B.ii terms of reference

January 2013 Page 1 of 17
B II Terms of Reference_FINAL_17 05 2013.doc
ANNEX II: TERMS OF REFERENCE
1. BACKGROUND INFORMATION .....................................................................................2
1.1. Beneficiary country ......................................................................................................2
1.2. Contracting Authority...................................................................................................2
1.3. Relevant country background.......................................................................................2
1.4. Current state of affairs in the relevant sector................................................................2
1.5. Related programmes and other donor activities: ..........................................................3
2. OBJECTIVE, PURPOSE & EXPECTED RESULTS .......................................................4
2.1. Overall objective...........................................................................................................4
2.2. Purpose .........................................................................................................................4
2.3. Results to be achieved by the Contractor (Supervisor).................................................4
3. ASSUMPTIONS & RISKS...................................................................................................4
3.1. Assumptions underlying the project intervention.........................................................4
3.2. Risks .............................................................................................................................5
4. SCOPE OF THE WORK......................................................................................................5
4.1. General..........................................................................................................................5
4.2. Specific activities..........................................................................................................6
4.3. Project management....................................................................................................11
5. LOGISTICS AND TIMING...............................................................................................12
5.1. Location......................................................................................................................12
5.2. Commencement date & Period of implementation.....................................................13
6. REQUIREMENTS ..............................................................................................................13
6.1. Personnel ....................................................................................................................13
6.2. Office accommodation................................................................................................15
6.3. Facilities to be provided by the Contractor (Supervisor)............................................15
6.4. Equipment...................................................................................................................15
6.5. Incidental expenditure ................................................................................................16
6.6. Expenditure verification .............................................................................................16
7. REPORTS ............................................................................................................................16
7.1. Reporting requirements ..............................................................................................16
7.2. Submission & approval of progress reports................................................................17
8. MONITORING AND EVALUATION..............................................................................17
8.1. Definition of indicators...............................................................................................17
8.2. Special requirements...................................................................................................18

BACKGROUND INFORMATION
1.1. Beneficiary country
Albania
1.2. Contracting Authority
Delegation of the European Union to Albania
1.3. Country background
Albania is situated in the south-east of Europe and covers 28,748 square kilometres bounded by
Montenegro and Kosovo1 in the north, the former Yugoslav Republic of Macedonia to the east and
Greece to the south. Albania lies on the eastern shores of the Adriatic Sea, opposite the heel of
Italy. The country has a population of approximately 2.8 million inhabitants of which around one
third lives in the capital Tirana and its environs. Some 70% of Albania is mountainous with the
remainder plains and hills. The coastal regions have a temperate climate, but inland, especially to
the north, the climate is characterised by harsh winters and hot showery summers.
1.4. Current situation in the sector
The water supply and sewerage systems in urban centres in Albania are operated by the water and
waste water enterprises, with considerable subsidy by the Government of Albania (GoA). The
General Directorate of Water Supply and Sanitation (GDWSS) within the Ministry of Public
Works and Transport (MPWT) prepares and implements the policies for the sector and provides
technical assistance to these enterprises.
Water and wastewater services infrastructure in Albania is in a deplorable condition. Whilst many
sources of water supply are adequate to meet demand, the development of these sources together
with treatment facilities, transmission mains, storage reservoirs and distribution networks has
suffered from a lack of investment and neglected maintenance. Consequently, although most urban
inhabitants have access to piped water supply, the level of service in terms of quantity and quality
is still low compared to Central and Eastern European countries. The performance of the water
sector has improved over the past few years. Access to water supply has increased from 50 to 78
percent since 1990 and access to sewerage has increased from 25 to 50 percent. However, despite
the fact that water services have improved, the lack of system maintenance and repairs has resulted
in excessive water losses, estimated to be on average close to 70%.
In most serious conditions are the sewerage collection systems and the treatment of wastewater. As
a result of new urban developments on the coastal tourist areas including legal and illegal
buildings, most of these areas are not covered by water and wastewater systems. In the last years
new water projects are under implementation or planned to be implemented. At present, there exist
seven completed wastewater treatment plants completed in: Kavaja, Pogradec, Korça, Vlora,
Lezha, Durres and Saranda. One wastewater treatment plant is currently under construction in
Velipoja (phases I and II) and expected to be completed by autumn 2013.
In order to alleviate the existing serious deficiencies in the water supply and sanitation sector, the
Government has decided to improve drastically the water supply and sewage collection and
treatment services, mainly in the touristic coastal areas. As a result, all new water supply projects
will be followed by construction of new wastewater collection systems and new wastewater
treatment plants where has not started yet.
1 under UN Security Council Resolution 1244

