Çarşamba - ToR PDF

ANNEX II: TERMS OF REFERENCE
BACKGROUND INFORMATION.............................................................................................. 3
1.1. Partner country ............................................................................................................. 3
1.2. Contracting Authority ................................................................................................... 3
1.3. Country background ..................................................................................................... 3
1.4. Current situation in the sector ...................................................................................... 5
1.5. Related programmes and other donor activities ........................................................... 5
OBJECTIVE, PURPOSE & EXPECTED RESULTS ................................................................ 6
2.1. Overall objective .......................................................................................................... 6
2.2. Purpose ......................................................................................................................... 6
2.3. Results to be achieved by the Contractor ..................................................................... 6
ASSUMPTIONS & RISKS ........................................................................................................... 6
3.1. Assumptions underlying the project ............................................................................. 6
3.2. Risks ............................................................................................................................. 7
SCOPE OF THE WORK .............................................................................................................. 7
4.1. General ......................................................................................................................... 7
4.2. Specific work ................................................................................................................ 9
4.3. Project management ................................................................................................... 22
LOGISTICS AND TIMING........................................................................................................ 24
5.1. Location ...................................................................................................................... 24
5.2. Start date & period of implementation ....................................................................... 24
REQUIREMENTS ....................................................................................................................... 25
6.1. Staff ............................................................................................................................ 25
6.2. Office accommodation ............................................................................................... 28
6.3. Facilities to be provided by the Contractor ................................................................ 28
6.4. Equipment ................................................................................................................... 29
6.5. Incidental expenditure ................................................................................................ 29
6.6. Lump sums.................................................................................................................. 30
6.7. Expenditure verification ............................................................................................. 30
REPORTS ..................................................................................................................................... 31
7.1. Reporting requirements .............................................................................................. 31
7.2. Submission & approval of reports .............................................................................. 35
MONITORING AND EVALUATION....................................................................................... 35
8.1. Definition of indicators .............................................................................................. 35
8.2. Special requirements .................................................................................................. 36
PUBLICITY AND VISIBILITY................................................................................................. 36
APPENDIX ................................................................................................................................... 37
LIST OF ABBREVIATIONS
15 January 2016 Page 1 of 43

b8e_annexiitorfee_en_CAR_07.09.2018
CA Contracting Authority
CBA Cost Benefit Analysis
CFCU Central Finance and Contracts Unit
General Directorate of European Union and Foreign Relations within the
DGoEUFR
MoEU
DNP Defects Notification Period
DSI State Hydraulic Works
EC European Commission
EIA Environmental Impact Assessment
EIB European Investment Bank
EMP Environmental Management Plan
EOP Environmental Operational Programme
ESOP Environment and Climate Action Sector Operational Programme
EU European Union
EUD Delegation of the European Union to Turkey
EUR Euro
FIDIC International Federation of Consulting Engineers
IAS International Accounting System
ILBANK The General Directorate of Bank of Provinces
IPA Instrument for Pre-accession Assistance
MoEU Ministry of Environment and Urbanization
NPAA National Programme for the Adoption of the Acquis
NRW Non-Revenue Water
OS Operating Structure
PIU Project Implementation Unit
Practical Guide to Contract Procedures Financed from the General Budget
PRAG
of European Communities in the context of the external actions
PSC Project Steering Committee
SASKİ Samsun Water and Sewerage Administration
TSIs Technical Specifications for Interoperability
QA Quality Assurance
QC Quality Control
TA Technical Assistance
TNA Training Needs Assessment
ToR Terms of Reference
WWTP Wastewater Treatment Plant

BACKGROUND INFORMATION
1.1. Partner country
Republic of Turkey
1.2. Contracting Authority

General Directorate of European Union and Foreign Relations, Ministry of Environment and
Urbanization.
1.3. Country background
Following the recognition of Turkey as a candidate country at the Helsinki European Council of
December 1999, important progress has been achieved within the framework of the Accession
Partnership and the National Programme for the Adoption of Acquis (NPAA). The Brussels
European Council of 16-17 December 2004 decided that Turkey sufficiently fulfils the
Copenhagen political criteria to open accession negotiations. Finally, the Council approved a
framework on 3 October 2005 for negotiations with Turkey on its accession to the EU, as
mandated by the European Council, thus enabling the negotiations to begin immediately after the
meeting.
Following the Helsinki Council decision, pre-accession assistance has been made available to
Turkey under the Financial Co-operation Program whose rules have been set out by the Council
Regulation (EC) No 2500/2001 of 17 December 2001 concerning Pre-accession Financial
Assistance for Turkey.
The European Commission has issued a new Regulation, called "Council Regulation establishing
an Instrument for Pre-accession Assistance (hereinafter referred to as “IPA Regulation”), which
applies from 1 January 2007. The Regulation is designed to provide financial assistance for the
2007-2013 period with the purpose of streamlining the pre-accession assistance under a single
framework. To this aim, a prioritization study was prepared for the Municipalities in Turkey
according to the urgency of the needs related to environmental infrastructure investments for the
IPA I (2007-2013) and IPA II (2014-2020) periods. Since this time, environmental infrastructure
investments in Turkey which are co-funded by European Union (EU), have been supplied by
operational programs Environment Operational Programme for 2007-2013, and Sector Operational
Programme Environment and Climate Action (2014-2020).
The Instrument for Pre-accession Assistance (IPA II) is the main financial instrument for providing
EU support in implementing reforms to move towards EU membership. Financial assistance under
IPA II is given for the following four specific objectives: (a) support for political reforms, (b)
support for economic, social and territorial development, (c) strengthening the ability of the
beneficiary country to fulfil the (future) obligations stemming from membership in the EU by
supporting progressive alignment with the Union acquis, (d) strengthening regional integration and
territorial cooperation. Furthermore, the IPA II Regulation requires financial assistance to focus on
five policy areas: a) reforms in preparation for Union membership and related institution-and
capacity-building, b) socio-economic and regional development, c) employment, social policies,
education, promotion of gender equality, and human resources development, d) agriculture and

rural development, and e) regional and territorial cooperation. The Environment sector is
addressed under the Component III - Regional Development of the Regulation.
The main document of this new period indicating the financing priorities of assistance under IPA is
the Indicative Strategy Paper for Turkey (2014-2020), which was adopted by the Commission on
26 August 2014. The total allocation for Turkey under IPA II for 7 years amounts to 4.453,9
MEUR, as stated in the Country Strategy Paper and 644.6 MEUR of this amount is allocated for
“Environment and climate action”.
The Commission Implementing Decision C (2014) 9575 of 11.12.2014 adopted the Multi-Annual
Action Programme for Turkey on Environment and Climate Action. The Financing Agreement on
Environment and Climate Action of the IPA II first period of 2014- 2016 IPA was adopted on
16/04/2016 (Cabinet decision 2016/8689). The Environment and Climate Action Sector
Operational Programme (ESOP) is prepared by the Ministry of Environment and Urbanization
(MoEU) with the participation of related institutions and bodies. Environment and Climate
Operational Program was published in the Official Gazette on 16 April 2016. The general
objective of the program is to improve the quality of environmental protection and life of citizens
by addressing the fight against climate change better and by harmonizing the EU with the
environment and climate action. Çarşamba Wastewater Project is in the indicative list of major
projects in the ESOP.
As stated in the Indicative Strategy Paper for Turkey (2014-2020), the 2006 Turkish National
Environmental Approximation Strategy sets out the work plan and costs related to transposing and
implementing the relevant EU directives, and include a financing plan for meeting requirements
for significant investment. The same priorities are covered by the 10th National Development Plan.
Turkey’s other main environment strategies are: the Strategic Plan (2013-17) for the Strategic
Environmental Assessment study and implementation in all sectors; the National Biodiversity
Strategy and Action Plan (2007-17) for nature conservation; the National Climate Change Strategy
(2010-20) and National Climate Change Action Plan (2011 -23) for climate change mitigation and
adaptation..
The pertinent provisions of the national policy documents of Turkey are given below:
In the 10th Development Plan,(2014-2018) the key policies regarding water resources and
wastewater treatment are defined as “Sewerage and wastewater treatment infrastructure in cities
will be developed, these infrastructure will be operated in a way to ensure that the discharge
standards identified according to the basins will be fulfilled, reuse of treated wastewater will be
encouraged.” (Para 981).
As long as Turkey National Programme for the Adoption of the acquis (NPAA) which was
published on 23 July 2003 in light of Accession is concerned, “improvement of water quality” has
been assigned priority. Starting transposition and implementation of the acquis related to water
quality is a short-term priority, and completing the transposition of the acquis and strengthening
the institutional, administrative, and monitoring capacity, including data collection, to ensure
environmental protection is a medium-term priority.
In 31 December 2008, the new NPAA was published. Accordingly, PRIORITY 27.3 is the
continuation of administrative capacity building and transposition of legislation and
implementation. Under this priority, sub-priority 6 is the "water management". This sub-priority
states that the classification of receiving bodies as sensitive and less-sensitive should be finalized.
After “Urban Wastewater Treatment Regulation, Communiqué on Sensitive and Less Sensitive
Water” come into force in the Official Gazette no, 27271, dated 27 June 2009, recently
“Regulation on Identifying Sensitive Water Bodies and Areas Affecting These Bodies and
Improving Water Quality” was published and come into force in the Official Gazette No.29927
dated 23.12.2016. The aim of this regulation is to identify vulnerable water bodies and their
sensitive urban and nitrate sensitive areas in terms of their nutrient elements, to establish the

principles and bases concerned, and to determine the necessary precautions to be taken to improve
water quality in sensitive water bodies.
During the restructuring process of the Ministries, “Ministry of Environment and Forestry” has
been repealed and two new Ministries namely “Ministry of Environment and Urbanization” and
“Ministry of Forestry and Water Affairs” have been established. Following the entry into force of
the decree law numbered 644 in 4th of July 2011, Ministry of Environment and Urbanization has
been set up and the Department of EU Investments has been legally activated in order to maintain
the activities that were under the responsibilities of IPA Coordination and Implementation Center
(IPA CIC), which was established initially within MoEF with the Ministiral Order No. 5002 of 04
December 2007 in the framework of IPA Regulation and was accredited by EU on 20 January
2011.
1.4. Current situation in the sector

Main challenges presented by the current situation of Turkey in water and wastewater sectors are
usually that the operational and financial performances of the municipalities in water management
are poor, revenue generation is inadequate and services are not provided in an efficient cost-
effective way. Waste of the resources, high levels of physical losses and lack of financial rationale
in operations and investments are the weaknesses. Financial performance is hindered by in
adequate capacity in revenue administration, financial management, and investment programming
and budgeting.
In reality, many municipalities (except the metropolitan) do not have the necessary financial
resources, technical knowledge, human resource capacity and institutional set-up to manage major
municipal infrastructure projects.
There are a large number of central, regional and local authorities in Turkey involved in the water
supply and environmental infrastructure financing and management. The responsibilities for
environmental protection issues are mainly borne by the Ministry of Environment and
Urbanization at the Central Government level and by the respective Local Administrations
(Municipalities and Special Provincial Administrations) at the Local Government level.
To provide advantages to the operating authorities of wastewater treatment plants, there are recent
developments regarding the new legislations on tariffs and repayment of electricity, namely;
“Regulation on the Procedures and Principles that would be Observed when Setting the Tariffs for
Wastewater Infrastructure and Domestic Waste Disposal Facilities” (Official Gazette, dated 27
October 2010 and no 27742) and “Regulation Pertaining to the Procedures and Principles that
would be Observed by the Wastewater Treatment Facilities when Benefiting from Incentive
Measures as per Article 29 of the Environment Law” (Official Gazette, dated 01 October 2010 and
no 27716).
1.5. Related programmes and other donor activities

Until now in the scope of EOP, IPA Applications of 39 environmental infrastructure projects (32
water/wastewater projects and 7 solid waste management projects) were submitted to EC and all of
them have been accepted as admissible by the EC (major ones) and EUD (minor ones). Financing
Decisions of 31 projects (4 drinking water, 16 wastewater, 7 integrated water projects and 4 solid
waste projects) have been announced by the Commission and Delegation of Turkey.
Project preparation studies for the new Operational Programme Period (2014-2020 years) were
started in 2010 with tendering.
Two Service Contracts namely “Technical Assistance to Prepare Integrated Solid Waste
Management Projects in Turkey” have been signed on 21/12/2011 for lot 1 and on 20/02/2012 for
lot 2.

