Terms of Reference for KMARAS C1

Consultancy Services for Kahramanmaraş Northern Districts Integrated Solid Waste, Elbistan Water Transmission Line & Water Network Projects

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 in Refugee Affected Areas 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 in Refugee Affected Areas in Turkey 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 Kahramanmaras Province as detailed in the further Sections of this Terms of Reference. The following figures shows the selected municipalities of the Project and Kahramanmaras Province as the subject of this Terms of Reference.

Figure-1: FRIT II Project Cities

Figure-2: Kahramanmaraş City

Figure-3: The Districts of Kahramanmaraş

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 consultants 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 municipalities/utilities are as follows;

• Kahramanmaraş Metropolitan Municipality is responsible for providing related integrated solid waste management services within the boundaries of its service area. Kahramanmaraş Northern Districts Integrated Solid Waste Project is in the scope of Kahramanmaraş Metropolitan Municipality, who will be the Client for this sub-project that the Consultant will be carrying out.
• General Directorate of Kahramanmaraş Water and Sewerage Administration (KASKI) is responsible for the construction and maintenance of water/wastewater treatment plants and water and sewerage networks of all settlements in its service area. Elbistan Water Supply Transmission Line Project and Elbistan Water Supply Network projects are in the scope of KASKI, who will be the Client for this sub-project that the Consultant will be carrying out.

1.3 Project Description

The Municipal Services Improvement Project in Refugee Affected Areas 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:

1. Project Management. This activity will finance goods and consulting services required for coordination and day-to-day project management, including management of procurement and financial management aspects, management of social and environmental safeguards, including dam safety requirements associated with the project, technical and contract management, monitoring and evaluation (M&E), and project reporting and communications.
2. Consultancy services for design review and supervision of environmental infrastructure investments. This activity will finance consultancy services for design review and preparation of bidding documents, taking into account climate change considerations, and supervision of construction and rehabilitation works for proposed environmental infrastructure investments under Component 1.
3. Citizen Engagement, Public Communication and Visibility activities. This activity will finance:

1. Communications and Visibility activities for the project.
2. Citizen/Community engagement activities to facilitate effective two-way engagement among stakeholders, including Turkish citizens and SUTPs and municipalities and SKIs to identify the needs and priorities for enhancing service delivery to all people in the beneficiary communities.

1. Institutional Capacity Building activities targeting the participating municipalities, utilities and ILBANK.

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:

• Kahramanmaraş Northern Districts Integrated Solid Waste Project
• Elbistan Water Supply Network Project

• Elbistan Water Supply Transmission Line Project

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:

1. Kahramanmaras Northern Districts Integrated Solid Waste Project under the responsibility of Kahramanmaras Metropolitan Municipality:

The project covers construction of a sanitary landfill in Afşin. A Composting Facility, a Collection and Separation Facility, Leachate Collection and Leachate Treatment Plant, Bio-Gas collection pipes and Electric Production Facility will be also established in the landfill site. Two transfer stations; one at Elbistan and the other one at Göksun, will be established. The project will also cover closure and rehabilitation of 24 existing dumpsites. The Project also covers the procurement of Vehicles and Containers.

Figure-4: Sub-province municipalities of the Kahramanmaras

1. Elbistan Water Supply Network Project under the responsibility of Kahramanmaras Water & Sewerage Administration (KASKI):

Elbistan city center’s water is supplied from groundwater sources drilled near Ceyhan River. Water from those wells are pumped to 5 existing reservoirs that supplies 5 different pressure zones. The existing drinking network was first constructed in 1956-1957, then extended in 1984-1987 and finally in 2009. The pipeline constructed before 2009 is in poor condition. The water losses are high, estimated as more than 50%. Thus, some of the lines need to be renewed and new pipes need to be laid for extending the distribution network to new developing areas.

The project includes renewal of about 253 km of water network. In addition, 5 new concrete reservoirs will be constructed in the project together with the supply and installation of other auxiliary-equipment.

Figure-5 Location of Elbistan

c) Elbistan Water Transmission Line Project under the responsibility of KASKI:

The existing water supply source for Elbistan sub-province is groundwater. The water is supplied from wells drilled near Ceyhan River. The operation of these wells put high operational costs on KASKI as well as seasonal changes in the capacity resulting in intermittent water supply in the area.

The project includes 2 new concrete transmission tunnels which will go through the mountain (with a length of 2,282 m and 2,009 m respectively) for transferring water to Afşin and Elbistan sub-provinces from the Kurudere and Sarımağara water springs. The transmission line continues from Afşin province to the Elbistan province and supplies water to settlements through separated branches. Transmission line from end of tunnels to the Afşin Province has been performed by DSI.

The project includes the construction of approximately 120 km of transmission lines and 6 concrete water reservoirs with volumes between 100-2000 m³. Transmission line contains steel pipe with diameter changing between Ø100mm-Ø1000mm in total 82 km and HDPE pipes with diamaeter changing between Ø355mm-Ø110 in total 38 km.

