tor supervision of cw vtmis 2 v4 010906

7/28/2019 ToR Supervision of CW VTMIS 2 v4 010906

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ANNEX II: TERMS OF REFERENCE

1. BACKGROUND INFORMATION................................................................................3

1.1 Beneficiary country......................................................................................3

1.2 Contracting Authority...................................................................................3

1.3 Relevant country background......................................................................3

1.4 Current state of affairs in the relevant sector..............................................3

1.5 Related programmes and other donor activities:.........................................3

2. OBJECTIVES, PURPOSE & EXPECTED RESULTS.................................................3

2.1 Overall objective..........................................................................................3

2.2 Purpose........................................................................................................4

Specific objectives.............................................................................................4

2.3 Results to be achieved by the Consultant....................................................4

3. ASSUMPTIONS & RISKS...........................................................................................53.1 Assumptions underlying the project intervention.........................................5

3.2 Risks............................................................................................................ 5

4. SCOPE OF THE WORK.............................................................................................5

4.1 General........................................................................................................5

4.2 Project description.......................................................................................5

4.3 Geographical area to be covered................................................................7

4.4 Target groups...............................................................................................7

4.5 Specific activities.........................................................................................7

4.6 Scope of the Civil Works ............................................................................8

4.7 Scope of the Supplies:.................................................................................8

4.8 Distribution of the Civil Works and supplies on the sites.............................8

4.9 Project management..................................................................................10

5. LOGISTICS AND TIMING.........................................................................................11

5.1 Location.....................................................................................................11

5.2 Commencement date & Period of execution.............................................11

6. REQUIREMENTS......................................................................................................11

6.1 Personnel...................................................................................................11

6.2 Key experts................................................................................................11

6.3 Other experts.............................................................................................14

6.4 Support staff & backstopping.....................................................................15

6.5 Office accommodation...............................................................................15

6.6 Facilities to be provided by the Consultant................................................15

6.7 Equipment..................................................................................................15

6.8 Incidental expenditure................................................................................15

6.9 Expenditure verification............................................................................ 15

7. REPORTS................................................................................................................. 15

7.1 Reporting requirements.............................................................................15

Sofia - 07.08.2006



Terms of reference for Technical Assistance for Supervision of the Civil Works

7.1.1 Inception Report ....................................................................................15

7.1.2 Progress Report .....................................................................................16

7.1.3 Final Report............................................................................................16

7.2 Submission & approval of progress reports...............................................16

7.3 Timing:.......................................................................................................167.4 Number of report(s) copies .......................................................................16

8. MONITORING AND EVALUATION...........................................................................16

8.1 Definition of indicators...............................................................................16

8.2 Special requirements.................................................................................17

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1. BACKGROUND INFORMATION

1.1 Beneficiary country

Bulgaria

1.2 Contracting Authority

Central Finance and Contracts Unit (Bulgaria)

1.3 Relevant country backgroundIn order to enforce the harmonized Bulgarian legislation in the field of maritime safetyand to respond fully to the requirements of the international maritime conventionsBulgarian government started creation of a Vessel Traffic Management Information

System (VTMIS). To complete the system and to ensure that the objectives of theVTMIS are reached the country committed itself to provide the necessary investmentsvia the Phare Programme and via the national budget. The implementation of the VTMIS

project is envisaged to be done in three phases and should be completed by 2008.

1.4 Current state of affairs in the relevant sectorWithin the scope of the Project VTMIS Phase 2, the alignment with the achievements of the EC countries in the vessel traffic management, port information systems and SAR services is the main objective.The first NPAA priority is the maritime safety. With the vessel information services, theinstitutional building and the legal framework, the Maritime Administration will fulfill the

responsibilities of the Coastal State under the requirements of UNCLOS.

1.5 Related programmes and other donor activities:

N/A

2. OBJECTIVES, PURPOSE & EXPECTED RESULTS

2.1 Overall objectiveThe overall objective of the project VTMIS Phase 2 of which the contract for TS(Technical supervision) will be part, is as follows:

2.1.1 Strengthening of marine safety in the Bulgarian territorial waters:

• prevention of dangerous situations on the Bulgarian territorial waters,

• limitation of effects of accidents in the Bulgarian territorial waters.

• assistance in cases of distress and Search and Rescue.

