Terms of reference for Provision for a Long Term Expert

to support the Management of the United Water Supply Company

of Georgia (UWSCG)

ANNEX II: TERMS OF REFERENCE

Reference code: TA2013027 GE NIF
Provision for a Long Term Expert to support
the Management of the United Water Supply Company of Georgia (UWSCG)
TABLE OF CONTENTS
1.

BACKGROUND INFORMATION ....................................................................................................2

1.1.
1.2.
1.3.
1.4.
1.5.

2.

OBJECTIVE, PURPOSE & EXPECTED RESULTS .......................................................................5

2.1.
2.2.
2.3.

3.

Reporting requirements............................................................................................... 12
Submission & approval of progress reports ................................................................ 14
Visibility requirements ................................................................................................. 14

MONITORING AND EVALUATION ..............................................................................................15

8.1.
8.2.

9.

Personnel .................................................................................................................... 10
Office accommodation ................................................................................................ 11
Facilities to be provided by the Consultant .................................................................. 12
Equipment ................................................................................................................... 12
Expenditure verification ............................................................................................... 12

REPORTS......................................................................................................................................12
7.1.
7.2.
7.3.

8.

Location ....................................................................................................................... 10
Commencement date & Period of implementation ..................................................... 10

REQUIREMENTS ..........................................................................................................................10
6.1.
6.2.
6.3.
6.4.
6.5.

7.

General ......................................................................................................................... 6
Specific activities ........................................................................................................... 7
Project management ..................................................................................................... 9

LOGISTICS AND TIMING .............................................................................................................10

5.1.
5.2.

6.

Assumptions underlying the TA operation intervention ................................................. 6

Risks ............................................................................................................................. 6

SCOPE OF THE WORK ..................................................................................................................6

4.1.
4.2.
4.3.

5.

Overall objective ............................................................................................................ 5

Purpose ......................................................................................................................... 5
Results to be achieved by the Consultant ..................................................................... 5

ASSUMPTIONS & RISKS ...............................................................................................................6

3.1.
3.2.

4.

Beneficiary country and Promoter ................................................................................. 2

Contracting Authority and mandate ............................................................................... 2
Relevant country background ....................................................................................... 3
Current state of affairs in the relevant sector ................................................................ 4
Related programmes and other donor activities: .......................................................... 5

Definition of indicators ................................................................................................. 15

Special requirements .................................................................................................. 15

ANNEXES ......................................................................................................................................15

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Terms of reference for Provision for a Long Term Expert

to support the Management of the United Water Supply Company
of Georgia (UWSCG)

1.
1.1.

BACKGROUND INFORMATION
Beneficiary country and Promoter

The country targeted by the TA is Georgia. Georgia lies between latitudes 41 and 44 N, and
2
longitudes 40 and 47 E, with an area of 67,900km . It is a very mountainous country. The Likhi
Range divides the country into eastern and western halves. Because of a complex geographic setting,
mountains also isolate the northern region of Svaneti from the rest of Georgia.

Figure 1 Location of Georgia (shown in red)

Georgia has a western border on the black sea, a northern border with the Russian Federation and a
Southern border with Turkey and Azerbaijan.
The Promoter and final Beneficiary is:
The United Water Supply Company of Georgia (UWSCG)
Ana Politkovskaia Str., 5
0186 TBILISI
Georgia
The company was established in January 2010, and is state owned company administered under the
Ministry of Regional Development and Infrastructure of Georgia. The company has fifty five service
centres throughout the country which are managed through six regional branches of the company.
Since the UWSCG was established, it has experienced sustainable development through national and
international investments as means to fulfil the long-term programme of the company which aims at
implementing the rehabilitation of Water-Supply and Sanitation System, as well as the capacity building
in the company.
Nowadays 2,380 employees are working for the company, 2170 persons are working in service centres
and regional offices and 210 persons at the head office in Tbilisi.
The capacity of UWSCG is viewed as far below its increasing responsibilities and structural capability
in a range of fields. In particular the staffs of the project design and operational departments are
mainly Junior Specialists with bachelor degrees and a working experience of only 5 to 8 years in watersupply system. It is strongly recommended that their field-knowledge in the field is increased.
1.2.