Three Service Contracts namely “Technical Assistance to Prepare Integrated Water Projects in
Turkey” have been signed on 26/12/2012 for lot 1 and lot 3 and on 02/01/2013 for lot 2. Each lot
covered the preparation of IPA Application Packages including master plans, feasibility studies,
EIAs, design and full tender dossiers etc.
OBJECTIVE, PURPOSE & EXPECTED RESULTS

2.1. Overall objective
The overall objective of the project of which this contract will be a part is as follows:
To accelerate Turkey's accession to the EU by enabling Turkey to achieve a high level of
environmental protection and compliance with the EU wastewater sector directives.
2.2. Purpose
The purposes of this Contract are as follows:
• To provide technical assistance to SASKİ through administrative, technical and financial
capacity building, and assisting in operating an efficient Samsun Water and Sewerage
Administration (SASKİ)
• Provision of supervision services for construction of first stage of the wastewater treatment
plant and collector lines (Works Contracts).
2.3. Results to be achieved by the Contractor

The Contractor will achieve the purpose of the contract through, but not limited to the following
results:
• Institutional, technical and financial development/strengthening for the Samsun Water and
Sewerage Administration (SASKİ)/Project Implementation Unit (PIU).
• Capacity building of SASKİ personnel to enable the implementation of planned projects.
• Contract management and supervision for the construction of wastewater treatment plant and
collector lines (Works Contract) are successfully implemented within the time and budget
provided,
• Sludge Management Plan is well prepared therefore, practical and applicable alternatives are
clearly defined to assist the PIU to take decision on final utilization of the sludge produced at
the wastewater treatment plant.
ASSUMPTIONS & RISKS

Main assumptions and risks of the project are (but not limited to) as follows;
3.1. Assumptions underlying the project

• The project activities will be conducted in close cooperation between the Contractor and all the
stakeholders in the project. The active contribution of all parties to the Contract phases is
assumed.

• The residents in the area as well as SASKİ are willing to provide the required support and
assistance with no resistance and opposition against the project implementation,
• Required institutional and organizational setup and related positions are fulfilled by SASKİ.
• Properly skilled staff are allocated for the establishment of the PIU and for the implementation
of the project.
3.2. Risks
• Structural changes within the Ministry and/or related institutions.

• The tendering process for the project is delayed resulting in delays of signing the works
contract or failure of the signature of the works contract.
• Poor performance of the works contractor in the construction implementation stage.
SCOPE OF THE WORK

4.1. General
The Contractor shall carry out the specific tasks and activities as listed below and develop a well-
functioning co-operation mechanism with the PIU and SASKİ on the basis of the following
principles:
Consultation and consent

The PIU, representing SASKİ and also concerning the collector lines and WWTP constructions
contract implementation, shall be consulted in the decision making processes regarding the project
implementation and shall be kept informed in all stages.
Know-how transfer
SASKİ, represented by the PIU, shall be involved as much as possible on the day-to-day activities
together with the Contractor’s staff as part of the on-the-job training process.
Efficiency
The co-operation with SASKİ, shall take place through the PIU. The co-operation shall be
designed to avoid any delay or discontinuity in the decision making process or any dilution of the
Contractor’s responsibility.
4.1.1. Project description

The Service Contract for the provision of Technical Assistance and Supervision services by the
Contractor has the following main tasks:
• Administrative, technical and financial capacity building for SASKİ,

• Modernisation of the SASKİ and provision of the necessary training and support for
institutional sustainability,
• Technical assistance to the SASKİ and the PIU by practical training including project
management, and management of the WWTP after construction,
• Technical assistance to the SASKİ/PIU in performance of leakage detection and Non-Revenue
Water reduction programme

• Preparation of Sludge Management Plan to assess the final usage alternatives of the sludge
produced at the wastewater treatment plant
• Contract management and construction supervision for the implementation of the wastewater
treatment plant and collector lines (Works Contract),
The Works Contract (FIDIC Yellow Book) with 24 months of construction period and 12
months of DNP to be supervised in this project indicatively comprises the following components:
− Construction of 1st Stage of the Wastewater Treatment Plant;

o complete engineering designs for the wastewater treatment plant,
o construction of the complete approximately 15,500 m3/d average flow rate capacity
wastewater treatment plant including the supply and installation of electrical and
mechanical equipment and all auxiliary facilities for the operation of the plant,
o training, operation and maintenance
− Construction of the two New Pumping Stations namely YTM-7 and YTM-8 and the
Collectors:
o new collector line for west side to the YTM-7 (910 m of 300 mm and 29,3 m of 600
mm Corrugated HDPE pipe)
o construction of the pressure main from the YTM7 pumping station through the new
pumping station YTM8 (1.730 m of 500 mm PE100 PN10 pipe)
o new collector line for west side to the YTM-8 (199 m of 1000 mm Corrugated
HDPE pipe)
o construction of the pressure main from the YTM8 pumping station to the head of the
new main collector (420 m of 710 mm PE100 PN10 pipe)
o collector to the wastewater treatment plant site (3.896 m of 1000 mm diameter
Corrugated HDPE pipes)
o discharge line of the WWTP (186 m of 900 mm Corrugated HDPE pipes)
o overflow line of collector lines (436 m of Ø600 mm Corrugated HDPE pipe) and
135 m concrete box
o construction of two wastewater pumping stations each with odor removal system
o construction of river crossing pipe bridge
4.1.2. Geographical area to be covered

The area that will be considered for the provision of water services under this application form is
that area enclosed by the Çarşamba Municipality boundary.
Çarşamba District is located in the middle Black Sea Region and it is the fourth most crowded
district of Samsun. It is surrounded by districts of Terme in East, Tekkeköy in West, Ayvacık in
Southwest and Salıpazarı in Southeast. Çarşamba is located at 41º31' North and 35º35' East, at an
elevation from sea level by between 13 and 23 meters. River Yeşilırmak divides the Çarşamba
district into two banks.
4.1.3. Target groups

The final target group for this project is the inhabitants of Çarşamba Municipality which will
benefit from an improved quality of the Municipal services and the functioning WWTP.

4.2. Specific work
4.2.1. General
The Contractor will play a crucial role in all phases of the project implementation. The
Consultancy Services shall comprise the preparation and the execution of the capacity building
programmes based upon a training needs assessment for SASKİ, and the preparation and the
execution of the capacity building programme and a technical assistance to the PIU.
The Contractor shall demonstrate his understanding of the local conditions and propose practical
measures and activities to be carried out under the frameworks of the Consultancy Services.
There will be one Works Contract to be supervised by the Contractor. The content of is
“Construction of Wastewater Treatment Plant, construction of the two new pumping stations
namely YTM-7 and YTM-8 and the collectors (FIDIC Yellow Book)” under 4.1.1 of this ToR.
4.2.2. Component A - Technical Assistance and Capacity Building Programmes for SASKİ
and PIU
A Capacity Building Programme for strengthening of the operational capacities of both SASKİ and
PIU will be prepared. The PIU personnel will be selected from the permanent municipal personnel,
the PIU personnel selected will participate in technical trainings and part of managerial trainings of
the SASKİ training.
Any training equipment to be required under this component will be provided by the Contractor.
The Contractor should try to make as many trainings as possible for SASKİ staff. The number and
extent of the courses will have to be discussed and agreed with the municipal authorities in charge.
PIU will serve as the interlocutor in arrangement of the capacity building activities.
The Contractor is expected to provide technical assistance and a comprehensive training
programme on the issues including but not limited to:
• Institutional and Operational analysis and preparing the required documents focused on the
compliance of procedures and operations with existing legislation (EU and Turkish), policies
and mandates.
• Gap analysis with reference to the institutional capacity that is to be needed for the
sustainability of the SASKİ structure.
• Preparation of the Capacity Building Programme (approved by the Contracting Authority and
the End Recipient) which should at least include: general fields, technical fields, financial and
institutional fields.
The Capacity Building Programme shall at least cover the strengthening of SASKİ personnel for
three main issues:
Task A1: Technical assistance and capacity building in administrative and financial
(including billing/collection) issues
The Contractor will undertake the necessary activities, which will comprise but will not be limited
to:
• Supporting SASKİ in setting up an ring-fenced accounting system (based on IAS).
• TA to prepare and implement a “Financial and Operational Performance Improvement Plan"

(FOPIP). This includes rerunning of the cost-benefit analysis financial model with realized
figures during the implementation.

• Strengthening the management skills (public, financial, logistics etc.) of SASKİ personnel.
• Improving the (administrative, technical, financial, etc.) working procedures and processes.
• Implementing medium-term infrastructure improvement plans that can be financed.
• Defining job descriptions for each department of Çarşamba Branch of SASKİ and make all staff
aware of their responsibility.
• Prepare a benchmarking system as a basis for performance monitoring.
Task A2: Technical assistance and capacity building within technical operation and
maintenance
The Contractor will take all other appropriate measures to improve the capacity of SASKİ in water
and wastewater sector management in their operating areas and to develop their capacities to cope
with future development in this field using their own resources. The Contractor will undertake the
necessary activities, which will comprise but not be limited to:
• Preparation of manual/guidelines for operation and maintenance for water and wastewater
assets at Çarşamba Branch of SASKİ.
• Preparation of an asset management plan including all water and wastewater assets lists with
their definition of functionality, condition and valuation through an asset management
programme for Çarşamba Branch of SASKİ.
• Preparation of a Regulation on Discharge of Wastewater to Sewerage System, if necessary.
• Establishing a computer based monitoring system for operation and maintenance activities.
• Training the staff of Çarşamba Branch of SASKİ for management of operation and
maintenance activities.
Task A3: Technical assistance and capacity building within specific technical issues
Capacity activities performed by the Contractor will include, but will not be limited to:
Sub-task A3.1 Leak detection and Non-Revenue Water Reduction Programme

The Contractor will bring leak detection equipment with all necessary appurtenances to carry out
leak detection survey. Tasks to be undertaken by the Contractor will include, but will not be
limited to:
• Carrying out a Leak Detection Study of water supply pipes in two defined sections of
Çarşamba. These sections will be determined by the contractor during the implementation
of the contract in accordance with the recommendations of the End Recipient.
• Training of SASKİ and PIU staff on leak detection and repair.
• Leak detection findings report shall contain:
- population, area, number of structures, green space, places of worship, government
units, number of official institutions, number of commercial users according to
their sectors, quantity of network according to its diameters, the number of valve
units
- the real flow need of operation area,
- 30-day supply of the working area of the flow rate and operating pressure,

- Billed amount, and
- Locations and reasons of physical and administrative losses.
• Support the SASKİ to establish a special leak detection group which will also be
responsible for practical detection of real water losses.
• Preparation of updated Water Balance of the entire water supply system based upon
International Water Administration (IWA) definition.
• Preparation of a long-term NRW reduction programme with annual targets on the
reduction of each of the two main water balance components, and estimation of the
appertaining investment and/or (extra) operation costs to achieve the stipulated goals.
Sub-task A3.2 Developing guidelines and procedures:
The Contractor shall prepare the guidelines and procedures for Çarşamba branch of SASKİ for the
followings, but will not be limited to:
• Operation and maintenance of water and wastewater components,
• Asset Management Plan
• Billing and collection procedures and preparation of reports,
• Cost accounting for maintenance and repair activities,
Sub-Task A3.3 Preparation of Sludge Management Plan:

