UNIVERSITY OF DAR ES SALAAM

TERMS OF REFERENCE

FOR

PROVISION OF CONSULTANCY SERVICES FOR DESIGN,

PREPARATION OF BIDDING DOCUMENTS, COST ESTIMATES AND
SUPERVISION OF PACKAGE 2 PROJECTS (LOT 1: CONSTRUCTION OF
BUILDINGS AT IMS-BUYU, ZANZIBAR AND LOT 2: CONSTRUCTION
OF BUILDINGS AT COAF AT NGONGO, LINDI AND LIKUNJA,
RUANGWA)

December, 2022

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Table of Contents
1.0. BACKGROUND 5
1.1 OBJECTIVE OF THE ASSIGNMENT 5
1.1.1 GENERAL OBJECTIVE 5
1.1.2 SPECIFIC OBJECTIVES 6
1.1.2.1 Review Available Documents Related to the Project as Provided by the Client 6
1.1.2.2 Design and preparation of tender documents 7
1.1.2.3 Supervision of Construction 7
1.2 SCOPE OF THE ASSIGNMENT 7
1.3 TASKS/ACTIVITIES OF THE CONSULTING ASSIGNMENT 8
2.0 DETAILED SCOPE OF SERVICES OF DESIGN, CONSTRUCTION SUPERVISION AND
MANAGEMENT 9
2.1 PREPARATION OF THE DESIGN WORKS 11
2.2 PREPARATION OF DOCUMENTS 12
2.3 CONSTRUCTION QUANTITIES 13
2.4 COST ESTIMATES 13
2.5 IMPLEMENTATION STAGE 14
2.5.2 Environmental and Social Health and Safety (ESHS) 18
2.6 TESTING, COMMISSIONING AND COMPLETION 21
2.7 CONSULTING SERVICES TO BE PROVIDED DURING DEFECTS LIABILITY PERIOD
PHASE 21
3.0 CONSULTANCY FEES 22
4.0 SITE VISIT BY THE CONSULTANT 25
5.0 DELIVERABLES 25
5.1. PHASE I (DESIGN): 25
5.1.1 Documents 25
5.1.2 Reports 26
5.2 PHASES II & III: PROJECT MANAGEMENT (SUPERVISION & DEFECTS LIABILITY
PERIOD) 29
5.2.1 Contract Management and Supervision 29
5.2.2 Inception Report 29
5.2.3 Monthly and Quarterly Progress Reports 30
5.2.4 Practical Completion Report and Practical Completion Certificate 32
5.2.5 Final Completion and Handing Over Report 33
5.2.6 Environmental and Social Health and Safety (ESHS) Reporting 33
5.3 ADDITIONAL SERVICES 34
6.0 CONSULTANT TEAM 35
6.1 EXPERTS AND THEIR QUALIFICATIONS (DESIGN STAGE – PHASE I) 36
6.2 PROPOSED PERSON - MONTHS FOR THE ASSIGNMENT 47
7.0 IMPLEMENTATION TIME FRAME AND SCHEDULE 48
7.1 TIME FRAME 48
7.2 IMPLEMENTATION SCHEDULE 49
8.0 DATA, SERVICES AND FACILITIES TO BE PROVIDED BY THE CLIENT 49
8.1 OBLIGATION OF CONSULTANT AND CLIENT 50
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 8.1.1. Client 50
8.1.2. Consultant 51
9.0 PROJECT LIBRARY 53
10.0 MANDATORY STANDARDS 53
11.0 ENVIRONMENTAL AND SOCIAL RISK MANAGEMENT 54
12.0 CODE OF CONDUCT 56

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LIST OF TABLES

TABLE 1: LIST OF FACILITIES ..................................................................................................................................... 7

