A1.7 Transport Support Group for RD - ESP Coordinator

REQUEST FOR EXPRESSION OF INTEREST

(CONSULTANCY SERVICES – INDIVIDUAL SELECTION)

BOTSWANA INTERGRATED TRANSPORT PROJECT: LOAN NO.7713-BW

ASSIGNMENT TITTLE: ESP PROJECT MANAGER FOR ROADS DEPARTMENT INFRASTRUCTURE DEVELOPMENT PROJECTS

Reference No. (as per Procurement Plan): BW-MTC-31544-CS-QCBS

• Introduction

• General

The Department of Roads has been inundated with projects that are never completed on time and on budget, which it has not been able to adequately address due to capacity constraints, resulting in some of these having huge claims which are often referred to the Dispute Adjudication Board or arbitration with the Department not being successful in winning some of these claims, hence the need to engage the services of the Economic Stimulus Project (ESP) Project Manager to assist in day to day project management of these projects which upon engagement will address contractual challenges faced by the Department.

• Background

The Ministry of Transport and Communications through the Roads Department is tasked with, among others, the development and maintenance of roads infrastructure. The Roads Department covers approximately 18,000 km of roads under its jurisdictions. Government has embarked on design and construction of some roads, some of which are being rehabilitated while some are being upgraded from either earth, sand and gravel to bituminous standard.

All these activities are being outsourced to Consultants and Contractors except routine maintenance activities which are done by force account. Therefore, this requires that construction and maintenance contracts be in-place before any contractor or consultant is engaged.

Currently the Ministry through Roads Department is embarking on a rigorous implementation of Economic Stimulus Program, outside the normal road construction program and periodic maintenance of the public highway network with the view to create employment, empower citizen’s contractors and ensuring that the public roads network remains trafficable at all times and improving the riding quality of the road. This means that a lot of citizen and local contractors and consultants will be engaged thus requiring a lot of understanding of FIDIC contracts, any other contracts and expertise in the analysis of construction claims.

• Intention of Roads Department

In order to proceed with the preparation of the proposed assignment, the Roads Department intends to engage the services of an ESP Project Manager to carry out a complete general assessment of project management services including but not limited to; coordination of the designs & construction works among different contractors/consultants employed by Roads Department; evaluation of construction claims for all Roads Department Infrastructure Development projects which are submitted by contractors/consultants employed by Roads Department and verification of payments submitted by the Contractors/consultants and issue payment certificates such as interim payment certificates and final payment certificate as specified in the contract to the Client for payments;

• Scope of Services

The ESP Project Manager shall report to the Director of Roads and shall be responsible for at least the following detailed tasks to ensure proper and timely implementation of the Economic Stimulus Projects. The ESP Project Manager may from time to time review the extent of the Terms of references for other Roads Department projects and amend them with an exchange of letters. The ESP Project Manager shall monitor all Economic Stimulus Projects ESP, Development funded project which are normally prepared by private consultant, including Road Maintenance projects and will ensure that the contracts under Roads Department are properly implemented.

In undertaking this assignment, the ESP Project Manager shall be expected to carry out the following:

• Delivering tasks and assignments as directed by the Director of Roads so that the ESP-Project activities will be implemented on time, in compliance with the requirements of the contract and national laws, and in a manner that will ensure reaching overall and specific objectives of each activity

• To manage the implementation of the design & construction works among different contractors/consultants employed by Roads Department funded through development budget;

• Evaluation of construction claims for all Roads Department Infrastructure Development projects which are submitted by contractors/consultants employed by Roads Department.

• Develop Annual Work Plans and budgets for the ESP within the general budgetary timelines of the RD. Such information would be used in the development of the RD’s proposed National Budget.

• Monitor the implementation and progress of projects according to approved objectives, plan of action and budget, and record progress; prepare a schedule for completion of the project in a systemic manner; ensure adherence to deadlines.

• Participating in all phases of Project implementation to ensure timely and successful progress of the agreed project plans;

• Follow up on the implementation of all project activities with relevant parties (consultants, Consultants, etc.);

• Keep track of all stages of projects by documenting and recording outcomes; identify challenges and suggest changes when needed

• Participating in strategic planning for the Project and communicating with all parties involved in project implementation to ensure that all organizations work together effectively;

• Participating in the preparation of annual work plan and the necessary progress reports as required for the Project;

• Participating in day-to-day work related to project implementation, procurement, disbursement, auditing, reporting monitoring and evaluation;

• Supporting any committees, working groups or similar bodies established for the preparation, implementation and/or supervision of the loan projects and/or specific activities;

• Conduct fieldwork when necessary; this includes attendance of all monthly site meetings and visits to ensure the implementation of project activities; prepare and/or edit meeting minutes and process briefings

• Seek proactively solutions for the problems and obstacles that might occur during the projects implementation.

• Actively collaborating with other key stakeholders i.e MFED; MLGRD; MIHD NSO;GICO and Office of the President

• Performing other project related activities assigned by the Director of Roads as may be required.

• Technical assistance to RD and project relevant stakeholders on matters relating to contracts including assessment of claims and disputes resolutions

• Deliverables

• The ESP Project Manager is expected to deliver the following results during his/her tenure of Contract, as soon as certain action is completed:

a) Reports on his/her review on each report received from the consultant on the conceptual designs for project activities, especially on contractual matters and project scope.

b) Reports on his/her review on each detailed design reports and specifications received by RD, from project consultants and contractors, especially contracts matter and project scope

d) Report on assisting RD and project stakeholders in the use of Contracts Documents as well as specifying the training required.

e) Report on providing guidance on the supervision of the works,

f) End of project report on observations and recommendations Contract management of individual RD projects as instructed by the Director of Roads

• Timing and Level of Effort

This is a full-time engagement for an initial period of twelve (12) months and to be extended based on good performance. The assignment is expected to start immediately after the contract has been signed.

It is expected that the Consultant/Individual may have to work long hours initially to implement proper contract oversight on all the ESP-contracts.

• Qualifications

The Consultant shall have the following minimum qualifications and experience:

• Graduate degree in Project Management or Civil Engineering or Construction Management

• At least 5 years experience in public services management, preferably in construction sector

• At least 15 years experience in project and contract management, both on Consultancy and works contracts.

• At least 10 years Project Management experience outside Botswana;

• Must be a Professional Engineer who, if registered outside Botswana, must register with Engineer’s Registration Board (Botswana) within 6 months of the appointment. Failure to register may lead to cancellation of the contract.

• Proven ability to: (i) handle multiple tasks under pressure with short deadlines; (ii) ability to work independently, seeking guidance on complex issues; and (iii) excellent interpersonal skills, proven team orientation and the ability to work across unit boundaries.

• Proven track record as a team member or/and a team leader

• Experience in working with World Bank/ADB considered as advantage

The Consultant will be selected in accordance with the Individual Consultant Selection method set out in the Consultant Guidelines.

The attention of interested Consultants is drawn to paragraph 1.9 of the World Bank’s Guidelines: Selection and Employment of Consultants [under IBRD Loans and IDA Credits & Grants] by World Bank Borrowers January 2011 (revised July 2014) (“Consultant Guidelines”), setting forth the World Bank’s policy on conflict of interest.

Further information and full Terms of Reference can be obtained at the address below during office hours 0730 to 16:30 local time

Expressions of interest must be delivered in a written form one original or one electronic as a pdf.file)) to the address below (in person, or by mail) by 08h00 on 21 Septem