2.1.2 Enhancing the efficiency in the Bulgarian ports contributing to the developmentof the transport multi-modal chain in connection with the EU TransportCorridors. Development is aimed at both sides: inland and seaside.

2.1.3 Protection of the (marine) environment on Bulgarian territorial waters

(prevention of damage to the quality of surface water and air by shipping in theBulgarian coastal area, harbor basins and navigable inland waters).

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2.2 PurposeThe purpose of the project VTMIS Phase 2 is to enhance the technical structure of

the Bulgarian VTMIS as an integrated instrument for full achievement of the globalobjectives stated above, in line with EC-Directives 93/C-271/01, 2158/93, 94/57/EC,95/21/EC, and the IMO Resolution A.857 (20), SOLAS 74/78 as amended, ITU-

GMDSS, in conformity with the IALA (International Association of LighthouseAuthorities) VTS Guide and the IALA (International Association of LighthouseAuthorities) AIS Guide.

Specific objectives

2.2.1 The specific objectives of this Technical Assistance assignment are to carry outthe Civil Works Supervision in full compliance with the relevant Bulgarian lawsas follows:

2.2.2 To carry out the Supervision of the Civil Works in full compliance with theBulgarian legislation in force for the sites as per Volume II of TS, namely the

civil works for sites Balchik 2 (new site), Pomorie, Varna North – Trakata (newsite), Varna Lake - Post 2, Galata 2 – Fichoza (new site), Beloslav 2 (new site),Burgas Oil Port (new site);

2.2.3 To give the PIU and the IA adequate support and strength in monitoring theimplementation of the Contract for the Civil Works and Supplies for the other remaining sites.

2.2.4 To assure that the Civil Works are done in compliance with the relevantBulgarian territorial arrangement act.

2.2.5 To assure that the relevant documentation is prepared and provided to therelevant authorities.

2.2.6 To assure that using permit for the ready built structures is issued by the

responsible authorities.

2.3 Results to be achieved by the Consultant

2.3.1 The scope of responsibilities:The Consultant shall provide Technical Assistance to the PIU/EAMA in full conformitywith PRAG rules in force and the following national rules:Territory Arrangement Act (para 160 – 168);Ordinance No 2 dated 2003 on the introduction into operation of construction sites inthe Republic of Bulgaria and minimum warranty terms for construction and montageworks, facilities and construction sites implemented;

Ordinance No 3 dated 2003 on the preparation of deeds and protocols duringconstruction.

2.3.2 The scope of work:The Contractor shall oversight directly the design and implementation of the civilworks and ensure the conformities of the civil work to be done in accordancewith the valid Bulgarian legal basis.

2.3.3 The required outputs are:Advice on Approved Detailed Programme drafted by the contracted company for the Civil Works for each and other site of the VTMIS system;

Approved Working Drawings prepared by the Contractor for the Worksaccording to the Tender Dossier;

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Civil Works executed according to the approved programme/time-schedule andrelevant Bulgarian legislation;To carry out any other task related to the Direction and Supervision of the worksas may be requested by the PIU

3. ASSUMPTIONS & RISKS

3.1 Assumptions underlying the project intervention.

Supply contract implemented in line with the agreed schedule

3.2 Risks3.2.1. Bad atmospheric conditions

3.2.2. Delay of the construction

3.2.3. Delays in installation process and implementation

4. SCOPE OF THE WORK 4.1 General

4.1.1 Some Civil Works (CW) are envisaged for the 2nd phase as well. CW will cover renovation of four existing sites, including installation and setting up of 7 radars,3 RDF, CCTV and Thermo vision cameras, as well as setting/building of up tofive new sites on already chosen locations at Black Sea cost.

4.1.2 The implementation of the 2nd phase is envisaged to be carried out via one supplycontract. The Supplier will be required to carry out a Detailed Design of thenecessary CW and to complete them, ether via sub-contractor or on his own.

4.2 Project description

In order to enforce the harmonized Bulgarian legislation in the field of maritime safetyand to respond fully to the requirements of the international maritime conventionsBulgarian government started creation of a Vessel Traffic Management InformationSystem (VTMIS). To complete the system and to ensure that the objectives of theVTMIS are reached the country committed itself to provide the necessary investmentsvia the Phare programme and via the national budget. Implementation of the VTMIS

project will pass several phases and should be completed by 2008.

