GOVERNMENT OF THE REPUBLIC OF THE GAMBIA

REQUEST FOR PROPOSALS

RFP No: TCP/Ser/NRA-002

Selection of Consulting Services for: Technical Assistance to National Roads Authority

Client: Ministry of Works, Construction and Infrastructure as Contracting Authority and National Roads Authority as Implementing Agency Country: The Gambia Project: Trans-Gambia Corridor Project

Issued on: 9 November 2012

Section 7: Terms of Reference

TECHNICAL ASSISTANCE FOR THE TRANS-GAMBIA CORRIDOR ROJECT PHASE I: CONSTRUCTION OF THE TRANS-GAMBIA BRIDGE AND CROSS BORDER IMPROVEMENT 1. INTRODUCTION AND BACKGROUND

The Government of the Republic of The Gambia has received a Grant from the African Development Bank towards the cost of a project to support its road sector investment plans and intends to apply a portion of this grant to eligible payments under a Technical Assistance contract for phase I of the Trans-Gambia corridor project. The project will facilitate overland traffic flow between the Northern and Southern parts of both The Gambia and Senegal, and West Africa as a whole. The corridor is part of the Dakar-Gambia-Bissau-Conakry-Trans-West African Highway retained in the ECOWAS program and the Trans-African Highway Cairo-Dakar-Lagos.

The Contracting Authority / Employer is the Ministry of Works, Construction and Infrastructure (MWCI) and the project Executing Agency is the National Roads Authority (NRA). The NRA will be required to manage the implementation of the project and administer the consultant and contractors contracts. In order to ensure smooth project implementation NRA recognises the need for Technical Assistance for the project, mainly covering contract management and other short-term targeted assistances aimed at enhancing the capacity of NRA. The Technical Assistance will extend over a period of at least () years covering the period till completion of the project. All international and national consultants will be engaged through Quality- and Cost-Based Selection (QCBS) in accordance with the African Development Banks (AfDBs) Guidelines on the Use of Consultants (May 2008, as amended from time to time. This Terms of Reference (ToR) outlines the scope and nature of the assignment as well as the implementation arrangements. 2. PROJECT DESCRIPTION

The Trans-Gambian Corridor (Kaolack-Trans-Gambian Highway-Ziguinchor), which is part of the Cairo-Dakar-Lagos Corridor, serves as an important economic and strategic link connecting the northern and southern parts of The Gambia and Senegal, serving both intrastate8 and interstate traffic.9 A major barrier to transport along the corridor to be
8

It connects directly at least four major regions of Senegal (Fatick and Kaolack on the northern side and Kolda and Ziguinchor on the southern side) through a different country (The Gambia). 9 The corridor is of the highest economic and political importance for Senegal and The Gambia due to the specific geographical configuration of the two participating countries (with The Gambia nearly enclosed by Senegal), and it is also important for neighboring countries south of

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addressed by the project is the lack of a reliable connection at Yalitenda, currently serviced by a ferry across the Gambia River and poor road conditions.10 Additional challenges include non-physical obstacles such as numerous check posts, long and costly customs procedures and lack of equipment at borders. The effect of these barriers is slow movement of freight leading to high transaction costs thereby hindering national and regional trade. The project is thus an effort to address these challenges on the corridor The project thus includes the construction of the Trans-Gambia Bridge and a One Stop Border Posts (OSBP) in the Gambia and Senegal to improve cross border conditions. The project components in The Gambia comprise of the bridge and access roads and one (1) OSBP.

The project will thus allow free traffic flow between the northern and southern parts of both The Gambia and Senegal. The project will therefore reduce travel time, boost trade and reinforce cohesion among communities which were previously isolated. The project will facilitate the transportation of agricultural products to markets reducing post-harvest losses and boosting socio-economic activities.

Figure 1: Map of Project Location

Senegal, including Guinea-Bissau and Guinea, which along with Senegal and The Gambia are the other member states of the Gambia River Basin Development Organization (Organisation pour la Mise en Valeur du Fleuve Gambie, OMVG). 10 At present, the ferry service is not up to required standard . Roads also require upgrading, especially in the region of Kaolack in Senegal, in particular on the section between Niro du Rip and Keur Ayib at the border with The Gambia; the road network on the Gambian side is in relatively better condition.

