Terms of Reference

for
“Supervision services for roads reconstruction (approx. 45 km)"

Contents
I. BACKGROUND INFORMATION ........................................................................................................ 2
II. PROJECT DESCRIPTION, SCOPE OF SERVICES, TASKS (COMPONENTS) AND EXPECTED
DELIVERABLES ......................................................................................................................................... 2
II.1 Project Description.................................................................................................................. 2
II.2 Project Objectives ................................................................................................................... 3
II.3 Scope of Service Contract ....................................................................................................... 3
II.4 Method o f procurement and Standard Contract ................................................................... 3
III. THE SERVICE CONTRACT ............................................................................................................. 3
III.1. Project Inception ..................................................................................................................... 5
III.2. Activities during the Construction Phase ................................................................................ 5
III.2.1 Contract Administration and Management, Site Procedures ......................................... 5
III.2.2 Design Review and Approval.......................................................................................... 6
III.2.3 Site Supervision .............................................................................................................. 6
IV. ACTIVITIES DURING AND AFTER THE MAINTENANCE PERIOD.................................................... 8
V. TEAM COMPOSITION & QUALIFICATION REQUIREMENTS FOR THE KEY EXPERTS ........................ 9
V.1 Consultant Profile: ..................................................................................................................... 9
VI. REPORTING REQUIREMENTS AND TIME SCHEDULE FOR DELIVERABLES ................................. 14
VII. CLIENT’S INPUT AND COUNTERPART PERSONNEL ................................................................... 16

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 I. BACKGROUND INFORMATION

About half of the regional and local network in Albania is categorized as being in poor or
very poor condition. Some sections are impassable for parts of the year, thus restricting
access to essential public services of health and education, as well as to economic centers.
The existing condition of regional and local road networks is not able to serve the emerging
tourism industry and hinders the development of the agricultural sector. Improving the poor
quality of road infrastructure, among other constraints, has been identified as a priority in key
strategic documents including the National Territorial Development Strategy and Coastal
Management Strategy (2015–2030), and the five-year Strategy for Rural and Agriculture
Development (2015-2020).
The Government of Albania (GoA) has recognized the problem and implemented a
successful rural road program in the past decade, but more work is necessary. The ADF
implemented a Rural Road Program, during the period 2008–2016, with World Bank support
which crowded in US$386 million in financing from international financial institutions. The
program improved 1,200 km of rural roads in 12 regions and 61 municipalities which
improved the mobility of over 2 million people. The World Bank’s engagement through the
Secondary and Local Roads Project (SLRP), from 2008 to 2013, was evaluated as highly
satisfactory. While the project exceeded its developmental and implementation outcomes,
there was recognition that there is still room to consolidate network improvements in a
sustainable manner to enable economic growth.
The proposed project is included in the Country Partnership Framework (CPF) for Albania
2015–2019. The CPF clearly articulates the World Bank’s commitment to the road sector in
Albania, and the CPF’s overarching goal is to support Albania’s aspiration to achieve
equitable growth and integration into the EU. This goal will be pursued with a focus on
addressing the World Bank’s twin goals of reducing poverty and increasing shared
prosperity.

II. PROJECT DESCRIPTION, SCOPE OF SERVICES, TASKS

(COMPONENTS) AND EXPECTED DELIVERABLES

II.1 Project Description

The Albania RLRCP is expected to be financed by an IBRD loan of US$50 million. The
RLRCP will focus on the role that improved roads can play in enabling connectivity-driven
economic gains, particularly in the agricultural and tourism sectors, both key drivers of
growth and employment in Albania. More specifically, the proposed RLRCP will support
tourism development through improving road access to existing and potential tourism
destinations and providing quality tourism-friendly amenities (for example, parking lots for
tourist buses and scenic viewpoints) and signage along the roads in the project areas. It will
also support the integration of agricultural producers into agro-food value chains and market
participation, particularly for women who constitute the majority of the workforce in
agriculture.