The first phase, financed via the PHARE project BG 0012.01 was completed in 2004.During the first phase the following was achieved:

• Creation of initial VTMIS with the following configuration: Operation

Centre for Management and Control (OCMC) over the system located at theDirectorate Maritime Administration (DMA) Varna, Radar Sensor subsystem, Subsystem for Hydrologic and Meteorological observations;Subsystem for VHF, Radio Direction Finding subsystem (RDF), AutomaticIdentification Services (AIS) transponder subsystem - base stations (BS) for coverage of the Bulgaria coast, Subsystem for Differential Global Positioning(DGPS), Information Subsystem;

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• VHF Communication subsystem for coverage of the Global Maritime

Distress & Safety System (GMDSS) A1 Area, comprising the followingconfiguration: Operating Management and Control Centre (OMCC) of thesystem, Redundant OMCC functions, Base stations covering GMDSS A1Area, Monitoring receiver at Emine site;

• Telecommunication network which includes Microwave Carrier Link (MCL), Radio Relay stations, Wide Area Network (WAN) equipment(routers), wireless and wired Local Area Network (LAN) and the associatedcomponents (flexible multiplexing – system of multiplexes/routers connectingall elements of VTMIS, GMDSS and MCL at the different sites),

• The equipment of the Operating Centers and the Technical Service Unit for

management and maintenance of the system.

With the completion of the Project PHARE BG 0012.01 the basic communication backbone of the VTMIS was built. Due to the limited resources for the Phase I of theProject only part of the equipment have been integrated into initial VTMIS: the core of a

VTMIS which is a radar subsystem and image processing capability is with partialcoverage only. There are only 3 RDF sets. The DGPS equipment is only for coverage of the Varna Lake zone – 1 DGRP reference station. IT/DB subsystem system for management and disseminating of the traffic information to the external users was notincluded.

The Civil Works for I phase comprised: mast towers, housing of the equipment, power supply arrangements, connecting roads and infrastructure, preparation and renovation of the rooms and the buildings at the communication sites and the operational centerssituated in 33 sites.

1After completing the project PHARE BG0012.01 Bulgarian Executive AgencyMaritime Administration (EAMA) prepared a Status Report on the first phase of theVTMIS project. This Report provides basic information on the stage of implementationof the Bulgarian VTMIS project, a plan (strategy) for the implementation of its second

phase as well as a vision for the finalization of the whole system.

Forthcoming is the 2nd phase of the project for which the PHARE project BG 2003/004-937.04.01 provides financing. The core activity of the 2nd phase is the development andextension of the radar subsystem and the image processing capability in the followingdirections:

• Radar Sensors and Radar tracking systems;

• Radar data processing system;

• Radio Direction Finding.

It is envisaged in the Phase 2 to be continued the building and expansion of the radar observation and the RDF subsystems, the MCL subsystem, the DGPS subsystem for thecoverage of the Burgas area, the hydro-meteo stations; will be completed the hardwareand software for the Database subsystem for the management of the traffic data and their dissemination and exchange with external users.

Under 2nd phase of the project is planed to be delivered end installed the following

equipment:

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• System components which include: Radars, RDF, VTS-VHF BS, CCTV and

Thermo vision cameras for monitoring of narrow channels and areas difficultfor navigation, hydro-meteo stations, IT/DB subsystem, DGPS referencestations;

• Power supply and the security equipment which include: Power supply rectifiers,

UPS devices, Emergency power supply, burglar and security equipment for the new radar sites.

• Radio relay stations.

Some Construction Works (CW) are envisaged for the 2nd phase as well. CW willcover renovation of four existing sites, including installation and setting up of 3radars, 3 RDF, CCTV and Thermo vision cameras, as well as setting/building of upto five new sites on already chosen locations at Black Sea cost.

The implementation of the 2nd phase is envisaged to be carried out via one supplycontract. The Supplier will be required to carry out a Detailed Design of the

necessary CW and to complete them, ether via sub-contractor or on his own.

4.3 Geographical area to be coveredLocation of the assignment is the city of Varna / city of Burgas and region of Black Sea cost.

