TERMS OF REFERENCE

CONSULTANCY SERVICES FOR MONITORING/SUPERVISION OF THE OUTPUT

AND PERFOMANCE BASED CONTRACT (OPBC)
FOR THE MAINTENANCE OF THE BUS RAPID TRANSIT (BRT)
INFRASTRUCTURE

Client: DAR RAPID TRANSIT Agency

Country: Tanzania
 TABLE OF CONTENTS
1. INTRODUCTION .......................................................................................................... 4
1.1 BACKGROUND INFORMATION .................................................................................... 4
2. OBJECTIVES .................................................................................................................. 7
2.1 OBJECTIVES OF CONSULTANT’S SERVICES ................................................................ 7
3. SCOPE OF THE CONSULTING SERVICES ............................................................ 9
3.1 SCOPE OF SERVICES. GENERAL .................................................................................. 9
3.2 PARTICULAR RESPONSIBILITIES ................................................................................ 11
3.2.1 Role of Project Manager of the Consultant in the OPBMC contract 12
3.2.2 Review of Work Program ............................................................................. 13
3.2.3 Communication management: meetings and correspondence ........ 13
3.2.4 Monitoring/supervision of mobilization and design phase ................ 14
3.2.5 Monitoring/supervision of rehabilitation works .................................... 14
3.2.6 Monitoring/supervision of periodic and routine maintenance works15
3.2.7 Monitoring/supervision of pre and post-rainy season maintenance17
3.2.8 Monitoring/supervision of emergency works......................................... 18
3.2.9 Monitoring/supervision of management activities following road
accidents ....................................................................................................................... 19
3.2.10 Site Inspections ............................................................................................ 19
3.2.11 Material Testing Laboratory and Equipment Required for Inspection
20
4. STAFFING .................................................................................................................... 21
4.1 KEY PERSONNEL ...................................................................................................... 21
4.1.1 Team Leader (TL) ........................................................................................... 21
4.1.2 Materials Engineer ......................................................................................... 22
4.1.3 Maintenance Supervisor ............................................................................... 23
4.1.4 Other Staff........................................................................................................ 23
4.2 ESTIMATED STAFF EFFORT ...................................................................................... 24
5. TRAINING REQUIREMENTS .................................................................................. 24
5.1 TRAINING FOR THE EMPLOYER’S STAFF .................................................................. 24
5.2 ON-THE-JOB-TRAINING TOPICS. ............................................................................. 25
6. REPORTING................................................................................................................. 28
6.1 INCEPTION REPORT ................................................................................................. 28
6.2 UP-TO-DATE SITE DIARY .......................................................................................... 29
6.3 REPORT ON THE REVIEW OF THE DESIGN FOR MAINTENANCE WORKS..................... 29
6.4 MONTHLY PROGRESS REPORTS ............................................................................... 29
6.5 COMPLETION REPORT OF THE REHABILITATION WORKS, IF ANY ........................... 31
6.6 DART ASSET MANAGEMENT/MAINTENANCE MANUAL......................................... 31
6.7 FINAL REPORT OF THE CONSULTANT’S CONTRACT ................................................ 31
7. TIME SCHEDULE ........................................................................................................ 31
8. FACILITIES TO BE PROVIDED BY THE CONSULTANT ............................... 31
9. SERVICES TO BE PROVIDED BY DART AGENCY .......................................... 32
ABBREVIATIONS:

DART Dar Rapid Transit - Agency under the /President’s Office,

Regional Administration and Local Government
GoT Government of Tanzania
IDA the International Development Association
IFIs International Financial Institutions
OPBMC Output and Performance Based Maintenance Contract
PO-RALG President’s Office, Regional Administration and Local
Government
TANROADS Tanzania National Roads Agency
UDA-RT Usafiri Dar es Salaam Rapid Transit (UDA-RT)
1. INTRODUCTION

1.1 Background Information

With a population estimated over five million people approximately, public

transport services in the city of Dar es Salaam are currently provided mainly
by a large number of minibuses and low capacity buses managed by
individual operators.

The number and service conditions of these small buses have a relevant
impact on the traffic congestion, in particular within the Central Business
District and on the surrounding areas.

The Dar es Salaam Rapid Transit Agency (DART), an agency under the
/President’s Office, Regional Administration and Local Government (PO-
RALG). DART Agency was established under the Executive Agency Act Cap.
247 and came into operations on 25th May, 2007 through Government Notice
No. 120. DART Agency statutory responsibilities are to:
 Establish and operate the Bus Rapid Transit (DART) system for Dar es
Salaam City;
 Establish orderly flow of traffic on urban streets and roads; and
 Ensure effective management of the Agency.

In order to improve quality and capacity of the public transport in the city,
the Government of Tanzania is implementing the project for the
construction of a Bus Rapid Transit (BRT) infrastructure, which is planned
in six (06) phases. The DART project was conceived in 2002 to meet demands
of modern urban public road transportation in Dar es Salaam by providing
high quality, high capacity and most efficient public transport to the whole
city and bringing better conditions to public transportation. DART project
comprehends the implementation of:
 Modern, low emission technology vehicles according to international
standards.
 Closed, clean and spacious stations and terminals.
  Non-motorized transportation system, through the construction of
pedestrians’ ways along the corridor and creation of facilities for
integration of bicycles, motorcycles, single occupant vehicle and BRT bus
system.
The long term network will have 140.1 km of segregated bus lanes,
integrated to feeder services and bicycles.