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More importantly, what the RLRCP seeks to accomplish is to develop an overall investment
framework, and policy and implementation framework for the development, rehabilitation,
and maintenance of regional and local roads, which will provide a platform not only for this
project but also for domestic and international development partners for finance.

II.2 Project Objectives

The Project will generate a considerable number of socio-economic and environmental

benefits, such as: a) improved road accessibility; b) availability of more frequent transport
services at reduced transport costs and travel times; c) increased access to local and regional
market to sell local products; d) reduced the unemployment in the area through the creation
of new jobs and intensification of existing economic activities; e) diversified local economy
through eco-tourism activities promotion; f) increased employment and income opportunities
for the local population; g) improved social interaction and access to the social, sportive and
cultural activities; h) the reduction of families living under the poverty line and (j) the
improvement of the quality of basic services.

II.3 Scope of Service Contract

In order to achieve the specific Project Objectives and Results related to the implementation
of the road rehabilitation and reconstruction works, the Albanian Development Fund (ADF),
the Contracting Authority, is intending to employ a qualified Consultant to carry out the
related supervision of road works.
The Consultant is expected to be proactive in identifying optimal solutions to achieve the
objectives of the road works contract and to identify any additional tasks and activities, which
are desirable or necessary for the successful implementation of this assignment. It is up to the
Consultant to prepare his own detailed organization and methodology including all relevant
particulars for all activities to ensure that they fulfill the general and specific requirements
described in these Terms of Reference.

II.4 Method of procurement and Standard Contract

The selected procurement method of the service will be based on the World Bank’s
Procurement Regulations for IPF Borrowers, July, 2016 as amended.
A Consultant will be selected in accordance with the Consultant’s Quality and Cost Based
Selection (QCBS) method set out in the Procurement Regulations.
The standard form of the Contract will be a Time Based Contract

III. THE SERVICE CONTRACT

This service contract is related to the construction of 3 road segments. The first two road
segments are located in Fier and Shkoder region. Meanwhile the third road segment is not
specified yet.

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 1. Qafe Thore – Theth Road.
Rehabilitation and Construction Works of Qafe Thore – Theth Road road. This first road is
located on the northern-eastern part of Shkodra City and it connects the city to Theth village,
one of the main touristic attractions located in the Albanian Alps. The road passes on a rough
mountainous terrain, with elevation changes from 700m to 1600m. The road has a length of
16.5 km and actually is in very poor conditions. This is a much amortized curvy gravel road,
which most of the times is impassable during the winter. There is no asphalt layer and the
surface is very damaged, with clogged drainage channels from vegetation and silt materials,
washed out culverts, heavy scour and erosion and areas with falling rocks. As far as safety
goes the road has little to no signs, creating a hazardous trip for all road users. The road is
mostly single lane with high slopes through low visibility curves.
2. Rehabilitation and construction of Fier – Seman road.
This second road starts from the western boarder of Fieri city and end in the cost of Seman.
The road is in poor condition as the asphaltic layers are damaged. The road has not
horizontal curves and is laid in a totally flat terrain. The road is 18.1 km long. Due to the poor
subgrade bearing capacity the surface of the road presents big undulations which some time
may lead to loose of alignment. Although the road is highly frequented form pedestrian and
bicycles, there are not in any place sidewalks or bicycle lanes. All the road users pass in the
carriageway jeopardizing their lives. There is signalization on the segment but there are no
guardrails or other safety measurements implemented in urban areas. This segments transvers
also the Fieri By pass and will serve as entrance to the city.
3. Rehabilitation of the third road segment.
This road is not yet specified. It is foreseen that this road will start implementation during late
2019. Taking in consideration the nature and magnitude of the other invested segment, it is
prior accepted a construction period of 12 months and 24 months defect liability period.
Nevertheless, the man months of the service will be recalculated after the accurate time
estimation of this segment.