4.4 Target groups

• Approved Detailed Programme drafted by the contracted company for the

Works for each and other site of the VTMIS system;

• Approved Working Drawings prepared by the contracted company for the

Works according to the Tender Dossier;

• Civil Works executed according to the approved programme/time-schedule

and relevant Bulgarian legislation;

• To carry out any other task related to the Direction and Supervision of the

works as may be requested by the PIU.4.5 Specific activities

Specific activities of the Technical Assistance (TA) for the Civil Works Supervision.

The TA will carry out - in compliance with the EU PHARE procedures - the followingnot exhaustive list of tasks and duties mainly split in two phases:

4.5.1 (September 2006 – October 2006)

After the signature of the contract and prior to the Commencement of the Civil Worksand to the Delivery and Installation of the Technical Equipments:

To advise on the Design tailed Programme drafted by the contracted company for theWorks for each and other site of the VTMIS system;

4.5.2 (October 2006 – August 2007)during the progress of the Works and the Delivery and Installation of the TechnicalEquipments:4.5.2.1 To supervise/direct the civil Works according to the applicable bulgarian law;4.5.2.2 To monitor the progress of the works by comparing the actual progress with

the approved programme of the works and to recommend the Contractor theappropriate measures to be taken, in case the works are behind schedule;

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4.5.2.3 To arrange and take part to regular site progress meetings by liaising with themunicipalities’ representatives;

4.5.2.4 To prepare draft agendas and minutes of meetings of all formal visits in whichhe participates;

4.5.2.5 To Advise the Supplier/Beneficiary on possible ways to avoid unforeseen extra

expenditures for the project;4.5.2.6 To Advise the Supplier/Beneficiary on any possible claim or contractual problems arising during the works;

4.5.2.7 To Liaise under the technical and contractual aspects with the ContractingAuthority, trough the PIU, for a smooth and effective progress and successfulcompletion of the works;

4.5.2.8 To carry out any other task related to the Direction and Supervision of theworks as may be requested by the PIU.

4.5.2.9 The Civil Works part of the Project comprises of:

4.6 Scope of the Civil Works

4.6.1 Design and build of engineering equipment – steel structures for mounting of radar and radio relay antenna systems and systems for observation and control of thevessel traffic;

4.6.1.1 Delivery and installation of new steel structures for RSS, VHF and radar antennas for the new sites according to the specifications as described inVolume 1 and referred to Table 1;

4.6.1.2 Delivery and installation of steel structure to the existing steel towers, installedat the existing sites, for RSS,VHF, RDF, DGPS and radar antennas accordingto the Table 1;

4.6.2 Design and build of access roads for heavy machinery and mobile cranes for mounting of steel structures;

4.6.3 Site leveling and fencing

4.6.4 Design and build of external electricity supply lines;

4.6.5 Design, supply and mounting of modular equipment – containers for the radioequipment and the emergency power supply equipment;

4.6.6 Renovation and repair works on existing steel structures;

4.6.7 Renovation and repair works on existing solid buildings and premises;4.7 Scope of the Supplies:The supplies, falling under Civil Works Project part, include supply and installation of:

4.7.1 Diesel generators;4.7.2 Air conditioners;4.7.3 Equipment for existing diesel generators;

4.8 Distribution of the Civil Works and supplies on the sites.

The distribution of the civil works and supplies for the different sites is shown in thetable below. The scope of the works and supplies is shown as a sequence of their reference numbers in the Technical Specification of the Project.

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Site Name Civil Works Supplies Remarks

Balchik 14.6.1.2. 4.7.3.

-

Balchik 2

4.6.1.1.; 4.6.4; 4.6.5. 4.7.1.; 4.7.2.

New site

Kichevo4.6.1.2. -

-

TV Tower 4.6.1.2. -

-

RK Varna4.6.1.2. -

-

TV Beloslav4.6.1.2. -

-

Varna North (Trakata)4.6.1.1.; 4.6.4; 4.6.5. 4.7.1.; 4.7.2.

New site

Fichoza (Galata 2)4.6.1.1.; 4.6.3.; 4.6.4; 4.6.5. 4.7.1.; 4.7.2.

New site

Post 24.6.1.2.; 4.6.6; 4.6.7. 4.7.1.; 4.7.2.

-

Post 34.6.1.2. 4.7.1.

-

Beloslav 24.6.1.1.; 4.6.2.; 4.6.3.; 4.6.4;4.6.5.

4.7.1.; 4.7.2. New site

Goritza4.6.1.2.; 4.6.7. 4.7.1.