The construction of Phase I infrastructure of the DART project started in

2007 with the construction of 21.4km (see the detailed layout and
description in Annex 1). BRT infrastructure including; 28 bus stations, five
(5) bus terminals, one (1) bus depot. (See the names of stations, terminals
and depot in Annex II). This Project road has been divided into the following
9 sections with different cross-section characteristics (See table-1, below):

Table1: BRT Road Sections

The Bus operations for phase 1 (buses and services) started in May, 2016 with a
fleet of 140 buses on interim basis. The Interim arrangements allows for services
to be tested and refined, operational and management capacity to be built up and
BRT infrastructure to be protected and preserved. The interim bus operator is
Usafiri Dar es Salaam Rapid Transit (UDA-RT) under the surveillance of DART
Agency and the Surface and Marine Transport Regulatory Authority (SUMATRA).
Currently, the BRT route is serviced by 140 buses comprising of 18 m articulated
trunk buses, 12 m standard feeder buses and 12 m hybrid feeder buses), that
provide express and local service for 18 hours daily. DART Agency plans to issue
a long term bus operating contract to bring the number of operating busses from
the current 140 to 305 to meet the full bus requirements for phase I operations.

Given the size of the investments made, the maintenance of the BRT infrastructure
is one of the priorities of the Government of Tanzania and is highly recommended
by the IFIs. The works started in March 2012 and were completed in August 2015.
The last Defects Liability Period expired in August 2016.

In this framework, The United Republic of Tanzania (DART Agency) has received
financing from the World Bank towards the cost of the Dar es Salaam Urban
Transport Improvement Project (DUPT) to implement a 5-year Output Performance
Based Maintenance Contract (OPBMC) of the BRT infrastructure and intends to
apply part of the proceeds for consulting services.

DART Agency intends to appoint the consultancy services necessary to carry out
the monitoring/supervision of the BRT infrastructure maintenance, in compliance
with the OPBMC approach. Included in this tender is the maintenance of bus
stations, terminals, feeder stations, depot and pedestrian bridges for all aspects
related to:

(i) Preventive maintenance

(ii) Periodic and routine maintenance
(iii) Emergency works
(iv)Rehabilitation works

The OPBC manténganse contract will include but not limited to:-

a. Internal and external elements of facility buildings; including but not limited
to: floors, walls, steps, ramps, roofs, ceilings, doors and window systems. Also
included are plumbing and sanitary fittings, drain pipes, metallic walls/grills
and structural steel elements, waste vessels etc.

b. External elements of facility buildings; including but not limited to: Drainage
systems; manhole covers catch-pit gratings, fences, handrails and external
 works like stone-pitching; grass cutting, tree and shrub watering, over-all
cleaning of sand/soil and general debris, etc.

c. Pedestrian bridge maintenance including construction and expansion joints,

drainage, cleaning, etc.

This project does not include maintenance of road pavements linking facilities
with main BRT lanes, BRT lanes adjacent to or within Bus Terminals, Depot and
Bus stations but includes all lights on pedestrian bridges and within stations,
terminals, and depot buildings as well as all kinds of floodlights within Terminal
and Depot compounds.

The external asphalt lanes named “mixed traffic” are reserved to private traffic
(light + heavy vehicles) and were opened to traffic in November 2014. The internal
concrete lanes sections are reserved only to BRT bus and were opened to traffic in
May 2016. Maintenance of these are excluded from this tender and will be done by
TANROADS.

During the supervision task, training-on-the-job program shall be a crucial activity

in order to increase the capacity of the DART Agency staff as well as local
Contractors and Consultants in the implementation and management of OPBMC
contracts.

2. OBJECTIVES

2.1 Objectives of Consultant’s Services

The objectives of Consultant’s services are:

(i) To strengthen the capacity of DART Agency in monitoring/supervising
the maintenance of the BRT infrastructure in Dar es Salaam (Tanzania).

(ii) To provide effective and efficient monitoring/supervision during the

initial three (3) years of the 5-year Output Performance Based
Maintenance Contract (OPBMC) of the BRT infrastructure for all
aspects related to:
  preventive maintenance
 periodic and routine maintenance
 emergency works
 rehabilitation works

Therefore, the estimated duration of the consultancy service contract for the
monitoring/supervision of the OPBMC contract is Thirty-Six (36) Months.

Performance Criteria

One of the main results of the consultancy services shall be to transfer skills and
know how to DART Agency staff, so that at the end of the Consultancy Service
contract, they are fully able to monitor/supervise the Output and Performance
Based Maintenance Contract of the BRT infrastructure.

In order to achieve these objectives, the Consultant shall provide a team of

international and local specialists, comprising suitably qualified engineers and
other professionals to implement successfully all required monitoring and
supervision services and guarantee that OPBMC contract is being implemented
and managed with World Bank procedures for procurement of Consultants in
accordance with the contract documents, technical specifications, Level of Service,
and the agreed quality control assurance plan.

The BRT infrastructure included in this tender are bus stations, terminals, feeder
stations, depot and pedestrian bridges, which will require different
treatments/interventions at different times, depending on their actual conditions
and targeted level of services.