The work covers complete transformation on this axis and the Services of the consultant shall
comprise in 3 phases:
1. Inception Phase: This period will include a design review and possible modifications or
adjustment of the design in accordance with the terrain conditions. The inception phase
will start immediately after the Contract signature and will last up to one month after it.
2. Construction Phase: During this phase the consultant will perform his main activities
which will consist in everyday supervision, approval of materials, modifications, cost
control, time control, reporting etc. This task will be performed during all construction
period of 12 months.
3. Defects Liability Period: During this period the Consultant will pay periodic site visits to
evaluate the performance of the completed works, give additional instructions or advice
on repairs or modifications of the works. Maintenance activity should be also inspected
and reported. The Defects Liability Period will be valid for 24 months.
Expected date for the commencement of the Services: March 2019.

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III.1. Project Inception

During the Inception Period the Consultant shall become familiar with all aspects of the
project, works of road contracts and project’s environment, review the present Terms of
Reference and all designs, drawings, technical specification and BoQ, which are part the
contract.
The Consultant shall be aware on all relevant information available for the project and
comply with all the obligation and duties related coming from the ESMP, including the
project Environmental and Social Management Plan (ESMP) and the stakeholders involved
in the project. The Consultant shall visit all relevant institutions to ensure that the
requirements of all parties to the project are considered.
The Consultant shall not change the project’s specific objectives, but can adjust the means for
achieving them, as may be appropriate to accommodate changes that may have taken place
after drafting of these Terms of Reference. The Consultant shall present these adjustments to
the Contracting Authority in good time with appropriate substantiation and shall record the
agreed modifications in the Inception Report.

III.2. Activities during the Construction Phase

The Consultant shall administer the contract and supervise the construction works, i.e. carry
out all duties and activities of the Works Supervision in accordance to the assigned Road
Contracts financed by World Bank.
The Consultant will carry out, but not necessarily be limited to, the activities mentioned
below:

III.2.1 Contract Administration and Management, Site Procedures

The Consultant’s team shall carry out contract administration and management duties
throughout the duration of the assignment to secure smooth and timely implementation,
proper supervision and control of the Project. For this purpose, the Consultant shall establish
clear lines of responsibility and procedures for each activity in the construction process.
The Consultant shall analyse and monitor contractual programmes submitted by the
Contractor and give instructions to the Contractor to take appropriate measures to fulfil
Contractor’s tasks. The Consultant shall review Contractor’s programmes on a regular basis
throughout the project.
The Consultant shall ensure that all required approvals, construction permits, permits for
digging and for closing of roads are obtained in time, before commencement of respective
works.
The Consultant shall ensure that the Conditions of Contract are strictly adhered to and
Contractors and any sub-contractors fulfil their contractual obligations.
The Consultant shall maintain up-to-date records of all contractual administration,
correspondence, measurements, payments, variations etc. All instructions to the Contractor
shall be clearly documented by the Consultant.

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The Consultant shall ensure that all health and safety risks during construction and
commissioning of the works are assessed in advance and health and safety risk mitigation
measures and plans are introduced prior to commencing the respective activities, and
implemented afterwards.
The Consultant shall be in continuous contact with the Contractor to identify and resolve any
potential problems in an active manner. The Consultant shall hold weekly site meetings with
the Contractor since other Stakeholders cannot be involved in weekly meetings. In addition,
monthly progress meetings with the Contractor and other stakeholders could be held. All
potential delays and other problems shall be identified and corresponding actions discussed
and agreed in order to assist the Contractor in avoiding or mitigating overall delay. The
Contracting Authority and the Project Beneficiary – Municipality of Shkoder, Fier and other
beneficiary municipalities shall be kept informed of the progress of works by providing
properly prepared reports, briefings and minutes of meetings.
The Consultant shall check and comment on the adequacy and authenticity of all certificates,
insurance, securities, indemnities, ownership of plant etc. for which the Contractor is liable
under the conditions of his contract. The Consultant shall issue all requisite certificates in
compliance with the Conditions of Contract.
The Consultant shall prepare all reports in accordance with the requirements laid down in the
present ToR.
The Consultant shall assist the Contracting Authority in administrative duties, including
financial planning and preparation of cash flow forecasts for all contracts on monthly basis.
The Consultant shall advice the Contracting Authority on any appropriate measures that may
be taken to avoid and rectify any deficiencies and improve the cost effectiveness of the
project. The Consultant shall also consider possible cost savings to the Contracting Authority.