Contractor shall prepare sludge management plan including disposal strategy for the sludge
generated from WWTP in line with latest local and EU legislation, raising public awareness,
addressing the concerns of public and regulatory authorities.
Prepare a sludge management plan containing but not limited to the following items:
• Sludge treatment, storage and volume: It should be described how the sludge will be
treated and stored in the WWTP. The types and capacities of units involved should be
identified. The volume of sludge stored in the facility and its solids content should be
given.
• Potential disposal area inventory: The potential area for proper usage of the sludge should
be maintained from the local administration such as Provincial Agricultural Directorate,
civil agricultural associations etc. The inventory of the present and future area should be
prepared for disposal strategy of the sludge.
• Sludge disposal: The disposal of sludge generated from WWTP is planned as drying and
then incineration at a cement factory as auxiliary fuel by SASKİ. However, there should be
evaluated and defined other disposal alternatives at Çarşamba in order to provide a
sustainable solution with no transportation requirement for the sludge such as; agricultural
use, drying at WWTP etc. There should be a contingency plan to use when the primary
plan is not available. A transportation plan for defining the most straightforward and cost
effective way of transporting the sludge should also be included in the disposal strategy.
• Sludge quality and sampling: The required sludge quality should be identified in
accordance with the selected disposal strategy. The parameters to be analysed and the
frequency of testing and the appropriate methodology should be determined.
• Sludge marketing plan: The sludge marketing plan should include:
- raising public awareness of the beneficial use of sludge
- the use of sludge as a potential fertiliser on forested lands
- address the concerns of public and regulatory authorities in relation to food safety

- balancing nutrient requirements of crops in the region relative to current crop
nutrient supply
- evaluating physical constraints on the suitability of potential spreadlands for
receiving sludge (biosolids)
Sub-task A3.4 Organizing working study tours:
The Contractor shall arrange two different working study tours; indicatively 7 people from the End
Recipient (covering the whole PIU members and additional staff of SASKİ) will participate to each
study tour. One member of the Contractor will join each study tour. Contracting Authority will
seek no objection from EUD for the list of participants with e-mail and approve the list,
accordingly. If the number of participants to the study tours needs to be changed, the issue shall be
determined by the Steering Committee Meeting.
The duration of each study tour will be 5 working days. One study tour will be arranged to EU
member states and other one to Turkey for observing the best practices and their places will be
discussed/agreed with PIU and confirmed by the Contracting Authority.
The Contractor shall submit a Study Tour Plan at least 3 weeks before the study tour date for the
consent of the Contracting Authority. The Contractor shall provide translators/interpreters based
on the request of SASKİ.
After the study tour, the Contractor shall prepare an evaluation report including overall summary
of the tour, gained experiences, trainings, visited places etc. The report will be submitted within
two weeks after completion of the tour. The benefits acquired/lessons learnt shall be translated into
a "best practice manual" as an annex to this evaluation report for transfer of know-how to those
who did not take part.
Sub-task A3.5 Awareness Raising Programme for Visibility
The Contractor shall prepare and implement Communication Action Plan (CAP) for awareness
raising in Çarşamba within six months after commencement of the Contract. Contracting Authority
will seek no objection from EUD for the CAP via e-mail. This plan should include the following
activities, but will not be limited to:
• Development of a web site for Çarşamba Wastewater Project, which will contain
satisfactory actual information on all aspects and components, including technical
assistance and supervision, works, environmental impact aspects, public awareness etc.
• Visibility organization such as seminars/symposiums, etc to the public
• Introduction of the Project for the local authorities/university/press
• Events for special days (World Environmental Day, Water Day etc.)
• Preparation, production and distribution of Visibility materials (brochures, flags, pen,
boards, notebooks etc.) during organization/events etc.
4.2.3. Component B - Construction Supervision for Works Contract

In general, the Contractor will perform all the duties, and shall exercise the authority, of “the
Engineer”, as identified in the standard FIDIC conditions of contract, in supervising the
construction works. The authority granted to the Contractor shall be identical to that described in
the Works Contract between the Employer/Contracting Authority and the Works Contractor.
The supervision shall be organized to ensure an efficient administration of the activities, a timely
implementation of the works as well as efficient use of the financial resources. The Contractor
shall ensure the observance of the EU and Turkish legislation during the construction.
The Construction Supervision shall be performed for all components of the wastewater
investments. In the following reference to contractor, contract, project and works, etc. refers to all

components of the wastewater treatment plant investment as the case may be.
The Contractor shall work exclusively for the Contracting Authority. The Contracting Authority
shall also be the Employer, as that term is defined in the FIDIC contract for the performance of the
Works with the Works Contractor. On behalf of the Contracting Authority, and as directed by it,
the Contractor shall be required to coordinate with and inform the PIU, SASKİ, and the EUD in
particular regarding contractual issues, work progress and costs.
The Contractor will provide support to the Contracting Authority at all stages of project
implementation, including but not limited to the following duties and responsibilities:
Pre-construction Activities
B1 General Assistance to the Contracting Authority

• Hold a pre-construction meeting with the PIU, SASKİ and the Contracting Authority to;
- agree with the Contracting Authority for project accounting and cost control system,
- agree with the Contracting Authority for timing and commencement of the works,
- Assisting on right of access and site hand-over protocols between Employer and the
Works Contractor
- If applicable, verify and correct the Employer's Requirements before tender or contract
agreement with W o r ks Contractor to ensure they are correct and consistent with the FIDIC
General Conditions of Contract and any Particular Conditions of Contract.
B2 Preparation for the execution of the Contractor's obligation during

construction and post-construction
- The Contractor shall set up a supervisory organization including monitoring systems to ensure
a fast and efficient administration of the activities, a timely implementation of the works and
an efficient use of the financial resources.
- Prepare a Procedures Manual which will outline procedures for the site supervision as well as
the recording of work performed by the Works Contractor. The manual will include
preparation of Quality Control and Administration procedures and forms. Further, it will
include procedures for monitoring and updating of work Programme for the entire project
implementation as well as review of the Works Contractor’s design, if any, and construction
Programme.
- Ensure efficient communication and reporting mechanism with the Contracting Authority, the
EU Delegation and the PIU as directed by the Contracting Authority.
- Confirm the responsibilities and duties of the Contractor’s supervisory staff with the
Contracting Authority.
- Agree to means and format of communication and reporting.
- Prepare a supervision plan for the training in operation and maintenance period.
- The Contractor is responsible for the preparation and implementation of a program for
monitoring environmental impacts during and after construction (implementation and
operation of the project).
Construction Activities

C1 General Site management and programme monitoring
- Mobilize and set-up the Contractor office at the premises of the Works Contractor and the
PIU.
- The Contractor shall mobilize supervision staff and ensure a permanent presence of his key
personnel at the works site in accordance with Works Contractor’s work plan.
- Confirm the responsibilities and duties of the Contractor’s supervisory staff with the Works
Contractor.
- Hold project kick-off meeting with the stakeholders and the Works Contractor.
- Assist to the Contracting Authority and PIU to give right of access to site and possession of
all parts of the site to the Works Contractor.
- Hold regular weekly progress meetings and site inspection meetings with the Works
Contractor and other affected parties to discuss specific issues arising from construction
activities, involving where necessary representatives from relevant government authorities,
and prepare and submit minutes of all such meetings(monthly meetings, Steering Committee
Meetings etc.).
- Maintain a daily report to record at least the following details:
• Prevailing conditions: weather, soil moisture, standing water, unusual activities,

obstructions, etc.;
• Manpower on site (both Engineer and the Works Contractor personnel), scheduled
manpower, work days and days off,
• Plant and equipment on site in operational condition;
• Claims submitted, payments, variations, extra work authorized or undertaken, delays,
etc.;
• Tests and inspections performed;
• Site instructions given;
• Progress achieved, work completed and work approved with quantities;
• Non conformance letter for Works
• Rejected and/or remedied works;
• Difficulties encountered and corrective measures undertaken.
• Sample photos
- Daily reports should be signed and dated by the Engineer and the Works Contractor. The
reports shall be electronically delivered to the Contracting Authority via interim reports.
- Weekly progress report shall be supplied to the CA until the taking-over of the works
contract by the Contractor with e-mail and report template will be given to the Contractor by
CA,
- Maintain a project/contract document control and filing system, making the system accessible
to Employer staff to enable them to inspect and audit the document system.
- Monitor the Works Contractor's operations and verify that the Works Contractor complies
with the requirements of laws and regulations governing construction of works in Turkey and
recommend actions the Works Contractor should implement in order to redress any non-
compliance in respect of such issues as:
• Occupational health and safety including workers compensation;

• Temporary traffic management and signage.
• Construction of works on highways and roads;
- Study and verification of the Works Contractor’s proposals for health and safety plan, public
health and public safety awareness program: review, comment, consent, approve or reject as
appropriate under the terms of the FIDIC Works Contract with the Works Contractor.
- Ensure that the Works Contractor performs the Works in accordance with the approved
Health and Safety (H&S) Plan and any other H&S provisions included in the Works Contract
or existing in Turkish law:
• The Contractor shall ensure that training courses have successfully been completed for
all workers and other staff, including the Employer’s Personnel, in Health and Safety
procedures and that all applicable H&S practices are observed at the Site. Any
accidents that may occur shall be reported in a timely manner and in accordance with the
regulations in force in Turkey.
- Study and verification of the Works Contractor’s proposals for implementation of the traffıc
management plan: review, comment, consent, approve or reject as appropriate under the terms
of the FIDIC Works Contract with the Works Contractor.
- Study and verification of the Works Contractor’s Works programme, organization and method
statements, pursuant to Sub-Clause 8.3 [Programme] of the FIDIC Contract, for compliance
with its Contract obligations.
- Recommend, record and report on actions the Works Contractor should implement in order to
regain/maintain progress in cases where progress is less than required under the terms of the
Works Contract.
- If the Works are not progressing satisfactorily for any reason, the Contractor shall inform the
Contracting Authority on measures to overcome the situation to meet objectives and
Programme of the Works Contract.
C2 Financial monitoring, including; management of payments, Variations and Works