(a) Facility User Service and Comfort measures, which can be expressed
in terms such as:

 Facility cleanness and aesthetics

 Cleanness of facility information display boards

  Cleanness facility compounds

 Functionality of amenities and services (e.g. electrical, clean

water and sewerage)

 Availability of each facility units for use by buses and

passengers

 Response times to rectify defects that compromise the safety

of facility users

(b) Facility Integrity and Durability measures, which can be expressed in

terms such as:

 General Structure physical integrity

 Roof Integrity

 Walls and floor integrity

 Functionality of ceilings, doors and window systems

 Compound general drainage

3. SCOPE OF THE CONSULTING SERVICES

3.1 General Scope

In general, the Services shall include (but not be limited to) the
following:

1. Becoming thoroughly familiar with the bid and OPBMC contract

documents;
2. Carrying out all responsibilities of the Project Manager under

the OPBMC Contract (where the Project Manager is the person

named in the OPBMC who is responsible for the overall
administration of the Contract on behalf of the Employer), and
the supervision of works and services to be performed
thereunder;

3. Reviewing the proposed Work Program and updates presented

by the Contractor and issue recommendations;

4. Reviewing the detailed design for all works in accordance with
the Contract documents including the reviewing of detailed
technical specifications and drawings in compliance with the
contract documents;

5. Conducting tests on materials and finished products to verify

the quality of the works and maintenance services, when

required, before recommendation of processing payment
certificates; considering penalties and rewarding points;

6. Overview of the necessary road signing and demarcation of

work zones and bypasses by the Contractor to ensure their
sufficiency for safety of road users, including non-motorized
road users and pedestrians;

7. Organizing and conducting monthly meetings and such special

purpose meetings organized as necessary, when needed;

8. Providing advice on any claim or dispute regarding the OPBMC

contract and making recommendations thereon, including the

advice on pros and cons of the recourse to the Dispute Review
Engineer (DRE);

9. Conducting systematic verification and inspections of LOS

achieved, in relation to maintenance services for performance
evaluation purposes;
10. Reviewing the "as built" drawings of the complete works
presented by the Contractor;

11. Checking the Contractor’s invoices/Statements and related

documents/supporting particulars for authenticity, arithmetical
errors and compliance with the contract, and, if required,
correcting them and preparing payment certificate, to be
submitted to the Client within the period stipulated in the
OPBMC Contract;

12. Monitoring the OPBMC Contract in all matters concerning

safety, environment and care of the works and, if required,
 request from the Contractor the necessary lights, guards,
fencing etc;

13. Giving instructions to the OPBMC Contractor in the execution of

all works and services, or performance of all its duties, and in

all activities that the Consultant considers necessary to avoid
and/or to reduce the risks in case of emergencies affecting the
safety of human lives, or of the works, or of adjoining property,
and immediately informing the Employer's Representative for
their approval;

14. Monitoring/supervising the pre-rainy season maintenance

activities & works;

15. Monitoring/supervising the post-rainy season maintenance

activities & works especially at the depot;

16. Ensuring proper implementation of environment impact

mitigation measures relevant to the Contract proposed by the

Contractor;

17. Monitoring/supervising the pre and post flood emergency

maintenance and rehabilitation activities & works;

18. On-the-job-training programs (tentative training program at a

convenient location should be submitted with the bid) and

carrying out at own cost regular training seminars know-how
transfer in order to enhance the capacity of the DART Agency
staff and local consultants and contractors, including
predetermined programs for seminars/workshops to be carried
out twice a year.

3.2 Particular responsibilities

Consultant’s particular responsibilities shall include (but not be limited to)
the following:
3.2.1 Role of Project Manager of the Consultant in the OPBMC contract
The Consultant shall carry out the following tasks:

 clarifying queries on the Contract Data;

 providing on site the proposed reference parameters (boundaries, etc.) of

the BRT infrastructure and checking those proposed by the Contractor;

 recommending approvals of the Contractor’s work program and

updates thereof;

 recommending extension of the dates for achieving compliance with

Service Level Criteria if warranted by the occurrence of unforeseen events
or by the issuance of changes to the contract;

 attending Management Meetings with the Employer or his

Representative/Client and other stakeholders and recording the
proceedings thereof;

 taking necessary actions on requests for contract changes as made by

either the Contractor or the Employer;

 checking the Contractor's work, notifying the Contractor of any defects

found and requesting additional testing as considered necessary;

 verifying each month, the Service Levels achieved in relation to targeted

maintenance services for performance evaluation purposes and
submitting the same to Employer’s Representative;

 checking the Contractor’s monthly statements and recommending for the

amounts due to be paid to the Contractor considering penalty and bonus
mechanism;

 determining the justification for Emergency Works and recommending

the issuance of Work Orders in respect thereof to the Employer's
Representative;

 reporting the progress of the works during the implementation through

Monthly Progress Reports, as well as the completion of the works;

 recommending the payment due upon termination of the contract;

  recommending, if necessary, the replacement of any of the Contractor's
Key Personnel, if justified.

3.2.2 Review of Work Program

Regarding the review of the Work Program of the OPBMC contract, the
Consultant’s responsibilities will cover in particular the following:

 reviewing the program submitted by the Contractor for the execution of

the works and services to establish whether the methods, arrangements,
order and timing of the activities are realistic and coherent, and always
in relation to the conditions pertaining to the Site;

 examining in particular the timing of rehabilitation works to ensure that,

as far as is practicable, the Contractor is able to meet the required LOS as
specified in the timetables for compliance in the contracts documents
and comply with the contract specifications;

 identifying from the approved program the information to be provided

by the Employer or other DART Agency parties to the Contractor for
execution of the works and services and ensure that such information is
made available to the Contractor in a timely manner.