-

Pomorie4.6.1.2. 4.7.3.

-

RK Bourgas

4.6.1.2. -

-

Bourgas Oil Port4.6.1.1.; 4.6.4; 4.6.7. 4.7.1.; 4.7.2.

New site

p.Kitka4.6.1.2. 4.7.3.

-

4.8.1 While building the team the Consultant has to have the flexibility to proposeadequate team composition, in order to provide most appropriate and well-targeted expertise to ensure fulfillment of his duties, including moreappropriate distribution of the m/m amongst the experts. The Consultant hasthe option to involve extra experts and split tasks if necessary, in order to

cover the above mentioned fields of expertise.However:4.8.2 the total number of calendar man-days designated for the expertise should not

be exceeded;4.8.3 functions and assignments will be clearly delimited and overlapping should be

avoided.4.8.4 The Consultant is required to describe his approach to the assignment, the

tasks, work programme, experts allocation etc. in the submitted as part of its proposal Method and Organization.

4.8.5 The expenses for these shall be deemed to have been included in the GlobalPrice

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4.8.6 The TA will carry out - in compliance with the EU PHARE procedures - thefollowing not exhaustive list of tasks and duties mainly split in two phases:

Phase I (November 2006) - after the signature of the contract and prior to theCommencement of the Works and to the Delivery and Installation of the Technical

Equipments:

• To approve the Detailed Programme drafted by the contracted company for the

Works for each and other site of the VTMIS system;

• To approve the Working Drawings to be prepared by the contracted company for

the Works according to the Tender Dossier (Volume 2 of TS annexed to thecontract). Note that the Working Drawings are needed for issuing relevant

permits prior to the commencement of the works;

• To Issue the Commencement of the Works order to the Contractor.

Phase II (November 2006 – Dec. 2006) - during the progress of the Works and theDelivery and Installation of the Technical Equipments:

• To Supervise/Direct the civil Works according to Bulgarian law;

• To Monitor the progress of the works by comparing the actual progress with the

approved programme of the works and to recommend the Contractor theappropriate measures to be taken, in case the works are behind schedule;

• To Arrange and take part to regular site progress meetings by liaising with the

municipalities’ representatives;

• To Prepare draft agendas and minutes of meetings of all formal visits in which he

participates;

• To Advise the Supplier/Beneficiary on possible ways to avoid unforeseen extra

expenditures for the project;

• To Advise the Supplier/Beneficiary on any possible claim or contractual problems

arising during the works;

• To Liaise under the technical and contractual aspects with the Contracting

Authority, trough the PIU, for a smooth and effective progress and successfulcompletion of the works;

• To carry out any other task related to the Direction and Supervision of the works

as may be requested by the PIU.

4.9 Project management4.9.1 Responsible bodyCentral Finance and Contracts Unit, Ministry of Finance, (Bulgaria)

4.9.2 Management structureThe structure is as follows:

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• EC Delegation in Sofia – responsible for the overall monitoring of the

implementation of the VTMIS project

• Contracting Authority - Central Finance and Contracts Unit, Ministry of

Finance, (CFCU)

• Beneficiary Institution – Executive Agency Maritime Administration,

( EAMA)

4.9.3 Facilities to be provided by the Contracting Authority and/or other parties

N/A

5. LOGISTICS AND TIMING5.1 Location

Location of the assignment is the city of Varna / city of Burgas and region of Black Seacost. The Supervisor Company/Engineer expert team, Bulgarian, will be based in their own offices, and will have to liaise with the PIU and the IA Head Quarters in Sofia andVarna and with the responsible of the Municipality technical office and the appointed

personnel(s).

5.2 Commencement date & Period of execution5.2.1 The supply contract for the implementation of the project was signed on 30th of

May 2006. The implementation began a month later. The period of execution is17 months.

5.2.2 The intended commencement date for the TA is 1st of November 2006 and the

period of execution of the contract will be 13 months from this date. Please refer to Articles 4 and 5 of the Special Conditions for the actual commencement dateand period of execution.