Contracting Authority and mandate

European Investment Bank

98-100, boulevard Konrad Adenauer
L-2950, Luxembourg
Grand Duchy of Luxembourg

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Terms of reference for Provision for a Long Term Expert

to support the Management of the United Water Supply Company
of Georgia (UWSCG)

EU and EC policy and cooperation objectives for the relations with the neighbourhood countries overall
and individually are set by the European Neighbourhood Policy (ENP), a key external relations priority
of the European Union.
Within the framework of this Policy, the overall policy objectives of European Investment Bank lending
under its 2007-2013 External Mandate for the Neighbourhood countries will focus on key priorities such
as (a) the expansion of Neighbourhood infrastructure networks in transport, energy and
telecommunications, including their connection with EU networks, (b) financing of environmental
projects and (c) private sector development in the Neighbouring countries, including support for
structural projects in the banking sector and in long-term credit and equity markets for private
investors, and support for privatisation and restructuring of public enterprises.
In this context, the Union has established a new financial instrument the Neighbourhood
Investment Facility (NIF) aimed at supporting the partner countries in their efforts towards better
governance and economic and social development, through matching loans from the European public
Finance Institutions (including the EIB) with Community grants.
In particular, technical assistance grants will be used to improve the implementation of EIB financed
projects, thereby enhancing policy coherence between EIB project decisions, country and sectoral
economic reforms and ENP overall policy objectives. NIF supports heavy infrastructure projects mainly
in the energy, transport and environment sectors.
This Technical Assistance operation is funded through a grant from the Neighbourhood Investment
Facility (NIF).
1.3.

Relevant country background

The overall region of Georgia can be characterized as being made up of various, interconnected
mountain ranges (largely of volcanic origin) and plateaus up to 3,400 meters in elevation. Prominent
features of the area include the Javakheti Volcanic Plateau, lakes, including Tabatskuri and Paravani,
as well as mineral water and hot springs. The two major rivers in Georgia are the Rioni and the
Mtkvari. The Southern Georgia Volcanic Highland is a young and unstable geologic region with high
seismic activity and has experienced some of the most significant earthquakes that have been
recorded in Georgia.

Figure 2 Georgia
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Terms of reference for Provision for a Long Term Expert

to support the Management of the United Water Supply Company
of Georgia (UWSCG)

Georgia's climate is affected by subtropical influences from the west and Mediterranean influences
from the east. The Greater Caucasus range moderates local climate by serving as a barrier against
cold air from the north. The relatively small territory covers different climatic zones, which are
determined by distance from the Black Sea and by altitude. The climatic zones are ranging from humid
subtropical to the eternal snow and glaciers. Georgia is divided into two different climatic regions: west
part - humid, warm and east moderately warm, continental climate. Winter temperatures very much
with altitude and some settlements at high altitude may experience winter temperature down to -20C.
1.4.

Current state of affairs in the relevant sector

Following decades of underinvestment, conflict and political turmoil, much of Georgias infrastructure is
in urgent need of upgrading and rehabilitation. Most urban water supply systems are more than 40
years old, and some date back to the 1930s-1940s. Most of the pumps and equipment are at the end
of their usable life. None of the biological wastewater treatment systems are in operation. Many cities
discharge raw sewage into nearby and surrounding water bodies, while residents in several secondary
cities and towns use pit latrines and septic tanks, raising a serious public health issue. The quality and
coverage of water supply are thus of serious concern in all cities in Georgia. Water supply is unreliable
and severe water shortages are common, with most customers receiving water only two to six hours
per day. The quality of the drinking water is very poor in some locations, often owing to secondary
contamination of distributed water. Rehabilitation and improvement of water supply and wastewater
collection and treatment are hence urgently required, to ensure at least a minimal level of service. The
total needs to ensure acceptable levels of service in urban areas alone have been estimated to cost
about 1-2 bln EUR. In the short term, urgent investments are needed to prevent further decay and
emergency situations in urban areas and to improve revenue generation.
Several towns have received donors and IFIs assistance since the mid-nineties. However, one of the
barriers to achieve significant improvements and extension of service has been the fragmented nature
of the water sector and lack of provision of a regulatory and financial environment to ensure the
necessary investments at local level.
In the last 3 years, Georgia has commenced a radical reform process aimed at a consolidation of the
operational responsibilities in the Georgian water sector and reforming the regulatory framework,
starting with full divestiture of the water company of the capital Tbilisi. In general, the political climate
has been inclined towards promote commercialisation of public services and regulatory environments
in order to attract greater external sources of funding.
The remainder of the Country has been consolidated into 2 state owned regional water supply
companies, with full transfer of operations and asset from over 60 separate municipal utilities. The
Beneficiary and Promoter of the Programme is the largest of the two public companies, the United
Water Supply Company of Georgia (UWSCG) that covers most of the territory of Georgia, with the
exception of the Adjara Autonomous Republic, which is served by the other publicly owned water utility
company, and Tbilisi with its satellite towns Rustavi and Mtskheta, which are covered by the private
operators.
An important element of the reform process in the Georgian water sector in recent years has been the
strengthening of regulatory framework. These efforts are young and the key issues remain still to be
addressed: actual water charges remain at very low levels insufficient to cover operation and
maintenance costs, metering is limited, the billing collection rate is low and consumption is high,
compared to European countries. The consolidation of water services in Georgia and forthcoming
investments into appropriate equipment (e.g. water meters to be procured under the Programme) are
expected to change consumption patterns and payment discipline with a positive impact on the
financial viability of the sector, provided that suitable tariff and social policies can be implemented. The
first priority objectives of the UWSCG are to install more energy efficient equipment, to reduce water
losses, to increase continuity of supply in urban areas and to introduce comprehensive metering.
Georgia suffers from a lack of investment in its water infrastructure. The project of which these
services are a part is concerned with the implementation of much needed mainly small scale
investment schemes (e.g. leakage detection, metering, rehabilitation of the water distribution network,
energy efficiency, sewerage system rehabilitation) throughout Georgia that will support the ongoing
consolidation of water service provision.
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Terms of reference for Provision for a Long Term Expert

