Provision of Individual Consultancy Services for the Engagement of Project Manager — Tanzania Intermodal Rail Development Project (TIRP-2)

THE UNITED REPUBLIC OF TANZANIA

MINISTRY OF AGRICULTURE

NATIONAL IRRIGATION COMMISSION

TANZANIA INTERMODAL RAIL DEVELOPMENT PROJECT (TIRP-2)

THE SECOND TANZANIA INTERMODAL AND RAIL DEVELOPMENT PROJECT (TIRP2) – VER 3 OF 31 JULY 2023

REQUEST FOR EXPRESSIONS OF INTEREST (INDIVIDUAL CONSULTANT)

TENDER No. PROPOSAL NO.: TZ-NIRC-450671-CS-INDV

PROJECT ID: P176682, IDA CREDIT NO: 7529

PROVISION OF INDIVIDUAL CONSULTANCY SERVICES FOR THE ENGAGEMENT OF PROJECT MANAGER

• This request for Expression of Interests follows the General Procurement Notice for this Project that appeared in United Nations Development Business (UNDB) Issue No. WB2651-05/13 posted on May 2023.

• The Government of the United Republic of Tanzania has received a credit from the World Bank towards the cost of the Tanzania Intermodal Rail Development Project (TIRP) and intends to apply part of the proceeds for Consultancy Services.

• The consultant to be engaged (The Project Manager) shall be working with NIRC Project Implementation Team on supervising the Individual Consultants, , Consultancy firms sand Contractors who will be hired by NIRC during the Project period.

• The National Irrigation Commission on behalf of Government of Tanzania, now invites eligible individual consultants to express their interests to work as project manager. Interested Consultants should provide information with supporting documents demonstrating that they have the required qualifications and relevant experience to perform the Services.

• SCOPE OF SERVICES AND THE ROLES OF THE PROJECT MANAGER

The Project Manager will be responsible for planning, overseeing and monitoring day-to-day activities and making sure that he/she is aware of any technical issue regarding the project. The Project Manager will work closely with the Project Coordinator to manage the technical experts in the Project Implementation Team. This is a senior role at an organization and requires interaction with a range of internal and external stakeholders, most often managing several moving project parts simultaneously. The Project Manager will report to the Project Coordinator in all technical matters.

The Project Manager will be responsible for the following tasks

5.1 Project Planning and Coordination

Under this area, the Project Manager will be responsible for:-

5.1.1 Planning meetings and organizing project logistics

5.1.2 Leading project planning sessions upon the approval from the Project Coordinator

5.1.3 Participating intender process i.e design, submission and review

5.1.4 Provide summarized project plan documentation to Project Coordinator, clients, and other stakeholders as needed and directed

5.1.5 Lead the review of all technical documents produced by the Project Implementation Team as well as other consultants under the Project Coordinator

5.1.6 Managing project progress and adapt work as required

5.1.7 Ensuring projects meets deadlines

5.1.8 The Project Manager, in consultation with the Project Coordinator, will oversee the day-to-day operations of the Project Implementation Team. This includes managing the assessment, feasibility, and implementation of the selected dams, as well as overseeing any associated catchment management and flood management interventions within the designated catchment area.

5.2 Fiduciary Management

Under this area, the Project Manager will be responsible for;

5.2.1 Making key decisions that can impact the financial health of the project in consultation with the Project Coordinator

5.2.2 Ensuring that fiduciary duties are carried out in a manner that minimizes potential harm. It’s about making prudent decisions that align with the client’s objectives and risk tolerance.

5.2.3 Manage resource needs to maximize potential for successful execution of projects

5.2.4 Collaborate with and lead teams to deliver results on schedule and within budget limits

5.2.5 Play a crucial role in ensuring that projects get done on time and within budget constraints

5.3 Risk Managment

Under this area, the Project Manager will be responsible for;

5.3.1 Identify Project Risk and Designing risk mitigation Plan

5.3.2 Defining project costs by assessing risk, opportunities and actions

5.3.3 Identifying, assessing, and managing the risks associated with fiduciary duties

5.3.4 Supporting risk owners in characterizing risks and their associated cost

5.3.5 Reporting, creating,updating and communicating to project Coordinator

5.4 Monitoring and Evaluation

Under this area, the Project Manager will be responsible for

5.4.1 Submitting to the Project Coordinator the Weekly, Monthly, Quarterly, Annually and any other required reports.

5.4.2 Monitorig the daily progress of projects

5.4.3 Providing detailed updates to Project Coordinator or other stakeholders on project related issues.

5.4.4 Establishing a proper custody of all potential documents including but not limited to various project reports invoices, contracts, and other financial files for easy access.