6. REQUIREMENTS6.1 Personnel

The Contractor shall provide qualified experts with a minimum of ten years professionalexperience, required for the implementation of the services described in this ToR. For theexecution of the project the following expertise is required:

6.2 Key expertsAll experts who have a crucial role in implementing the contract are referred to as keyexperts. The profiles of the key experts for this contract are as follows:

6.2.1 Key expert 1Team Leader

Qualifications and skills

• university degree in architecture at a recognized University

• project management skills

• fluency in English

• computer skills – MS Office, AutoCAD

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• Certificate for designer’s qualification registered in the Chamber of engineers in

investment designing

General professional experience

• at least 10 years sound professional experience, including:

• implementation and management of site planning, landscape planning, designworks and constructions projects;

• consultancy and building supervision in designing and construction of public

services, road buildings, industrial buildings, electrical networks,telecommunication networks;

• geodesic surveying or metal structures surveying

• experience in managing large projects

• experience in organizing and overseeing administrative and logistical support;

Specific professional experience

• knowledge about the Bulgarian legislation in the sphere of construction works• at least 5 years experience in supervision of works conducted in conformity with

the requirements of the National Construction Supervision Directorate

• experience in managing a supervision team

• experience in supervising and coordinating all technical aspects of supervision

6.2.2 Expert 2:

Civil Engineer Expert


• University degree in industrial or civil engineering at a recognized University

• fluency in English

• Computer skills – MS Office, AutoCad


• At least 10 years of experience in the construction engineering, including:

• constructional engineering for industrial projects

• consultant and building supervisor in designing and construction projects in the

scope of public services, road building, construction of office-buildings,

industrial buildings• consultant and building supervisor in designing and construction projects in the

scope of electrical networks, telecommunication networks


• at least 5 years experience in supervision of works conducted in conformity with

the requirements of the National Construction Supervision Directorate

• experience in supervising and coordinating all technical aspects of supervision

contracts;

• experience in organizing and overseeing on site activities




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• Certificate for technical control on construction projects registered in the

Chamber of engineers in investment designing

6.2.3 Expert 3:

Telecommunication Engineer expert


• University degree in telecommunication engineering - radio electronics engineer

at a recognized University

• Fluency in English

• Computer skills – MS Office, AutoCad




• At least 10 years of experience in the telecommunications engineering, including

• design of telecommunications networks;

• control and commissioning of telecommunication system sites


• at least 5 years of experience in consultancy and building supervision in

designing and construction projects of public services, telecommunicationnetworks, local exchanges, interurban connections

6.2.4 Expert 4

Electrical engineer expert


• University degree for electrical supply and equipment engineer at a recognized

University

• Fluency of English

• Computer skills – MS Office


• At least 10 years of experience in the electrical engineering, including:

• design and service of transformers and electrical supply installationsSpecific professional experience

• at least 5 years in consultancy and building supervision in designing and

construction projects public services, office buildings, industrial buildings,electrical networks, telecommunication networks, local exchanges, etc.

6.2.5 Expert 5

Heating, ventilation, all-conditioning and cooling (HVAC) expert


• University degree as mechanical engineer for industrial heating/airconditioningequipments and installations at a recognized University

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• Computer skills – MS Office


• At least 10 years of experience in HVAC engineering, including design of HVAC

installations of office buildings and industrial projects.


• at least 5 years in consultancy and building supervision of HVAC installations of

office buildings, industrial installations, etc.6.2.6 Expert 6

Road engineer expert


• University degree as civil engineer – road engineering at a recognized University


• Computer skills – MS Office, AutoCAD• Certificate for designer’s qualification registered in the Chamber of engineers in



• At least 10 years of experience in HVAC engineering, including:

• design of roads

• consultancy and building supervision on designing and construction projects of

public services, road building, telecommunication networks, etc.Specific professional experience

•

at least 3 years in road building related to telecommunication networks and sites.

The expenses for these shall be deemed to have been included in the Global Price.

6.3 Other expertsCVs for experts other than the key experts are not examined prior to the signature of thecontract. They should not have been included in tenders.

The Consultant shall select and hire other experts as required according to the profilesidentified in the Organization & Methodology document. These profiles must indicate

whether they are to be regarded as long-term/short-term and senior/junior so that it isclear which fee rate in the budget breakdown will apply to each profile. All experts must be independent and free from conflicts of interest in the responsibilities accorded tothem.

The selection procedures used by the Consultant to select these other experts shall betransparent, and shall be based on pre-defined criteria, including professionalqualifications, language skills and work experience. The findings of the selection panelshall be recorded. The selection of experts shall be subject to approval by theContracting Authority.