3.

OBJECTIVE OF THE ASSIGNMENT

The objective of this assignment is to provide support to the NRA in the management and implementation of the Project and to enhance the overall technical capacity of the NRA. In collaboration with the NRA, the TA shall, so far as reasonably possible, ensure that the project is effectively managed and that outcomes are delivered on track and on time in accordance with the Contract Conditions and the Bank rules and regulations. 4. DUTIES AND RESPONSIBILITIES OF THE CONSULTANT

The Consultant shall perform the principal services under five sub-components outlined below. The services shall include but not limited to the following: 4.1. Subcomponent One: Contract Management Provide assistance to the NRA in contracts management during project implementation. More specifically: (i) Assist the NRA to supervise the contractors and the supervision consultants with management of the construction works in accordance with the terms of the contract, specifications, drawings and other relevant documents; (ii) Monitor the performance of the contractor and ensure adherence to the Construction Schedules; (iii) Monitor and control project cost and time schedules for the entire project; (iv) Oversee the processing of IPCs from the field to the submission of disbursement requests/ applications to the Bank. Ensure the flow of information to Government of the Gambia and the Bank relating to the progress and contractual issues of the projects; (v) Review the Construction Supervision Consultant (CSC)s monthly progress reports and comment upon delays and other major issues and advise on actions to be taken to resolve outstanding issues; (vi) Make periodic visits to the construction sites and as and when required; (vii) Assist in the assessment of variation orders, including verification of procedures followed; (viii) Assist in the assessment of claims for extensions of time and prolongation costs, including verification of procedures follows; (ix) Advise on all other claims which may be presented by the CSC; (x) Should a Dispute Adjudication Board or other dispute redress mechanism be convened, assist in all matters related to the appointment and application of the mechanism; (xi) Advise on follow up with regulatory agencies with respect to environmental, planning and associated reporting i.e. effectively monitor the Resettlement of the Project Affected Persons (PAP) and implementation of the Environmental Management Plan on the project site. (xii) Assist in the preparation of a program of works showing all Project activities, and assist in monitoring actual progress of works compared to planned progress;

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(xiii) Assist in the preparation of a financing plan and expenditure report for all items of the project; (xiv) Provide specific training by working with assigned counterpart personnel; and (xv) Prepare contract management procedures manual in order to enhance efficient management of contracts and close any gaps or deficiencies; (xvi) Assist in the Procurement of works, services and goods for the projects i.e. including technical and financial audits consultants; (xvii) Ensure the flow of information to Government of the Gambia and the Bank relating to the progress and contractual issues of the project; (xviii) Liaise with the external auditors to ensure the conduct of annual audits are on timely basis and following up in consultation with Government of The Gambia on any queries raised in the management letters; (xix) Participate in reception of works and goods and ensure that the works and goods received are in conformity with the provisions of the signed contracts; (xx) Take all the necessary measures to ensure that goods and services are delivered to the appropriate sites or locations. (xxi) Coordinate with all the contractors and consultants, and any other functions which will enhance the effective management and implementation of the project;

4.2. Subcomponent Two: Project Performance Management System Develop a Project Performance Management System (PPMS) to ensure monitoring of agreed Project performance indicators identified in the logical framework. (i) Design and develop a PPMS to monitor activities, analyze and consolidate the data, and provide quarterly PPMS monitoring reports for submission to NRA and AfDB until Project completion. The PPMS framework will include the requirements for AfDB Project progress reports as well as data for socioeconomic and environmental impact indicators11 to measure Project impacts at the beginning of Project implementation and allow for quarterly reporting on implementation of the Environmental and Social Management Plan (ESMP). The PPMS will include a baseline survey system for independent evaluation of outcomes and impact indicators, including environmental and social aspects identified in the design and monitoring framework for implementation prior to commencement of Project construction. The Monitoring and Evaluation will be carried out at: (i) baseline survey (3 months); (ii) mid-term survey (1.5 pm); and (iii) final survey upon completion of civil works (1.5 pm) (ii) Carry out sampling and data analysis for the environmental and social quality indicators as part of the implementation of the ESMP. 4.3. Subcomponent Three: Capacity Building Provide capacity building support to enhance the technical capacity of the NRA in particular, the areas of bride management and maintenance, contract management and administration,