III.2.2 Design Review and Approval

The Consultant shall revise and approve the Contractor’s working drawings and possible
modifications to the detailed design. In case of any design modification, he should inform the
Contracting Authority, and obtain prior approvals, as required.

III.2.3 Site Supervision

The Consultant shall carry out:

1- Quality Control:

➢ The Consultant shall ensure that the quality of materials and the end product is in line
with the related works contract technical specifications standard and quality. All
testing shall be carried out in accordance with the works technical specifications
specified procedures and at the specified intervals.
➢ The Consultant may propose amendments to the design and specifications for the
Contracting Authority’s approval, if such alterations are sought to be benefit to the
quality and economy of the Project and are in line with provisions of works contract
conditions.

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 ➢ The Consultant shall order the Contractor to substitute and make good any part of the
works, if levels, dimensions, materials or workmanship do not conform to the
requirements and specifications or are otherwise insufficient.
➢ The Consultant shall conduct regular site inspections to check the quality of the
workmanship and materials in accordance with the Contract and good engineering
practice.

2- Measurements and Payments

➢ The consultant shall measure and keep accurate records of permanent works executed
by the Contractor. The works shall be measured on site by the supervisor in the
presence of the contractor.
➢ The Consultant shall ensure that the Contractor’s payment applications for work
executed are accurate, fair and reasonable representations of the value of the work.
The Consultant shall prepare subsequent certificates and present these to the
Contracting Authority for approval and further processing. The Consultant shall
ensure that the Contracting Authority is at all times informed of all matters relating to
payments, cash flow or any other impacts on budgetary provisions.
➢ The Consultant is required to consider time required for all requisite endorsements
and/or approvals by authorities before actual payment of the Contractor’s invoices can
be made. To avoid any delays in payments the Consultant shall ensure high quality of
all payment documents.

3- Safety and Records

➢ The Consultant shall carefully monitor all levels, lines and other parameters affecting
the work, so as to ensure the works are constructed to fulfill requirements of the
Contracting Authority.
➢ Accurate records shall be taken throughout the duration of the contract in order to
reach agreement on the Contractor’s final account.
➢ The Consultant shall monitor safety standards at all times throughout the site
including safety of the public, visitors, consultant’s staff, contractor/subcontractors’
staff. The Consultant shall appraise traffic management proposals and compliance to
requirements of the works contract.

4- Other Activities

The Consultant shall carry out all other activities needed for the smooth implementation of
the Project. These activities include inter alia the following:

➢ The consultant shall take note of the requirement to obtain the specific approval of the
Contracting Authority before taking any of the actions, as detailed in the Special
Conditions of Works Contract;
➢ The consultant shall organize monthly progress meetings, keep records and distribute
the minutes of the meetings.
➢ Approval of Contractor’s details of temporary works and operations;