Note that civil servants and other staff of the public administration of the beneficiary

country cannot be recruited as experts, unless prior written approval has been obtainedfrom the Contracting Authority.

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6.4 Support staff & backstopping N/A

6.5 Office accommodation

The Consultant shall make provisions for the running cost of the office, mission expenses

of staff to the Black Sea cost (local travel expenses and daily allowances, if any), officeassistance and special equipment (if any), reproduction of additional copies,translation/interpretation, document and drawings preparation.

The costs of the office equipment, site technical equipment, accommodation and vehiclesfor the personal are considered to be included in the Global Price. The Consultant shall,as and when necessary, undertake field trips and investigations, the expenses for whichshall also be included in the Global Price.

Office accommodation of a reasonable standard and of approximately 10 square metresfor each expert working on the contract is to be provided by the Consultant. The costs of the office accommodation are to be covered by the fee rates of the experts.

6.6 Facilities to be provided by the ConsultantThe Consultant shall ensure that experts are adequately supported and equipped. In

particular the Consultant shall ensure that there is sufficient administrative, secretarialand interpreting provision to enable experts to concentrate on their primaryresponsibilities. It must also transfer funds as necessary to support its activities under thecontract and to ensure that its employees are paid regularly and in a timely fashion.

If the Consultant is a consortium, the arrangements should allow for the maximumflexibility in project implementation. Arrangements offering each consortium member afixed percentage of the work to be undertaken under the contract should be avoided.

6.7 EquipmentNo equipment is to be purchased on behalf of the Contracting Authority / beneficiarycountry 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 contractwhich is to be acquired by the beneficiary country must be purchased by means of aseparate supply tender procedure.

6.8 Incidental expenditure

N/A

6.9 Expenditure verification N/A

7. REPORTS

7.1 Reporting requirementsThe Contractor shall submit the following reports to the Contracting Authority inaccordance with the below stipulations:7.1.1 Inception ReportThe Contractor, will provide the approved Detailed Work Plan (DWP) or the Works and

Supplies contract, justifying the full coordination of the activities. Key indicators and the benchmarks for the implementation both of the works and the supplies will be identified.

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7.1.2 Progress ReportThe reports should cover recapitulation of previous activity, Activities undertaken,Discordances with the DWP, Activity planed for the next month according to the DWP,Existing and arising problems, Identification of the weak points, Suggestions and

proposed recommendations for improvement.

7.1.3 Final ReportThe report should cover recapitulation of activities under present assignment. The reportshall be produced in close consultation with the PIU and approved by the CFCU andEAMA in writing.

All reports will have to be drafted in English.

7.2 Submission & approval of progress reports

• The report is to be submitted as follows:

• Inception Report: to the EU Delegation in Sofia, The CFCU/IA, The

EAMA/PIU

• Progress Report: to the EAMA/PIU

• Final Report: to the EU Delegation in Sofia, The CFCU/IA, The EAMA/PIU

7.3 Timing:Inception Report: within 20 days after the starting of the assignment;Progress Report: the end of everyone month for the time of the present

assignmentFinal Report: with the completing of the activities envisaged (Note: A draft final

report should be presented 10 days before the conclusion of the contract).

7.4 Number of report(s) copiesInception Report: three copies (for EC Delegation in Sofia, CFCU, EAMA);Progress Report : one copy monthly (EAMA);Final Report: the Final Report will be transmitted by mail to the EU Delegation

(one copy), - The CFCU/IA (one copy), The EAMA/PIU (two copies).

All reports must be prepared in English language (electronic version and hard copy)and must be submitted to the respective manager at:

• EC Delegation in Sofia;

• Contracting Authority (CFCU);

• Beneficiary Institution (EAMA).

• The approval of the Inception report, Progress reports and Final Progressreport will be done by the CFCU.

Copies of the progress reports referred to above must be submitted to the ProjectManager identified in the contract. The progress reports must be written in English.The Project Manager is responsible for approving the progress reports.

8. MONITORING AND EVALUATION

8.1 Definition of indicators

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The Contracting Authority and the Beneficiary Institution will take measures tomonitor the process and to make timely evaluation on the base of the provided

progress reports.

8.2 Special requirements

N/A

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