3.2.3 Communication management: meetings and correspondence

Regarding the communication management, the Consultant’s
responsibilities will cover in particular the following:

 Planning a schedule of management meetings, site inspections and other

job conferences in liaison with the Contractor and notifying the expected
participants;

 preparing and distributing agenda and minutes of the Contract

Management Meetings, to be held with the Employer and Contractor at
least once every month on agreed date and time;

 requesting the prior approval from the Employer or his Representative

for all notices, certificates, approvals and other communications to be
issued by the Monitoring Consultant to the Contractor under the
Contract.
3.2.4 Monitoring/supervision of mobilization and design phase
The Consultant’s responsibilities during the mobilization and design
phases of the OPBMC Contract will cover in particular the following:

 Assisting DART Agency with the review of Contractors’ Quality Assurance

Manual, which will contain, among others, Method Statement for each
item of work, describing the methods to deliver the work in compliance
with the specifications, and flow diagrams, procedures for rectifying
defective works, forms for laboratory and field tests, requests for
inspection and other related forms;

 Reviewing the Quality Assurance Plan that shall clearly describe

procedures and methods to be used in delivering and monitoring the
compliance of works and services of the specific PB;

 Reviewing the Health and Site Safety Management Plan, the

Environmental and Social Management Plan, and Emergency Procedures
and Contingency Plan presented by the Contractor during the first 30
days after the Commencement Date;

 Reviewing the Contractor’s Traffic Management Plan including layout

diagrams, method statements, control measures, etc. All the works shall
be carried out with the BRT lanes in operation as much as possible.

 Reviewing the Contractor work plan and method statements for carrying
out the design, emergency and rehabilitation works, maintenance services
and requirements in relation to the planned rate of progress and
recommending the modification of the program accordingly;

 Reviewing and making recommendations to the Employer for acceptance

on all designs proposals (improvement and rehabilitation), as proposed
by the Contractor.

3.2.5 Monitoring/supervision of rehabilitation works

Rehabilitation Works are included so that OPBC maintenance starts with
the required level of service. The Consultant’s responsibilities during the
rehabilitation works phase of the OPBMC contract will cover in particular
the following:
  Assessing the achievement of the level of performance during the
rehabilitation works stage according to the requirements contained in the
OPBMC Contract;

 Reviewing and checking the Contractor Payments applications, verifying

the accuracy of the measurement and the adequacy of the supporting
documentation;

 Preparing and issuing monthly payments certificates to be processed by

the Employer;

 Reviewing and analyzing all the Contractor’s requests/claims for

extensions of time or additional payments and submit the detailed
analysis of such requests/claims and recommendations to the Employer
and, subject to the Employer’s approval, giving instructions to the
Contractor accordingly;

 Inspecting and measuring all level of service achieved and recommending

the application of penalties, liquidated damages or bonds (guarantee) for
possible non-compliance;

 Monitoring the financial, administrative, environmental and social

aspects, including those specified in the relevant Site Safety,
Environmental and Social Management Plan, together with the
compliance with the contractual technical specifications.

3.2.6 Monitoring/supervision of periodic and routine maintenance works

Maintaining a facility includes both (routine) preventive and (periodic)
corrective tasks. Preventive maintenance consists of many different tasks
frequently necessary to maintain the function of the facility (such as floor
cleaning, debris and dirt removal from a facility building or compound,
cleaning of roof drainage and down pipes, dust removal from wall louvres,
cutting of vegetation, etc.). Corrective maintenance consists of more costly
measures of a less frequent nature designed to avoid facility degradation
(such as fixing a leaking water tap, a broken window, faulty door lock, etc.)
 The Consultant’s responsibilities during the periodic and routine
maintenance phases of the OPBMC contract will cover in particular the
following:

 Verifying that all Service Levels required for infrastructure usability,

comfort measures, durability performance measures, and management
activities are met;

 Inspecting, detecting and measuring if any level of service has not been
met according to the required level of performance presented in the
technical specifications;

 Officially notifying the Contractor in case of any detection and inspecting,

after the time allowed for repairs or tolerance permitted for each criterion
during Maintenance Stage;

 After notification and re-inspection, confirming if the Level of Service

(LOS) has been met, or if non-compliance payment reductions have to be
applied according to the methodology established for this purpose;

 Reviewing the monthly payment reports and recommending the payment

for the level of service achieved;

 Carrying out regular (not less than monthly) Formal Inspections of the
maintenance of the infrastructure, assessing the compliance with service
levels, jointly carried out by the Consultant’s Team Leader or his
representative, employer and OPBMC Contractor’s Representative
immediately after the Contractor’s presentation of its monthly
statements, in order to verify and eventually correct the statement. The
control of implementation of maintenance works shall be carried out by
the OPBMC Contractor’s self-control unit;

 Carrying out informal visual inspections on a regular basis sufficient to

be always aware of the condition of BRT infrastructures and the extent of
the Contractor’s activities;

 Informing the Contractor of any deficiencies noted;

 Receiving, reviewing and certifying the Contractor’s monthly statements;

  Scheduling Formal Monthly Inspections with at least 48 hour notice to the
Contractor;

 verifying Formal Monthly Inspections carried out by the Contractor and

its Self- control unit;

 receiving the reports of the Self-control unit on the Formal Inspections;

 preparing any necessary memoranda detailing any areas of non-

compliance and the time to remedy defects;

 Carrying out additional Formal Inspections to verify remedial actions

where appropriate;

 Correcting any errors or misrepresentations in the Contractor’s

statement and ensuring that all relevant reductions are correctly applied;

 Countersigning the corrected statements, then to be presented to the

Employer for payment and to the Contractor for information;

 Receiving reports of any work site safety incidents from the Contractor
and ensuring that the Contractor’s organization prepares and delivers
such reports in a timely manner and on each case;

 Verifying that the site safety plan is implemented accordingly.