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 ➢ Approval and surveillance of the traffic management proposals prepared by the
Contractor to ensure, that the Contractor carries out the work to minimize interference
with adjacent traffic by providing necessary lights, guards, fencing and watchmen etc.
and provide access to local buildings and properties at all times;
➢ Approval and surveillance of environmental measures identified by the Contractor as
well as those identified by ESMP in order to carry out the work in an environmentally
safe way, taking appropriate mitigating action to meet the relevant requirements of the
contract and those of the local and state authorities;
➢ If applicable, provide data to the Contracting Authority for determination of the value
of any variations to the contract;
➢ Review any changes in drawings and/or specifications, which may prove necessary or
desirable before or during execution of the construction works, and consult this with
the CA
➢ Negotiate and recommend to the Contracting Authority any Variations initiated by the
Contractor or to be initiated by the Contracting Authority;
➢ Verify and approve “as-built drawings” and deliver to the Contracting Authority all
reports, records, quality certificates, measurement sheets, etc. prepared or supplied by
the Contractor;
➢ The Consultant shall instruct the Contractor to carry out any on-site tests required
under the Works Contracts Technical Specifications, including load tests, as may be
considered necessary to confirm the adequacy of the Works. The Consultant shall
supervise such tests, record the test measurements and verify the adequacy or
otherwise of the results;
➢ Issue list of defects (“snag list”) and other documentation as required before the
Certificate of Provisional Acceptance will be issued;
➢ Organize the Inspection in the presence of a representative from the Contractor,
Contracting Authority and the Beneficiary and issue the Provisional Acceptance
Certificate.
➢ The Consultant shall monitor Contractor’s safeguards due diligence according to
ESMP. This more specifically includes mitigation measures and monitoring plan. The
Consultant shall also report on compliance with ESMP on a regular basis in monthly
progress report.

IV. ACTIVITIES DURING AND AFTER THE MAINTENANCE PERIOD

During and after the Defects Liability Period the Consultant shall carry out the following
duties:

1- Provide quarterly inspections reports during the 24 months of Defects Liability Period;

➢ The consultant shall supervise, inspect and record completion of any outstanding
work and remedy of defects after Provisional Acceptance has been issued.

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 ➢ The Consultant shall undertake three intermediate inspections at approximately three-
monthly intervals during the Defects Liability Period. In the event that the Employer
calls the Consultant to the Works to deal with a particular defect at another time this
shall be deemed to be one of the intermediate inspections.
➢ In addition to dealing with any particular defect all intermediate inspections shall
cover the entire Works.
➢ The Consultant shall notify and instruct the Contractor accordingly of all defects
found.

2- Undertake the Final inspection at the end of DLP and issue the Final Acceptance
Certificate.

➢ On the expiry of the Defects Liability Period, the Consultant shall make the final
inspection of the Works and issue the Defects Liability Certificate in accordance with
the Works Conditions of Contract.
➢ The final inspection shall be carried out in the presence of a representative from the
Contractor, Contracting Authority and the Beneficiary.

V. TEAM COMPOSITION & QUALIFICATION REQUIREMENTS FOR

THE KEY EXPERTS

The Consultant shall provide an experienced construction supervision and contract

administration team with proven technical and managerial competence and experience in the
supervision of construction works under FIDIC Conditions of Contract or other
internationally recognized contract conditions used by IFI's.

V.1 Consultant Profile:

1. The Consultant should have similar previous experience in supervision of highway

construction and road infrastructure during the last five years.
The attention of interested Consultants is drawn to Section III, paragraphs, 3.14, 3.16, and
3.17 of the World Bank’s “Procurement Regulations for IPF Borrowers” July 2016, as
amended, setting forth the World Bank’s policy on conflict of interest.
Consultants may associate with other firms to enhance their qualifications, but should
indicate clearly whether the association is in the form of a joint venture and/or a sub-
consultancy. In the case of a joint venture, all the partners in the joint venture shall be jointly
and severally liable for the entire contract, if selected.

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V.2. Team Composition

The working language of the project is English language. All the team members assigned by
the Consultant must possess proficiency in English language. Day-to-day communication
language with the employees of municipalities, water, electrical, telecom and other utilities
and local authorities will be either English or Albanian language. An adequate number of
Albanian speakers shall be assigned at the field level to ensure smooth communication
among all participants, direct and indirect, of the Project.