Contractor and Employer claims
- For Works to be paid on a re-measurement basis, carry out quantity surveys to verify the
progress of the works in accordance with the relevant provisions of the Works Contract.
- Check the Works Contractor’s monthly Statements, and verify that the amounts claimed are
actually due in accordance with the requirements of the Contract, and issue the Interim and
Final Certificates of Payment.
- Study and verification of the works cash-flow schedules with the Works Contractor and the
Contracting Authority.
- Monitor and comment on the compliance of the Works Contractor's various financial
guarantees including the Performance Security Advance Payment Guarantee and Retention
Money Guarantee, as may be applicable, with the requirements of the Works Contract.
- Exercise the authority of the Engineer, within the limits, as described in the FIDIC works
contracts with the Contractors.
- Issue Variation instructions as required, and monitor all the Variations in accordance with
Sub-Clause 13 [Variations and Adjustments] of the Works Contract.
- Review and clarify claims, within the parameters of the Engineer's duties and authority under

the Works Contract, notably Sub-Clauses 2.5 [Employer's Claims] 3.1 [Engineer's Duties and
Authorities], 3.5 [Determinations], and Sub-Clause 20. 1 [Contractor's Claims].
- Review, comment and approval on the compliance of the insurance policies provided by the
insuring Party with the requirements of the Works Contract. These comments are to be
provided to both the Employer and the Works Contractor.
- Assist the PIU/SASKİregarding review and control of the Works Contractor’s invoices and
supply agreements which will be endorsed by the PIU/SASKİfor tax exemptions.
- Monitor the Works Contractor's operations and verify that the Works Contractor complies
with the requirements of laws and regulations governing construction of works in Turkey and
recommend actions the Works Contractor should implement in order to redress any
noncompliance in respect of such issues as:
• Compensation for damages to property;
- Review and clarify claims submitted by the contractor, advise of any adjustments, corrections
and/or additions to the content or supporting documentation;
- Prepare claims, notice of claims and particulars of claims on behalf of the Employer or assist
the CA for these claims when requested.
- Assist the CA/PIU to resolve disputes as they arise and, should a dispute become intractable,
assist SASKİto compile all necessary reports, documents, and evidence needed for presenting
its claim to arbitration.
- Assist to the CA/ PIU in settlements of disputes amicably
C3 Technical and design including; review of the Works Contractor Documents,

material submissions, issuing further design as required
- When the Employer is responsible for the design under the Works Contract, and as a
consequence of carrying out the review of the Works Contractor’s detailed design and
construction drawings, without additional cost claim from the Contracting Authority, prepare
supplementary plans, necessary drawings and additional technical studies and investigations
that may be required in order to carry out and/or resolve actual conditions on the Site.
- Study and verification of the Works Contractor’s detailed design both for temporary and
permanent works, if any, based on the Employer's Requirements, or Technical Specifications
as applicable. Review, comment, consent, approve or reject as appropriate under the terms of
the FIDIC Works Contract with the Works Contractor.
- Study and verification of other Works Contractor's Documents such as shop drawings and
specifications, as and if indicated in the Specifications or Employer's Requirements. Review,
comment, consent, approve or reject as appropriate under the terms of the FIDIC Works
Contract with the Works Contractor.
- Study and verification of the design of the WWTP running of kinetic simulation model
wherever necessary until the approval of final design. Review, comment, consent, approve or
reject as appropriate under the terms of the FIDIC Works Contract with the Works Contractor.
- Obtain survey and setting out work done by the Works Contractor under the Contract and
make appropriate checks for compliance and completeness.
- Assist SASKİand the Works Contractor during installation of the equipment to ensure it
corresponds with the network system.

- Check the Certificate of Origin of the materials used for the Works and verify its eligibility,
- Keep construction “as-built” Site records:
• Maintain one set of "as-built" construction drawings for each Work Contract, as prepared
by the Works Contractor, that progressively records the Works as constructed and
approved, the drawings to be prepared using the current version of AutoCAD (or
approved equivalent software) and stored in hard copy format, using ISO A1 paper
size, as well as digitally, each drawing to be clearly identified with at least: Employer,
name of Contractor, construction contractor, contract name and number, drawing, title,
drawing number and version number, date of issue and date of approval for use;
• Verify that the Works Contractor progressively prepares work as executed with "asbuilt"
records/drawings for each part of the Works completed and approved;
• Verify that the Works Contractor clearly certifies work as executed with records as
follows:
• That the information on the drawings was compiled by a chartered
professional engineer or surveyor;
• That the information is a true and fair representation of the Works as
constructed;
• That the Works shown on the drawings conform to the design,
specifications, directions and approval of the construction supervisor.
• Deliver to the Contracting Authority and the PIU/Municipality one complete set
of wet signed as-built documentations
C4 Environmental oversight
- The Contractor shall check for compliance with the Environmental Impact
Assessment (EIA) and control all the mitigation measures and the monitoring plan
from the EIA study to prevent the environmental pollution due to the construction
works (e.g. oil, leakage, noise, air pollution).
- Study and verification of the Works Contractor's proposals for implementation of

the environmental management plan (EMP): review, comment, consent, approve or
reject as appropriate under the terms of the FIDIC Works Contract with the Works
Contractor.
- Verify that the requirements of the Environmental Management Plan (EMP) are met
in full:
• According to the Tender documents, the Works Contractor is required to carry

out the Works in accordance with careful environmental consideration.
Implementation of environmental mitigation measures, as per the EMP, will
also be supervised by the Contractor, so that the regulations specified by the
Contracting Authority will be followed in the course of the construction.
- Record any incidental or unforeseen environmental impacts and recommend
mitigation measures.
- Monitor the Works Contractor's operations and verify that the Works Contractor
complies with the requirements of laws and regulations governing construction of
works in Turkey and recommend actions the Works Contractor should implement in
order to redress any noncompliance in respect of such issues as:
• Environmental protection measures for construction activities;

• Protection of flora and fauna;

- Study and verification of the Works Contractor’s, proposals for implementation of
the restoration plan for all the work Sites: review, comment, consent, approve or
reject as appropriate under the terms of the FIDIC Works Contract with the
Works Contractor.
C5 Quality Assurance / Quality Control

- Maintenance of a presence on the site, as well as specific visits by specialists, in
order to observe and to report on the progress and the quality of construction and the
installation of equipment.
- Study and verification of the Works Contractor's quality assurance and quality
control plan: review, comment, consent, approve or reject as appropriate under the
terms of the FIDIC Works Contract with the Works Contractor. The Contractor shall
ensure that the quality assurance and quality control documentation is available for
use by all Contractor staff and for inspection and auditing by SASKİand the PIU.
- Study and verification of the Works Contractor’s proposals for proposals for
Material sources: review, comment, consent, approve or reject as appropriate under
the terms of the FIDIC Works Contract with the Works Contractor.
- Checking the Works, quality of executed Works, quality of built-in materials and
installed Plant checking quality certificates, approvals, statement of compliance,
certificates, guarantees etc.
- Ensure quality and quantity of Works:
• Review of laboratory test results;

• Review and approve the materials testing laboratory and equipment and ensure
that the testing equipment remains in good order and that the Works Contractor
properly calibrates the equipment on a regular basis in accordance with the
approved standards for testing materials;
• Verify that the Works Contractor uses the testing equipment in accordance with
the approved standards and international best practice;
• Witness all tests and inspections the Works Contractor carries out in-country on
Materials to be incorporated into the Works;
C6 Tests on Completion and Taking-Over

- Study and verify the commissioning plans, testing plans, and performance test plans
in accordance with the Particular Conditions and the General Conditions of the
Works Contract and the Technical Specifications, or Employer’s Requirements.
Review, comment, consent, approve or reject as appropriate under the terms of
FIDIC Works Contract (Yellow Book) with the Works Contractor,
- Oversee the Works Contractor's training programme, as may be required under the
Works Contract, and related procedures on the Site.
- Undertake the Engineer's role under the FIDIC Works Contract for all tests on
completion, commissioning, and taking-over as called for under the Works Contract.
- Carry out taking-over inspections with PIU/SASKİ,
- Prepare and issue the Taking-Over Certificate.

C7 Preparation for the execution of the Contractor’s obligation during post-
construction
- Prepare tender documentation for outsourcing the operation of the WWTP (if
applicable).
- Prepare, in association with the PIU, a recommended routine maintenance program

detailing for the different components of the Works:
• The maintenance methods to be used;

• The maintenance equipment required;
• The timing of maintenance activities;
• The recommended spare parts, fittings and expected usage rates;
- Prepare a schedule of defect and maintenance criteria to guide assignment of
liability for defects during the Defects Notification Period.
- Prepare a schedule of inspections needed to verify if any defects have developed in

the completed works during the Defects Notification Period.
C8 Reporting
- Prepare and submit Progress Reports which includes progress reporting, and photos,
physical and financial progress schedules, minutes of meetings related to the
duration of the report.
- Monitor and report on the progress of the works with respect to time, quantity, and
quality, including submission of monthly progress reports covering the work in
progress.
- Monitor construction costs and prepare monthly construction cost reports, including
at least:
• A statement of projected cash flows for the project;

• A statement of project expenses, and payments;
• A statement of outstanding payments due under the contract;
• A statement of adjustments to the Contract Sum due to variations etc.
Ad hoc Technical Report

The Contractor shall prepare ad hoc technical reports not only in accordance with the
conditions of the Works Contract but also related to Technical Assistance and
Supervision contract (such as financial, institutional, operational, etc.). Ad hoc technical
reports to be prepared for Works Contracts shall be prepared about factual aspects of the
claims of the Contractor, Variation or any other conditions of the Works, when required.
Ad-hoc Technical Reports shall not be subjected to approval of the CA in accordance
with Article 27 of General Conditions.

• Post-construction Activities
D1 Tests after Completion

- Oversee the trial operating period and/or performance tests, if required under the
Works Contract, and the acceptance of the Works via the Performance Certificate.
- Agree the schedule of performance tests together with the Works

Contractor for proving the parameters of the Works.
- For WWTP, one year operational cost from the taking-over will be monitored and
deviations from the Works Contract will be regularly recorded and reported to the
Contracting Authority
- Running or checking of kinetic simulation model of the WWTP.
D2 Defects Notification Period duties

- After completion of the Works, the Contractor shall inspect the Works on a
quarterly basis in order to ensure a proper monitoring of the Works performance and
the Works Contractor's practical training of staff in operation and maintenance of
the wastewater infrastructure during the Defects Notification Period (DNP).
- For WWTP, one year operational cost from the taking-over (during DNP) will be
monitored and deviations from the Works Contract will be regularly recorded and
reported to the Contracting Authority.
- During this period, the Contractor shall notify the Works Contractor, the
Contracting Authority, the EU Delegation and SASKİof such visits.
- Regular inspections (quarterly) during DNP Works Contractor's training,

operation and maintenance period up to the end of the Defects Notification
Period of the Works Contractor.
- Undertake inspections to monitor the state of the completed Works in order to

identify and assign liability for defects arising during the Defects Notification
Period.
- Advise the Contracting Authority of any defects identified during the Defects
Notification Period and recommend actions needed to correct them.
- Prepare a defects report at the end of each inspection and testing period detailing:
• The location, nature, extent, and criticality of defects identified;

• The recommended method and materials to correct defects identified;
• The estimated cost to correct defects identified;
• The liability for correcting the defects identified;
• The defects corrected during the period.
- Supervise the execution by the Works Contractor of any works the Works
Contractor undertakes to correct any defects for which they are liable.
- Undertake an inspection of Works at the end of the Defects Notification Period

allowing other stakeholders if any to attend such inspections.
- Finalize documentation of all work as executed with records, drawings, asset

register, and operations manuals taking account of remedial works undertaken to
correct defects arising during the Defects Notification Period.
- Prepare and issue the Performance Certificate when the Works Contractor has
fulfilled his obligations.
D3 Works Contract(s) financial close-out

- Prepare post taking-over (including performance certificate for WWTP)
documentation, checking the Works Contractor's Statements, that amounts claimed
are actually due in accordance with the requirements of the Contract.
- Ensure the Engineer's role in regard to processing the Works Contractor's draft final
Statement and Final Statement, and prepare the Final Payment Certificate. Check the
Works Contractor's draft final statement, and follow the procedures in compliance
with SubClauses 14.11 [Application for Final Payment Certificate] and 14.13 [Issue
of Final Payment Certificate] of the Works Contract.
- Indicate to the Contracting Authority when the Works Contractor's financial

guarantees are due to be returned, including the Performance Security and Retention
Money Guarantee, if any.
- Finalize documentation of all outstanding claims by the Works Contractor, in

accordance within the limits of the Engineer's role under the Works Contract.
D4 Reporting
Completion Report
On completion of the Works Contract, upon issue of the Statement of Completion (FIDIC sub-
clause 14.19), within 15 calendar days the Contractor shall submit a Completion Report to the
Contracting Authority, the EU Delegation, the PIU. The main report shall contain but not limited
to:
- Copies of the Taking-Over Certificate(s).
- Verified "as-built" drawings showing all revision to the design of the Works.
- A complete analysis of the completion cost of the Works.
- An overview of the actual progress of the Works detailing reasons for delays and/or
extensions of time.
- Commissioning report for the various mechanical and electrical components of the
Works (if any).
- Details of all permits required for the operation of the Works.
- An overview of Site safety procedures, any problems in this regard and

recommendations for improvement.
- An overview of the Works Contractor's working practices and resources.
- An assessment of the quality of Materials and workmanship any problems in this

regard and recommendations for improvement.
- Details of technical difficulties encountered and how these were overcome.