TABLE 2: PAYMENT SCHEDULE ............................................................................................................................... 23
TABLE 3: KEY EXPERT’S QUALIFICATIONS............................................................................................................... 36
TABLE 4: PERSON MONTH FOR DESIGN STAGE – PHASE I, SUPERVISION STAGE – PHASE II AND DEFECTS
LIABILITY PERIOD – PHASE III ........................................................................................................................ 48
TABLE 5: IMPLEMENTATION TIME FRAME FOR PHASE 1 (DESIGN STAGE), PHASE II (SUPERVISION STAGE) AND
PHASE III (DEFECTS LIABILITY PERIOD) .......................................................................................................... 49

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1.0. BACKGROUND

The University of Dar es Salaam (UDSM) has received funding to support its strategic
development plans through the Higher Education for Economic Transformation
(HEET) Project, which is supported by the Government of the United Republic of
Tanzania (GoT) through the World Bank (WB). The Project Development Objective
(PDO) is to strengthen the learning environment and labor market alignment of
priority programs at beneficiary higher education institutions and improve the
management of the higher education system.

Infrastructure development (civil works) is among the activities that will be

implemented under HEET project. For the purpose of implementing the Infrastructure
civil works of the project, the University intends that part of the funds will be used to
cover eligible payments for procuring consultancy services for designing and
supervision of construction of several buildings (as indicated in the scope of the
assignment).

1.1 OBJECTIVE OF THE ASSIGNMENT

1.1.1 General Objective

The general objective of the assignment is to carry out design (for the case of phase II
building at IMS, Buyu – Zanzibar - design review) and supervision of construction of
buildings and related infrastructure for IMS, Buyu - Zanzibar, Ngongo - Lindi and
Likunja – Ruangwa campuses consisting of the following:

LOT 1:

For IMS, Buyu – Zanzibar campus:

(a) Construction of hostel building

(b) Completing construction of Phase II building for lecture rooms, conference hall
and staff offices (this building has been partially constructed up to foundation
walls and the existing design is available)

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LOT 2:

For Ngongo – Lindi campus:

(a) Construction of administration block

(b) Construction of lecture rooms (undergraduate) type 1 block – 6 rooms @ 60
students with 360 students total capacity
(c) Construction of one laboratory and workshop block
(d) Construction of one undergraduate students hostel block with 512 students
capacity
(e) Construction of students cafeteria block
(f) Construction of dispensary
(g) Construction of related infrastructure facilities (including roads to gravel
standard with provision for future upgrading to bitumen standard, external
fence, water distribution network, sewage network, power distribution
network, fibre optic network, etc.)
For Likunja – Ruangwa campus:
(a) Construction of seminar / lecture rooms & office building with capacity of 50
students and 4 staff offices (toilet inclusive)
(b) Construction of hostel of about 25 rooms each with a capacity of
accommodating 4 students
(c) Construction of mini cafeteria building

1.1.2 Specific Objectives

1.1.2.1 Review Available Documents Related to the Project as Provided by the

Client

The consultant shall review the relevant master plan, ESIA report and other relevant
documents and incorporate the recommendations to the newly proposed design of the
facilities.

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1.1.2.2 Design and preparation of tender documents

The consultant shall conduct topographical survey, physical and condition survey,
geotechnical investigation and shall provide approved detailed design drawings (i.e.
Architectural, Structural and for Services (including electrical, plumbing, firefighting
infrastructure, ICT and security System)) to ensure proper design execution. The
consultant shall advise on design applicability in terms of construction methodologies,
green building and project implementation to supplement the completeness or
consistency of the design execution. The consultant shall also prepare Bills of
Quantities and Specifications and Tender documents.

1.1.2.3 Supervision of Construction

The consultant shall be fully responsible for supervision of the construction works
from beginning (site handover) to the successful completion (practical completion)
including to the end of the defect liability period (final completion) as specified in the
contract.