Expert Minimum Working MM input

Key experts

Chief Resident Engineer (1) 23

Site Supervision Engineer (3) 51
Environmental and Social Specialist (1) 18
Quantity Surveyor/Engineer (2) 24
Quality Control Engineer (1) 20

Short term experts:

Local
As per request 8

All experts should work in the beneficiary country 100% of the contracted working days,
unless specifically requested and approved by the Contracting Authority.
The MM for the third road shall be subject of recalculation according to the time execution of
the project.

Mobilisation of the Key Experts will be required as follows:

The Chief Resident Engineer, Site Supervision Engineer, Quantity Surveyor/Engineer and
shall be mobilised immediately after the Contract signature in way to evaluate the design and
make the necessary adjustment before the works commence. It is important that two of these
road contracts start in March, 2019 and the third contract starts in September, 2019. The
Chief Resident Engineer and his staff will provide consultancy services for all three contracts
despite their different starting periods. Environmental and social Specialist and Quality
Control Engineer shall begin their activities.
The Chief Resident Engineer together with the respective Site Supervision Engineers will be
required for Inspections during the twenty-four month Defects Liability Period.
The Supervision Team and the Team Leader will be entitled to follow, supervise and certify
the implementation of the safety improvement measurements under this RLRCP.
Key experts shall include but not limited to the following:

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  Chief Resident Engineer (CRE)

A Chief Resident Engineer shall be provided on a full time basis during the works for
construction of all above listed Road Projects.
His/Her role shall be that of the “Engineer’s Representative” under the approved World Bank
approved Documents of Contract. The Chief Resident Engineer must be a permanent
employee of the Consulting Company.
He/she shall be the Manager / Coordinator of the Site Supervision Team, with responsibility
for supervision, any revisions to the design of the Works and for all reporting.
During the Inception Period and DLP the Chief Resident Engineer shall be present in
accordance with the Consultant’s proposal and as required for successful completion of the
Services.
Qualifications and skills
• He/she shall have at least a University Degree in Civil Engineering;
• He/she shall be fluent in English (min 2 points in the scale from 1 to 5 where 1 is
excellent and 5 is basic).

General professional experience

• He/she should have worked preferably fifteen (15) years, but as a minimum ten (10)
years, international experience in supervising civil engineering projects in the highway
sector.

Specific professional experience

• He/she should have worked 8 (eight) years as Team Leader / Resident Engineer /
Engineer’s Representative /Supervisor's Representative in service contracts in charge of
supervision of works contracts for construction or reconstruction of infrastructure
projects related to roads, and urban infrastructure, including a minimum of 5 (five)
years with experience in supervising civil engineering projects in the highway sector;
• Previous experience in supervision of road works using FIDIC Conditions of Contract
or any other International Contract Conditions used by IFI's will be considered as an
asset.

 Site Supervision Engineer (3)

Qualifications and skills

• He/she shall have at least a University Degree in Civil Engineering;
• He/she shall be fluent in English (min 3 points in the scale from 1 to 5 where 1 is
excellent and 5 is basic),
General professional experience
• He/she should have worked preferably 10 (ten) years but as a minimum 5 (five) years in
design/supervision/construction of large infrastructure projects (roads, rail, airports).

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Specific professional experience
• He/she should have worked as a minimum 5 (five) years in the position of site
supervision engineer in service contracts as part of supervision consultant team, in
charge of supervision of works for construction or reconstruction of large infrastructure
projects (roads, rail, airports);
• Previous experience in supervision of works using FIDIC Conditions of Contract will
be considered as an asset.

 Quantity Surveyor/Engineer (2)

Qualifications and skills

• He/she shall have at least a University Degree in Civil Engineering or equivalent;
• He/she shall be fluent in English (min 3 points in the scale from 1 to 5 where 1 is
excellent and 5 is basic);
• Fluency in Albanian language will be considered as an asset.

General professional experience

• He/she should have worked preferably (7) years but as a minimum 5 (five) years of
topographical surveying experience in design/supervision/construction of large
infrastructure projects (roads, rail,).

