Terms of Reference for Attached Technical Assistance
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1 Seismic Safety Improvement Program (RRP ARM 49078) A. Introduction Terms of Reference for Attached Technical Assistance 1. The government of Armenia requested a capacity development technical assistance (TA) to supplement the Seismic Safety Improvement Program (SSIP) activities and provide external support to program implementation. The SSIP is the first results-based lending program (RBL program) in Armenia. The objectives, outputs and key activities, cost estimate, and implementation arrangements are presented in the TA paper as one of the linked documents of the Report and Recommendations of the President for the SSIP. The outline terms of reference for the individual consultants under the TA are described below. B. International Specialists 2. Seismic Structural Engineer (Team Leader): (international, 6.5 person-months intermittently over 24 months). The consultant will have a civil and/or structural engineering degree (master s degree preferred) with at least 20 years of experience with structural engineering design of earthquake resistant/hardened buildings and/or retrofitted buildings and structures. Experience with earthquake/disaster risk management is required. Experience in Armenia and/or central Asian countries is an advantage. Experience with international development agencies, such as UNICEF, World Bank, and ADB, is preferred. The consultant must be fluent in English. The consultant will: (vii) (viii) (ix) (x) guide and support the government with its revisions of the building codes for schools; assist the government in updating the School Strengthening and Renovation Program (SSRP) to maintain technical soundness of the SSRP in terms of adequacy and economic efficiency; assist in updating the RBL program, review the detailed designs of the school buildings to be strengthened or reconstructed under the RBL program, recommend any changes to designs and specifications required to ensure consistency with the latest international standards, to ATDF; review the quality control procedures that ATDF have put in place for strengthening schools buildings and recommend any required changes; inspect the ongoing construction of the schools buildings and recommend to ATDF to issue any required change orders to the contractor(s); review the government s certification program for the RBL program results (satisfactorily completed school buildings) including the technical capacity of the assigned third party inspection function/institution/consultant; help ATDF ensure that the RBL program establishes efficient implementation procedures, including appropriate construction monitoring instruments; procurement practices; quality control and disbursement protocols; assist ATDF to operationalize a detailed procedure for checking of contractor s progress claims, cross check with the quality control reports, and with the day to day quantity measurements and contractors as-built-drawings; assist ATDF with validating the program results and achievements of targets for the disbursements linked indicators under the RBL Program; advise necessary measures and actions to assist ATDF with implementation of the RBL program following the program action plan, results framework and monitoring mechanisms; and
2 2 (xi) lead the associated TA team of consultants and ensure the TA s efficacy through detailed review, monitoring, assessment and required improvements to the works of the various TA consultants and prepare various reports for the government and ADB. 3. Seismic Geotechnical Engineer: (international, 4 person-months intermittently over 24 months). The consultant will have a civil engineering degree (master s degree in seismic engineering preferred) with at least 15 years of experience with assessment of earthquake disaster risk management and monitoring of seismic activity through monitoring stations. Experience with disaster risk management in Armenia, Central Asian or Asian countries is required. Experience with international development agencies, such as UNICEF, World Bank, ADB, is preferred. The consultant must be fluent in English. The consultant will: (vii) update the list of seismic monitoring station equipment to be procured, ensure proper specifications and assist ATDF with preparation of bills of quantity, cost estimates, bid documents, and contracts; support and guide ATDF with supervision of the installation of the new equipment for the seismic measuring stations, including supervision on operational testing and development of an operations manual for these stations; assist in the development and supervision of delivery of training programs for the seismic station staff to improve their overall knowledge and early warning capacity; guide and support the responsible government agencies to update the Armenia building codes for schools according to international standards and practices, assist in any hearings or meetings with senior levels of government reviewing the revisions; assist government agencies to incorporate the latest international specifications into the Armenian building codes for schools; assist the responsible agencies to revise unit cost estimates as a result of the revised specifications and help incorporate them in the government s unit price index and bid documents; and assist ATDF with incorporation of international designs, specifications and materials in the design of the school buildings to be strengthened or reconstructed under the RBL program. 4. Financial Management Specialist: (international, 2 person-months intermittently over 14 months). The consultant will have Certified Public Accountant or equivalent professional accounting qualification with at least 15 years of experience with senior government/ministerial level officials dealing with financial management, funds flow, fiduciary arrangements and public or private auditing procedures. Experience with international development agencies, such as UNICEF, World Bank, or ADB, is required. The consultant must be fluent in English. The consultant will: guide ATDF in undertaking actions related to financial management and fiduciary control under the RBL program in line with the program action plan and results framework; Review the financial management and fiduciary control process and procedure developed by ATDF for the RBL program and recommend necessary improvements to ensure that the process and procedure meet the RBL program requirements in providing reasonable assurance for the appropriate use of program loan funds;