5.4.5 Conducting periodic scope, schedule, and cost reviews using industry best practices, to identify needed adjustments

5.4.6 Measuring project performance and progress throughout campaign execution

5.4.7 Engage in continual learning to remain abreast of industry best practices, new technologies, and emerging standards

5.4.8 Documenting the project activities, obstacles, costs and results

5.5 Stakeholder Engagement

Under this area, the Project Manager will be responsible for;

5.5.1 Liaising with Dam Safety Unit of the Ministry of Water to ensure full compliance with Dam safety requirements of Government as well as the World bank

5.5.2 Managing relationships with clients and stakeholders

5.5.3 Project Manager prior to consultation with the Project Coordinator will be responsible for early engagement and managing the relationship with key stakeholders;

5.5.4 Defining the project objectives and scope, identifying involvement of internal and external stakeholders

5.5.5 Managing the client and other stakeholder expectations to maintain productive and engagement relationship

5.5.6 Regular reviewing and endorsement of the overall approach to stakeholder engagement

5.5.7 Development and management of the stakeholder engagement approach, developing stakeholder profiles and aligning relevant activities

5.5.8 Maintaining all relant stakeholder information

5.6 Manage Start-up Activities for the Project

The Project Manager shall ensure that the Parties (Employer, Consultant and Contractor) fulfill their obligations for smooth startup of the project. In this respect the Project Manager shall be responsible for

5.6.1 Ensuring that the site for the works is ready for handing over to the Contractor and notify timely of any problems

5.6.2 Ensuring timely of any problems

5.6.3 Cause the Contractors to submit the required guarantees within the prescribed time and ensure that Advance payment is paid upon internal confirmation of the acceptability of the guarantees.

5.6.4 Ensuring timely issuance of the Commencement Order for the works and consultancy services Contracts.

5.6.5 Causing the first site meeting (kick-off) convened at the appropriate time to enable proper coordination and reporting during implementation of the project

5.7 Monitoring Progress of Works and Time Control

The Project Manager shall ensure that the works are completed within the agreed contract period. To ensure this, the Project Manager shall among other tasks undertake the following: -

5.7.1 Ensuring that the Contractor submits a works program according to the contract provisions

5.7.2 Ensuring that monthly progress review and other ad-hoc meetings are convened to deliberate on projects issues and participate fully in the meetings.

5.7.3 Follow up closely implementation of resolutions made in the meetings and advise the Manager for donor funded projects on necessary actions by NIRC management to ensure that the works progress as planned.

5.7.4 Ensuring that supervision consultants perform their duties in accordance with the provisions of contracts in relation to construction works time control.

5.7.5 Proactively initiate necessary actions within the ambit of the contract to mitigate any causes that may lead to delays in completion of Works.

​​​​​​​5.8 Monitor Quality of Works

The Project Manager shall ensure that the Works are constructed to the specified quality in the contract and in accordance with the contract drawings. The following are among the tasks the PM has to undertake:

5.8.1 Reviewing the adequacy of the quality assurance plans to be prepared by the consultants and ensure implementation of the same at site

5.8.2 Reviewing contractors’ works methodology in line with contract specifications and bring up shortfalls that may result to poor quality for timely innervation pursuant to the contracts provisions.

5.8.3 Reviewing monthly progress reports and bringing up comments for any corrective actions required to ensure the quality of the works.

5.8.4 Conducting site visits and inspecting the works for conformity with specifications and drawings.

5.8.5 Proactively initiate necessary actions to mitigate any cause that lead to poor quality of the works

5.9 Manage Contractual Issues

The Project Manager shall attend all contractual and any other correspondence related to the Project implementation. To this end, the Project Manager shall among other things attend the following: -

5.9.1 Reviewing claims/recommendation on claims by the Consultant and advice the Employer timely

5.9.2 Initiating contractual actions timely to defend Employer's right under the contract

5.10 Manage Closing Activities of Contracts

The Project Manager shall be responsible for ensuring that substantial completion of the Works and Final Completion of Works are done in accordance with contract requirements. Accordingly, the Project Manager will be requ