Specific professional experience

• He/she should have worked as a minimum 3 (three) years in the position of quantity
surveyor of supervision consultant of works for construction of large infrastructure
projects (roads, rail,);
• Previous experience in supervision of works using FIDIC Conditions of Contract will
be considered as an asset.

 Environmental and Social Specialist (1)

Qualifications and skills

• He/she shall have at least a University Degree in Environmental Engineering, Biology,

Chemistry, Geology or equivalent;
• He/she shall be fluent in English (min 2 points in the scale from 1 to 5 where 1 is
excellent and 5 is basic);
• Fluency in Albanian langue will be considered as an asset.

General professional experience

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 • He/she should have worked preferably (7) years but as a minimum 5 (five) years on
environmental and social management of infrastructure works contracts

Specific professional experience

• He/she should have worked as a minimum 3 (three) implementing and monitoring

environmental and social management plans of Road Works Contracts,as well as
Health and Safety Plans. He /she needs to be familiar with the WN environmental
safeguards standards and health and safety requirements.
•
 Quality Control Engineer (1)

Qualifications and skills

• He/she shall have at least a University Degree in Civil Engineering, or

Geotechnics/Materials/Mechanical/Geology, or equivalent;
• He/she shall be fluent in English (min 3 points in the scale from 1 to 5 where 1 is
excellent and 5 is basic);
• Fluency in Albanian langue will be considered as an asset.

General professional experience

• He/she should have worked preferably 15 (fifteen) years but as a minimum 10(ten)
years in similar fields.

Specific professional experience

• He/she should have as a minimum 5 (five ) years in the position of quality control
engineer in service contracts as part of supervision consultant team, including sampling,
testing and reporting of tests results in infrastructure projects (roads, rail).

 Short-term Experts (Local)

• Responsible for additional or specific requirements, or preparing other specific design

requirements, as and when instructed by the Client to do so; (for a provisional
equivalent of 8 man-months for local short-term experts). Expert’s CVs will be
reviewed by ADF at the time of requirement.

All staffing proposed related to the above-mentioned Key Experts shall be supported by
Curriculum Vitae of the proposed staff, and necessary reference documents.

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VI. REPORTING REQUIREMENTS AND TIME SCHEDULE FOR
DELIVERABLES
Report Time due Number of copies
1 paper copy in English and
One month after the start of the 1 paper copy in Albanian +
Inception report
contract electronic copy on CD or
DVD, in each language
Progress Monthly reports 1week after last day of each 1 paper copy in English and
month. 1 paper copy in Albanian +
electronic copy on CD or
DVD, in each language
Draft Completion report 4 weeks prior to completion of Electronic copy on CD or
the contract period DVD, in each language

Final Completion report 2 weeks after completion of 1 paper copies in English and
contract period or after 1 paper copies in Albanian +
comments on the draft electronic copy on CD or
completion report are provided DVD, in each language
by ADF, whichever comes later
DLP Completion and 2 paper copies in English and
Hand Over Report 2 paper copies in Albanian +
electronic copy on CD or
DVD, in each language

The Reports should cover, but not necessarily be limited to, the information as follows:

Inception Report:

– Project synopsis (summary);

– Analysis of the project;
– Start situation, review of the available documents, project progress with mobilization;
– Project planning;
– Co-ordination with other projects;
– Project goals and objectives;
– Project approach;
– Initial findings and description of any unexpected problems encountered, contractual
difficulties faced;
– Intended results;
– Updated methodology, work plan, time and manning schedules (based on the Contractors’
programmes);
– Quality assurance system by the Consultant;
– Quantity checking and measurements records;
– Constraints, risks, assumptions; and
– Planning for the next reporting period.

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In the same report the Consultant shall describe any adjustment or addition the designs may
need to improve the quality of works without increase of cost or any prejudice to the
Contracting Authority in respect to the Contractor.