11

Environmental quality indicators have been identified in the ESMP Report.

sustainable financing for roads and bridges, project cost control, procurement of major road and bridge projects, road and bridge design etc. The main activities will be as follows; . (i) Identification of gaps in the technical capacity of NRA senior management in contract administration and procurement. (ii) Update the existing training plan of NRA. (iii) Establishment of good bridge maintenance practice within NRA through a series of coaching, on-the- job training, exchange programs and other strategies as agreed with the NRA. (iv) Develop local standards for bridge maintenance and construction (v) Assist in setting up a sustainable mechanism of road and bridge maintenance funding (vi) Assess the need for developing NRA specific procurement reports and templates and develop such reports and templates, as necessary; (vii) Develop a procurement training program focused on principles of public procurement based on an coaching, on-the-job approach; (viii) Review and recommend procurement planning processes; (ix) Review NRAs contract management procedures and assess the need for enhancement of existing procedures; (x) Develop a new contract management manual with particular emphasis on developing a cost control system and a change control system incorporating performance targets and Key Performance Indicators (KPIs); including a monitoring and reporting system; (xi) Organize the attendance of international training courses/seminars on road and bridge management and financing for the NRA senior technical staff. The training courses will be mutually agreed with the NRA senior management. All expenses related to the training will be paid through a provisional sum of One hundred and twenty-six thousand Euros (EUR 126 000.00). The Consultant may add up to 10% for overheads and administrative costs.

4.4. Subcomponent Four: Special Project Support Activities Project support to the NRA will be channeled through the TA and will include provision of equipment and other logistical support. The TA will be required among other assignments to support the NRA with the procurement of the following equipment: (i) two (2) vehicles; (ii) computers i.e. two (2) laptops, two (2) desktops; two (2) I-PADs; (iii) two (2) printers; and (iv) One (1) photocopier. Specifications for these items are provided in Annex A. A provisional sum of EUR 100 000.00 is earmarked for supply of these facilities.

All procurement must be made according to the AfDB Procurement Rules and Guidelines. The specific type and quantity of goods including the method of procurement is detailed in Annex A to the ToR. Annex A also includes a guiding generic specifications for the goods from which the final specifications will be developed in collaboration with the NRA.

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5.

Qualifications Of Professional Staff

5.1. General The Key Personnel required for the assignment are Bridge Engineer (Team Leader) and specific and/or other short term experts that will be engaged when needed using AfDB procurement rules for engagement of short term consultants. The consultant shall submit one signed Curriculum Vitae (CV) together with certified copies of relevant certificates of qualification for each key personnel. A declaration of availability and a recently taken passport photograph of the individual must be provided. No key personnel proposed for this assignment must be engaged in any other on-going assignment in The Gambia or elsewhere at the time the project comes into force. Non-compliance and/or falsifying data of key personnel may lead to disqualification of the individual and/or firm involved. The nominated Team Leader of the successful firm shall be interviewed by the Client to ascertain or otherwise their adequacy for the assignment. 5.1.1. Qualification of Key Personnel (i) Bridge Engineer / Team Leader a) Qualifications and skills: A qualified engineer, preferably with a Masters Degree in Civil/Bridge Engineering. b) General Professional Experience: A minimum of 15 years relevant experience in institutional support and capacity building. Candidate must possess at least 5 years experience in Africa working as a Technical Assistant in a relevant field. Experience in bridge design and supervision is necessary. c) Specific Professional Experience: Fully conversant with AfDB Procurement Procedures. The candidate must have proven experience in the contract administration and the setting up and application of a project performance monitoring system. The candidate should specifically be familiar with international engineering contract procedures (FIDIC, NEC, ICE, etc.) and administration. Membership of relevant professional institution will be an added advantage. (ii) Specific and/or other Short-Term Technical Experts Contracts Engineer / Quantity Surveyor a) Qualifications and skills: A qualified Professional with a BSc in Civil Engineering, Quantity Surveying or equivalent. (a) General Professional Experience: Minimum post qualification experience of 15 years and shall have experience in similar assignments within the last 12 years including at least 3 years African work-experience at the same position or similar.