to support the Management of the United Water Supply Company
of Georgia (UWSCG)

In anticipation of this and other projects, EIB signed in September 2010 a Finance Contract with
Georgia for a Sovereign loan of up to EUR 40 million, which the State of Georgia is on-lending to the
United Water Supply Company of Georgia (UWSCG). Complementary to the Finance Contract, EIB
has, in September 2010, also signed a Project Agreement with the Ministry of Regional Development
and Infrastructure (MoRDI), the UWSCG and the Municipal Development Fund (MDF) regarding the
implementation of the Project. The Project is co-financed on a portfolio basis by other IFIs, including
the Asian Development Bank (ADB). Furthermore, the Project benefits from a EUR 4 million grant for
technical assistance from the Neighbourhood Investment Facility (NIF), which is administered by EIB
as the lead financier. The signature of the second investment project with approximately the same
extent is expected in 2013.
1.5.

Related programmes and other donor activities:

The prime support required from the LTE shall be in the preparation and implementation of the abovementioned WIMPs and NIF programmes, however support may be required for other activities within
the core business of UWSCG.
WIMPs involve implementation of mainly small works contracts throughout Georgia. The supervision
(FIDIC Engineer) is limited to 1 or 2 contracts per one WIMP and is tendered internationally. The
majority of the works contracts are being implemented using FIDIC 1999 Red Book for Construct-Only.
A minority (plants) may be implemented under FIDIC 1999 Yellow Book for Design-Build.
WIMPs may also include the procurement, through supply contracts, of a range of plant for water
supply and sewerage operation and for instrument, flow and pressure measurement equipment.
Further management support shall be offered to the management of UWSCG in the implementation of
two feasibility studies under the NIF.

2.
2.1.

OBJECTIVE, PURPOSE & EXPECTED RESULTS

Overall objective

The overall objective of the Technical assistance operation of which this contract will be a part is to
support the United Water Supply Company of Georgia to implement the water sector investment
schemes and improve the performance of the water supply and wastewater infrastructure assets within
Georgia.
2.2.

Purpose

The specific objective of the assignment is to assist and build the management capacity of the United
Water Supply Company Georgia (UWSCG) for the quality preparation and implementation of the
Water Infrastructure Modernisation Projects.
Component A:

Support to preparation of the project Water Infrastructure Modernisation II

Component B:

Support to implementation of the projects Water

Modernisation I and Water Infrastructure Modernisation II

Component C:

Support to management capacity building of the UWSCG

2.3.

Infrastructure

Results to be achieved by the Consultant

The results to be achieved by the consultant are:

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Terms of reference for Provision for a Long Term Expert

to support the Management of the United Water Supply Company
of Georgia (UWSCG)

Component A:

Reports and recommendations on the preparation of the project Water

Infrastructure Modernisation II based on international best practices adapted to
Georgian conditions

Component B:

Reports and recommendations on the implementation of the project Water

Infrastructure modernisation I and Water Infrastructure modernisation II based
on international best practices adapted to Georgian conditions

Component C:

Reports and recommendations to the to the management capacity building

support of the UWSCG

3.
3.1.