1.5. Related programmes and other donor activities
Under the PHARE, CBC and CARDS programmes different projects have been implemented in the
water and wastewater sector in Lezha, Fier, Vlora, Gjirokastra and Saranda.
Since 1992, the KfW Entwicklungsbank has been pioneering on behalf of the German Government
innovative approaches and substantial investments in the area of water supply, wastewater
collection and treatment, and environmental protection. Large-scale investments in water supply
systems have been undertaken mainly in Korca, Kruja, Kukes, Pogradec, Kavaja, Lushnja,
Shkodra, and Berat-Kucova and other investments will follow in Fier, Gjirokastra, Saranda, Lezha
and Kamza. In order to protect the environment, especially Lake Ohrid and the Adriatic Sea,
sewerage networks and wastewater treatment plants are under construction or finalised in Korca,
Shkodra, Kavaja and Pogradec. In addition, numerous small-scale municipal infrastructure projects,
incl. water supplies and sewerage networks, have been implemented via the Albanian Development
Fund (ADF), giving special attention to northern Albania. The German Government has invested
217 million Euros through KfW in the water and wastewater sector and the European Union has
been contributing through its Infrastructure Project Facility (IPF) with over 9 million Euros and
trough its IPA programme with over 35 million Euros to projects implemented by KfW.
Under IPA 2007 – 2012 programme, the European Union has allocated over 100 million Euros for
the water and wastewater sector in Albania as listed below:
IPA 2007
• Construction of main collectors to bring the wastewater to the existing wastewater treatment
plants in Golem/Kavaja, Durres and Lezha/Shengjin. The implementation is foreseen to be
completed in 2013;
• Construction of sewerage network in Shkodra. The implementation is foreseen to be completed
in 2013;
• Construction of sewerage network and WWTP in Velipoja (phases I and II). The
implementation is foreseen to be completed in 2014.
IPA 2009:
• Construction of sewerage networks in Ksamil (wastewater will be treated in WWTP Saranda),
Vlora and Shengjin and extension of existing WWTP in Kavaja. The implementation
commenced in October 2012 and is foreseeen to be completed in 2014;
• Construction of water supply network in Kamza, in partnership with KfW. The implementation
is ongoing and foreseen to be completed in 2017.
IPA 2010:
• Construction of water and sewerage systems in Lushnja, Berat/Kucova, Fier, Saranda and
Korca, in partnership with KfW. The implementation is ongoing and foreseen to be completed
in 2015.
• Technical assistance to the water and sanitation sector in cooperation with the Austrian
Development Agency (ADA). The implementation has started and is foreseen completed in
2014.
IPA 2011:
• Construction of sewerage network and extension of WWTP in Velipoja (phase III). The
implementation is foreseen to commence in autumn 2013 and to be completed in 2015.
IPA 2012:
• Construction of sewerage network and extension of the existing WWTP in Vlora. The project
is at the stage of design preparation. The implementation is foreseen to commence in 2014 and
to be completed in 2016.
The World Bank is as well active in the wastewater sector and has been financing the construction
of wastewater treatment plants in Durres, Lezha and Saranda.

2. OBJECTIVE, PURPOSE & EXPECTED RESULTS
2.1. Overall objective
The overall objective of the project of which this contract will be a part is to:
• Improve the living conditions of the population of Albania through alignment with EU
standards of the treated sewerage water discharged into rivers, lakes and the sea.
2.2. Purpose
The purposes of this contract are as follows:
• Supervision of one (1) works contract (EuropeAid/133954/C/WKS/AL);
• Supervision of three (3) supplies contracts (EuropeAid/133943/C/SUP/AL);
• Monitoring of defects liability period for the one (1) works and the warranty period for the three
(3) supplies contracts, and supervision of potential remedying work/activities.
2.3. Results to be achieved by the Contractor (Supervisor)
• Result 1: Ensure that all necessary documentation is in place before the actual commencement
of the works and the three supplies contracts (e.g. insurances, guarantees, construction and
environmental permits, etc.).
• Result 2: Ensure through effective and efficient coordination (i.e. works and supplies
contractors, Contracting Authority, Beneficiary, other stakeholders, etc.) and competent
supervision (incl. proficient project implementation monitoring and quality assurance system)
the timely completion of all contractual works and supplies and the related installation and
commissioning activities, in accordance with the works and supplies contracts, within the
foreseen budget, and fully compliant with the applicable laws and regulations.
• Result 3: Successful handing over of the sewerage system and the wastewater treatment plant to
the Beneficiary by issuing the Certificate of Provisional Acceptance for the works and the three
supplies contracts.
• Result 4: Ensure through competent supervision/monitoring that the sewerage system, the
wastewater treatment plant and the supplies are properly operated and maintained and that all
defects are properly dealt with and remedied during the 12-month defects liability/warranty
period.
• Result 5: Successful closing of the project by issuing the Certificate of Final Acceptance for the
works and the three supplies contracts after expiry of the 12-month defects liability/warranty
period.
• Result 6: Ensure that all project documentation is completed in accordance with the works and
the three supplies contracts and the applicable laws and regulations.
3. ASSUMPTIONS & RISKS
3.1. Assumptions underlying the project

