Engagement of a Contract Manager — Zanzibar Energy Sector Transformation and Access Project

REQUEST FOR EXPRESSIONS OF INTEREST

(CONSULTING SERVICES FOR ENGAGEMENT OF A CONTRACT MANAGER – INDIVIDUAL SELECTION)

UNITED REPUBLIC OF TANZANIA

ZANZIBAR ENERGY SECTOR TRANSFORMATION AND ACCESS PROJECT.

CREDIT NUMBER: 68970-TZ

CTF LOAN NUMBER: TF0B5747-TZ

CTF GRANT NUMBER: TF0B5660-TZ

Assignment Title: Engagement of a Contract Manager

Reference No. TZ-MOWEM-487790-CS-CQS

The Revolutionary Government of Zanzibar (RGoZ), through the United Republic of Tanzania, has received financing from the World Bank toward the cost of the Zanzibar Energy Sector Transformation and Access Project (ZESTA), and intends to apply part of the proceeds for consulting services.

Objective

Ministry of Water Energy and Minerals and Zanzibar Electricity Corporation (ZECO) are implementing ZESTA project which involves procuring of consultants, and contractors for building 132KV-100km high voltage transmission lines, associated substations, distributions lines, SCADA installation, 18MWp solar PV generation plant and battery storage infrastructure. These activities involve large and complex contracts where the Contract Manager will the implementation status of the contracts as mentioned in ToR, on behalf of ZECO and MoWEM.

Scope of the Assignment

The scope of the assignment involves:

Preparation of contracts, regular review of contracts’ performance, contract administration, and regular updates/reporting (weekly, monthly, quarterly, semi-annual and annual) to the MoWEM and ZECO Management and relevant external stakeholders.

Tasks and responsibilities

Key responsibilities of the Contract Manger:

• Provide input to the preparation of the contracts by identifying the subject of the project, stakeholders, way of implementation, main project phases, procurement strategy, timelines and risks and responsibilities;

• Check the consistency between various documents and contract conditions prior to compilation of contract documents for signing;

• Support in the preparation of the Notification of Intention to Award and Contract Award;

• Provide support to MoWEM and ZECO management in keeping oversight (in terms of the quality, timelines, and cost) on contract management by tracking implementation progress as per agreed terms and conditions of the contract;

• Reviewing and ensuring that all the requirements for the contract preparation like studies, surveys, designs, site, permissions, and financing are available;

• Prepare and update a Contract Management Plan (CMP) for monitoring and reporting of each contract. Provide periodic updates on the progress and reasons for delays (if any), contractual issues, and their remedial actions;

• Help in identifying and explaining the Employer’s Risks, the Shared Risks and the Contractor’s Risk;

• Provide support in reviewing the conditions of contract effectiveness and ensure that all conditions are met prior to effectiveness and commencement;

• Review, explain and reporting on the roles and responsibilities of the Employer and the Contractor;

• Provide support in maintaining communication in writing with Contractor, Employer and Stakeholders;

• Collaborate with MoWEM and ZECO and Stakeholders draft contracts with all required provision to manage the projects;

• Actively monitor the activities on Critical Path and propose proactive measures for any issues and deviations in timelines;

• Manage the performance of the contract on frequent basis;

• Administer the contracts to ensure that all the contractors, consultants and client obligations are adhered to and resolve any issues and challenges that arise to ensure effective and timely implementation of the contracts;

• Provide support in preparing and signing of contract amendments;

• Provide input to the payment requests and deliverable submission as per the conditions of the signed contract(s). Review, monitor and report that all required insurances for risk coverage are in place and valid;

• Review, monitor and report that all Securities/ Guarantees required in contracts are available and valid during the contract implementation;

• Review and monitor the portion of subcontracting (if any) under the contract.

• Help in reviewing and responding to Contractor’s Claims;

• In Consultation with the Client and in close collaboration with the Management and Supervision Consultants for all works help in reviewing and responding to complaints during contracts implementation;

• Support the Client in proper contracts close out and completion in all works contracts, in close collaboration with the Management and Supervision Consultants.

• Review, monitor and report whether all the requirements related to Environmental and Safeguards (ES) and Occupational Safety, Health, and Sanitation (OSHS) are in place and being implemented during contracts execution;

• Provide support in suspension or termination of contract, if needed;

• Provide support in Post Completion activities like Operation, Defect Liability and Auditing;

• Report performance of the contracts, including but not limited to the ones listed in Section 2 of this Terms of Reference (ToR), to the High Management Level of MoWEM and ZECO and other Project Stakeholders;

• Monitor and track contracts being processed, identify constraints/challenges/issues especially deviations from agreed Schedules and seek to resolve issues in a timely manner in appropriate consultation with Management and/ or relevant external stakeholders;

• Mentor MoWEM and ZECO Staff by sharing knowledge in Contract Management Services;

• Provide Capacity Building in Contract Management to MoWEM and ZECO Staff responsible in Management and Supervision of various Contract of different scale with emphasis, among others, on the World Bank Contract Management Practice Published in September 2018 – First Edition;

• Preparation of Contract Management Plan for all ongoing contracts and participate in Contract monitoring and administration by ensuring that are efficiently managed, monitored and timely completed in order to get the value for money (good quality at a lower cost);

• To enhance the efficiency and effectiveness of the Contracts Data/ Information Management System and in particular set up a filing and record keeping system that ensures that Contracts records are easily retrievable and available for Contracts Audits; Maintain complete Contracts files and records including all correspondence related to Contract Management activities; and seek legal advice where appropriate;

• Assist in preparing timely contract amendments/variation orders;

• Prepare and update the Contracts Register (List of all Contracts Awarded);

• Preparation of Annual of Work Plan and Budget and ascertaining the same is submitted to World Bank before end of the Month of May of each Calendar Year, and updating the implementation of the same after three (3) months; and

• Participate in related projects meetings and undertake regular site visit during project execution to oversee ongoing works under the terms of the contracts

Any other duties that may be assigned by Superiors from time to time in furtherance of the above responsibilities

The Ministry of Water, Energy and Minerals now invites eligible expert to indicate their interest in providing the Services. Interested Consultants should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services. The shortlisting criteria are:

The following criteria will be used to evaluate the submitted CVs