3.2.7 Monitoring/supervision of pre and post-rainy season maintenance

The Consultant’s responsibilities during the pre and post-rainy season
maintenance phases of the OPBMC contract will cover in particular the
following:

 Verifying that the Contractor maintains the infrastructures free of

interruptions at all times;

 Verifying that the Contractor prepares its Staff and equipment for pre
and post -rainy season operations;

 Verifying that the Contractor prepares and implements appropriate pre

and post -rainy season control strategies, based on appropriate
forecasting;
  Inspecting and keeping records of all the pre and post-rainy season
maintenance activities.

3.2.8 Monitoring/supervision of emergency works

According to the OPBMC Contract, in addition to the maintenance of the
BRT infrastructures, the OPBMC Contractor is required to carry out any
necessary emergency works, which are limited to substantial unforeseen
events which occur as a result of extraordinary natural phenomena, and
which affect the normal use of the facility, or the safety and security of the
userssuch as damages due to road accidents, floods damage, etc.
Emergency works do not include minor events such as falling trees, Such
minor events are deemed to be included within the OPBMC Contractor’s
rates for general maintenance.

With the above premise, Consultant’s responsibilities during the emergency

works of the OPBMC contract will cover in particular the following:

 Agreeing on the contents and level of detail of the Emergency Works and
Contingency Plan to be prepared by the Contractor and submitted to
the Consultant’s Team Leader;

 Receiving any request from the Contractor for the execution of

Emergency Works;

 Evaluating each request based on a site visit;

 Issuing an emergency works order after consultation with the

Employer/Client, specifying the works to be executed, the estimated
quantities, the remuneration based on the emergency works rates and
supplemented by the initial works rates and any day works rates and the
time frame for execution of the works;

 Receiving any Contractor’s objection to such a Work order and cancelling,

modifying or confirming the same within 2 days;

 Verifying the satisfactory execution of Emergency Works;

 Certifying the amounts payable in respect of Emergency Works.

3.2.9 Monitoring/supervision of management activities following road
accidents
According to the OPBMC Contract, as part of his duties, the Contractor
shall implement a 24h duty service, to intervene in case of emergency
and/or accident on the project infrastructures, according to the needs
and requirements of the local traffic police.

With the above premise, Consultant’s responsibilities regarding the

accident management phases of the OPBMC contract will cover in particular
the following:

 Once received (or solicited) any Contractor’s reports on accidents on the

project road within 24 hours from the event, modifying or confirming the
same within 2 working days;

 Assessing eventual works resulting from the accidents and reporting to

the Employer;

 In case of serious issues affecting the BRT infrastructure, consolidating

the emergency and accident report into the summary monthly report for
the Employer.

3.2.10 Site Inspections

The Consultant is required to carry out regular inspections. The
responsibilities of the Consultant regarding the site inspections during the
OPBMC contract will cover in particular the following

 Carrying out Formal Monthly Inspections of selected infrastructures as

agreed with the Contractor. These inspections will be used to confirm
the overall performance of the Contractor, report on the general
condition of the infrastructure, or to address specific issues that have
been received from either the Employer, BRT users or the general
public. These inspections shall be undertaken jointly by the Contractor,
Employer and the Consultant;
  Preparing a summary of these inspections as well as any
recommendations which will be included in the Monitoring Consultant’s
Monthly Report;

 Undertaking a combined Drive-Over Daytime Inspection of the entire BRT

infrastructure every month (1) and Night-Time inspection every two (2)
months in the company of the Contractor’s Contract Manager to
identify current condition issues, the progress of various work items
and to resolve issues that may be affecting the way the
infrastructures are being maintained;

 Following the completion of each inspection, preparing a separate

inspection report, in order to summarize the outcomes from the
inspection along with a detailed action plan to address any issues
identified;

 Reviewing the process of initial access/possession of the site to the

Contractor. The objective of this review is to verify and confirm the
condition of the infrastructures at the time of the handover.

3.2.11 Material Testing Laboratory and Equipment Required for Inspection

The OPBMC Contractor will be responsible for carrying out all laboratory
and field tests in accordance with the quality assurance plan and
Consultant’s instructions. Consequently, the Consultant’s responsibilities
regarding the material testing laboratories and equipment for inspection of
the OPBMC contract will cover in particular the following:

 Soliciting and reviewing the Contractor’s proposal and detailed work plan
for carrying out these tests, either by setting up its own material testing
laboratory or using the independent laboratories available in Tanzania;

 Assessing for approval the Contractor’s proposals and work plans for
material testing, taking into account that the costs for all material testing
in the Contractor’s own laboratory, at site, or in mobile laboratories or in
the independent laboratory available in Tanzania, are included as a
provisional sum in the BoQ of the OPBMC maintenance work contract;
  In case of need on any specific laboratory test, requesting such test to the
Contractor, who will be responsible for providing the test results and the
same shall be payable under the works contract.

4. STAFFING

4.1 Key Personnel

The Consultant is expected to provide the following Key Staff:

4.1.1 Team Leader (TL)

The Team Leader shall possess the following qualifications:

 Master’s degree in Asset/Facilities Management

 At least fifteen (15) years of international experience in supervising

civil engineering projects in the transportation sector of which at least
ten (10) years of experience in asset maintenance/management.

 Specific experience as Team Leader in at least two (2) OPBMC projects.

 at least three (3) years of professional experience in developing

countries.