The experts include but not limited to the following:

b) Specific Professional Experience. He shall have a demonstrable skill in contract administration of major civil works projects. Experience in claims resolution is an added advantage. Procurement Expert (a) Qualifications and skills: A qualified Professional with a BSc Civil Engineering or equivalent. (b) General Professional Experience: Minimum post qualification experience of 15 years and shall have demonstrable experience in procurement of works, goods and services. (c) Specific Professional Experience: He shall have proven experience and demonstrable skill AfDB procurement rules and procedures. Monitoring and Evaluation Expert (b) Qualifications and skills: A degree in social science, development studies, economics or other related field, preferably at a Masters Degree level. (c) General Professional Experience: A minimum of 10 years relevant experience with in monitoring of major civil works projects. (d) Specific Professional Experience: The experience should include at least 7 years experience in creation of Project Performance Management Systems infrastructure projects. At least 5 years of experience in design of PPM systems for projects financed by Multilateral Development Institutions. Maintenance Management Expert (a) Qualifications and skills: A qualified engineer, preferably with a Masters Degree in Civil/Highway/ Bridge Engineering. (b) General Professional Experience: A minimum of 10 years relevant experience in bridge maintenance including at least 5 years African work-experience. (c) Specific Professional Experience: He shall have a demonstrable skill and proven experience in training and development of bridge maintenance standards. He must be conversant with procurement of maintenance works preferably bridge structures.

All the key personnel cited above will be evaluated. Thematic Experts

The Consultant will be required to provide other experts on a needs basis and upon the written request of the Executing Agency.

6.

Time Schedule

The contract will be for an overall duration of 48 months. The Key staffs are to be present in the country and at post throughout the period of assignment except during their leave periods. The man-month distribution for key staff, based on 48 months (4 yrs) duration of assignment is estimated as follows: 61 | P a g e

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Table 5.1: Person-months Experts Sub-Component One Contract Management Bridge Engineer (Team Leader) Contracts Engineer / Quantity Surveyor

Person-months 36 2 61

Sub-Component Two Project Performance Management System Monitoring and Evaluation Expert Subcomponent Three: Capacity Building Procurement Expert Maintenance Management Expert Subcomponent Four: Special Project Support Activities Procurement Expert Total
1.

1 2

1 48

Surveys conducted at baseline (3 months), mid-term (1.5 months) and completion (1.5 months)

7. (i)

Facilities For The Consultant Vehicles

The Consultant shall provide the following in the execution of his duties; One 4WD Station Wagon for Team Leader (Specifications provided in Annex A) Consultant will be responsible for provision of vehicles for the short term experts, to this end, Consultant may decide to hire vehicles for the short-term experts and the cost of this is deemed to be included in the provision of vehicles.

The Consultant will be responsible for servicing, maintenance, fuelling and insurance for the vehicles. All vehicles bought by the Consultant in the execution of the services will revert to the National Roads Authority at the end of the contract. (ii) Accommodation The Consultant will be responsible for accommodation of his staff.

(iii) Office Equipment and Furniture Office Space and furniture will be provided by NRA. The Consultant will provide his own IT Facilities.

8.

Payment Schedule
Table 6.1: Payment Schedule sub-component one Cumulative Ceiling Approval/Submission (% of Sub-Total Remuneration) Mobilization 10% Assistance to Contract Management 20%
(3 months after works contract signature)

8.1. Sub-component one

Payment No. 1 2 3 4 5 6 7 8 9 10 11 12 Final

Assistance to Contract Management (6 months ) Assistance to Contract Management (9 months) Assistance to Contract Management (12 months) Assistance to Contract Management (15 months) Assistance to Contract Management (18 months) Assistance to Contract Management (21 months) Assistance to Contract Management (24 months) Assistance to Contract Management (27 months) Assistance to Contract Management (30 months) Assistance to Contract Management (33 months) Assistance to Contract Management (36 months)