ASSUMPTIONS & RISKS

Assumptions underlying the TA operation intervention

The following assumptions are considered for the provision of the support services
The management of UWSCG involve the LTE in key decisions
The office space is available in close proximity to the management of UWSCG
The progress reports under the investment project and NIF reach the hands of the LTE in a timely
manner
3.2.

Risks

The following risks can affect the project:

The on-going work load under investment project, NIF and the core business of UWSCG exceeds
the ability of the LTE to offer the full range of assistance required.
Political stability prevails in the country.
4.
4.1.

SCOPE OF THE WORK

General

The scope of work is solely to provide a Long Term Expert to support the decisions of the management
of UWSCG in technical and contractual areas.
4.1.1. Description of the TA operation
The LTE shall sit in close proximity to the office of the director of UWSCG and be available on a daily
basis to him and his technical and procurement staff. S/he shall report to the director and shall advise
the director and his staff on technical and contractual issues which may arise over the project period.
In addition to mandatory reports specified in section 7 herein, s/he shall produce such ad-hoc reports
as the director requires. S/he shall also give verbal assistance and when absent from Georgia shall
give assistance by email.
4.1.2. Geographical area to be covered
The project shall cover the whole of Georgia, although the LTE is expected to be based in UWSCGs
Tbilisi offices and make necessary excursions to other regions.
4.1.3. Target groups
The Consultant will provide services to the UWSCG and by improving management performance shall
improve service to its customers.
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Terms of reference for Provision for a Long Term Expert

to support the Management of the United Water Supply Company
of Georgia (UWSCG)

4.2.

Specific activities

The main activities required, and the scope of work to be offered is to advise the general management
of UWSCG in the following:
Component A:

Support to preparation of the project Water Infrastructure Modernisation II

The primary assignment is to ensure good quality of feasibility studies, designs
and tender documents prepared for co-financing by NIF and the EIB (project Water
Infrastructure modernisation II). This shall include but not be limited to:

Review and revision of feasibility studies, designs and tender documents

prepared for the above project; completion of check lists, reports and
recommendations.

Risk assessment concerning preparation phase and impacts on implementation

phase of the project cycle. This activity will incorporate learnings from the ongoing project Water Infrastructure Modernization I.

Development of guides and check lists for the above activities

The activities will include the following disciplines:

Use of hydraulic network models and Geographic Information Systems for
sewerage and water networks
Leakage control and NRW estimation
Remote Meter Reading and billing systems
Water treatment processes including disinfection options
Wastewater treatment processes
Wastewater sludge treatment and disposal options
Selection of consultants for construction supervision, feasibility studies, masterplanning and other services
Procurement of works and services
The technical specification and procurement of goods
The technical specification and specification of performance requirements for
works contracts including contractors performance guarantees
The client role in FIDIC contracts
Quality Assurance procedures in works contracts

Component B:

Support to implementation of the on-going project Water Infrastructure

Modernisation I and the new project Water Infrastructure Modernisation II

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Terms of reference for Provision for a Long Term Expert

to support the Management of the United Water Supply Company
of Georgia (UWSCG)

The primary assignment is to ensure implementation of the investment project in

scope, time, budget and quality. The LTE is expected to introduce and support
best international practices. The projects are/will be procured according to the EIB
Guide to Procurement and will be contracted according to the FIDIC Red Book
(networks) and Yellow Book (plants). This activity shall include but not be limited to:

Component C:

Support of the Works contracting authority in evaluation of tenders

Review designs submitted for approval to the Employer and FIDIC

Engineer/Supervisor; completion of check lists, reports and recommendations.
The selection of documentation for review will be based on the risk assessment.

Risk assessment concerning implementation phase of the project cycle. This

activity will incorporate learnings from the on-going project Water Infrastructure
Modernization I.

Development of guides and check lists for the above activities

Support to the WIMP Project Implementation Unit.