 Fluency in both written and spoken English (as mandatory

requirement).

 Familiarity with necessary computer and transportation

infrastructures design/execution and monitoring software.

The Team Leader will have overall project management responsibilities and
in addition to the supervision and administration of infrastructures
maintenance, she/he shall be competent to supervise and assess OPBMC
Contractor’s testing procedures, assess infrastructures design
requirements, assess minor structures etc.

The TL is expected to have one office in Dar es Salaam for ease of co-
ordination with the DART Agency and his tasks shall include but will not be
limited to the following:
  Organization, staffing and scheduling of monitoring and supervision
services;

 Mobilization and/or, when needed, rescheduling and reallocation of

supervisory staff to meet changes in contract performance and work load;

 Preparation and submission of reports. Monitoring and evaluation of

Contractor’s Reports,

 Instructions and training to personnel employed in the project;

 Maintenance of an updated work plan covering all Consultant’s team

activities;

 Organization and support during meetings between the Employer and the
representative of the Contractor. Assistance to the DART Agency in
negotiations with the Contractor.

 Assistance to the DART Agency in Stakeholders management, in

particular with representatives of Ministries, other Government
authorities, Banks and Donors, Municipality, Police, Road Users, NGO, etc.

 Formal training seminars including on-the-job-training session, know

how transfer for the benefits of the local Experts included in the
Supervision team as well as DART Agency staff, local and external
Contractors and Consultants.

4.1.2 Materials Engineer

The Materials Engineer (Quality Control Expert) shall be a qualified
engineer with a Master’s degree in Civil/Industrial Engineering with
the added specialization in Material/Geotechnical engineering. This
professional shall possess the following qualifications:

o Master’s degree in Civil/ Industrial Engineering or equivalent

o At least ten (10) years of professional experience in

construction/maintenance supervision

o At least three (3) years of professional experience as Material

Engineer in similar projects.
 o Fluency in both written and spoken English (as mandatory
requirement).

o Familiarity with necessary equipment, laboratory testing and

software.

The Material Engineer will review the results of material testing carried
out in the field and in the laboratory and will make recommendations
to ensure the works are completed in accordance with the approved
Technical Specifications.

4.1.3 Maintenance Supervisor

The infrastructures Maintenance Supervisor shall possess the
following minimum qualifications:

o Diploma in Civil Engineering

o at least ten (10) years of professional experience in civil

engineering.

o at least five (5) years of professional experience in

transportation infrastructures maintenance.

o fluency in both written and spoken English (as mandatory

requirement).

o Familiarity with necessary computer and infrastructures works

design/execution and monitoring software(s).

4.1.4 Other Staff

The Consultant shall mobilize all the necessary experts in order to
carry out the monitoring/supervision contract successfully. The
backstopping experts shall include (but not be limited to) the
following:
 Structural Engineer
 Electrical Engineer
 Quantity Surveyor
 Mechanical Engineer
 These professionals shall have a minimum of ten (10) years of
experience in design, planning and construction supervision of
transportation infrastructures. Fluency in both written and spoken
English is essential. The specialists shall be familiar with necessary
computer and software(s) used in their specific sectors.

4.2 Estimated Staff effort

The following table provides summary information about the level of efforts
required by the Consultant’s Team:

Experts Person-months Role

Team Leader 32 KE, part time
Materials Engineer 12 KE, part time
Maintenance Supervisor 36 KE, full time
Other Staff 12 NKE, on
demand

The Team Leader will be involved 32 months not continuously but spread
out over 36 months, in order to strengthen the skills of DART Agency staff
in OPBMC supervision and monitoring.

5. TRAINING REQUIREMENTS

5.1 Training for the Employer’s Staff

The Consultant at own expenses - (except the facilities made available
by DART Agency as stated in the following Para 9)- shall conduct at
least nine (9) one-day workshops per year on supervision of OPBMC
contracts, for a total minimum number of eighteen (18) workshops.
These workshops will be mainly carried out in the first months of the
Consultant’s contract. The purpose of these initial workshops is to
outline the process for undertaking OPBMC Contracts. The workshops
will explain the need for the Contractor to bring the relevant
infrastructures to a condition to match the required Level of Service.
 These workshops will provide details on how ‘Levels of Service’ are
determined and how to plan, design and implement the supervision
activities.

Further half-day workshops (at least 12) will be carried out monthly
from the commencement of the Contract. The purpose of these
workshops is to inform the DART Agency staff about selected specific
topics regarding the monitoring the Routine Maintenance. These
workshops will include instruction on monitoring the compliance with
the required level of Service established in the contract. The
workshops should also provide training on the application of penalties
for failure by the Contractor to comply with the required Level of
Service.

Final workshops will start three months prior to the end of the
Contract. These workshops will review all the previous performance-
based maintenance contract outputs and outcomes, as well as the level
of compliance with the final hand over requirements to the DART
Agency representatives.