The Consultant shall also include as an annex to the inception report a complete Quality
Assurance and Quality Control Manual (QAQC) concerning the supervision activities. The
QAQC Manual shall specify the requirements, procedures and guidelines for all main
activities necessary for the Works to run smoothly and shall cover at least the following:

• practical information and introduction;

• Project organization charts, for works and supervision contracts, including names of
key personnel, definition of key interactions and information flow. Also
responsibilities and key functions shall be described;
• time and cost management procedures;
• reporting procedures;
• record keeping of correspondence, expenditure, minutes of meeting, site records,
instructions;
• issued to works contractors and instructions received from the Contracting Authority;
• design modification and design approval procedures;
• document control procedures (including Contractor’s insurances, reports etc.);
• all standard forms needed during the supervision activities (e.g. site instructions,
completion certificates, variation orders, formats of reports, hidden works record
sheets, form for field inspections and testing, measurement sheets, interim payment
certificates and related invoices);
• review and approval of detailed construction drawings prepared by the Contractor;
• selection of borrow pits and quarries;
• procedure for approval and testing of construction materials, and supplies;
• procedures for testing the works by the Contractor;
• safety protocols;
• procedures of measurement of the works executed;
• procedures for Performance Certificate and the Taking-over Certificate;
• Snag list and Defects Liability inspection reports; and
• Draft Final and Final Statement of the Account.

In addition, the Consultant will present his approach to the implementation and monitoring of
ESMP and H&S Plans of the contractor. The Inception period shall commence immediately
upon commencement of the present Service contract, whichever is latest. The Consultant
shall submit the Inception Report within 4 weeks from commencement of the Inception
period.

Progress Monthly Reports:

The Monthly Reports should be based on the physical and financial progress, as well as
dealing with contractual and technical matters, for each of the Civil Works Contracts
included in the reports. They will make use of graphics and include statements covering (but
not limited to) the following:

• Physical progress related to program and time;

• Explanations for variances to the above;

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 • Expenditure related to cash flow forecast and budget;
• Explanations for variances to the above;
• Claims or disputes;
• Human resources, including gender diversity and part/full time employment
• mechanical equipment and materials;
• Testing and quality control;
• The Project Monitoring Indicators for Project Activities Table issued by the
Contracts Manager;
• Local issues;
• An updated maintenance works program;
• A revised Cash Flow forecast, and
• Implementation and monitoring of ESMP and H&S plans

Draft Completion Report

The report will include, but not be limited to, the following inputs:

• Physical progress related to the original program;

• Explanations for variances to the above;
• Expenditure related to original budgets;
• Explanations for variances to the above;
• Numbers of human resources employed throughout the project aiding poverty
alleviation; and
• Overall review of the project objectives and whether achieved successfully or not
• Implementation of ESMP and H&S plans
• Gender-based employment during the entire works implementation period, part
and full time

Other information to be included in the Completion Report shall be addressed following the
review by World Bank and ADF.

Final Completion Report:

The Final Report will be based on the Draft Completion Report, but will incorporate any
comments/suggestions made by the reviewing parties (WB and ADF).

VII. CLIENT’S INPUT AND COUNTERPART PERSONNEL

ADF will not provide any counterpart personnel. Furthermore, no facilities will be provided
by ADF. The consultant will be expected to arrange office facilities in Tirana, easily
accessible to ADF office. The office should be equipped with auxiliary electric power with
automatic switching, to ensure that work will be unaffected by network power outages.

The consultant shall include in his proposals for a separate monthly running cost for office
accommodation; communication costs; and drafting, reproductions and translations. He shall

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also present the air tickets and other travel costs. Each of these costs will be reimbursed on
time against receipts, but in any case without exceeding the total ceiling cost of each item, as
included in the consultant’s financial proposal.

The consultant will be expected to arrange accommodation facilities, at his own cost, for all
staff. The key experts are encouraged to be accommodated close to the road Works
Contract(s) that they are supervising.

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