Support to management capacity building of the UWSCG

Support to management capacity building of the UWSCG Department of

Project Management and International Relations

Support to financial and operational performance improvement of the UWSCG

All activities will be performed throughout the whole TA period as requested by the
Promoter/Beneficiary and the TA Contracting Authority (EIB). The LTE is expected to be proactive in
identification of project needs to prevent preparation and implementation problems, and to
assure good quality of all processes, services, works, supplies and equipment within WIMPs.
The following table presents an estimated timetable for the accomplishment of the tasks foreseen in
these Terms of reference. Based on this recommendation and his experience, the consultant should
develop its own proposal:
Component / Task

Months

Milestones

Experts

Project mobilisation
Mobilisation of LTE
Establishment of communication lines
Procurement of office accommodation
Kick-off meeting

Kick-off meeting held

Inception Report

LTE

22

See Reporting Requirements

in Section 7

LTE

Component A B and C Advisory Services by LTE

Support to preparation of projects
Support to implementation of projects
Support to management capacity building
Review of other projects within UWSCGs core
business (as required)
* Involvement of the experts:

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Terms of reference for Provision for a Long Term Expert

to support the Management of the United Water Supply Company
of Georgia (UWSCG)

LTE

= Long term experts (international / local)

At the request of the management of UWSCG the LTE shall attend meetings of the management or
shall accompany the management to other meetings.
4.3.

Project management

4.3.1. Responsible body

The European Investment Bank, through the Technical Assistance Unit within the Advisory Services
Department (ASD) , will act as Contracting Authority and will be responsible for managing this TA
operation.
4.3.2. Management structure
Contracting Authority
At the European Investment Bank, the Projects Directorate (PJ) and the Directorate for Lending
Operations outside the European Union (OpsB) are responsible for the management and technical
follow up of the contract. The Technical Assistance Unit is responsible for contractual and
administrative matters.
Promoter/Beneficiary
The Beneficiary is the United Water Supply Company Georgia, which was established in January 2010,
and which is state owned company administered under the Ministry of Regional Development and
Infrastructure of Georgia. The company has fifty five service centres throughout the country which are
managed through six regional branches of the company.
Consultant
The Consultant should nominate a TA operation Coordinator/Director from its head office with sufficient
authority to sign the contract, commit the necessary resources, and to take overall responsibility for the
performance of the consultancy team. The Programme Coordinator should have a minimum of 5 years
experience at a level of senior responsibility and be fully fluent in English (CV to be submitted).
Delegation of the European Union
The Consultant shall also liaise, as required, with the Delegation of the European Union in the
beneficiary country. Arrangements and procedures relating to such contacts shall be discussed with
the Contracting Authority at the beginning of the assignment.
4.3.3. Facilities to be provided by the Contracting Authority and/or other parties
Contracting Authority
The Contracting Authority will provide the consultant, upon request, with all information relevant to the
TA operation which is available to it and not covered by any confidentiality agreements and will fully
cooperate with the Consultant in order to achieve the best results.
Promoter
The Promoter undertakes to ensure that its employees co-operate at all times with the Bank and the
Consultant in relation to the provision of the Technical Assistance. The Promoter shall promptly provide
the Consultant with such information and documents at its disposal which may be relevant and
necessary to the provision of the Technical Assistance. Such documents shall be returned to the
Promoter on completion of the Technical Assistance.
The Consultant may request the assistance of the Promoter in obtaining copies of local laws,
regulations and information which may affect the Consultant in the performance of its obligations under
the Service Contract in the country where the services are to be provided.

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Terms of reference for Provision for a Long Term Expert

to support the Management of the United Water Supply Company
of Georgia (UWSCG)

Subject to the laws and regulations on foreign labour in relevant country, the Promoter shall use its
best endeavours to ensure that the Consultants employees and their dependants obtain the required
visas and permits, including work and residence permits.
The Final Beneficiary/Promoter (UWSCG) shall provide:
2

office space of a minimum of 16m within the offices of UWSCG in Tbilisi

an internet connection
office furniture to include two desks, four chairs, shelves and filing space
all necessary heating and air conditioning services
transport services within Georgia for necessary visits to sites and other bodies.

5.
5.1.

LOGISTICS AND TIMING

Location

The project shall be conducted in Tbilisi, Georgia, with occasional mission to municipalities
participating in the investment project.
5.2.

Commencement date & Period of implementation

The intended commencement date is 05 May 2014 and the period of implementation of the contract
will be of 22 months from this date. Please refer to Articles 4 and 5 of the Special Conditions for the
actual commencement date and period of implementation.
6.
6.1.