• Proficient works and supplies contractors are selected and works and supplies contracts are
signed in accordance with the procurement schedule.
• All involved municipal and state institutions fully and actively support the project (e.g.
providing required comments, formulating technical requirements, issuing required
permits, etc.).
• All required construction, environmental and other permits are issued and all
expropriation/landownership issues are solved before the signing of the works and supplies
contracts.
• Good level of coordination and cooperation between all involved parties throughout the
project implementation cycle.
• Phases I and II of the Velipoja wastewater project are finalised on time.
3.2. Risks
• Failure to timely appoint proficient works and supplies contractors.
• Delays in issuing all required construction, environmental and other permits.
• Unexpected expropriation/landownership issues.
• Design changes stemming from phases I and II of the Velipoja wastewater project.
• Unforeseeable physical conditions encountered on site.
• Lack of coordination and cooperation between the involved parties.
• Failure of the municipal and state authorities to provide the necessary staff and funds for
the proper operation and maintenance of the sewerage system and the wastewater treatment
plant.
4. SCOPE OFTHE WORK
4.1. General
4.1.1. Project description
The main objective of the project is to further improve the sanitary and environmental conditions in
the Velipoja coastal region through the construction of adequate and sustainable sewerage
conveyance system and the extension of the existing wastewater treatment facility. It is noted that,
under the previous stage of the project (phases I and II), a part of the Velipoja coastal area
sewerage system (including four pumping stations and the main collectors) and one complete
treatment line of the wastewater treatment plant are currently under construction and expected to be
completed by autumn 2013.
The works foreseen under the present phase of the project (phase III) will include:
Sewerage network: It will convey by gravity and discharge the collected wastewater to existing
facilities (gravity collectors and pumping stations built under Phase I and II) or, to new pumping
stations (foreseen under Phase III). The wastewater will be transmitted under pressure from the
existing or new pumping stations to the Wastewater Treatment Plant. In total 30 km of gravity
sewers, six pumping stations and 1km of pressure mains are foreseen to be built under Phase III.

Extension of Velipoja Wastewater Treatment Plant: One full wastewater treatment line is currently
being built under the previous stage of the project Phase I and II), including: screening, grit
removal, equalization tank, Sequence Batch Reactor (SBR) unit, sludge treatment and dewatering,
effluent disposal, infrastructure and the plant’s office, laboratory and maintenance buildings,
instrumentation/automation scheme. The Wastewater Treatment Plant will be extended under the
present stage (Phase III) of the project, by constructing two new-additional treatment lines
including: two SBR tanks, one new sludge storage unit, one new sludge dewatering unit (including
two new sludge dewatering centrifuges), one new effluent tank, one new disinfection unit,
infrastructure (water supply, power supply, roads, drainage etc) and extension/upgrade of the
instrumentation/automation scheme.
4.1.2. Geographical area to be covered
Velipoja lies on the Adriatic coast, in the north–west of Albania, near the Buna river, which is the
only navigable watercourse in Albania. The Buna river flows into the Adriatic Sea close to the
border with. The coastal area of Velipoja is characterized by a sandy shore and covers almost seven
hundred hectares. Velipoja municipality belongs to the district of Shkodra and has a population of
approximately 10,000 people, organized in 9 hamlets: Pulaj-1290 inhabitants, Velipoja- 1953
inhabitants, Reç Pulaj- 392 inhabitants, Luarzi- 645 inhabitants, Gomsiqia E Re- 1286 inhabitants,
Baks-Rrjoll- 586 inhabitants, Mali Kolaj- 377 inhabitants, Baksi i Ri- 571 inhabitants, Reçi i Ri-
920 inhabitants, Çasi- 736 inhabitants. During the summer holiday season (July to September) the
population increases up to around 80,000 people.
4.1.3. Target groups
The main target group is the municipality of Velipoja and its citizens.
4.2. Specific work
The Contractor (Supervisor) shall act on behalf of the Contracting Authority (Delegation of the
European Union to Albania, hereafter referred to as DEUA) as the Supervisor for the works and the
three supplies contracts foreseen under phase III of the Velipoja sewerage project.
The Contractor (Supervisor) shall be responsible for the full implementation of phase III of the
Velipoja wastewater project, including the 12-month defects liability/warranty period for the works
and the three supplies contracts.
The Contractor (Supervisor) shall carry out all required contract administration and management
duties for the smooth and timely implementation of the project. For this purpose he/she shall
establish clear lines of communication, procedures and responsibility for each activity during the
project implementation cycle.
His/her specific activities will include, but not be limited to:
General activities
• Act as the Supervisor on behalf of the DEUA and provide daily supervision and coordination
with regard to the implementation of the works and the three supplies contracts;
• Verify all obligations of the works and supplies contractors, as specified in the tender/contract
documents, during all stages of the project implementation;
• Verify and comment (i.e. endorsing or refusing) certificates, invoices, variations, claims and
any other documents submitted by the works and supplies contractors prior to their forwarding
to the DEUA;
• Produce all documents required for the correct implementation of the project;
• Provide technical and other advice to the works and supplies contractors if required;