25% 30% 35% 40% 45% 50% 60% 70% 80% 90% 100%

8.2. Sub-component two

Payment No. 1 2 3 5 Final Table 6.2: Payment Schedule sub-component two Cumulative Ceiling Approval/Submission (% of Sub-Total Remuneration) Mobilization 10% Development of PPMS 20% Baseline Survey Completed (3 months) 50% Mid-term Review (1.5 months) 75% Completion (1.5 months) 100%

8.3. Subcomponent three

Table 6.3: Payment Schedule sub-component three
Payment No. 1 2 3 Approval/Submission Mobilization Identification of gaps in technical capacity of NRA staff in contract administration and procurement Identification of relevant courses / seminars / study tours for NRA project staff and ensure attendance to courses / seminars etc Assessment of the procurement process and need for developing NRA specific procurement reports and templates completed Procurement training program developed Procurement training program implemented Schedule for bridge maintenance training Training in bridge maintenance management Review of NRAs contract management procedures Cumulative Ceiling (% of Sub-Total Remuneration) 10% 20% 30 %

40 % 45% 55% 65% 70% 75%

5 6 7 8 9

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Payment No.

Approval/Submission and assessment of the need for enhancement of existing procedures completed Contract management manual developed Preparation and implementation of a training program in contract management completed

Cumulative Ceiling (% of Sub-Total Remuneration)

10 Final

85% 100%

8.4. Subcomponent four

Table 6.4: Payment Schedule sub-component four
Payment No. 1 2 3 Approval/Submission Mobilization Procurement of Vehicles Procurement of IT Facilities Cumulative Ceiling (% of Sub-Total Remuneration) 10% 50% 100%

9.

Reporting requirements12

The consultant will submit the following reports in English, in both hard copy and electronic form, to the NRA and AfDB (six copies for distribution to Government and three for AfDB): (i) Inception report. This brief report will be submitted within 4 weeks of the start of the consulting services. It will outline, in accordance with the terms of reference, the consultants approach, methodology, and work plan as well as cost implications for consulting services. The report will provide a clear bar chart of all activities, and recommend changes to the implementation arrangements. It will also provide a detailed background to the sector and identify issues and decision-making requirements, if any, to facilitate implementation progress. Quarterly Progress Report. A progress report will be submitted after every three months. The report will highlight all key issues in the technical assistance and capacity building component. A section of the report will also detail the outcome of the monitoring of the bridge projects identifying the critical issues in the implementation and proposing facilitation measures. Midterm progress report. This report will be submitted at the midpoint of implementation of services. The report will take the format of the final report and will summarize recommendations and concepts being developed under the terms of reference. It will also provide a detailed background to the Capacity Building component, and identify issues and decision-making requirements, if any, to facilitate progress.

(ii)

(iii)

12

This only works if Subcomponent III starts at the same time as sub-components I and II.

(iv)

Draft final report. This report to be submitted on completion of services will provide the following: (a) summary of activities; (b) documentation of all data, analyses, and recommendations developed under the terms of reference; (c) stakeholder assessments; (d) assessment of the effectiveness of the activities undertaken; and (e) conclusions. Final report. The consultants will submit this report 1 month after receipt of the comments on the draft final report from the Government and AfDB. Special Reports: The Consultant will be required to produce special reports on a need basis and upon the request of the NRA.

(v)

(vi)

The final report will follow the outline below, subject to revisions proposed and agreed upon by the consultants, NRA and AfDB during the course of the implementation. (i) Introduction. Outline objectives and process, and briefly describe the sector context. Methodology. Describe the teams approach to data collection, analysis, and compilation; and summarize the consultation process and outcomes. Findings. Describe in detail the outputs called for in the terms of reference, organized according to each of the Project components. Recommendations. Present action plans for implementation recommendations for future sector work and reform initiatives. and

(ii)

(iii)

(iv)

Appendices. Present all data in summary form. Provide full quantitative and qualitative databases in supplementary appendices. All reports are subject to the approval of the NRA. Reports that fall short of meeting the required standard will not be approved by the NRA and this may result in withholding of payment.

ANNEX A to TOR List of Goods and Generic Specifications

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