REQUIREMENTS
Personnel

The Consultant shall provide a Long Term Expert of proven competence and experience to undertake
the tasks defined by these Terms of Reference and to finally achieve the overall and the specific
objectives of the project, in terms of time, costs and quality. S/he shall have the prerequisite
experience specified in relation to the assignments, and shall have an overall background in urban
infrastructure projects in Georgia, CIS or Baltic States.
Employment on the project is open to the citizens of any country unless restricted under regulations
applied by the Government of Georgia.
The Consultant providing the LTE shall be an international company with broad experience of urban
infrastructure and/or water sector projects procured under financing arrangements with government
agencies or international financial institutions.
As the ruling language of the project is English, the LTE must possess high proficiency in English. S/he
shall be accompanied during all work activities involving non-English speaking persons by a secretary
who is competent in the Georgian language.
6.1.1. Key experts
All experts who have a crucial role in implementing the contract are referred to as key experts. The
profiles of the key experts for this contract are as follows:
Key expert 1: Long Term Expert (400man/days)
Qualifications and skills:

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Terms of reference for Provision for a Long Term Expert

to support the Management of the United Water Supply Company
of Georgia (UWSCG)

Masters degree with specialisation in Sanitary Engineering or equivalent

Fluent in written and spoken English
Experience in infrastructure projects in Georgia, CIS or Baltic States will be an asset
General professional experience:
Preferably 25 years professional working experience in the design or construction supervision
of water/wastewater networks and water/wastewater treatment plants, but a minimum of 15
years required
Specific professional experience:
Preferably 15 years working experience in the management of water or wastewater related
infrastructure projects in a client role, contracting role or consultancy role, but a minimum of
10 years required
A minimum of 5 years experience with water or wastewater related projects contracted
according to FIDIC Red and/or Yellow Book
6.1.2. Other experts
For specific assignment and/or in case of the urgent assignment exceeding the LTEs capacity Short
Term Experts (STE) may be invited to carry out the activities within the TA in parallel with the LTE.
For the STE the same profile applies as for the key expert. The contribution is envisaged up to 60
man/days.
CVs for experts other than the key experts are not examined prior to the signature of the contract. They
should not have been included in tenders.
The selection of STEs shall be subject to approval by the Contracting Authority, after agreement has
been obtained from the Promoter.
All experts must be independent and free from conflicts of interest in the responsibilities
accorded to them.
Note that civil servants and other staff of the public administration of the beneficiary country cannot be
recruited as experts, unless prior written approval has been obtained from the Contracting Authority, on
a case by case basis.
6.1.3. Support staff & backstopping
The Consultant shall provide for the duration of the services a bilingual secretary. The costs of the
secretary shall be provided in his/her fee rate.
Backstopping costs for logistical and management support (including the activity of the TA operation
Director / Coordinator designated by the consultant) of the team must be included in the fee rates of
the experts.
The consultant should identify and describe in his offer the arrangements for the provision of the
support staff and backstopping facilities.
Note that the support/backstopping staff cannot be assigned as short or long-term experts
while still maintaining their original assignment. The two responsibilities must be kept separate
and double budgeting under the project should be avoided.
6.2.

Office accommodation

Office accommodation of a reasonable standard and of approximately 10 square metres for the expert
working on the contract is to be provided by Promoter (as described in chap. 4.3.3.). The office must
be reasonably accessible by phone, fax and e-mail over the duration of the assignment.

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Terms of reference for Provision for a Long Term Expert

to support the Management of the United Water Supply Company
of Georgia (UWSCG)

The operational costs (Tel, electricity, stationary etc.) of the office accommodation are to be covered by
the fee rates of the experts.
6.3.

Facilities to be provided by the Consultant

The Consultant shall ensure that experts are adequately supported and equipped. In particular it shall
ensure that there is sufficient administrative, secretarial and interpreting provision to enable experts to
concentrate on their primary responsibilities. It must also transfer funds as necessary to support its
activities under the contract and to ensure that its employees are paid regularly and in a timely fashion.
6.4.

Equipment

No equipment is to be purchased on behalf of the Contracting Authority / beneficiary country as part of

this service contract or transferred to the Contracting Authority / beneficiary country at the end of this
contract. Any equipment related to this contract which is to be acquired by the beneficiary country must
be purchased by means of a separate supply tender procedure.
6.5.

Expenditure verification

The Provision for expenditure verification relates to the fees of the auditor who has been charged with
the expenditure verification of this contract in order to proceed with the payment of further pre-financing
instalments if any and/or interim payments if any.
The Provision for expenditure verification for this contract is EUR 12,000. This amount must be
included without modification in the Budget breakdown.
This provision cannot be decreased but can be increased during the execution of the contract.
7.
7.1.

