MID requires the services of the Project Management Consultant (PMC) to manage the implementation of the investment program under the direct supervision of the Project Director (MID). PMC will ensure:
- quality outputs and timely completion, within budget, of projects under PMC scope,
- compliance of each project with the loan covenants,
- compliance of all civil works contracts with FIDIC conditions and specific provisions in the loan agreement, and
- compliance with its consultancy services agreement with MOTC.
PMC’s specific tasks will include, but not be limited to the following:
- Set-up procedure in implementing, monitoring, evaluating and reporting of progress (including issues, if any)
- Prepare detailed implementation schedule with inputs from Project Director and construction supervision consultants (CSCs)
- Set-up coordination procedure among PMC experts, and with CSCs and MID/Committee for Roads (COR)/Mangystau Committee for Roads (MCOR) staff
- Develop procedure for site supervision and quality control
- Establish grievance redress system
- Set-up financial management procedure
- Establish a project performance monitoring system (PPMS)
- Set-up system in organizing, retrieving, and storing project documents
- Prepare timelines for report submission to ADB
EXECUTING, MONITORING AND CONTROLLING
- Ensure that the systems and procedures (in items I to viii) are in place. If not operational, revise.
- Monitor the day-to-day progress of project implementation, and regularly report to the Project Director
- Visit project sites and monitor performance progress vis-à-vis implementation schedule and against unexpected issues (e.g., environmental)
- Undertake all civil works procurement and consultant recruitment activities following ADB Guidelines (see para. 8)
- Update implementation status of the loan covenants
- Review justifications for proposed variation orders submitted by the contractors and consultant
- Review and approve traffic control plans prepared by CSC and Contractor, and ensure that plans comply with all applicable road safety standards, guidelines and regulations
- Prepare withdrawal applications for payments and monitor disbursements against projections
- Conduct road safety audit when the sections are open, and discuss with the Project Director and resolve any road safety issue
- Collect baseline data for the PPMS, measure the indicators (output, outcome, impact) over time during implementation period, and incorporate findings in the project completion report
- Prepare all reports indicated in Section III
- Maintain all project records
- Coordinate and supervise the work of the Supervision Consultant’s field teams in supervising and certifying construction in accordance with contract condition
- Prepare project completion report
- Preparation of materials for project meetings
- Administer the projects strictly following the contractors’ contract conditions.
PROCUREMENT OF CIVIL WORKS AND RECRUITMENT OF CONSULTANTS
- Review bill of quantities vis-à-vis technical specifications as developed for procurement of works
- Coordinate all activities in procuring civil works and recruiting consultant following ADB Guidelines and procurement plan
- Post advance procurement notice (APN), invitation for bids (IFB), and consulting services recruitment notice (CSRN) on ADB and MID websites
- Prepare bid documents and bid evaluation report for Project Director’s endorsement before requesting ADB approval
- Prepare consultant terms of reference, request for proposal, and submission 1 – 5 documents for Project Director’s endorsement before requesting ADB approval
- Ensure timely signing of all contacts
- Regularly update the procurement plan until contract awarding, in consultation with the Project Director and ADB, to reflect the progress and actual project implementation needs
- Assess procurement and recruitment activities
- Maintain all records on civil works procurement and consultant recruitment, with separate record on complaints and their redressing
- Train MID staff on procurement
- Administer contracts to ensure compliance with the contract provisions, payment terms, variations, dispute resolution, and monitoring, etc.
PROJECT PREPARATORY ACTIVITIES FOR PROJECT 2
- Undertake complete due diligence reviews and updates following ADB Guidelines on safeguards, project economic analysis, poverty and social analysis
- technical and economic appraisal
- environmental, social, and poverty impacts assessment
- road safety
- Update cost estimates and prepare financing plan
- Prepare contract packages, procurement plan, and detailed implementation schedule
- Ensure that environment impact assessment reports (EIA/IEE) and land acquisition and resettlement plan (LARP) are timely prepared and disclosed.
- Assist the Project Director in preparing and submitting the Periodic Financing Request (PFR) for Project 2 for ADB’s approval.
PMC will submit the following reports in English and Russian (or Kazakh):
- Inception Report. PMC will submit an initial report within 2 months after commencement to present the overall approach in managing the project, including implementation schedule and setting-up of systems and procedures (e.g., financial accounting, grievance redress, PPMS).
- Bidding Document and Bid Evaluation Report. PMC will prepare and submit the bidding documents and bid evaluation report subject to Project Director’s endorsement.
- Civil Works Contract Completion Report. PMC will submit this report within 28 days after receiving Application for obtaining taking-over certificate from contractor. The Report will include assessment on the contractor’s performance vis-à-vis target quality outputs, schedule and budget, and compliance with the loan covenants and contract provisions.
- Consultant Recruitment Submission Reports under Quality-Cost Based Selection (QCBS). PMC will submit all 5 submission reports as required under QCBS procedure in recruiting consultant. Prior to the first submission, PMC will finalize the consultant’s TOR.
- Monthly, Quarterly and Annual Progress Reports. PMC will submit Monthly and Quarterly Progress Reports during the whole length of the Project. Format of these reports should be corrected if required by COR. Preparation of these reports should involve all PMC specialists. Monthly Progress Reports should include the (a) civil works progress vis-à-vis implementation schedule and output targets, (b) assignment progress of construction supervision consultants vis-à-vis work assignments, (c) disbursement update, and (d) issues/problems with planned actions or actions undertaken to resolve the issues/problems. Quarterly Progress Reports should include the following update (а) management and operations, (b) procurement and consulting services, (c) technical (project outputs, performance and quality), (c) financial (project cost and fund utilization and financial management), (d) safeguards (EMP and LAPR implementation and monitoring), (e) compliance with anti-corruption policy, and (f) compliance with loan covenants. Payment of PMC services is subject to acceptance of progress reports by COR management
- Social impact reports. PMC will submit social impact reports of road constructions following the Land Acquisition and Resettlement Plan (LARP). If impact will be more than 10%, the report will propose mitigation measures.
- Project completion report. PMC will submit the project completion report following ADB format.