1.2 SCOPE OF THE ASSIGNMENT

Table 1: List of Facilities

S/No. Facility Remarks

LOT 1: IMS, Buyu campus
1. Hostel building at IMS Buyu – Zanzibar (750 m2) To accomodate 200 students
2. Completion of Phase II building for lecture rooms, To review the existing design
conference hall and staff offices (6,350 m2) (please note that design for
phase II building is existing
and it was partially
constructred up to foundation
walls)
LOT 2:
Ngongo campus
3. Administration block (1,080 m2) The design to be guided by the
4. Lecture rooms (undergraduate) type 1 block – 6 proposed master plan for the–
rooms @ 60 students with 360 students total Ngongo - Lindi campus
capacity (365 m )
2

5. One laboratory and workshop block (990 m2)

6. Undergraduate and diploma students hostel block
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 with 512 students capacity (745 m2)
7. Students cafeteria block (1,010 m2)
8. Dispensary (120 m2)
9. Infrastructure facilities (including roads to gravel
stand with provision of future upgrading to
bitumen standard, external fence, water
distribution network, sewage network, power
distribution network, fibre optic network, etc.)
Likunja –Ruangwa campus
10. Seminar / lecture rooms & office building with a The design to be guided by the
capacity of 50 students and 4 staff offices (toilet proposed master plan for the–
inclusive) (100 m )
2 Likunja - Ruangwa campus
11. Hostel of about 25 rooms each with a capacity of
accommodating 4 students (375 m2)
12. Mini cafeteria (150 m2)

1.3 TASKS/ACTIVITIES OF THE CONSULTING ASSIGNMENT

The main tasks shall include design and construction supervision to ensure
Environmental and Social (ES) compliance but not limited to:

a) Review the University of Dar es Salaam- Lindi and Zanzibar campuses master
plans, conduct topographical survey, and conduct detailed physical and
conditional survey of project areas including existing infrastructure and other
features where necessary;

b) Review all the environment, social, health and safety risks and impacts
management documents for HEET project such as ESMF, ESIA, SEP and other
documents and ensure that relevant mitigations stipulated in those documents
are taken into account during designs,

c) Conduct geotechnical investigation;

d) Prepare preliminary design (state of art, environmental-friendly and energy

saving design) of the proposed design works which includes drawings
(architectural, engineering, services); technical specifications, bills of quantities
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 and initial cost estimates in accordance with the acceptable professional
standards;

e) Preparation of the detailed design drawings of the project, specifications and

schedule of works;

f) Preparation of cost preliminary and confidential estimates based on the

detailed design drawings of the project, specifications and schedule of works in
order to have a true reflection of the project cost. This will form a base for
drawing up a realistic procurement plan;

g) Carry out supervision of construction works from the beginning (site handover)
and completion of works (practical completion) and to the end of defect liability
period (final completion); and

h) Prepare both Maintenance Plan and Maintenance Cost for maintaining the
functions and forms of the built facilities.

2.0 DETAILED SCOPE OF SERVICES OF DESIGN, CONSTRUCTION

SUPERVISION AND MANAGEMENT

The general assignment shall comprise consulting services in Architectural,

Engineering and Quantity Survey disciplines. The works involved is mainly expected
to be as follows:

For Lot1:

(i) for IMS, Buyu campus:

 design and supervision of construction of hostel building;

 review of existing design and supervision for completion of construction of phase

II building;

For Lot 2:

(ii) for Ngongo – Lindi campus:

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 design and supervision of construction of administration block;

 design and supervision of construction of lecture rooms (undergraduate) type 1

block – 6 rooms @ 60 students with 360 students total capacity;

 design and supervision of construction of one laboratory and workshop block;

 design and supervision of construction of one undergraduate and diploma

students hostel block with 512 students capacity;

 design and supervision of construction of students cafeteria block;

 design and supervision of construction of dispensary; and

 design and supervision of construction of related infrastructure facilities

(including roads to gravel standard with provision for future upgrading to
bitumen standard, external fence, water distribution network, sewage network,
power distribution network, fibre optic network, etc.)