- Details of administrative difficulties encountered and how these were overcome.
- An appraisal of the strengths and weaknesses in the contract documents and in the
design of the Works (including but not limited to the Conditions of the Works
Contract, technical Specifications, price schedules, design details and drawings)
with recommendations on how improvements could be made for future contracts.
Quality Assurance (QA) Dossier

In addition to the Completion Report the Contractor shall submit a comprehensive QA Dossier
containing all original requests for inspection, approval, test forms and certificates relating to the
construction of the Works and to the materials and Plant Incorporated into the Works.
Documentation in the QA Dossier shall include but not necessarily be restricted to:
- All manufacturers' test certificates for Materials, if any.
- Performance test certificates and warranty agreements where applicable for

mechanical and electrical Plant.
- Requests for inspection (if any), approvals and test results for:
• Earthworks (grading, indicators, compaction etc.)

• Structural (aggregates, mix design, strength, formwork, reinforcement etc.)
• Architectural
• Mechanical
The QA Dossier shall be compiled during the course of the Works and it shall be available for
inspection by the Contracting Authority, the End Recipient, and EU at any reasonable time.
The QA Dossier shall not be subjected to approval of the CA in accordance with Article 27 of
General Conditions.
4.3. Project management
4.3.1. Responsible body

The responsible institutions for the implementation of this contract will be the General Directorate
of European Union and Foreign Relations within the Ministry of Environment and Urbanization
(MoEU) as the Contracting Authority and the Operating Structure and the Samsun Water and
Sewerage Administration (SASKİ) as the End Recipient for the project.
4.3.2. Management structure

During the implementation of the Contract, the following Committees will be established to
perform the following tasks:
Contracting Authority (General Directorate of European Union and Foreign Relations

within the MoEU)
The MoEU shall be responsible for the co-ordination of the project with other national institutions
whenever necessary, follow-up and initiating the dissemination of the model projects, the results
and experience nationwide to other related projects.
General Directorate of European Union and Foreign Relations within the MoEU is responsible for
managing and implementing the ESOP as the Operating Structure and for contracting matters and

financial management, including final approvals and payment of project activities under ESOP as
the Contracting Authority.
End Recipient (SASKİ)
The end user of the wastewater collection system and the wastewater treatment plant and other
infrastructure investments is SASKİ. SASKİ will be the owner of the WWTP and other
infrastructure once they have been constructed. It will be responsible for the provision of national
co-financing for the investment and for financing the operational costs of the entire WWTP
including new and renewed infrastructure.
To do so, SASKİ will establish a full cost recovery tariff mechanism, and a budgetary and
operational structure within the Municipality so as to provide sufficient guarantees for reliable
operation. Since SASKİis likely not to be able to do so, on its own, the capacity-building
component of the technical assistance is essential to the success of the project. In addition, the
institutional structure of SASKİwill be assessed under the technical assistance and new operational
structures will be established. Consequently, the core technical staff of SASKİ, that is to be trained
by the TA support, should commit to sustain the operation of the infrastructure created under the
project.
The fact that both the administrative and the technical staff received the necessary trainings on
account of the Samsun Eastern Advanced Biological Treatment Plant, which was taken into
operation in 2014, has assured the presence of qualified personnel those can run the Çarşamba
Wastewater Project in a sustainable manner.
The Municipality will establish a local PIU structure to ensure project sustainability. The
Municipality shall submit to the DoEUI in MoEU the progress reports on the implementation of
projects in accordance with the requested template and any other information about the
implementation of projects.
The General Directorate of Bank of Provinces (ILBANK)
ILBANK is an investment and development bank, and all municipalities are a shareholder of the
bank. The bank uses both its assets and national/international funds as source of finance. The bank
services on the request of municipalities and its relations with local administrations can be grouped
into investment (including services in map preparations, urban planning, drinking water supply,
sewerage network system, water and wastewater treatment plants, waste management system, sea
outfall, geothermal application, and building construction) and finance activities.
Project Implementation Unit (PIU)
The PIU will comprise the SASKİstaff and will carry out the tasks indicated in the Operational
Agreement (to be) signed between the OS and the End Recipient, comprising the following main
tasks:
• The PIU is responsible from monitoring daily implementation of the project on behalf of the
End Recipient; attend monthly progress and ad hoc meetings; shall approve timesheets of
experts,
• Any other tasks deemed necessary as assigned by the Contracting Authority.
Project Steering Committee (PSC)
The PSC consists of representatives appointed from key stakeholders which are the MoEU, the EU
Delegation (as observer), the PIU and the ILBANK if applicable. The PSC is proposed to meet

quarterly with the participation of the Contractor. If needed, other stakeholders like the DSİ can be
invited to the PSC meetings. The role of the PSC will be:
• To provide guidance when necessary during the implementation of the project,
• To monitor all activities of the project and to suggest corrective actions,
• To ensure efficient and timely cooperation between the involved parties.
Weekly/Monthly Progress Meetings
The progress of the project will be monitored during the weekly/monthly progress meetings at the
site with the participation of the Works Contractor, Engineer, and the PIU. The Contracting
Authority, EU Delegation and the ILBANK may also participate if they deem necessary.
4.3.3. Facilities to be provided by the Contracting Authority and/or other parties

The Contractor may request SASKİto assist in obtaining copies of laws, regulations and
information on local customs, orders or by-laws of the country in which the services are to be
performed, which may affect the Contractor in the performance of his obligations under the
Contract.
LOGISTICS AND TIMING

5.1. Location
The operational base for the Project will be in Çarşamba, Samsun.
5.2. Start date & period of implementation

The intended start date is February 2019 and the period of implementation of the contract will be
40 months from this date. Please see Article19.1 and 19.2 of the Special Conditions for the actual
start date and period of implementation.
The indicative timeline of the contract is as follows (Contractor is expected to propose its own
schedule):

Task Indicative Schedule of Implementation Completion
(End of the Month)
1 Project commencement (1 Month) 1
2 Inception Report (2 Months) 2
3 Training Need Assessment Report (TNA) (3 Months) 5
4 Modernisation of SASKİ (16 Months) 25
Technical Assistance and Capacity Building Programmes
5 for SASKİ and PIU (12 Months) 28
6 Design Review of WWTP and other designs (4 Months) 4

Supervision of wastewater treatment plant, two pumping
7 stations and collector lines (24 Months) 24
DNP of WWTP, wastewater system, two pumping stations

8 and collector lines (12 Months) 36
9 Draft Final Report (2 Months) 39

Final Report (1 Month) 40
10
The Contractor will carry out the services in line with a detailed time schedule to be submitted as
part of his proposal which could be changed during the negotiations in order to reflect the project
parties’ comments and/or requirements. The schedule will include all the components defined in
Article 4.2.
REQUIREMENTS
6.1. Staff
Note that civil servants and other staff of the public administration, of the partner country or of
international/regional organisations based in the country, shall only be approved to work as experts
if well justified. The justification should be submitted with the tender and shall include
information on the added value the expert will bring as well as proof that the expert is seconded or
on personal leave.
All experts shall spend at least 90% of the working days at the base of operations (i.e. Çarşamba).
The Contractor is required to obtain approval of the CA for the working days to be spent outside
the normal place of posting. The Contractor will obtain pre-approvals for timesheet and experts
from the PIU, the approval of the timesheets, working permissions of all experts at the weekends
are the responsibilities of the CA.
6.1.1. Key experts

Key experts have a crucial role in implementing the Contract.
These terms of reference contain the required key experts' profiles. The tenderer shall submit CVs
and Statements of Exclusivity and Availability for the following key experts:
Key expert 1: Engineer (minimum 335 working days - except lump-sum activities)
The Engineer shall be in charge of the total management of the Project, including, but not limited
to, coordination of experts so as to ensure that the input of experts are available at the time when
they are required, allocation of tasks within the team, liaison with the counterparts, financial
management and reporting, and other tasks as required.

The Engineer will be primarily responsible for all supervision activities in relation to the Works
Contract. The expert is expected to work full time and during the whole life span of the
construction.
The expert must have the below qualification:
Qualifications and skills
• University degree in civil, environmental, chemical or mechanical engineering or
equivalent.
• Very good command of both written and spoken English,
• Good computer skills with MS Office Applications,
General professional experience
• Minimum 10 years of experience in water/wastewater sector is required.
Specific professional experience
• Minimum 5 years of experience in construction of wastewater treatment plants and/or
construction of water and/or wastewater infrastructure projects,
• Minimum 4 years of experience in the Supervision Team (supervision of construction
works on behalf of Employer which are implemented under FIDIC Contract) as Team
Leader /Project Manager / Deputy Team Leader/ Resident Engineer
• Experience in operation of wastewater treatment plants and/or wastewater systems will be
an asset.
• Experienced in implementation of PRAG Procedures will be an asset,
• Experience in construction supervision of infrastructure projects governed by FIDIC
conditions will be an asset,
• Local experience in Turkey will be an asset.
Key expert 2: Design Engineer (minimum 335 working days - except lump-sum activities)
The Design Engineer will be responsible in design-review and successful operation of WWTP.
The expert must have the below qualifications:
Qualifications and skills
• University degree (either BSc./MSc./PhD) in environmental, sanitary or chemical
engineering.
• Good command of English both written and spoken;
• Computer skills in Office applications.
General professional experience
• Minimum 10 years professional working experience in water/wastewater sector is required
Specific professional experience,
• Minimum 8 years of experience in process design and calculations of WWTPs,
• Minimum 1 year of experience in design/operation/construction of sludge treatment units,
experience in sludge digesters will be an asset,
• Operational experience of wastewater treatment plant will be an asset
• Experience in kinetic modelling of treatment plants will be an asset.

All key experts must be independent and free from conflicts of interest in the responsibilities they
take on.
6.1.2. Non key experts

CVs for non-key experts should not be submitted in the tender but the tenderer will have to
demonstrate in their offer that they have access to experts with the required profiles.
The Contractor must select and hire other experts as required according to the profiles identified in
the Organisation & Methodology and/or these Terms of Reference. They must clearly indicate
their profile so that the applicable daily fee rate in the budget breakdown is clear. All experts must
be independent and free from conflicts of interest in the responsibilities they take on. The
Contractor shall not employ or hire any staff of the Works Contractor and his sub-contractors,
Employer and End-recipient throughout execution period of the service contract.
The selection procedures used by the Contractor to select these other experts must be transparent,
and must be based on pre-defined criteria, including professional qualifications, language skills
and work experience. The findings of the selection panel must be recorded. The selected experts
must be subject to approval by the Contracting Authority before the start of their implementation
of tasks.
Senior Non Key Experts (indicatively 700 working days - except lump-sum activities): with
minimum 10 years of general professional experience (and minimum 3 years specific professional
experience in construction of infrastructure projects in water or wastewater sector for supervision
personnel to be employed), good knowledge of English. These experts will be identified during the
project implementation. Such experts shall be civil engineers, environmental engineers,
mechanical engineers, electrical engineers, survey engineers, quality control/assurance engineers
etc. However, the Contractor shall have to provide as a minimum one communication or visibility
expert, one institutional/ financial expert in addition to other experts of different disciplines
necessary to carry out the lump sum activities.
Communication or Visibility expert as a senior expert shall meet the following criteria:
• University degree in social sciences, preferably in communication, journalism or public
relations or equivalent,
• Excellent command of spoken and written English,
• Computer skills in Microsoft Office applications,
• Minimum 5 years of experience in design and/or implementation of information and
publicity activities and/or media/public relations.
• Experience as a communication expert in at least one EU financed projects will be an
asset,
Institutional / Financial Expert shall meet the following criteria:
• University degree in economics or equivalent.
• Good command of both written and spoken English.
• Computer skills in MS Office Applications.
• Experience in a minimum 1 project including institutional capacity building of water
utility departments/institutions/companies.
• Experience in financial and economic analysis of environmental infrastructure projects
will be an asset.
• Experience in tariff setting calculations, for water utilities/municipalities is an asset

