs, SEPs and RP/Ex-post Social Audit study documents mentioned in section 2.1.1 shall be included in the bidding documents.
The Consultant shall prepare the Bidding Documents in close cooperation with ILBANK PMU and 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 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 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 procurements (ADANA-W1, W2 and W3 Contracts) including preparation of clarifications/addendum if deemed necessary, 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 any of the contract/s 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/s on its own without any further input from the Consultant or (ii) to amend the Contract Value as per the agreed Contract rates and renegotiated staff and time allocation to allow for the extra time spent by the Consultant for the 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. The Consultant is responsible for having those Key Expert(s) available during the course of the Services under Task 3 of this Terms of Reference or otherwise with replacement/s with equivalent or better qualifications and experience, meet the eligibility requirements and at the same rate of remuneration. The Consultant shall continue his assignments under Task 3 for any of the Contracts concluded under Task 2b.
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 (One-Envelope Bidding Process) For Projects with Project Concept Notes (PCN) Decision Notes dated after October 1, 2018 and its updates. The Supervision responsibility of the Consultant shall be for all the Works Contracts signed as a result of the bidding processes concluded under this Contract and 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:
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:
Part 2: Tasks during construction will include but not be limited to:
2.1 Supervision tasks
2.2 Administration of the Civil Works Contracts
The responsibility of the Consultant shall include, but not limited to, the following tasks:
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.
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 (One-Envelope Bidding Process) For Projects with Project Concept Notes (PCN) Decision Notes dated after October 1, 2018 and its updates plus the following:
Limitations of the Consultant’s Authority
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:
4. General Obligations and Tasks of the Consultant:
General
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 44 (forty four) months (including the Defects Liability Period) from the consultancy contract signing date.
Project Completion Schedule is drafted in the following table.
TIMETABLE
Under normal conditions, the scheduled construction period is 26 (twenty six) months and the defects liability period is 12 (twelve) months.
The Consultant shall have a time-based contract under Task 3 and a lump-sum contract for the activities under Task 1 and Task 2 with the Client .
7. Change in The Scope of Consultant’s Services:
The Construction commencement dates of Works may vary due to the unexpected reasons. If no further input is required by the Client for rebidding of the respective tender/s, the Consultant shall wait for the finalization of the respective tender evaluation/s and commencement of the Construction Works and shall not request any payment or compensation for the tender/s in question. The other Contracts awarded shall continue for the Consultant for his Task 3 assignments.
If any of the Works Contracts is not tendered or is not awarded by the Client, the Client may decide:
At every 6 months form the effectiveness of the 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;
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 STAFFDESIGN STAGE |
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) |
1.5 |
>8 |
>5 |
Design Engineer-2 (Hydraulic Engineer) |
1.5 |
>8 |
>5 |
Design Engineer-3 (Environmental Engineer) |
1 |
>8 |
>5 |
Geotechnical Engineer |
1.5 |
>8 |
>5 |
Mechanical Engineer |
1.5 |
>8 |
>3 |
Electrical Engineer |
1.5 |
>8 |
>3 |
Survey Engineer |
0.5 |
>8 |
>3 |
Procurement Specialist (preferably engineer) |
2 |
>5 |
>3 |
Environmental Expert (Environmental Engineer) |
0.5 |
>5 |
>2 |
Social Expert |
0.5 |
>5 |
>2 |
Sub Total |
15 |
|
|
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 their proposal.