(iii) for Likunja – Ruangwa campus:

 design and supervision of construction of seminar / lecture rooms & office

building with capacity of 50 students and 4 staff offices (toilet inclusive);

 design and supervision of construction of hostel of about 25 rooms each with a

capacity of accommodating 4 students;

 design and supervision of construction of mini cafeteria; and

 design and supervision of construction of related infrastructure facilities

(including roads, external fence, water distribution network, sewage network,
power distribution network, fibre optic network, etc.).

The consultant shall review the Master Plan, ESIA report and related documents.
Thereafter design, produce bills of quantities, specifications, schedule of works and
tender documents and supervise the construction works.

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2.1 PREPARATION OF THE DESIGN WORKS

The consultant will in this regard provide detailed architectural, structural and
services design on the buildings to be constructed and this will include:

i) The consultant should prepare designs that comply with applicable Tanzania
environmental laws and regulations, and site-specific Environmental and Social
Management Plan (ESMP) as well as green building considerations. The client will
arrange for the ESIA report to be available and thereof recommendations to be
incorporated in the project brief and final detailed design;

ii) Preparation of the architectural design of the buildings following acceptable

modern professional standards. The initial sketch design produced to scale of
1:200 will have to be approved by the client before embarking on the production
of full working drawings at scales of 1:100, 1:50, 1:20 and 1:10 as the need arises.
Such drawings will include plans, sections, and elevations and associated details
as appropriate. The architectural details should also cover hard (pavements) and
soft (grass) landscaping as this is also an important aspect of the project;

iii) Develop and plan scope of geotechnical investigation studies adequate to collect
all necessary information for the proposed design requirement (the scope should
be clearly presented and approved by the client);

iv) Prepare a complete set of all necessary engineering designs and detailing of the
structure and services required. This will involve electrical installation, telephone
services, Local Area Network systems (LAN), Closed Circuit Television systems
(CCTV), Alarm systems, Fire Fighting systems, Sewerage systems, Solid waste
disposal systems, Storm water Drainage systems, Water supply systems and other
water reticulation system. The consultant will provide necessary detailed
drawings for trunking and ducting that will accommodate the centralized
information technology system in the buildings, across the roads and at all
necessary external surroundings. The appropriate specifications and Bills of
Quantities for all these services will be prepared by the consultant;

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v) Review design assumptions, design calculations and specifications to ensure their
compliance with the applicable codes and regulations;

vi) Design and review appropriateness of selection of material specification from

design alternatives;

vii) The consultant will in liaison with the client submit to the relevant local
authorities all the relevant designs, calculations and drawings to enable the local
authorities issue the required planning consents and building permits well in
advance of the commencement of the construction’s activities on site; and he/she
will supervise the actual construction works;

viii) The consultant will propose a solution to enable the access to buildings for
physically challenged persons. The consultant will consider the best practice and
positive legal regulations in Tanzania regarding the rights of the disabled persons;

ix) Design and review constructability of the project, construction means, method and
techniques employed; and

x) After commission of the project the consultant shall ensure that the contractor has
produced As-Built-Drawings for works carried out.

2.2 PREPARATION OF DOCUMENTS

The consultant shall prepare plans, sections, elevations and detailed drawings for the
building covering architectural, structural, civil and other services, all of which will
take into consideration environmental and social aspects as necessary. This will be
followed by preparation of specifications of materials which are mostly available on
the local market and bills of quantities.

The consultant will also prepare the costs based on the design in the form of Bills of
Quantities by considering the prevailing market rates around the project location. The
estimate shall be treated with high confidentiality and submitted to the client
accordingly.

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2.3 CONSTRUCTION QUANTITIES

The calculated quantities for the items of construction shall be based on the final
design drawings. The quantities of works shall be derived from calculations based on
the field cross-sections and dimensions of structural members with acceptable
standard methods of measurements that shall be agreed with the client. A detailed bill
of quantities shall be prepared under the standard sections for the corresponding
buildings to be renovated or constructed.