• Experience in EU financed projects will be an asset.
• Experience in Turkish institutional/financial legislation will be an asset.
Junior Non Key Experts (indicatively 509 working days - except lump-sum activities): With
minimum 3 years of professional experience and minimum 1 year specific professional experience
in construction of infrastructure projects preferably in water or wastewater sector. These experts
will be identified during the project implementation. Such as design, civil, survey, mechanical and
electrical engineers and inspectors, etc.
6.1.3. Support staff & backstopping

The Contractor will provide support facilities to their team of experts (back-stopping) during the
implementation of the contract.
Backstopping and support staff costs must be included in the fee rates.
6.2. Office accommodation

Office accommodation of a reasonable standard and of approximately 10 square metres for each
expert working on the contract is to be provided by the following party in accordance with the
implementation stages:
A. Pre-construction activities: Until the site office is established by the Works Contractor,
the Contractor shall organize his office and the office work at Çarşamba Branch of
SASKİ.
B. Construction activities: The Contractor’s staff will be located in the site offices
established by the Works Contractor. Site offices will be provided by the Works
Contractor.
C. Post Construction activities: The Contractor shall organize his office and his office work
within Çarşamba Branch of SASKİ.
D. Training activities: The Contractor shall organize his office and his office work within
Çarşamba Branch of SASKİ.
Internal training of the selected SASKİ staff shall be planned to take place in the facilities of
SASKİ which shall be provided free of charge by SASKİ.
For the planned training programmes for the SASKİ staff, SASKİ will provide, free of charge, a
permanent office facility for the trainer and his experts and sufficient meeting rooms for the actual
training programmes to be conducted.
6.3. Facilities to be provided by the Contractor

The Contractor must ensure that experts are adequately supported and equipped. In particular it
must 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 their work under the contract and to ensure that its employees are paid regularly and in a
timely fashion.
The Contractor shall provide / cover the costs of technical experts, office running expenses and
consumables, an adequate management of organizational and logistical support to all the experts
with strong backstopping, necessary support equipment for the experts to enable them to fulfil their
duties efficiently, adequate secretarial and interpreting services for all activities covered by this
ToR. The Contractor shall provide necessary work permits for his staff.
Equipment necessary to perform the services consisting of computers, software, printers,
telephones, fax, copy machines, etc. shall be provided by the Contractor. The Contractor shall bear

the running costs of all his equipment and materials. These costs shall be included in the fee rates
of the experts.
It is the Contractor’s responsibility to ensure proper communication (English/Turkish) with
interlocutors and language barriers should be addressed by the contractor during implementation.
Expenditures such as translation, interpretation, and printing of all reports and materials,
refreshment, etc. required for trainings, workshops, and meetings etc. will also be provided by the
Contractor included to fees.
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 that is to be acquired by the partner
country must be purchased by means of a separate supply tender procedure.
6.5. Incidental expenditure

The provision for incidental expenditure covers ancillary and exceptional eligible expenditure
incurred under this contract. It cannot be used for costs that should be covered by the Contractor as
part of its fee rates, as defined above. Its use is governed by the provisions in the General
Conditions and the notes in Annex V to the Contract. It covers:
• Travel costs and subsistence allowances of Contractor and SASKİ/PIU staff for missions
(meetings, factory tests etc.) needed for the Project, outside the normal place of posting
(Çarşamba), undertaken as part of this contract. If applicable, indicate whether the provision
includes costs for environmental measures, for example CO2 offsetting.
• Costs of the study tours; full-board accommodation, costs of travel (plane, bus, train), and other
expenditures such as intercity travel etc. of all the participants. However; costs of translation,
interpretation, printing of training materials regarding study tour shall be deemed under fees
and visa and passport costs of End Recipient representatives shall not be deemed under
incidental expenditure.
Regarding the per-diem for participants, please note that no lump sum payments such as per-
diem to civil servants are possible. Only actual cost defined under the above mentioned part of
the ToR could be reimbursed upon receipt of supporting documents, such as invoice, receipts,
etc. in case that the arrangements of the study tour are made by each participant, individually
irrespective who is making the respective arrangements, the Contractor must be drawn the
attention on the fact these cost calculated per participant must not exceed the per-diem ceiling
rate set on EuropeAid website.
• Visibility materials and events etc. (symposiums, seminars, ground breaking / opening
ceremony for the works components etc.)
• Sampling and testing concerning the wastewater, sludge and receiving body.
The Provision for incidental expenditure for this Contract is 102.000 EUR. This amount must be
included unchanged in the Budget breakdown.
Daily subsistence costs may be reimbursed for missions foreseen in these terms of reference or
approved by the Contracting Authority, and carried out by the contractor’s authorized experts,
entailing overnight stays outside the expert’s normal place of posting.
The per diem is a flat-rate maximum sum covering daily subsistence costs. These include
accommodation, meals, tips and local travel, including travel to and from the airport. Taxi fares are

therefore covered by the per diem. Per diem are payable on the basis of the number of hours spent
on the mission by the contractor's authorised experts for missions carried out outside the expert's
normal place of posting. The per diem is payable if the duration of the mission is 12 hours or more.
The per diem may be paid in half or in full, with 12 hours = 50% of the per diem rate and 24 hours
= 100% of the per diem rate.
Any subsistence allowances to be paid for missions undertaken as part of this contract must not
exceed the per diem rates published on the website -
http://ec.europa.eu/europeaid/funding/about-calls-tender/procedures-and-practical-guide-
prag/diems_en --- at the start of each such mission.
The Contracting Authority reserves the right to reject payment of per diem for time spent travelling
if the most direct route and the most economical fare criteria have not been applied.
Prior approval by the Contracting Authority for the use of the incidental expenditure is not needed.
6.6. Lump sums
The lump sum activities of the Contract are the following:

Component A: Technical Assistance and Capacity Building Programme for the SASKİ and PIU
(including A1, A2, A3, excluding the sub-task A.3.4– Study Tour; cost of Study Tour will be
covered under the Incidental Expenditure and fees)
The activities under A.3.5-Awareness Raising Programme for Visibility will be paid as lump sum.
However, cost of organisation of events such as venue, catering, transport, media advertisements
etc and visibility materials will be paid under Incidental Expenditure.
The Contractor shall prepare and submit “Organizational Development Report”, “Institutional and
Operational Analysis”, “Gap Analysis”, “Capacity Building Programme for SASKİ and PIU” and
“Training Need Assessment Report”, "Asset Management Plan", "Non-Revenue Water Reduction
Programme including result of the studies for leak detection", “Sludge Management Plan”,
Guidelines and procedures for SASKİ, “Communication Action Plan”, the all required job
descriptions and guidelines in Turkish and English in the course of its activities elaborated in
Section 4.2. The submission of the documents shall be done in accordance with the requirements
stipulated under Article 7.2.
The trainings also shall be considered under lump-sum activities.
These activities will be paid on lump-sum basis upon the successful completion and approval of
the activities and/or products in accordance with the ToR.
The Contractor shall submit a breakdown of the prices for all lump-sum activities together with
Annex-V Budget Breakdown. The Contracting Authority may take into account this breakdown in
the process of partial payment upon successfully completion of an activity and/or approval of a
report herein.
6.7. Expenditure verification

The provision for expenditure verification covers the fees of the auditor charged with verifying the
expenditure of this contract in order to proceed with the payment of any pre-financing instalments
and/or interim payments.
The provision for expenditure verification for this contract is EUR 25,000. This amount must be
included unchanged in the Budget breakdown.
This provision cannot be decreased but can be increased during execution of the contract.

REPORTS
7.1. Reporting requirements
Please see Article 26 of the General Conditions. Interim reports must be prepared every six months
during the period of implementation of the tasks. They must be provided along with the
corresponding invoice, the financial report and an expenditure verification report defined in Article
28 of the General Conditions. There must be a final report, a final invoice and the financial report
accompanied by an expenditure verification report at the end of the period of implementation of
the tasks. The draft final report must be submitted at least one month before the end of the period
of implementation of the tasks. Note that these interim and final reports are additional to any
required in Section 4.2 of these Terms of Reference.
Each report must consist of a narrative section and a financial section. The financial section must
contain details of the time inputs of the experts, incidental expenditure and expenditure
verification.
To summarise, in addition to any documents, reports and output specified under the duties and
responsibilities of each key expert above, the Contractor shall provide the following reports and
documents, but not limited to:
Deadline for
Document English Turkish submission
(End of Month)
Inception Report + - Month 2
Organizational Development Report + + Month 5
Institutional and Operational Analysis + + Month 5
Gap Analysis + + Month 5
Capacity Building Programme for SASKİ + + Month 5
Capacity Building Programme for PIU + + Month 5
Training Need Assessment Report + + Month 5
Communication Action Plan + + Month 6

Non-Revenue Water Reduction Programme
To be defined in
including result of the studies for leak + +
inception report
detection
Executive To be defined in
Asset Management Plan +
Summary inception report
To be defined in
Sludge Management Plan + +
inception report
Within two weeks
Study Tour Evaluation Report + +
following the activity
Contractor's Supervision QA Manual* + - End of the first month

following the

Deadline for
Document English Turkish submission
(End of Month)
commencement of
construction
7th day of the month
Executive
Monthly Progress Report* + following the end of
Summary
reporting period
Within 15 calendar days
upon issue of the
Completion Report + -
Statement of
Completion
Together with the
Quality Assurance Dossier* + -
Completion report
Within one month
Executive
Interim Report + following the end of
Summary
reporting period
Executive
Draft Final Report + Month 39
Summary
Executive
Final Report + Month 40
Summary
Within 5 calendar days
Ad-hoc Technical Reports* + - when requested by the
CA
Cash flow forecast / Monthly interim 7th day of the next
+ -
payment certificates of Works Contract* month
* These Reports shall not be subjected to approval of the CA in accordance with Article 27 of General Conditions.
The translation, printing and delivery cost of the above listed reports and documents shall be
deemed under fees.
Inception Reports
The inception report is a planning tool, detailing what is to be done and when. It allows all
stakeholders to be clear on what the project is intended to achieve, how the outcome is to be
achieved and what their responsibilities are in that achievement, so that them can be genuine
commitment to the project. The inception report further defines and details the contractor’s
proposed methodology and approach, the contractor's proposal having been based on partial
knowledge subsequently enhanced during the inception period. The work plan and resources of the
Contractor including staffing schedule shall be updated based on in situ observation and
experience, and submitted to the Contracting Authority within the inception report. The
Contracting Authority’s shall take into account these figures in the course of implementation and
evaluation of the Contractor’s performance throughout the execution period.
As a minimum, the inception report must provide a common understanding of:

• What activities will be implemented and what outputs they will deliver - detailed work plan
including objectively verifiable indicators of achievement
• How and when these will be delivered and at what cost - detailed organisation and methodology
(including project management structure, job descriptions and allocation of human and financial
resources to each activity) as well as decision making systems
• Any constraints which apply (or may apply) to the results to be delivered and the means to
address such constraints
• How the quality required will be achieved and how the project is going to be controlled, when
and by whom - quality plan
• What risks are faced - risk analysis and management, including exception processes and
contingency plans
• Who needs project progress information, how and when - communication plan and reporting
Monthly Progress Report
The Contractor shall submit concise reports on a monthly basis to the Contracting
Authority, the EUD and the PIU in a format to be agreed. The reports should also
contain information on other activities of the Contractor other than the supervision,
including but not limited to the capacity building activities.
The key issues to be addressed in the monthly report shall be the progress of the activities
as detailed under Article 4 of this Terms of Reference (i.e. technical assistance, capacity
building and supervision activities). Supervision activities shall cover the measures such
as risks, safety, quality, progress, work programme, resources, contract management and
cost control, and environmental management, in minimum.
The report shall include a summary of the progress of the services defined under Article
4 with particular reference to major activities and also those on the critical path for
completion of the Works. The report shall detail delays and difficulties encountered and
proposed measures to alleviate them and provide future projections for implementation of
the activities.
In a suitable appendix the monthly progress report shall contain the minutes of the all
meetings.
Monthly Progress Reports shall not be subjected to approval of the CA in accordance
with Article 27 of General Conditions.
The Contractor shall also forward one copy of Works Contractors monthly progress
reports prepared in line with sub-clause 4.21 of FIDIC Conditions to the PIU, the CA and
the EUD.
Interim Reports
Interim Reports shall consist of two parts: technical (narrative) section and financial section
Technical section of Interim Reports shall include general information about the implementation of
the contract, activities and results in ToR components during the reporting period and planned
activities for the next period, timetable of activities, resource plan etc. In a suitable appendix the

interim report shall contain the minutes of the all meetings and the copies of the interim payment
certificates for the given period.
After obtaining written approval of the CA to the technical section, then the Contractor shall
submit the financial section of the interim report. The payment shall be done after review of the
financial section.
The template of financial section shall be provided by CA. The financial part of interim report
shall contain the following points but not limited to:
- The financial section shall be separated as monthly basis for reporting period and
the copies of all approvals shall be given after the timesheets of experts.
Therefore, the order for an expert for each month will be timesheet, NKE
Approval Form, approval for weekends and/or public holidays and HWR for
home-based studies.
- Incidental expenditure shall be given as a separate section in the financial
section. This section shall include the list of the incidental expenditures, the
amount of the expenditure, explanations and copy of the invoices of the
expenditures and proof documentations (boarding pass, brochure, participant list,
minutes and photographs for meetings and factory tests etc.)
- Taxes including value added taxes (VAT) is not eligible under the IPA
Regulation. For this reason, the amount of taxes should be excluded from the
claimed invoice for interim report.
- The invoices for incidental expenditure can be Turkish or English. Should the
language of the invoice differ than these; the Contractor shall submit the invoices
with English translation.
List, amount, explanations and invoice copies of the expenditures shall be provided
within the Interim Report of the relevant period.
Final Reports
The Final report is an evaluation tool, detailing the implemented activities with time and cost
based, delivered outputs, and performance of the execution period. It allows all stakeholders to be
clear on the implemented project to be operated. The report further defines the constraints faced
during the implementation, the lessons learned, what the further requirements to be achieved for
the sustainability of the project.
As a minimum, the final report must provide a common understanding of:
• Which activities are implemented and what outputs they are delivered
• Which activities are implemented with time based, how many man days are spend for
which activities in detail
• Which activities are implemented with cost based, for which activities in detail
• Evaluation of the performance of the execution of the project
• Faced difficulties and lessons learned
• what the further requirements to be achieved for the sustainability of the project
CD/DVDs annexed to the draft final report and final payment shall include all documents (final
version) as soft copy (pdf) submitted within the scope of the Project (TA, Works) mentioned
below:
- Reports (Final version).

- Training materials (list of trainings, presentations, attendance sheet, photographs etc.).
- Correspondences between Contracting Authority, Engineer and Works Contractor
(addendums, ad-hoc reports, claims, determinations and variation orders should be put in
separate folders with separate indexes) etc.
- Minutes of meetings.
- Other supporting/proof documents showing that activities are carried out.
7.2. Submission & approval of reports

3 copies of the reports referred to above must be submitted to the Project Manager identified in the
contract. The reports must be written in Turkish and English as specified under 7.1. The Project
Manager is responsible for approving the reports.
The reports mentioned under the Article 4.2 and 7 shall be prepared as requested in the table given
above and delivered both in hard and soft copies to the below persons:
• 1 copy to the PIU (soft copy for review, comment; only final version of reports as hard
copy)
• 1 copy to the Contracting Authority (soft copy for review, comment and approval; only
final version of reports as hard copy)
• 1 copy to the EU Delegation to Turkey (soft copy for review and commenting; only final
version of reports as hard copy)
In view of environmental considerations; the reports should be printed as double-sided.
The approval by the Contracting Authority of reports and documents shall not relieve the
Contractor from his duty, obligation or responsibility under the contract.
The Contracting Authority shall, within 45 days of receipt by the Contracting Authority’s registry
office, notify the Contractor of its decision concerning the documents or reports received by it,
giving reasons should it reject the reports or documents, or request amendments. If the Contracting
Authority does not give any comments on the documents or reports within the time limit, the
Contractor may request written acceptance of them. The documents or reports shall be deemed to
have been approved by the Contracting Authority if it does not expressly inform the Contractor of
any comments within 45 days of the receipt of this written request.
Where a report or document is approved by the Contracting Authority subject to amendments to be
made by the Contractor, the Contracting Authority shall, prescribe a period for making the
amendments requested.
MONITORING AND EVALUATION

8.1. Definition of indicators
Indicators include, but are not limited to:
• The WWTP, collectors and pumping stations are operational before the DNP (Defects
Notification Period) according to the standards specified in Works Contract.
• SASKİ and PIU is modernized/trained in operational, financial and institutional aspects and
functioning in accordance with the proposed programme.
• The SASKİ is capable of implementing planned projects.
• Administration and financial staff able to use new accounting system.

• Organizational Development Report prepared.
• Training Needs Assessment including GAP analysis prepared.

• Capacity Building Programme for SASKİ and PIU prepared.
• Internal Training Materials prepared.
• Tariff structure, billing and collection procedures and operation and asset management
procedures is developed and in place.
• Long-term NRW Reduction Programme prepared.
• Leak detection group within the SASKİ established trained and functioning.
• Construction supervision performed.
8.2. Special requirements

N/A
PUBLICITY AND VISIBILITY

The Contractor shall take all necessary measures to publicize the fact that the European Union has
financed the Program.
In addition, the Contractor shall take the necessary measures to ensure the visibility of the
European Union financing or co financing. These measures must comply with the rules laid down
and published by the Commission on the visibility of external operations:
https://ec.europa.eu/europeaid/work/visibility/_en
All projects /contract implemented under this programme shall comply with the Visibility
Guidelines for European Union Projects in Turkey published by the EU Delegation to Turkey,
at http://www.avrupa.info.tr/sites/default/files/uploads/communication-visibility-requirements-
2018_tr.pdf
All communication and visibility activities should be carried out in close co-operation with the
General Directorate of European Union and Foreign Relations. Before initiating any information,
communication or visibility material and activity, the Contractor should seek the approval of the
DoEUI in writing.
The EU-Turkey cooperation logo should be accompanied by the following text:

“This project is co-financed by the European Union and the Republic of Turkey.”
Whether used in the form of the EU-Turkey cooperation logo for information materials or
separately at events, the EU and Turkish flag have to enjoy at least double prominence each, both
in terms of size and placement in relation to other displayed logos and should appear on all
materials and at all events as per the Communication and Visibility Manual for European Union
External Actions. At visibility events, the Turkish and the EU flag have to be displayed
prominently and separately from any logos.
Logos of the end-recipient and the General Directorate of European Union and Foreign Relations
should be clearly separated from the EU-Turkey partnership logo and be maximum half the size of
each flag. The logos will not be accompanied by any text. The General Directorate of European
Union and Foreign Relations and end-recipient logo will be on the lower left-hand corner and
lower right-hand corner respectively. The consultant logo with the same size will be in the middle
of the General Directorate of European Union and Foreign Relations and end-recipient logo. If the
consultant is a consortium, only the logo of the consortium leader will be displayed.

Any publication by the Contractor, in whatever form and by whatever medium, including the
Internet, shall carry the following or a similar warning: “This document has been produced with
the financial assistance of the European Union”. In addition, the back cover of any such
publications by the Contractor should also contain the following disclaimer: “The contents of this
publication is the sole responsibility of name of the author/Contractor/implementing partner – and
can in no way be taken to reflect the views of the European Union”.
A publicity and visibility plan must be developed by the Contractor during the Inception phase and
be incorporated into the Inception report and annual work plans, and its implementation shall be
reported upon in a specific section in the Interim and Final Progress Report.
The copyright of all the outputs produced within the context of this contract will be the property of
the EC and the End Recipient. The Contractor shall not use any of the outputs produced via this
contract for commercial, private and/or any other purpose. * * *
APPENDIX
Brief Description of the Existing Water Supply and Wastewater Collection and
Treatment System in Çarşamba Municipality
Water Supply Infrastructure

The water supply services provided to the people of Çarşamba District is summarized in the table
below.
Table 1 Overall characteristics of the water supply system, 2015
Description 2015 Values
Total Population (Capita) 75,320 *

Service Connection Rate 100%
Connected Population (Capita) 75,320
System Input Volume, m³ 4,442,759
Billed Total Consumption, m³ 2,879,520
Billed Residential Consumption, m³ 2,387,495
Billed Commercial Consumption, m³ 308,390
Billed Public Consumption, m³ 174,203
Billed Industrial Consumption, m³ 9,432
Non-revenue water, m³ 1,562,832
Non-revenue water, % 35.2%
Net Domestic Consumption, liter/capita/day 105
Net Residential Consumption, liter/capita/day 87
Water source and water supply facilities

The first water supply network in Çarşamba was built by ILBANK in 1957. However, because of
the inadequacy of the old system to supply enough water for the increasing population, for the
purpose of the solution of the problems in the system, a new project was prepared by ILBANK in
1984.
The current water supply system in Çarşamba was built by ILBANK as well. Building survey
drawings of drinking water was approved in 2 April 1997, and the built of the current network was
completed in 2001.
Until 2009, the drinking water requirement of the project site in Çarşamba District used to be
supplied from 9 groundwater wells located in Kurtahmetli area in Yeşilırmak Basin. The raw water
obtained from 8 wells (1, 2, 4 ,5, 6, 7 8 and 9 numbered) by using pumps used to be sent to a 500
m3 storage tank and then sent to 6.000 m3 storage tank located in Sefalı, which is still in operation.
The water obtained from the well-3 used to be sent to 1.200 m3 old water storage tank just next to
the 6.000 m3 tank. During the transmission of the water from the wells through the storage tanks;
because of the high operational costs of the pumping systems, Çarşamba Municipality, responsible
for the supply of drinking water then, started to work to supply the drinking water for the District
from Çakmak Dam.
The information about the water wells are provided via the below Table .
Table 2 Water Well Datum
Construction
Well No Depth, m Capacity of Well, L/sn
Year
1 1993 33 60
2 2001 46 50
3 1987 52 2015: Not active
2008: 60
4 2001 48 50
5 1998 - 60
6 2001 48 35
7 2001 30 25
Total 280
Source: SASKI Çarşamba Branch Office Field Studies
The water supply pipeline that comes from the dam to the Sefalı DWTP is closed and instead the
raw water drawn from the water wells is used in such cases; the quality of the water drawn from
the dam is unsuitable for treatment at Sefalı DWTP (due to high turbidity) or the level of available
water in the dam is decreased. Currently, only 6 wells are active out of the wells numbered as 1, 2,
3, 4, 5, 6, 7, 8 and 9. 8 and 9 numbered wells are not used due to the technical problems, 3
numbered well cannot be used due to the lack of the connection to the current 500 m3 storage tank.
Çakmak Dam is located in the south-west of Çarşamba, at the border of Gökçeçakmak Region.
Dam is 12 km away from Çarşamba. Çakmak Dam feeds raw water to the drinking water treatment
plant located within the city of Samsun from 13.346 meter distance, the capacity of the plant is 200
thousand m³/day and the average use is 150 thousand tons/day.
Currently, water that has a flowrate of 150 L/s is supplied to the Çarşamba District from the
Çakmak Dam. Water main which will transfer the raw water from the dam and Sefalı Drinking
Water Treatment Plant of which has been designed for 150 L/s flowrate, have been started to
operate in 2009.
Figure 1 displays the drinking water supply of the district schematically.