• Assist and give advice to the DEUA and the municipal and state authorities with regard to all
relevant meetings and correspondence;
• Assist the DEUA and the municipal and state authorities on any other issue where the
Contractor's (Supervisor's) skills, knowledge and experience might be beneficial;
4.2.1 Inception phase
• Get acquainted with all pertinent information available and review and comment the design
(especially the interface between phases I/II and III of the Velipoja wastewater project), bills of
quantities and technical specifications of the works and supplies contracts.
• Visit all relevant municipal and state institutions in order to make sure that the requirements of
all parties are properly identified, understood and addressed.
• Identify additional project risks and possible contingencies and elaborate prevention and
mitigation strategies with the works and supplies contractors, the DEUA and the municipal and
state authorities;
• Verify and approve the works and supply contractors' preparatory activities, site mobilisation
plan, performance programme, quality assurance plan, traffic management plan, health and
safety procedures, security measures, and site maintenance;
• Verify and approve the works contractors' construction equipment;
• Prepare and submit (and later on update on a regular basis) a Site Procedures Manual
specifying the guidelines/requirements and the procedures to be followed for all the main
works and supplies activities. The said manual shall cover at least the following features:
- Introduction and practical information;
- Project organisation chart, complete with names of key personnel and their function(s) and
responsibilities, definition of key interactions and information flow, etc.
- Communication lines and document transmittal procedures;
- Time and cost management procedures;
- Reporting procedures;
- Coordination of meetings and other activities;
- Design review and approval procedures (please note that the Supervisor shall review and approve
the works contractor’s working/shop drawings for each section of the project);
- Document control procedures (including the contractors' insurances, invoices, reports etc.);
- Procedures for dealing with changes in the project;
- Contract review procedures;
- Procedures for non-conformity and corrective actions;
- Internal quality audits and management review procedures;
- All standard forms to be used during the project implementation (e.g. site instructions, completion
certificates, variation orders, formats of reports, hidden works record sheets including photos, field
inspections and testing forms, measurements sheets, interim payment certificates and related
invoices, etc.).
• Prepare and submit a Quality Assurance & Quality Control Manual. The said manual shall
cover at least the following features:
- Quality planning and assurance procedures;
- Control and inspection plans;
- Procedures for testing of materials and products entering the site;
- Procedures for testing of backfilled material;
- Compaction tests;

- Procedure for testing of asphalt cover;
- Safety protocols;
- Procedures for measurement of executed works;
- Daily site operations, permits to work, etc.;
- Supervision procedures for cleaning of sewerage pipes;
- Procedures for pressure tests and infiltration tests for pipelines and manholes;
- Procedures for installation, operation and other required tests;
- Procedures for Provisional and Final Acceptance.
• Prepare and submit an Inception Report as specified under "4.2.5 Reporting requirements" and
in a format to be agreed with the DEUA.
4.2.2 Implementation phase
Contract administration and management
• Ensure that the works and supplies contractors strictly adhere to all conditions of contract.
• Instruct the works contractor to amend the design if need be (especially related to the interface
between phases I/II and III of the Velipoja wastewater project).
• Analyse, comment, approve and regularly monitor all programmes submitted by the
contractors. Give instructions in order for the contractors to take appropriate measures to fulfil
their tasks.
• Ensure that all required approvals/permits for traffic deviation, digging, construction, etc. are
obtained on time (i.e. before the commencement of the respective activity).
• Maintain up-to-date records of all contractual documents, such as correspondence, minutes of
meetings, instructions, variations, payments, etc.
• Organise weekly site, monthly progress and if necessary ad-hoc meetings with the contractors
and relevant stakeholders (e.g. DEUA, Beneficiary, municipal and state authorities, etc.). The
meetings shall be conducted in English, with simultaneous translation into Albanian if so
requested by any of the parties. During these meetings all problems shall be identified,
discussed and appropriate corrective measures agreed and implemented. Proper minutes in
English (and in Albanian if so requested) shall be taken at all meetings and sent to all attendees
and the DEUA, regardless if the latter's representative attended the meeting or not.
• Verify, comment, and approve all certificates, insurances, securities, indemnities, ownership
documents, etc. for which the contractors are liable under the conditions of contract
• Stay in constant contact with the contractors in order to identify and jointly resolve any
potential problem in a proactive manner.
• Ensure that all safety risks during construction and commissioning are assessed beforehand and
make sure necessary mitigation measures are introduced prior to the execution of the respective
activities.
• Assist the DEUA in carrying out administrative, including financial planning and preparation
of cash flow forecasts for all contracts.
Design review and approval
• Review, comment and approve the contractors' working/shop drawings and any modification to
the detailed design stemming from the works/supplies tender. The Contractor (Supervisor) may
propose amendments to the design and/or technical specifications to the DEUA, if such
changes would be beneficial to the quality and/or the cost-effectiveness of the project.
Site supervision