The consultant shall prepare complete Tender documents using the most recent
Standard Procurement Documents in accordance with the World Bank “Procurement
Regulations for IPF Borrowers”, Procurement in Investment Project Financing Goods,
Works, Non-Consulting and Consulting Services, July 2016 and revised in December
2019, or whichever World standard procurement approach is applicable at the time
the tender documents are prepared. The tender documents need to fully reflect the
Environmental, Social, Health and Safety requirements, which include but are not
limited to Occupational Health and Safety, Labor Influx, HIV/AIDS, Gender-Based
Violence (GBV) and Violence against Children.

Bidding Documents shall be prepared to comprise Instructions to bidders, Bid Data

Sheet, Bidding Forms of Tender, General Conditions of Contract, Particular Condition
of Contract, Contract Forms, Section Preambles, Buildings bills (bills of quantities)
divided into several elements, External works, Prime Cost and provisional sums, Day
works, General Summary, Schedule of Basic List of Materials and Schedule of
Drawings. The bidding documents will be prepared in accordance with World Bank
procurement regulations and will take into considerations all the environmental and
social aspects of the project.

2.4 COST ESTIMATES

A detailed Cost Estimate and a summary of the project shall be submitted showing
total infrastructure requirement. As a result of physical conditional survey, and other
factors, the cost estimate for the buildings may vary from the allocated budget.

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In order to make a fair and reasonable estimate of the cost of project, the consultant
shall prepare a unit price analysis of each item using basic cost elements (labor,
materials, equipment, tools, overheads, on-site costs, profit, etc.), and showing
separately the cost of all taxes (direct or indirect, duties, levies and fees). The
estimated financial cost resulting from this analysis shall be accurate to within +10%
and presented in Tanzanian Shilling (TZS). The cost estimates shall also include the
costs for implementation of Environmental and Social Management Plan (ESMP), and
Health Services Management and Policy (HSMP) programme.

2.5 IMPLEMENTATION STAGE

2.5.1 Supervision of the Works

The consultant shall provide all site and backup staff and exercise all necessary
architectural, engineering, surveying, quantity surveying, quality and financial control
of the construction works, environmental, social health and safety aspects in
accordance with the approved designs, specifications and contract documents
including the following:

i) Ensure that the works are carried out by the contractor in a professionally
acceptable manner and in accordance with the requirements of the relevant
regulatory authorities;

ii) Approve contractor’s proposed designs/drawings for temporary works;

iii) Examine and approve various plans and programs submitted by the contractor
including review bonds validity;

iv) Provide day to day supervision of the works in terms of quality and quantity
and arrange for daily, weekly and monthly progress report. Ensuring that there
is a resident engineer to supervise execution of works at site daily. Weekly
reports to be submitted every Monday during the project. Daily reports must be
documented, compiled and submitted to the client along the weekly report for
schedule and scope management. This will enhance quality control in line with
documented quality assurance from methodologies provided;

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v) Ensure the contractor undertakes all the necessary material tests before they are
incorporated into the works; such tests may be conducted directly by the
contractor or preferably by other approved competent entities at his cost;

vi) Check the setting out of the works to make sure that construction conform to
the standard practice, plumbing, waste-water, drainage works and leveling as
per the designs;

vii) Check measured or estimated quantities of work completed and certify

payment certificates for interim payment to be effected by the client;

viii) Provide continuous liaison with the client on all possible changes on the
designated scope and budget of works;

ix) Inspect at regular intervals the contractor’s plant and facilities, for both
construction production work and workers accommodation, to ensure that they
conform with to both the conditions of contract, World Bank ESMP & HSMP
and all government regulations;

x) Inspect the entire contractor’s safety measures, including labour welfare

according to World Bank HSMP, notify immediately both the Employer and the
Contractor of any infringement or violation;

xi) Liaise and coordinate with relevant authorities to remove all obstacles and
encumbrances from the project site, including utility relocation and tree cutting
as required;