5.2 On-the-Job-Training Topics.

During the whole assignment, without any extra fee, the Consultant
will contribute actively to the learning process of DART Agency’s staff
in the management of all control systems and parameters included in
the OPBMC contract including but not limited to the following:
 Adapting the OPBMC generic approach and format to the specific
Tanzanian local context;
 Control of Payments, Price adjustments, Retentions and Reductions
(payment conditions, cost estimates, performance and payment
security, etc.);
 Work Measurement Methods;
 The risk of “payment for do-nothing” in OPBMC contracts;
 Design of Quality assurance program, etc;
 Use of Provisional Sums;
  Instruction of Variations;
 Management of Claims for Extension of Time/Additional costs
 Contract Management and Administration (covering FIDIC contract,
existing legislation, issues due to donors’ requirements, etc.);
 Planning and Project Control (how to control the Contractor’s Work
Program, Inventory of contracted assets, determination of their
condition, performance indicators, etc.);
 Pavement Maintenance Design (including software like HDM4);
 Computerized Asset Management System and Pavement
Management System;
 Training on Transportation Infrastructures (Rigid and Flexible
pavements, Culverts, Bridges, Depot, Stations, Terminals, Park and
Ride Facilities, etc.) design/execution and monitoring software;
 GIS in Infrastructures Design and Development;
 Tests and Inspection equipment and methods (methodology to
measure performance indicators);
 Road Safety Audits (RSA) in Infrastructure Design Reviews and
Safety Issues Control (road accident data, black spots, pedestrian
and cyclist safety, etc.);
 Environmental control;
 Partnering relationship towards a perspective of long term sound
PPP-Public Private Partnership;
 Fair allocation of risks;
 Monitoring and Evaluation of Transportation Projects;
 Any other Technical skills that will be identified during project
implementation.

5.3 Site Visits and Training

The Consultant’s organisation of on-site training at another BRT
system would be valuable. This involves DART Agency staff who are
involved in this project to travel to two cities to either spend a couple
of days learning about the cities’ practices in infrastructure/asset/
facilities management or to spend a more extended time working
alongside a manager.
o This on-the-job training constitutes an essential element of the
consultant’s assignment. The consultants shall present in their
proposal a detailed plan including the number of hours of training per
subject, the number of trainees in this assignment of which could go
up to approximately 12 personnel in all fields, and schedule of how
this will be carried out. The consultants should also include costs
related to the provision of skills transfer such as costs for training,
transport, facilities, field visits/assignment, materials and reports
production, equipment and tools and any other costs found
necessary.Since at the end of the assignment the Consultant shall
enable the DART Agency staff to manage the OPBMC contract
autonomously with little/without any further support of external
consultancy services.

After commencement of the Contract, the Consultant‘s Team Leader

should plan one day workshop concerning initial rehabilitation works.
The purpose of this workshop is to outline the process for
undertaking OPBMC contracts and the need for the Contractors to
bring the infrastructures to a condition matching the required Level
of service adequate for following-on with routine maintenance.

Interim workshops should be implemented on the necessity for

properly monitoring the OPBMC works. The scope of proper
monitoring is to verify that the works being carried out are
maintaining the infrastructures at the required Level of Service
established in the contract. The training has to include seminars on
the application of penalties and possible rewarding mechanism.

Final workshops will recap all the topics explained in the previous
seminars together with an appraisal of the successful aspects of the
OPBMC project and those aspects which could be considered critical
(lessons learned).
 All the activities related to these workshops and on-the-job-training
programs should be free of charge for all participants. For indoor
seminars which do not require field surveys, the conference rooms at
DART Agency premises can be made available for the management of
these training seminars without any additional cost to the Consultant.

All the other correlated costs associated to these workshops and on-
the-job-training programs shall be borne by the Consultant such as
technical documentation for trainees, soft drinks during the indoor
seminars, slides in PowerPoint or equivalent software, hard copies of
the projected slides, etc.

6. REPORTING
The Consultant will prepare and submit the following reports in three
hardcopies (in English), in an approved or prescribed format. In addition, the
Consultant will also provide one (1) soft copy in digital format on CD for
each of the listed reports.

 Inception Report
 Up-to-date site diary
 Report on the Review of the design for maintenance works
 Monthly Progress Reports
 Completion Report of the Rehabilitation Works, if any
 Final Completion Report.
 DART Asset Management/Maintenance manual

6.1 Inception Report

Within 30 days of commencement of its contract, the Consultant will
submit a detailed implementation plan, confirming its Team, together
with its detailed organization and communications plan with the
DART Agency and the Contractor, record keeping and the contractor
mobilisation. It should also include a task/responsibility description
for each Team member, confirmation of the technical approach,
methodology, equipment, software and proposed training program. It
 should also contain a preliminary review and assessment of the
necessary documentation. The Consultant shall make a presentation
to the DART Agency Staff of the Report.

6.2 Up-to-date site diary

It will be available for inspection at any time by DART Agency staff
and it will include:

 A brief work plan providing details of activities to be completed

and parameters to be measured and locations from which
samples will be collected or measurements taken for the
particular day
 A brief progress report providing details of activities completed
and parameters measured and locations from which samples are
collected or measurements taken for the particular day,
 Instructions, recommendations and orders given to the
Contractor’s staff by the Consultant and actions taken by the
Contractor’s staff in response

6.3 Report on the review of the design for maintenance works

This report will give a description of the review and confirmation of
the adequacy of all aspects of the design and the associated contract
drawings. While this might take the form of interim design reviews, it
is also expected that there will be a final design review report that
integrates all interim reporting into a final document.

6.4 Monthly Progress Reports

The Consultant shall provide Monthly Progress Reports to the DART
Agency for submission to the Bank, which will summarize all
administrative and supervision activities undertaken during the
defined period. Each report will include details of the status, progress
and forecasting of the Project and shall cover financial status, and an
updated time schedule.
 The format of monthly and periodic reports shall be agreed with the
DART Agency and shall include in general, but not be limited, to the
following:
 Details of activities carried out during the month and work quantities
completed,
 Site photos,
 Bar charts of physical progress (actual and planned),
 Details of problems and proposed actions,
 Charts of financial progress (actual and planned),
 Payments,
 Details of Contractors’ claims pending and approved,
 Details of approved changes,
 Summary of material tests during the month carried out by the
independent laboratory,
 Description of weather conditions,
 Manpower schedules,
 Compliance with issues concerning environmental and social issues,
 Details of traffic safety and work site safety aspects, and any incidents,
 Details of training/workshops performed,
 Critical activities planned in the next month.