REPORTS
Reporting requirements

Please refer to Article 26 of the General Conditions. The Consultant is required to provide the following
activity progress reports, which are additional to any required in Section 0 of these Terms of
Reference:
Report

Draft submission

Draft Inception Report

Within 2 weeks from the starting date of assignment

Inception Report

Within 4 weeks from the starting date of assignment

Bi-monthly
Progress Reports

Every 2 months, during the entire duration of the project

Interim Progress Reports

Every 6 months, during the entire duration of the project

Final Progress Report

Within 2 weeks from the end date of the assignment

The Inception Report shall confirm the aims of this technical assistance contract. If there are any
proposed modifications to the original Terms of Reference due to changed circumstances after arrival
on site, these are to be discussed and agreed in principle with the Contracting Authority and the
Promoter before the submission of the Report.
This Report will describe the Consultants proposed establishment, personnel, and where they will be
based, as well as the Consultants proposed approach to the project, taking into consideration the
situation at the starting date of the assignment. It will also set out a detailed work plan for completion of
the activities in the remaining TA operation period of execution, together with a detailed work plan for
interrelated, sequential and complex activities with an agreed project log-frame matrix.
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Terms of reference for Provision for a Long Term Expert

to support the Management of the United Water Supply Company
of Georgia (UWSCG)

The expected achievement of the outputs listed in the Terms of Reference should be clearly identified,
with any milestones, and the confirmation of the counterpart staff and other commitments to be made
by the recipient counterparts. The inputs to support key activities in each beneficiary should be based
on a thorough needs assessment taking account of individual circumstances.
Bi-monthly shall be narrative and shall briefly describe the current status of the project, in relation to
technical progress; forecast the expected technical progress of the activities for the next period;
itemise any outstanding issues that may result in extension of time or unforeseen costs; describe the
Consultants staff levels and their deployment during the report period.
These shall contain specific sections giving progress on:
WIMP Schemes
NIF studies
procurement of works, services and goods
other on-going parallel projects affecting the core business of UWSCG as requested by the
management
Interim Progress Reports shall consist of a narrative section and a financial section. It shall briefly
describe the current status of the project, in relation to technical progress; forecast the expected
technical progress of the activities for the next period; itemise any outstanding issues that may result in
extension of time or unforeseen costs, describe the Consultants staff levels and their deployment
during the report period; itemise all incidental expenditure for the period and indicate level of
expenditure for the provision for expenditure verification.
Interim reports should provide information on the state of progress of the project over the period, for
ease of monitoring activities and outputs and should clearly distinguish between activities/outputs
achieved and considered finished, and activities still in progress, so that the evaluation of the project is
clear. The report will also include progress on the activities of all short-term consultancy assignments
(with technical attachments as applicable).
The Consultant should note that, according to the provisions of the General Conditions to the contract,
the Interim Progress Reports represent the basis for the interim payment, and that payment is to be
made within a period of 45 days after the receipt of the invoice, subject to approval of the respective
Report.
Furthermore, all invoices (except the request for the pre-financing payment) must be accompanied by
a financial progress report, attached to the Interim Progress Report covering the six-monthly interim
period and containing details of the time inputs of the experts and of the incidental expenditure, and by
an expenditure verification report defined in Article 28 of the General Conditions.

Final Progress Report shall consist of a narrative section and a financial section. It shall, inter alia:
Summarize the perceived benefits of the LTEs intervention
Recommend training needs for the management of UWSCG
Report on key issues within WIMP and NIF projects
Recommend improvements to any similarly structured projects in the future
Assessment of benefits to the senior management of UWSCG in the form of a signed
questionnaires from relevant senior staff
The report shall contain a sufficiently detailed description of the different options to permit an informed
decision on any recommendations made.
The final progress report must be accompanied by the final invoice, the final financial report on
expenditure actually incurred by budget headings, and an expenditure verification report (as defined in
Article 28 of the General Conditions and in accordance with the template in Annex VII of the contract).

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Terms of reference for Provision for a Long Term Expert

to support the Management of the United Water Supply Company
of Georgia (UWSCG)

All reports will be written in concise, clear and well-edited Standard English, and will be translated into
Georgian. All reports shall be produced in A4 size and printed on both sides of the paper.
Spreadsheets and schedules shall be produced in a maximum of A3 size for reporting purposes and
may be printed single-sided. File origins shall be clearly identifiable in a header or footer. A list of
essential contact persons is to be included. The reports should have a title page, which should include
project name, project code or reference, report title, date issued and period covered, and the name
and address of the Consultant. The Contracting Authority shall provide the Consultant, after the
starting date of the assignment, with a recommended structure of the Reports. The Consultant
may propose changes to this structure, which must be agreed with the Contracting Authority in
advance.
7.2.