3 3 support and guide ATDF in managing the RBL loan account and preparing financial reports and annual audits; and, assist ATDF in incorporating the related financial management and fiduciary control procedures into its operations manual; and, Review the training program for ATDF staff and supervise its delivery. 5. Monitoring and Evaluation Specialist: (international, 3.5 person-months intermittently over 24 months). The consultant will have a degree in social sciences, engineering or equivalent (master s degree preferred) with at least 10 years of experience with monitoring and evaluation (M&E) of major construction projects financed by international development organizations/agencies, such as UNICEF, World Bank or ADB. The consultant must be fluent in English. The consultant will: assist ATDF with review of the assessment and recommendations developed by ADB during the RBL program processing and incorporate the gaps in ATDF s current system that may affect the program implementation and results monitoring and evaluation; guide and support ATDF in strengthening and operationalizing its M&E system, including its MIS and data collection and analysis mechanisms with particular reference to assessment of design and quality of construction, validation and verification protocols; support ATDF with incorporation of its updated M&E system into the operations manual and day to day operations; guide ATDF in developing a detailed check list of indicators for monitoring activities relevant to design, procurement, construction and construction supervision and quality control, including program financial/accounting records, disbursement of funds, payment of contractors progress claims, and assist ATDF with development of training programs and training materials on M&E for ATDF staff and on-site construction supervisors. B. National Specialists 6. Civil and Structural Engineer (Deputy Team Leader) (national, 12 person-months intermittently over 24 months). The consultant will have a civil engineering degree (master s degree preferred) with at least 15 years of experience with structural engineering design of earthquake resistant or hardened buildings and/or retrofitted buildings and structures. Experience with disaster risk management in Armenia and Central Asian countries is required. Experience with international development agencies, such as UNICEF, World Bank, ADB, is preferred. The consultant must be fluent in the Armenian language and have English communication skills. The consultant should have a good working relationship with various government agencies in Armenia. Under the guidance of the international consultants, the consultant will: assist the international team leader in updating the government s SSRP, to maintain technical soundness of the program in terms of adequacy and economic efficiency; assist the international seismic geotechnical engineer with supervision of the installation of the new equipment for the seismic measuring stations; assist in the development and supervision of delivery of the training programs for the seismic station staff to improve their overall knowledge and early warning capacity;
4 4 (vii) help ATDF establish efficient implementation procedures, procurement practices, quality control and reimbursement protocols for the RBL program; assist ATDF to operationalize a detailed procedure for checking of contractor s change orders, progress claims, cross check with the quality control reports, and with the day-to- day quantity measurements and as-built-drawings; assist ATDF with validating the program results and achievements of targets for the disbursements linked indicators under the RBL Program; and advise necessary measures and actions to assist ATDF with implementation of the RBL program following the program action plan, results framework and monitoring mechanisms. 7. Seismic Geotechnical Engineer: (national, 8 person-months intermittently over 24 months). The consultant will have a civil engineering degree (master s degree preferred) with at least 15 years of experience with structural engineering design of earthquake resistant or hardened buildings and/or retrofitted buildings and structures. Experience with the Armenia building codes and the international MSK9 (IX) codes is required. Experience with international development agencies, such as UNICEF, World Bank, ADB, is preferred. The consultant must be fluent in the Armenian language and English communication skill is an asset. The consultant should have a good working relationship with various government agencies in Armenia. Under the guidance of the international consultants, the consultant will: guide and support the responsible government agencies to update the Armenia building codes for schools according to international standards and practices, assist in any hearings or meetings with senior levels of government reviewing the revisions; assist government agencies to incorporate the latest international specifications into the Armenian building codes for schools; assist the responsible agencies to revise unit cost estimates as a result of the revised specifications and help incorporate these in the government s unit price index; assist ATDF with incorporation of international designs, specifications and materials in the design of school buildings to be strengthened or reconstructed under the RBL program; and, assist ATDF with retroactive review of the designs, specifications and drawings of the school buildings to be strengthened or reconstructed under the RBL program. Recommend revisions, if any, through change orders and other instructions to the contractors and assist ATDF to have these incorporated in contracts to ensure compliance with the eventual updated Armenia building codes. 8. Quality Control Engineer: (national, 8 person-months intermittently over 24 months). The consultant will have a civil engineering degree (master s degree preferred) with at least 10 years of experience with construction of earthquake resistant or hardened buildings and/or retrofitted buildings and structures. Experience with the Armenia building codes and the international MSK9 (IX) codes is required. Experience with international development agencies, such as UNICEF, World Bank, ADB, is preferred. The consultant must be fluent in the Armenian language. English communication skill is an asset. The consultant should have a good working relationship with various government agencies in Armenia. The consultant will support the International Civil and Structural Engineer and will:
5 5 guide and support ATDF with strengthening of quality control procedures including requirement for contractor to submit construction drawings, concrete mix design, reinforcing steel details, quality control testing of various materials and preparation of related records and reporting; assist ATDF in preparing a detailed daily check list to help ATDF s on-site construction supervisors, including procedures for handling requests for variation/change orders by the contractor or materials suppliers and responsibilities of the contractor and ATDF s on-site supervisor to check all materials as it is delivered for both quality, specifications and quantity and to ensure such changes are incorporated in the as-built-drawings; guide and support ATDF with its regular bi-monthly inspections of school building sites; conduct training and capacity building workshops to strengthen capacities of ATDF s on-site inspectors and encourage them to report all irregularities to a senior responsible engineer in ATDF. Empower ATDF s on-site supervisor to issue stop work orders for flagrant violations of material specifications and/or workmanship; and, assist with delivery of workshops for the contractors and their personnel to introduce the updated building codes for schools and strengthened quality control procedures including the need for proper measurement of completed works and quantity, adherence to the bills of quantity or approved variations, and as-built drawings. 9. Procurement Specialist: (national, 8 person-months intermittently over 24 months). The consultant will have a civil engineering degree or equivalent with at least 8 years of experience with procurement of civil works and related materials and services. Experience with the Armenia procurement procedures is required. Experience with international development agencies, such as UNICEF, World Bank, ADB, is preferred. The consultant must be fluent in the Armenian language and English. The consultant should have a good working relationship with various government agencies in Armenia. The consultant will support the international team leader and the national engineers and will: review the available analysis and assessment of the government's procurement systems and practices and Armenian National Procurement Annex prepared by ADB; guide ATDF in undertaking actions related to procurement under the RBL program in line with the program action plan and results framework; recommend necessary measures and actions, monitoring mechanisms and evaluation criteria to further strengthen the ATDF s procurement systems and procurement capacity related to the proposed RBL program implementation with focus on technical quality of the bids; guide and support ATDF to update its procurement procedures, including a detailed pass-fail of the technical bids; assist in evaluation of the bids and review of draft bid evaluation reports, with focus on bids rejected due to technical non-compliance; and support ATDF with recommendations and discussions with the national authority approving bids. 10. Project Management Specialist: (national, 6 person-months intermittently over 14 months). The consultant will have a civil engineering degree or equivalent with at least 10 years of experience with general project management, be familiar with government policies regarding
6 6 construction procedures and have experience with preparation of operations manuals. Experience with international development agencies, such as UNICEF, World Bank, or ADB, is an advantage. The consultant must be fluent in the Armenian language. Fluency in English is an advantage. The consultant should have a good working relationship with various government agencies in Armenia. The consultant will support the international team leader and work closely with ATDF and all the international and national consultants and will: guide and support ATDF in updating its operations manual to mainstream the new and revised procedures to meet the RBL program requirements, including designs and appraisals, procurement, construction supervision, environmental safeguards, social and gender aspects, financial/auditing procedures, monitoring and evaluation and reporting, third party technical inspections, and certification of the retrofitted or replacement school buildings; and assist ATDF with training of its staff to familiarize them with the new manual and to operationalize the new or revised procedures. 11. Financial Management and Auditing Specialist: (national, 6 person-months intermittently over 14 months). The consultant will have Certified Public Accountant or equivalent professional accounting qualification with at least 10 years of experience with Armenian government financial systems, and be familiar with Ministry of Finance regulations and policies regarding loans from external sources. Experience with international development agencies, such as UNICEF, World Bank, or ADB, is an advantage. The consultant must be fluent in the Armenian language. Fluency in English is an advantage. The consultant should have a good working relationship with various government agencies in Armenia. The consultant will support and work closely with ATDF and the international financial management specialist and will: guide ATDF in undertaking actions related to financial management and fiduciary control under the RBL program in line with the program action plan and results framework; Review the financial management and fiduciary control process and procedure developed by ATDF for the RBL program and recommend necessary improvements to ensure that the process and procedure meet the RBL program requirements in providing reasonable assurance for the appropriate use of program loan funds; support and guide ATDF in managing the RBL loan account and preparing financial reports and annual audits; and, assist ATDF in incorporating the related financial management and fiduciary control procedures into its operations manual; and, Review and update the training programs for ATDF staff on financial management, auditing and reporting and supervise its delivery. 