• Carry out day-to-day site supervision following the Site Procedures Manual and Quality
Assurance & Quality Control Manual in order to obtain good quality workmanship in
accordance with the works and supplies contracts and good engineering practice. All testing
shall be carried out in conformity with the conditions of contract and the technical
specifications;
• Order the contractors to substitute and/or make good any part of the works or supplies which
do not conform to the requirements in the technical specifications or that are otherwise deemed
as of insufficient quality;
• Reflect on possible cost savings and improved cost-effectiveness and advise the DEUA
accordingly;
• Verify and approve the origin of all materials and equipment according to the conditions of
contract;
• Verify and approve testing plans submitted by the works and supplies contractors based on
relevant standards, codes and best engineering practices, and supervising and approving the
said tests, including the issuing of related certificates;
• Monitor and approve (or reject) the quality of used materials, workmanship and executed
works;
• Monitor the works and supplies contractors' progress against the last approved performance
programme and related milestones and inform immediately on scheduling conflicts or delays;
• Monitor the works and supplies contractors' performance related to environmental issues, such
as storage and disposal of materials, etc.;
• Organise and chair regular technical progress meetings on site (e.g. on a weekly basis);
• Issue Certificates of Provisional Acceptance according to the conditions of contract (incl. all
related documentation) and facilitate the handover to the Beneficiary.
Measurement of works and related/resulting payments
• Measure and keep accurate records of all works executed, supplies delivered/installed/
commissioned and trainings performed. The Contractor (Supervisor) is responsible for the
measurement of works executed, which shall be done on site, with the attendance of the
contractor, and in accordance with article 49 of the General Conditions of the works contract;
• Ensure that the contractor's interim payment applications accurately reflect the value of works
performed. The Contractor (Supervisor) shall then prepare the interim payment certificates,
sign and submit them to the Beneficiary for endorsement, who shall then send them within 14
calendar days to the DEUA for approval and further processing. In order to avoid any delays,
the Contractor (Supervisor) shall pay special attention to the quality and completeness of all
payment documents and to their timely processing. The Contractor (Supervisor) shall keep the
DEUA at all times informed on all matters relating to payments, cash flow or any other impact
on budgetary provisions;
• The Contractor (Supervisor) shall provide together with each interim payment certificate all
supporting particulars (incl. drawings, formulas, etc.) allowing a transparent and quick
verification by the DEUA of all quantities/items claimed by the contractor;
• Accurate records shall be taken throughout the duration of the contracts in order to reach
agreement on the contractors' final account.
Other activities
• Check and confirm that the contractors mobilise all equipment and supplies identified in the
contracts as to be committed to the project and ensure that all such items remain on site until
their release has been authorised;
• Approve all temporary works and operations;

• Verify, approve and monitor all traffic management proposals prepared by the contractor in
accordance with article 24 of the Special and General Conditions of the works contract in order
to ensure minimum interference with adjacent traffic and access to local properties and
buildings at all times;
• Verify, approve and monitor the environmental measures identified by the contractors and take
appropriate mitigation measures in order to meet the relevant contractual and legal
requirements;
• Request the works contractor to submit method statements for approval for all major activities
prior to their execution;
• Review any changes in the design and/or technical specifications which may prove necessary
or desirable before or during the execution of the works and make recommendations to the
DEUA;
• Seek prior approval of the DEUA and deal with modifications/variations according to the
conditions of contract (article 37 for the works and article 22 for the supplies contracts);
• Supervise the cleaning of sewerage pipes, including CCTV inspection with photos prior and
after the cleaning;
• Attend pressure, hydraulic and any other tests required by the respective contracts;
• Review, comment and approve sewer investigation reports;
• Review, comment and approve as-built drawings prepared by the contractors;
• Review, comment and approve the operation and maintenance manuals in the requested
languages;
• Prepare a list of defects (so-called snag list) and other related documentation as required prior
to issuing the Certificate of Provisional Acceptance;
• Carry out the final inspection and prepare the Certificate of Provisional Acceptance, including
the list of defects (so-called snag list) and any other documents required by the conditions of
contract (notify both the Beneficiary and the DEUA at least 1.5 months prior to the tentative
date of the final inspection);
• Ensure that the taking over procedure is fully in line with the existing laws and regulations;
• Advise the DEUA on any claims, contractual disputes or any other problems that may arise
during the implementation of the project.
4.2.3 Defects Liability/Warranty Period and Project Closure phase
• Verify and approve or reject any outstanding works or warranty claims and make sure that the
works and supplies contractors fulfil all related contractual obligations;
• Issue Certificates of Final Acceptance once the works and supplies contractors have fulfilled all
contractual obligations;
• Verify content and completeness of final documentation;
• Review, comment and endorse the contractors' draft Final Statements of Account and submit it
to the DEUA for final approval.
4.2.4 Documents
The Contractor (Supervisor) is requested to issue documents for all works and supplies contracts in
a format previously approved by the DEUA, such as:
• Modification Orders;
• Administrative Orders;