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 Authorities and Municipalities. 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 Impact Assessment (ESIA) Report for “Kahramanmaras Northern Districts Integrated Solid Waste Project” and the ESMP covering two sub-projects of Kahramanmaras Municipality; Elbistan Drinking Water Network Project and Elbistan Drinking Water Transmission Line Project, a separate Stakeholder Engagement Plan (SEP) for “Kahramanmaras Northern Districts Integrated Solid Waste Project” and one for “Elbistan Drinking Water Network” and “Transmission Line Project” , 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 İlbank to be adopted by the awarded contractors/their subcontractors.

3. Scope of the Services:

The Consultant’s Services will be implemented over following two main phases:

Phase-1:     Design Review, Preparation of Tender Documents and Technical Assistance during the bidding and evaluation period

Phase-2:     Supervision of construction works.

Following is the brief outline of the scope of services, expected tasks and key deliverables under each phase, which should be carried out by the consultant:

PHASE-1: Lump-Sum Services: Design Review and Bidding

The consultant performing the services under this stage will assist the Client to carry out (i) reviewing existing design and studies relevant to the sub-projects and (ii) preparation bidding documentation and assisting in procurement.

To carry out the Design Review of the three subproject investments in Kahramanmaras as per the provided information in 2.1.1.

The Consultants 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 and waste water connections all related auxiliary and solid waste related works 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 Consultants 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:

TASK 1:

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

The Consultants 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 Consultants 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:

1. in the Preparation of Bidding Documents of the given three subproject investments including the procurement and selection of the vehicles and containers
2. in the Bidding & Evaluation and Contract Award Stages

In line with Task 2a of this Terms of Reference; the Consultant shall prepare complete bidding documents of:

1. KMARAS-W1-Construction of Kahramanmaraş Northern Districts Integrated Solid Waste Project
2. KMARAS-W2-Construction of Elbistan Water Network Project
3. KMARAS-W3-Construction of Elbistan Water Transmission Line
4. KMARAS-G1-Kahramanmaras Northern Districts Integrated Solid Waste Project -Vehicle Supply
5. KMARAS-G2-Kahramanmaras Northern Districts Integrated Solid Waste Project -Container Supply

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), İlbank’s Labor Management Procedures (LMP), 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’s attention is drawn to the fact that the language of the Works Contracts may be Turkish or English, and consequently the Consultant should include sufficient number of translators and interpreters in his support staff.

The Consultants 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 Consultants 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 and Goods procurements (KMARAS-W1, KMARAS-W2, KMARAS-W3, KMARAS-G1 and KMARAS-G2 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.  

 PHASE-2: Supervision of Construction Works

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 Contractor/Supplier 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 GCC and PCC.

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

1. Inform the Client about progress of the work and activities, attend any meetings reasonably convened by the Client and provide any information or evidence reasonably required by the Client at any public meetings or inquiries that might be held in connection with the Project.
2. Inform the Client about the cost and time impact and any other consequences of any sort of his proposals (such as revisions, recommendations, etc.) The Client shall not be responsible from the consequences of the fact of which the Client is not informed in advance. In case of an arbitration in the Works Contract/s, to assist the Client in the preparation of the documents needed by the Client.
3. As in compliance with the format and ingredients determined by the Client, prepare monthly and quarterly progress reports in comparative with contractor’s original (initial) work schedules and inform the client in written for delays. 
4. Based on the approved work schedule and cash flows of the Contractor; monitor the progress compared to the initially envisaged plan/s and inform the Client about the failures.
5. During all kinds of material approval process; establishment and acceptance of factory and material acceptances, determination and approval of the institutions or organizations (laboratories, universities, etc.) where the tests are to be conducted, approval or rejection of the materials, manage the use of approved materials at site and removal of unauthorized materials from the site and follow.
6. Randomly collect material samples and perform relevant tests and analyzes at specified intervals without waiting the written mandate of the Client. 
7. To keep accurate and detailed site records.
8. For construction works, conduct conformity monitoring of Environmental and Social liabilities including OHS issues mentioned in the Environmental and Social Impact Assessment (ESIA) and/or Environmental and Social Management Plan (EMSP)[3]. All regular reporting obligations mentioned in these documents shall be followed for the construction activities.  
9. Ensure implementation of LMP, RP and SEPs as required, in a manner acceptable to the Bank and make sure that no construction activity shall commence before the land acquisition process completed for the privately owned land and permits/licenses received to use/transfer rights of public lands.
10. Following up the grievance mechanism mentioned in Resettlement Framework (RF) and Resettlement Plan (RP) in addition to supporting preparation of the biannual Resettlement Plan Progress Report for KASKI and Kahramanmaras Metropolitan Municipality (Solid Waste project for Kahramanmaras Metropolitan Municipality and Elbistan Water Supply Network and Transmission Line for KASKI). These mentioned reports will be submitted by Client to the ILBANK/World Bank. Reporting format is given in Resettlement Framework (RF) document.