Figure 1 The Schematic View of Drinking Water Supply for Çarşamba District
Water is provided to all of these neighborhoods that are listed below from the Sefalı Drinking
Water Treatment Plant (Sefalı DWTP):
1) Ali Fuat Başgil Neighborhood (Center),

2) Cumhuriyet Neighborhood (Surrounding),
3) Çay Neighborhood (Center),
4) Gazi Neighborhood (Center,
5) Hasbahçe Neighborhood (Center),
6) Kirazbucağı Neighborhood (Surrounding),
7) Kirazlıkçay Neighborhood (Center),
8) Orta Neighborhood (Center),
9) Sarıcalı Neighborhood (Center),
10) Sungurlu Neighborhood (Center),
11) Umut Neighborhood (Center),
12) Üçköprü Neighborhood (Center),
13) Yeşilırmak Neighborhood (Center).
In accordance with the information obtained from SASKI, water is provided to 18 neighborhoods
within Çarşamba from the Sefalı DWTP. 5 surrounding neighborhoods, which are fed from the
Sefalı DWTP, however not included in the above list since currently they are not connected to the
sewerage system, can be listed as follows:
14) Bafracalı Neighborhood (Surrounding),

15) Beylerce Neighborhood (Surrounding),

16) Canlı Neighborhood (Surrounding),
17) Helvacalı Neighborhood (Surrounding),
18) Sefalı Neighborhood (Surrounding).
Transmission Network
After the 6.000 m3 treated water storage, the treated water is sent to the distribution network with
Φ600 water pipeline with 4.8 km length. After this point, there is a supply for two main
distribution line which one goes to the east part of Çarşamba, and other one goes to the west part
of Çarşamba1.
Distribution Network
The network line from 6.000 m3 treated water storage is composed of different pipelines with
different materials and diameters. Drinking water is obtained with Φ500 steel pipeline from the
tank. The lenght of water distribution network whose diameters changes within 110 mm and 600
mm according to the drawings approved by ILBANK is approximately 135 kilometers. In 2008, the
datum on the lengths, the materials and the ages of the networks for the central neighborhoods are
provided in Table . There is a total of 8 km water distribution line for Cumhuriyet and Kirazbucağı
neighborhoods by the end of year 2008. The total length of the water distribution line within the
project region at the end of year 2008 is 143 km. The length of the water distribution line that has
been constructed since 2008 until today is shown via Table . The lengths shown in Table include
the central neighborhoods and the 2 surrounding neighborhoods that are within the scope of the
project.
Table 3 The Details on Water Distribution Waterlines, 2008
Diameter, mm Length, km Type of Pipe Age of Pipeline (years)

110 91.50 PVC 0-20
110 1.50 Asbestos 21-40
125 2.75 PVC 0-20
150 10.96 PVC 0-20
150 1.50 Asbestos 21-40
200 8.42 PVC 0-20
250 1.73 Asbestos 0-20
300 0.85 Asbestos 0-20
350 0.43 Asbestos 0-20
350 1.00 Asbestos 21-40
400 0.73 Asbestos 0-20
400 1.00 Asbestos 21-40
500 4.80 GRP 0-20
600 7.76 GRP 0-20
Total Length, km 135.00
Source: Çarşamba Municipality Master Plan, Subchapter 4.1
1 Source: Çarşamba Municipality Feasibility Study prepared by COWI Waste Water Consortium dated
October 2009

Table 4 The Length of the Waterlines installed in Project Site between 2009-2015
Year Length Material

(km)
2008 143.00 PVC
2009 5.632 PVC
2010 2 PVC
2011 1.97 PVC
2012 1.68 PVC
2013 2 PVC
2014 0.4 PVC
2015 3.36 PVC
Total Length, km 160.00
Source: Çarşamba Municipality Activity Reports, 2009-2014, SASKİ Activity Reports 2014-2015
Wastewater Collection System

Wastewater Network was designed in 1974 by Derincag Engineering. Its construction started in
1978 and it was finished in 1989 extending to the proposed wastewater treatment plant site, which
is out of municipality borders. Sewage application project was given out by contract by ILBANK
in 1999 having regard to the master plan and needs of the city, and it was re-designed having
regard to the current sewage plants, it was finished in 2000 and it was approved in 2001.
There is no wastewater treatment plant in Çarşamba at present. By collecting the wastewater
coming from the district, without any treatment, via two collectors that are located two sides of
Yeşilırmak River (west and east) and the wastewater is discharged to Yeşilırmak River that is
connected to Black Sea in Samsun. There is no collector to connect the both discharge sides.
Between 1976-2000 73,5 km and between 2000-2007 48 km of wastewater collectors were built by
Çarşamba Municipality. According to the information from the Administration, approximate built
wastewater collector between 2009-2015 is 38,5 km.2 In 2015, there is built approximately 8,1 km
wastewater pipeline for center neighborhoods of Çarşamba, diameters ranging from Φ300 and
Φ600.
Table below summarizes the interconnection rate of the central neighborhoods to the sewage
system since 1976 up today.
Table 5 The Sewage Connection Rate of the Çarşamba District

Çarşamba Sewage Sewage Sewage
Item District Project Population Connection 2014 Connected Connection
No. Site in 2007 Rate Population Population- Rate
Neighborhoods 2007 2014 2014
1 Ali Fuat Başgil 1,649 1,567 95%
2 Çay 12,163 10,947 90%
3 Gazi 2,322 2,322 100%
4 Hasbahçe 60.174 85% 3,729 3,543 95%
5 Kirazlık Çay 10,197 10,197 100%
6 Orta 13,420 12,078 90%
7 Sarıcalı 10,289 10,289 100%
2 Çarşamba Municipality Activity Reports, 2009-2014, SASKİ Activity Reports 2014-2015

8 Sungurlu 5,752 5,752 100%
9 Umut 1,325 1,325 100%
10 Üçköprü* 1,813 0 0%
11 Yeşilırmak 4,035 4,035 100%
12 Cumhuriyet Unknown Unknown 3,320 3,320 100%
13 Kirazbucağı Unknown Unknown 360 360 100%
TOTAL POPULATION 70,374 65,735 %93,41
* Construction of sewerage network of Üçköprü neighborhood is still in progress.
The sewage system covers 90-95% of the east of the Municipality site, 70% of the west of the
Municipality site and it corresponds to 85% of total district. As given in the Table , since 2007,
approximately 94% of the district has been connected to the sewage system according to the
sewage connection rate of Çarşamba District.
Pumping Stations:
In Çarşamba District, the altitude of residential areas varies between 13 and 23 meters. For this
reason, there are pumping stations in wastewater system.
The main pumping station within the project site are TM7 (Law Faculty), TM8 (Yakup Usta),
TM1 (Near Vocational High school) and the new one TM9 (Cumhuriyet) which was built after
2010. The new built one TM9 connects to TM8 after collecting the wastewater from Cumhuriyet
Neighborhood and near here. TM8 is discharged from the west side of Yeşilırmak River after
gathering with TM7 in the joint manhole on the road in front of TM7 building. The wastewater of
the east side of the district is collected in TM1 and discharged from the east side of Yeşilırmak
River. The flow diagram showing the current pumping stations within the project site can be seen
in Figure 2.
Figure 2 Flow Diagram of Çarşamba District Pumping Stations

Stormwater Collection System
The current stormwater system within Çarşamba was built by Çarşamba Municipality in previous
years by using the resources of the municipality.
Stormwater system of Çarşamba covers approximately 65% of total residential area of the district.
All rainwater is collected in Çarşamba and at the end it is discharged to Yeşilırmak River. As of
2007, approximately 5 km stormwater line has been installed in the district .3 In order to separate
the stormwater lines from the sewage system, between 2009-2015, approximately 31 km
stormwater line was installed in the project site. 4 And in 2015 there is installed approximately 2,6
km stormwater line.
Although the wastewater and stormwater collecting lines of the system of Çarşamba District are
designed separately, the rainwater system has been partly connected to the wastewater system
because of the problems on some points of the system. SASKİ rearranges stormwater connections
and separates from the wastewater system. In this way, there will be no leaking of the rainwater
into the wastewater treatment plant.
3 This section was copied from Çarşamba Municipality Feasibility Study and Masterplan prepared by COWI
Wastewater Consortium dated October 2009 and arranged in accordance with the current information.
4 Çarşamba Municipality Activity Reports, 2009-2014, SASKİ Activity Reports 2014-2015.


Çarşamba - ToR PDF

Загружено:

Сведения о документе

Оригинальное название

Авторское право

Доступные форматы

Поделиться этим документом

Поделиться или встроить документ

Параметры публикации

Этот документ был вам полезен?

Это неприемлемый материал?

Авторское право:

Доступные форматы

Çarşamba - ToR PDF

Загружено:

Авторское право:

Доступные форматы

ANNEX II: TERMS OF REFERENCE

15 January 2016 Page 1 of 43

15 January 2016 Page 2 of 43

1.2. Contracting Authority

1.3. Country background

15 January 2016 Page 3 of 43

15 January 2016 Page 4 of 43

1.4. Current situation in the sector

1.5. Related programmes and other donor activities

15 January 2016 Page 5 of 43

OBJECTIVE, PURPOSE & EXPECTED RESULTS

2.3. Results to be achieved by the Contractor

• Capacity building of SASKİ personnel to enable the implementation of planned projects.

ASSUMPTIONS & RISKS

3.1. Assumptions underlying the project

15 January 2016 Page 6 of 43

• Structural changes within the Ministry and/or related institutions.

SCOPE OF THE WORK

Consultation and consent

4.1.1. Project description

• Administrative, technical and financial capacity building for SASKİ,

15 January 2016 Page 7 of 43

− Construction of 1st Stage of the Wastewater Treatment Plant;

4.1.2. Geographical area to be covered

4.1.3. Target groups

15 January 2016 Page 8 of 43

• TA to prepare and implement a “Financial and Operational Performance Improvement Plan"

15 January 2016 Page 9 of 43

• Implementing medium-term infrastructure improvement plans that can be financed.

• Prepare a benchmarking system as a basis for performance monitoring.

Sub-task A3.1 Leak detection and Non-Revenue Water Reduction Programme

15 January 2016 Page 10 of 43

Sub-Task A3.3 Preparation of Sludge Management Plan:

15 January 2016 Page 11 of 43

4.2.3. Component B - Construction Supervision for Works Contract

15 January 2016 Page 12 of 43

B1 General Assistance to the Contracting Authority

B2 Preparation for the execution of the Contractor's obligation during

- Agree to means and format of communication and reporting.

15 January 2016 Page 13 of 43

- Maintain a daily report to record at least the following details:

• Prevailing conditions: weather, soil moisture, standing water, unusual activities,

• Occupational health and safety including workers compensation;

15 January 2016 Page 14 of 43

C2 Financial monitoring, including; management of payments, Variations and Works

15 January 2016 Page 15 of 43

• Compensation for damages to property;

- Assist to the CA/ PIU in settlements of disputes amicably

C3 Technical and design including; review of the Works Contractor Documents,

15 January 2016 Page 16 of 43

- Keep construction “as-built” Site records:

- Study and verification of the Works Contractor's proposals for implementation of

• According to the Tender documents, the Works Contractor is required to carry

• Environmental protection measures for construction activities;

15 January 2016 Page 17 of 43

C5 Quality Assurance / Quality Control

- Ensure quality and quantity of Works:

• Review of laboratory test results;

C6 Tests on Completion and Taking-Over

- Carry out taking-over inspections with PIU/SASKİ,

- Prepare and issue the Taking-Over Certificate.

15 January 2016 Page 18 of 43

- Prepare, in association with the PIU, a recommended routine maintenance program