• Interim Payment Certificates;
• Certificates of Provisional Acceptance;
• Certificates of Final Acceptance;
• Final Statements of Account; etc.
When the Contractor (Supervisor) issues a certificate or any other document, he/she must be
satisfied that relevant, reliable and sufficient evidence exists that: the tasks have been properly
performed; and the amounts claimed by the contractors have actually and necessarily been incurred
in accordance with the requirements of the contract he/she is supervising.
4.2.5 Reporting requirements
In addition to the activities outlined above and the Inception, Interim and Final Reports referred to
in Section 7.1 of these Terms of Reference, the Contractor (Supervisor) shall prepare and submit
the following reports to the DEUA and the Beneficiary in a format previously approved by the
DEUA:
• Monthly Progress Reports summarising project progress, detailing financial and material
resources engaged, describing difficulties identified and outlining solutions proposed, updating
the work performance programme, and projecting the activities foreseen during the
forthcoming reporting period (to be submitted no later than the fifth working day of the
following month);
• Ad-hoc Reports as required;
• Quarterly Defects Liability/Warranty Period Reports (per works/supplies contract);
• Minutes of all relevant meetings attended.
Two hard copies and one electronic copy of the reports and minutes referred to above must be
submitted to the DEUA's Project Manager identified in the contract. The Beneficiary shall as well
receive a copy of all above listed documents.
The above mentioned tasks are not exhaustive and the Contractor (Supervisor) will be expected to
contribute for the benefit of the project whenever and wherever his/her skills may be useful.
When at his/her home office, the Contractor (Supervisor) shall be reachable by e-mail, phone, or
fax to give advice and support if required.
Particular attention should be given to ensuring the sustainability and dissemination of the project
results. The Contractor (Supervisor) must also observe the latest Communication and Visibility
Manual for EU External Actions concerning acknowledgement of EU financing of the project (see
http://ec.europa.eu/europeaid/work/visibility/index_en.htm).
The Contractor (Supervisor) shall ensure the capitalisation and sharing of knowledge related to the
implementation of the project. It concerns observations of technical and pedagogical value, which
are interesting for other professionals, and which do not infringe with the obligations of article 14
of the General Conditions of the contract. For sharing such information, the Contractor
(Supervisor) shall use the capacity4dev.eu web platform.
4.3. Project management
4.3.1. Responsible body
The appointed Project Manager of the Delegation of the European Union to Albania will be
responsible for managing the contract / project.

4.3.2. Management structure
For the Contracting Authority:
Name: Delegation of the European Union to Albania
Represented by: Mr Antonio García Suárez, Project Manager
Address: ABA Business Center – k. 17, Rr. Gjon Pali II, Tirana, Albania
Telephone: +355-4 2228 107
Fax: +355-4 2270 678
E-mail: Francisco-Antonio.GARCIA-SUAREZ@eeas.europa.eu
For the Beneficiary:
Name:
Ministry of Public Works and Transport, General Directory of Water
Supply and Sewerage
Represented by: Mr Altin Rexhepi, IPA Coordinator
Address: Rr. Sami Fresheri 4, Tirana, Albania
Telephone: +355-4 226 84 23 / +355-69 405 98 52
Fax: +355-4 225 60 91
E-mail: altin.rexhepi@hotmail.com
Local ownership should be observed by the Contractor (Supervisor) throughout the implementation
of this project. To this effect a close relationship with the Beneficiary is of utmost importance.
The Contractor (Supervisor) shall keep all project stakeholders informed on a regular basis
throughout the project and shall liaise with the relevant authorities involved.
4.3.3. Facilities to be provided by the Contracting Authority and/or other parties
The DEUA and the Beneficiary will provide all available information and will fully co-operate
with the Contractor (Supervisor) in order to achieve the best results. Technical information and
access to the existing records will be provided upon request. The Contractor (Supervisor) shall
provide translation of this information, if needed.
The works contractor will provide office accommodation including free 24-hours local telephone,
fax, internet connection and a meeting room with furniture, as specified in article 6.2, with no cost
to the Contractor (Supervisor).
Any means of transportation shall be provided by the Contractor (Supervisor) and the expenses are
deemed to be included in the corresponding fee rates.
5. LOGISTICS AND TIMING
5.1. Location
The project is located in the municipality of Velipoja, north-west Albania.
5.2. Start date & period of implementation
The intended start date is 01 September 2013 and the period of implementation of the contract will
be 38 months from this date. Please see Articles 4 and 5 of the Special Conditions for the actual
start date and period of implementation.