The Services will be carried out under the following Parts:

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

1. Review the qualifications of the proposed key management personnel of the Contractor and make appropriate recommendations to the Client;
2. Receive from the Contractor, check for compliance with contract requirements and advise the Client on all performance securities, insurance certificates or policies and guarantees relating to the contract before submitting to the Client for acceptance;
3. Before the start of the works and during the works, facilitate any communication and attend any meeting between contractors and the owners of facilities (water, telephone, electricity, gas) sharing the road right-of-way; in particular, give advice on proposed modifications by the owners of facilities;
4. Ensure that Environmental and Social (ES) provisions set out in the contract documents are respected;
5. Ensure that traffic operational safety is met before commencing the works and issue any work plan or drawing in that respect;
6. Check correctness of co-ordinates and levels of all survey reference markers and require the Contractor to make an independent check;
7. Check the Contractor's setting out and levels of the designed works;
8. Verify estimated quantities in the Bills of Quantities and promptly advise the Client of any prospective Time and Cost effects and make appropriate recommendations;
9. measures for the proper implementation of LMP and SEP including the grievance mechanism

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

2.1     Supervision tasks

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

2.2     Administration of the Civil Works Contracts

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

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

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

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:

1. review the ES, including all updates and revisions (not less than once every 6 months);
2. review and approve ES provisions of method statements plans, proposals, schedules and all relevant Contractor’s documents;
3. review and advise the relevant person (of the Consultant) on the ES risks and impacts of any design change proposals and the implications for compliance with ESIA, ESMP, RP, SEP, LMP and GRM, consent/permits and other relevant project requirements;
4. undertake audits, supervisions and/or inspections of any sites where the Contractor is undertaking activities related to the Works, to verify the Contractor’s compliance with ES requirements, with and without contractor and/or client relevant representatives, as necessary,
5. undertake audits and inspections of Contractor’s accident logs, stakeholder engagement activities carried, community liaison records including all grievances received and resolved, monitoring findings and other ESHS related documentation, as necessary, to confirm the Contractor’s compliance with ESHS requirements;
6. agree remedial action/s and their timeframe for implementation in the event of a noncompliance with the Contractor’s ES obligations;
7. attend meetings including site meetings, progress meetings to discuss and agree appropriate actions to ensure compliance with ES obligations;
8. check that the Contractor’s actual reporting (content and timeliness) is in accordance with the Contractor’s contractual obligations;
9. review and critique, in a timely manner, the Contractor’s ES documentation (including regular reports and incident reports) submitted to Project Manager and to provide advice to ensure the accuracy and efficacy of the documentation
10. undertake liaison, from time to time and as necessary, with project stakeholders to identify and discuss any actual or potential ES issues, and report to the Client;
11. prepare a brief monthly report that describes the work that the Project Manager’s ES Key Expert/s have undertaken, the issues (including any Contractor’s ES noncompliance) identified and the actions taken to address the issues

Limitations of the Consultant’s Authority

1. The Consultant shall have no authority to relieve the Contractors of any of their duties and obligations under the Works Contracts.
2. The Consultant shall note that the Client is under obligation to seek the Iller Bank’s concurrence before agreeing to or implementing any modification or waiver of the terms and conditions of the Contracts including granting an extension of the stipulated time for performance.
3. The Consultant will seek prior written approval of the Client for the following:

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

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

Supervision during the Commissioning, Defects Liability and Maintenance Period:

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

4. General Obligations and Tasks of the Consultant:

General

1. To carry out its duties and responsibilities by suitably qualified engineers and other professionals (experience of staff has been stated at Section-5 Key Expert Section) who are competent to carry out the duties described within this document.
2. To co-operate with the other consultants and join the meetings whenever required by the Client.
3. To carry out all the Services with all due diligence, care and in timely manner so as not to cause any delay. It is deemed that the Consultant familiarized himself with the nature of Project and is expected to take all sorts of precautions during the performance of Services to fulfil his tasks in a timely manner and to get the works completed by the Contractor on time.
4. Updating the procurement plan of KASKİ’s and Kahramanmaraş Metropolitan Municapility’s FRIT Project as per the approved/revised work schedules of the Contractor/s/Suppliers and his Contract.

5. Time Schedule:

During the courses of the services, it should be noted by the Consultants 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 consultants’ 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 51 (fifty one) months (including the Defects Liability Period) from the consultancy contract signing date.

Project Completion Schedule is drafted in the following table.

TIME TABLE

• Supervision of Construction and Engineering Services and Defects Liability

Under normal conditions, the scheduled construction period is 33 (thirty three) months and the defects liability period is 12 (twelve) months.

1. Contract Type

The Consultants shall have a time-based contract with lump-sum payment schedule specified for the activities under Task 1 and Task 2, for each Client’s contract.

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:

1. To cancel the remaining services of the Consultant for such part of the Contract. The remaining payments will not be done to the Consultants and the Consultants shall not request any payment or compensation for the cancelled parts of the Services.
2. In agreement with the Consultants; to suspend the remaining services of the Consultants until awarding of Construction Contract. In such case the Consultants shall not be paid by the Client during the period between suspension and startup date of the Construction Contract, and the Consultants shall not request any payment for compensation for the duration mentioned above.

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;

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

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

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