Submission & approval of progress reports

The number of copies of the activity progress reports referred to above must be submitted to the
Contracting Authority and to the other participants as detailed in the table below. The Contracting
Authority is responsible for formally approving the progress reports, after consultations with
the Promoter, and shall be kept informed by the Consultant of the dates of submission of the reports
to the other recipients indicated below. Please also refer to Article 27.2 of the General conditions for
the procedures and deadlines for the approval of reports.
Reports

Draft Inception Report

Inception Report
Bi/monthly progress
reports
Interim Progress Reports

Final Report

Distribution List
EIB
UWSCG
Progress Reports
2 hard and 1 e-copies
3 hard and 1 e-copy
in English and
in English language
Georgian language.
3 hard and 1 e-copy 2 hard and 1 e-copies
in English language
in English and
Georgian language.
3 hard and 1 e-copy 2 hard and 1 e-copies
in English language
in English and
Georgian language.
3 hard and 1 e-copy 2 hard and 1 e-copies
in English language
in English and
Georgian language.
3 hard and 1 e-copy 2 hard and 1 e-copy
in English language
in English and
Georgian language.

EC Delegation
1 hard and 1 e-copy
in English language
1 hard and 1 e-copy
in English language
1 hard and 1 e-copy
in English language
1 hard and 1 e-copy
in English language
1 hard and 1 e-copy
in English language

The draft of the activity reports specified above must be sent in e-copy to Mr Ondrej DUSEK, Senior
Water Sector Eengineer, (dusek@eib.org) within the Projects Directorate (PJ), Mr. Tomas
TAMOSAUSKAS, Loan Officer (t.tamosaukas@eib.org), within the Directorate for Lending Operations
outside the European Union (OpsB) and Mr Minos MASTROGEORGOPOULOS, Technical Assistant
officer (e.mastrogeorgopoulos@eib.org), Technical Assistance Unit,. Following the comments
received, the consultant will send a revised version, with the operated changes highlighted, via the
same contacts, before formally submitting the final version.
Once this report is agreed to by the EIB, a final version shall be submitted as per the
above table. For the EIB the final versions needs to be addressed to the attention of Mr
Stefan KERPEN, Head of Technical Assistance Unit,
7.3.

Visibility requirements

The Consultant shall endeavour to publicise any work undertaken and to highlight the participation of
the European Union in the programme. The Consultant shall follow the Visual Identity Guidelines,
which apply to all information and publicity products to be employed in the course of the contract. The

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Terms of reference for Provision for a Long Term Expert

to support the Management of the United Water Supply Company
of Georgia (UWSCG)

Guidelines are available in electronic format at the following website address:

http://ec.europa.eu/europeaid/work/visibility/index_en.htm. The identity standards contained in this
brochure/CD-ROM may only be used in connection with the implementation of this contract.
The technical assistance operation is financed under the Support Fund of the Neighbourhood
Investment Facility (NIF). To ensure the visibility of the NIF Support Fund, the EIB logo, EU flag and
Euromed logo should appear on the cover page of reports produced under the TA contract. THE EIB
LOGO MAY NOT BE USED FOR ANY OTHER PURPOSE.
The following text should also be included in the reports: The technical assistance operation is
financed under the NIF Support Fund. This Fund utilises non-repayable aid granted by the European
Commission in support of EIB investment activities in the EU Neighbouring countries, assisting
promoters during different stages of the project cycle.
The following disclaimer should also be included: The authors take full responsibility for the contents
of this report. The opinions expressed do not necessarily reflect the view of the European Union or the
European Investment Bank.
8.
8.1.

MONITORING AND EVALUATION

Definition of indicators

Target outcome

The various reports and recommendations concerning WIMP I and II

preparation and implementation.

Performance indicator

Improved management understanding of technical and procurement issues

within the UWSCG

Measure

Quality and comprehensiveness of reports

Feasibility of proposed measures and plans

Target level

The reports shall specify technical and managerial target levels to prepare
and successfully implement the WIMP I and II

Target date

The respective reports shall indicate the schedules and target dates of the
achievements.

8.2.

Special requirements

n/a

9.

ANNEXES

n/a
***

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