The period of implementation will be divided as follows:
- 1 month of Inception phase;
- 24 months of Implementation phase;
- 12 months of Defects Liability Period;
- 1 month of Project Closure phase.
6. REQUIREMENTS
6.1. Staff
Note that civil servants and other staff of the public administration of the beneficiary country
cannot be proposed as experts, unless prior written approval has been obtained from the European
Commission.
6.1.1. Key Experts
Key Experts have a crucial role in implementing the contract.
These terms of reference contain the required key expert profiles. The tenderer shall submit CVs
and Statements of Exclusivity and Availability for the following key experts:
Key Expert 1: Team Leader / Supervisor's representative (minimum 475 working days)
He/she shall possess the following qualifications, skills and experience:
Qualifications and skills
– a university degree in civil engineering;
– an excellent level of English, both written and oral (i.e. corresponding to level 1 in the
CURRICULUM VITAE of ANNEX IV: KEY EXPERTS)
General professional experience
– minimum ten (10) but preferably fifteen (15) years of professional experience in the field of
wastewater infrastructure projects;
Specific professional experience
– experience in at least two (2) but preferably three (3) projects as Team Leader in charge of
supervising works contracts according to PRAG or FIDIC conditions of contract in the field of
– experience in at least one (1) but preferably two (2) projects as Site Engineer supervising works
in the field of wastewater infrastructure and of a total contract value of at least 6 million Euros
each (in addition to the two/three requested above);
– experience in at least one (1) project as Site Engineer supervising works for the construction of
a municipal (not industrial!) wastewater treatment plant (can be one of those experiences
requested above).
Key Expert 2: Deputy Team Leader / Site Engineer (minimum 460 working days)
He/she shall possess the following qualifications, skills and experience:
– a university degree in civil engineering;

– a very good level of English, both written and oral (i.e. corresponding to level 1 or 2 in the
CURRICULUM VITAE of ANNEX IV: KEY EXPERTS);
– a good level of Albanian, both written and oral, will be an advantage.
– minimum seven (7) but preferably ten (10) years of professional experience in the field of
– experience in at least two (2) but preferably three (3) projects as Site Engineer supervising
works contracts according to PRAG or FIDIC conditions of contract in the field of wastewater
infrastructure projects and of a total contract value of at least 4 million Euros each;
– experience in at least one (1) project as Site Engineer supervising works for the construction of
a municipal (not industrial!) wastewater treatment plant (can be one of two/three experiences
requested above).
Key Expert 3: Wastewater Treatment Process Engineer (minimum 65 working days)
– a university degree in process engineering, or equivalent;
– a good level of English, both written and oral (i.e. corresponding to level 1, 2 or 3 in the
CURRICULUM VITAE of ANNEX IV: KEY EXPERTS)
– minimum eight (8) but preferably ten (10) years of professional experience in design,
installation, testing and commissioning of wastewater treatment plants (excluding industrial
plants);
– experience in at least one (1) but preferably two (2) projects supervising works contracts for the
construction of a wastewater treatment plant of similar type (i.e. using Sequencing Batch
Reactor / SBR technology) and complexity.
The Contracting Authority reserves the right to verify through interviews the level of English of the
Key experts prior to the signature of the contract.
Key Expert 1 shall spend at least 95% and Key Experts 2 and 3 all their working days in Albania.
Working on Saturdays, Sundays and public holidays will require prior written approval by the
Contracting Authority.
6.1.2. Non Key Experts (minimum 650 working days)
CVs for experts other than the Key Experts are not examined prior to the signature of the contract.
They should not be included in tenders.
The Contractor (Supervisor) must select and hire other experts as required for the works and
supplies contracts and according to the profiles identified in the Organisation & Methodology.
They must clearly indicate their profile so that the applicable daily fee rate in the budget
breakdown is clear. All experts must be independent and free from conflicts of interest in the
responsibilities they take on.
The selection procedures used by the Contractor (Supervisor) to select these other experts must be
transparent, and must be based on pre-defined criteria, including professional qualifications,
language skills and work experience. The findings of the selection panel must be recorded. The
selected experts must be subject to approval by the Contracting Authority, who must receive the

complete dossier no later than 1 month prior to the start of the respective assignment. All relevant
experiences listed in the CVs of the Non Key Experts submitted for approval must be supported by
written statements from the respective employer.
The minimum requirements for Non key experts are as follows:
- Senior Non key expert: minimum five (5) years of professional experience in the field of
wastewater infrastructure projects.
- Junior Non key experts: minimum three (3) years of professional experience in the field of
wastewater infrastructure projects.
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 obtained from the Contracting
Authority.
Non Key Experts shall spend 100% of their time in Albania and must be fluent in Albanian.
Working on Saturdays, Sundays and public holidays will require prior written approval by the
Contracting Authority.
6.1.3. Support staff & backstopping
Backstopping and support staff costs must be included in the fee rates.
6.2. Office accommodation
Site office accommodation of a reasonable standard and of approximately 10 square metres for
each expert working on the contract is to be provided by the works contractor.
6.3. Facilities to be provided by the Contractor (Supervisor)
The Contractor (Supervisor) must ensure that experts are adequately supported and equipped. In
particular it must ensure that there is sufficient administrative, secretarial and interpreting provision
to enable experts to concentrate on their primary responsibilities. It must also transfer funds as
necessary to support their work under the contract and to ensure that its employees are paid
regularly and in a timely fashion.
The Contractor (Supervisor) shall include within the fee rates of its experts the full costs for the
supervision team, such as: all travel to and from Albania, all transport within Albania,
accommodation, insurances, emergency medical aid, etc. The Contractor (Supervisor) shall as well
meet the costs of any office space if needed in addition to the facilities provided by the works
contractor.
If the Contractor (Supervisor) is a consortium, the arrangements should allow for maximum
flexibility in project implementation. Avoid arrangements offering each consortium member a fixed
percentage of the work to be undertaken under the contract.
6.4. Equipment
No equipment is to be purchased on behalf of the Contracting Authority / Beneficiary as part of this
service contract or transferred to the Contracting Authority / Beneficiary at the end of this contract.
Any equipment related to this contract that is to be acquired by the Beneficiary must be purchased
by means of a separate supply tender procedure.
6.5. Incidental expenditure
The provision for incidental expenditure covers ancillary and exceptional eligible expenditure
incurred under this contract. It cannot be used for costs that should be covered by the Contractor
(Supervisor) as part of its fee rates, as defined above. Its use is governed by the provisions in the
General Conditions and the notes in Annex V to the contract. It covers:

• Travel costs and subsistence allowances for missions, outside the normal place of posting,
undertaken as part of this contract.
• Costs for reproduction of drawings and other documents.
• Costs for the organisation of visibility events, such as inauguration ceremony, etc.
The Provision for incidental expenditure for this contract is 20,000 Euros. This amount must be
included unchanged in the Budget breakdown.
Daily subsistence costs may be reimbursed for missions foreseen in these terms of reference or
approved by the Contracting Authority, and carried out by the Contractor’s (Supervisor's)
authorised experts, entailing overnight stays outside the expert’s normal place of posting. Any
subsistence allowances to be paid for missions undertaken as part of this contract must not exceed
the per diem rates published on the website:
http://ec.europa.eu/europeaid/work/procedures/index_en.htm
at the start of each such mission.
The per diem is a flat-rate sum covering daily subsistence costs. These include accommodation,
meals, tips and local travel, including travel to and from the airport. Taxi fares are therefore
covered by the per diem. Per diem are payable on the basis of the number of nights spent on site by
the Contractor's (Supervisor's) authorised experts for missions carried out outside the expert's
normal place of posting.
Prior approval by the Contracting Authority for the use of the incidental expenditure is required.
6.6. Lump sums
N/A
6.7. Expenditure verification
The provision for expenditure verification covers the fees of the auditor charged with verifying the
expenditure of this contract in order to proceed with the payment of any pre-financing instalments
and/or interim payments.
The provision for expenditure verification for this contract is 6,000 Euros. This amount must be
included unchanged in the Budget breakdown.
7. REPORTS
7.1. Reporting requirements
Please see Article 26 of the General Conditions. Interim reports must be prepared every six months
during the period of implementation of the tasks. They must be provided along with the
corresponding invoice, the financial report and an expenditure verification report defined in Article
28 of the General Conditions. There must be a final report, a final invoice and the financial report
accompanied by an expenditure verification report at the end of the period of implementation of the
tasks. The draft final report must be submitted at least one month before the end of the period of
implementation of the tasks. Note that these interim and final reports are additional to any required
in Section 4.2 of these Terms of Reference.
Each report must consist of a narrative section and a financial section. The financial section must
contain details of the time inputs of the experts, incidental expenditure and expenditure
verification.
To summarise, in addition to any documents, reports and output specified under item 4.2.5
Reporting requirements, the Contractor (Supervisor) shall provide the following reports:

Name of report Content Time of submission
Inception Report Analysis of existing situation
and work plan for the project.
Covering the first 30 days of
the contract
No later than 45 days after the
start of implementation
6-month Progress Report Short description of progress
(technical and financial)
including problems
encountered; planned work for
the next 6 months accompanied
by an invoice and the
expenditure verification report.
No later than 1 month after the
end of each 6-month
implementation period.
Draft Final Report Short description of
achievements including
problems encountered and
recommendations.
No later than 1 month before
the end of the implementation
period.
Final Report Short description of
achievements including
problems encountered and
recommendations; a final
invoice and the financial report
accompanied by the
expenditure verification report.
Within 1 month of receiving
comments on the draft final
report from the Project
Manager identified in the
contract.
7.2. Submission & approval of reports
Two hard copies and two electronic copies of the reports referred to above must be submitted to the
Project Manager identified in the contract. The reports must be written in English. The Beneficiary
shall be involved in commenting the reports. The DEUA's Project Manager is responsible for
approving the reports.
8. MONITORINGAND EVALUATION
8.1. Definition of indicators
The Project will be monitored in accordance with standard procedures. Project monitoring and
evaluation will be based upon periodic assessment of the progress of the delivery of specified
project results against their targets, and the achievements of the project objectives.
The Contractor (Supervisor) will propose, in its technical offer, a comprehensive set of indicators
of achievements which will also be reported in the Logical Framework Matrix attached to it. The
Indicators of Achievement will have to be confirmed in the Inception Report, following a careful
assessment of their feasibility, together with a proposal for their review/amendment based on the
actual conditions assessed on the field at the time. The indicators of achievement, together with the
proposals for amendment, shall be approved by the DEUA's Project Manager before being fully
effective.
8.2. Special requirements
N/A
* * *

B.ii terms of reference

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