In general, the monthly progress report will provide a brief, but

comprehensive end-of-month progress assessment It will include tabulated
and graphical representations of physical and financial progress compared
with the Work Program and Cash Flow forecasts, relevant photographs and
details of impediments to the Works and proposals for overcoming them.
The reports shall include information on contractor’s plant, equipment and
staffing, weather conditions at the site of the works, accidents on site and
any other relevant details. This report shall be submitted not later than
fifteenth day of the succeeding month. This report should also summarize
activities carried out, difficulties, and activities programmed for next
month and among others the Environmental and Social Management, site
safety practices carried out and traffic management.
6.5 Completion Report of the Rehabilitation Works, if any
The Consultant will prepare a Completion Report after the final completion
of the Works and having issued the Taking-Over Certificate. This Report will
summarize the physical and financial history of the contract. Also it will
include the list of defects that are to be addressed to the Contractor during
the Defects Liability Period and details of any pending payment of claim
issues. Report will include details of any items of special interest, new and
successful examples of materials used, designs, and testing or construction
methods.

A summary of the Environmental actions undertaken will be also included.

These documents together with the Defects Liability Period become very
important during the last year of the OPBMC works contract.

6.6 DART Asset Management/Maintenance manual

The Consultant will prepare DART Asset Management/Maintenance

manual according to ISO 9001 to be submitted to DART Agency before
the end of its first year of its contract.

6.7 Final Report of the Consultant’s contract

The Consultant will prepare a Draft Final Report one month before the
completion of its contract. This Report will summarize the history of
the OPBMC contract. It will include details of any items of special
interest, examples of materials used, designs, and testing or
construction and maintenance methods.

7. TIME SCHEDULE
estimated total duration of the services will be 36-months. The Consultant
will mobilize its personnel upon the DART agency’ instruction which will
be issued at least 30 days prior to mobilization.

8. FACILITIES TO BE PROVIDED BY THE CONSULTANT

 The Consultant shall be responsible for provision of all the necessary
office accommodation and equipment required for its office in Dar es
Salaam, as well as for the running costs.

9. SERVICES TO BE PROVIDED BY DART AGENCY

DART agency will appoint a Project Manager through whom all requests
for information, guidance and assistance should be addressed. All
reasonable assistance will be provided, including liaison with DART
agency departments and access to any relevant data that are not
classified as restricted.

DART agency shall provide the Consultant, without charge, assistance in

obtaining any required visas and any other official permits, and support
facilities as may reasonably be needed for the expeditious performance of
the required services.

Information on the Consultant’s tax obligations in the Client’s country can

be found at:
The Commissioner General,
Tanzania Revenue Authority,
P. O. Box 11491, Dar es Salaam – Tanzania
Tel: +255 (022) 2119343
E-mail: info@tra.go.tz and service@tra.go.tz, Website: www.tra.go.tz

Consultants are expected to include all Direct Taxes into their unit rates
and costs. Consultants are advised to contact Tanzania Revenue Authority
for understanding of what constitute the Direct Taxes and how they
applied.

Consultants are also advised to consult the Commissioner for Insurance,

Tanzania for Insurance matters:

Tanzania Insurance Regulatory Authority,

P. O. Box 9892, Dar es Salaam – Tanzania.
Tel: +255 (022) 2132537/2116120/2136131, Fax: +255 (022) 213539
E-mail: coi@tira.go.tz, Website: www.tira.go.tz
 ANNEXES

Annex I: Location map

Annex II: BRT facilities
ANNEX I: Location Map - BRT Phase 1
 Terms of Reference

Annex II: BRT facilities

S/N Facility Name Station/ Terminal
Type

Morogoro Road/ Kivukoni

1 Posta C
2 Nyerere Square B
3 Kisutu A
4 DIT C
5 Fire D
6 Jangwani C
7 MagomeniMapip C
a
8 MagomeniUsala C
ma
9 Mwembechai C
10 Kagera C
11 Argentina C
12 Bakhresa C
13 Tiptop C
14 Urafiki C
15 Shekilango C
16 UbungoMaji C
17 Kibo B
18 Corner B
19 Baruti B
20 Kwa Thomas B
21 Resort B
Kawawa road
22 Magomeni C

35
 Terms of Reference

23 Kanisani B
24 Mkwajuni C
25 Mwinyijuma C
26 Kinondoni B C
Msimbazi Road
27 Msimbazi 1 B
28 Msimbazi 2 B
Terminals
1 Ubungo Terminal
2 Morocco Terminal & Feeder
Station
3 Kimara Terminal & Feeder
Station
4 Kivukoni Terminal & Feeder
Station
5 Kariakoo Terminal & Feeder
Station
Feeder Stations
1 Shekilango
2 Magomeni
Mapipa
3 Magomeni
Kanisani
4 Kinondoni
Mwinyijuma
Depot
1 Jangwani Depot
Pedestrian Bridges
1 Ubungo Ped. Bridge & ramps
2 Kimara Ped. Bridge
3 Morocco Ped. Bridge

36