12. Environmental Safeguards Specialist: (national, 6 person-months intermittently over 14 months). The consultant will have a degree in environmental sciences (a master degree is preferred), or equivalent with at least 8 years of experience with the Armenian government s environmental systems and procedures, and be familiar with Ministry of Nature Protection regulations and policies. Experience with international development agencies, such as UNICEF, World Bank, or ADB, and familiarity with ADB s environmental safeguards is required. The consultant must be fluent in the Armenian language. Proficiency in English is required. The consultant should have a good working relationship with various government agencies in Armenia. The consultant will support and work closely with ATDF s environment unit and will:
7 7 guide and support ATDF in strengthening its environmental safeguards system and procedures in line with the findings of the environmental assessment prepared by ADB during the RBL program processing; assist ATDF with identification of potential environmental impacts of the RBL program and recommend mitigation measures for managing any potential adverse environmental impacts during construction of the school buildings under the program, as detailed in the environmental management plans (EMPs); guide and support ATDF with operationalizing a simple environment management system for the program in accordance with the principles of ADB s Safeguard Police Statement (2009) and in line with the Ministry of Nature Protection practises; assist ATDF with preparation of a screening checklist for potential environmental impacts which may affect the program design and recommended necessary measures and actions for mitigation, with clear results and monitoring mechanisms. Ensure that the mitigation measures detailed in the EMPs are reflected in the bills of quantity, bids and contract documents and the contractor s work programs; assist ATDF in incorporating the related environment safeguard procedures into its operations manual; and, review and update the training programs for ATDF staff on environment safeguards and supervise its delivery. 13. Gender and Social Specialist: (national, 6 person-months intermittently over 24 months). The consultant will have a degree in social sciences (a master degree is preferred) or equivalent, with at least 8 years of experience with the Armenian government s social and gender systems and procedures. Experience with international development agencies, such as UNICEF, World Bank, or ADB is required. The consultant must be fluent in the Armenian language and be able to speak and write English. The consultant should have a good working relationship with various government agencies in Armenia. The consultant will support and work closely with ATDF s gender and social unit and will: Assist ATDF in undertaking actions related to enhancing the social and gender impact of the RBL program in line with the program action plan and results framework; guide and support ATDF with adopting the procedures recommended in the assessment prepared by ADB during the RBL processing and the World Bank assessment report under its education project; assist ATDF to incorporate gender, poverty and social analysis into the assessment of all schools included under the RBL program; assist ATDF to assess the type and significance of the school retrofit or replacement and the related construction impacts on the poor, women and any other vulnerable groups; support ATDF with analysis from a social and gender perspective how ADB s RBL program differentially affects female, male, and disabled students, or other groups of students and recommend mitigating measures; support and guide ATDF to engage and empower civil society organizations, women, and disadvantaged groups during program implementation to maximize project impact;
8 8 (vii) (viii) assist ATDF with development of public/community awareness programs and ensure that women and disadvantaged groups are included in all emergency response information, training and drills; and, support ATDF to incorporate the social and gender indicators in the monitoring, evaluation and reporting mechanisms. 14. Monitoring and Evaluations Specialist: (national, 6 person months intermittently over 24 months). The consultant will have a degree in engineering or social sciences (a master degree is preferred) or equivalent, with at least 8 years of experience with the Armenian government s monitoring and evaluations (M&E) systems and procedures. Experience with international development agencies, such as UNICEF, World Bank or ADB is required. The consultant must be fluent in the Armenian language and proficient in English. The consultant should have a good working relationship with various government agencies in Armenia. The consultant will support and work closely with ATDF M&E unit and the other consultants and will: guide and support ATDF in strengthening and operationalizing its M&E system in line with the assessment and recommendations developed during the RBL program processing, the program action plan and results framework; support ATDF with incorporation of its updated M&E system into the operations manual and day to day operations; guide ATDF in the development of a detailed check list of indicators for monitoring activities relevant to design, procurement, construction, construction supervision and quality control, including program financial and accounting records, disbursement of funds, payment of contractors progress claims; and, assist ATDF with development of training programs, including preparation of training materials, for ATDF staff and on-site construction supervisors.
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