For Construction Supervision of All Sub- Projects |
|||||
KEY STAFFMAIN CONSULTANT SITE OFFICE
|
Total Estimated Staff-Months |
Professional Experience (Years) |
Specific Experience on Related Assignment (Years) |
||
Project Manager (Civil/Environmental Engineer) |
26 |
>15 |
>5 |
||
Mechanical Engineer |
9 |
>10 |
>5 |
||
Electrical Engineer |
9 |
>10 |
>5 |
||
Social Expert |
6 |
>5 |
>3 |
||
Payment Certification Control, Quality and Cost Engineer (preferably Civil Engineer) |
24 |
>8 |
5 |
||
Survey Engineer |
24 |
>8 |
3 |
||
Sub Total |
98 |
|
|
||
|
|||||
SUB-PROJECT SITE - for Construction of Kozan İmamoğlu Yedigöze Water Supply Transmission Line |
|||||
Site Engineer (Civil Engineer) |
24 |
>8 |
3 |
||
Sub Total |
24 |
|
|
||
|
|||||
SUB-PROJECT SITE - for Construction of Yedigöze Water Treatment Plant
|
|||||
Site Engineer (Civil Engineer) |
24 |
>8 |
3 |
||
Sub Total |
24 |
|
|
||
|
|||||
SUB-PROJECT SITE – for Construction of Kozan Water Network Project and Pınargözü Transmission Line |
|||||
Site Engineer (Civil Engineer) |
24 |
>8 |
3 |
||
Sub Total |
24 |
|
|
||
|
|
|
|
||
For Construction Supervision of Defects Liability Period |
|||||
Sub Total |
20 (*) |
|
|
||
TOTAL ESTIMATED KEY STAFF-MONTHS |
205 |
|
|
||
TOTAL ESTIMATED TECHNICIAN/JUNIOR ENGINEER STAFF-MONTHS |
144 |
|
|
||
Except from the key staff, in order to ensure proper supervision, Three Technicians/Junior Engineers for Civil Works shall be assigned:
Three Survey Technicians/Junior Engineers (Survey Works) shall be assigned (one for Kozan İmamoğlu Yedigöze Water Supply Transmission Line, one will be for Kozan Water Network Project and Pınargözü Transmission Line and one will be for Yedigöze Water Treatment Plant during the construction period.
|
|||||
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/s 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/s 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 shall also include environmental and social and OHS management practices followed for mitigation of environmental and social impacts of the works.
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.
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 |
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
|
Within 2 months after the approval of Project Evaluation Report |
1 |
3 |
3 |
3 |
Preparation of Bidding Documents (Number of copies of Bidding/Contract Documentation for each Contract for Works Packages including all subsequent amendments issued during tender stage) |
Within 2 months after the approval of Final Designs |
1 |
20 |
20 |
4 |
Technical input to Bid Evaluation Report for each contract under this Terms of Reference |
Within two weeks after receipt of the respective bid/s. |
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) for each tender
Tender Documents of all contract packages (20 hard copies and electronic folders) for each tender
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 for each construction contract.
2.2-Monthly report/s (contains summaries for the activities of construction site, and the Consultant’s Adana office activities).
2.3-Quarterly reports for summarizing activities, project plan, cash-flow information in the previous three months period.
2.3-Semi-annually progress reports to summarize previous six months covering the status of ESCP and compliance with ESMF, RF (including the performance related to subproject-specific ESIAs, ESMPs and RPs), LMP, SEP, performance of grievance mechanism and RP implementation (for the subproject including land acquisition and having a RP).
2.4-Support the preparation of the quarterly progress reports by Utility’s Project Implementation Unit (PIU) for all sub-project sites and monitor quality of reporting throughout the duration of works.
2.5-Construction Completion Reports.
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 his 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) after signing of each construction contract |
1 |
3 |
2 |
Quarterly Reports |
Second week of the month after each quarter period of each works contract |
1 |
3 |
3 |
Construction Completion Report |
Four weeks upon the issue of a Certificate of Completion (Taking Over Certificate) of each works contract. |
1 |
3 |
4 |
Interim Inspection Reports |
Two weeks following up of each interim audit in Defects Liability Period of each works contract |
1 |
3 |
5 |
Contract (Final) Completion Report |
4 (four) weeks upon the issue of a Final Acceptance (Performance) Certificate of each works contract |
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/s. 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 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.
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 Municipalities and 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/s and will take some time. The Consultant will be fully responsible for providing their central office in Adana until the contractors are 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/s. All sort of running expenses except water and electricity (to be provided by the Contractor/s) 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.
[1] According to DGMM and UNHCR, as of December 2018 there are 3.9 million refugees in Turkey. This total includes Syrians (3.6 million), Afghan (170,000), Iraqis (142,000), Iranians (39,000), Somalis (5,700), and other nationalities (11,700).
[2] Source: Strengthening Municipal Resilience in Response to the Impact of the Syria Crisis in Turkey, 3RP
[3] The Final ESIA/EMSPs will be disclosed at ASKI’s public network (web) pages and will be an attachment of RFB documents for the respective Works Contracts.