xii) Keep all records updated including reports, site diaries, correspondence,
instructions given to contractor, test records, measurement and quantity
calculations, payment records and all other relevant documents pertaining to
the supervision of the works;

xiii) To examine and approve various plans and programmes submitted by the
contractor;

xiv) To coordinate with relevant government authorities to ensure that construction

works are inspected periodically (at each stage), documented and approved to
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 enable proper project records and authentic issuance of certificate of occupancy
after practical completion;

xv) To assist the client in resolving all contractual matters and disputes that may
arise;

xvi) Record all claims and submit recommendations to the client for review and
ultimate settlement, if justifiable;

xvii) Check contractor’s application of payment, advise the client and issue interim
certificates of payments in accordance to the conditions of contract;

xviii) Measure authorized changes and agreed quantities and cost with
Contractors/Sub-Contractors. Estimate the cost effect of proposed changes
before issuing instructions. These changes must be communicated to the client
for approval and a change order must be issued;

xix) Advise the parties under the Works Contract on any dispute arising under the
Contract to ensure that disputes are resolved amicably as soon as possible
without affecting the project;

xx) Ensure that the contractor strictly adheres to the contract, specifications and
bills of quantities in the execution of the works and advise the client on the
appropriate actions to be taken whenever there is a breach of contract or
misconduct by the Contractor;

xxi) Prepare monthly/periodic project reports as per formats approved by the client
and the World Bank. Detailed quarterly reports, to be submitted within 14 days
of the end of each quarter. Quarterly reports should include description of
project activities illustrated by progress/completion photographs, status of any
delays and contractual claims and details of all latest financial projections, an
electronic copy and 4 copies to be submitted to the Project Coordinator;

xxii) Arrange monthly site meetings to be attended by all concerned parties and/or
any other management meeting as may be deemed necessary. A summary/
draft of minutes in bullet form or description and action format must be
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 presented in two (2) days’ time after the meeting. Final minutes in approved
format should be circulated within five (5) days;

xxiii) A detailed Contract Completion Report of which, an electronic copy and 5

copies to be submitted to the Project Coordinator;

xxiv) A Quality Assurance Manual, detailing all QA/QC procedures, to be submitted

within ten (10) days of commencement of services, 6 copies to be submitted to
the Project Coordinator;

xxv) Review and approve As-built drawings, operation & maintenance manuals
where applicable and submit documents in hard and electronic copies to the
Employer;

xxvi) Upon practical completion, the consultant shall be responsible to undertake

final inspection prior to issuing of the practical completion certificate and a
penultimate certificate;

xxvii) Monitoring the completed works after completion up to defects liability period;

xxviii) Prepare variation orders whenever required and submit them to the client for
approval before giving relevant instructions to the contractor;

xxix) Facilitate the project handing over upon successful completion of the project.

xxx) Prepare Project Final Accounts; one (1) month after practical completion of the
project. A draft copy of final account must be distributed to authorized parties
within fourteen (14) days after practical completion;

xxxi) Prepare and submit to the client the final payment certificate for the completed
works;

xxxii) Prepare the maintenance schedule for the building at the completion of the
rehabilitation works.

xxxiii) Prepare a final report for the works. The report in addition to all aspects of the
project should include lesson learned as a reference to future project execution
and management;
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xxxiv) Approve return of bonds to the contractor after practical completion;

xxxv) Perform regular inspection of the works during Defect Liability Period; and

xxxvi) On practical completion of construction ensure the contractor acquires

certificate of occupancy from relevant authority.

2.5.2 Environmental and Social Health and Safety (ESHS)

In a course of design and supervision, the consultant shall comply with all the relevant
World Bank safeguard documents such as Environmental and Social Management
Framework (ESMF), Environmental and Social Standards (ESSs) and associated all
site-specific environmental and social risks and impacts management instruments
such as the Environmental and Social Impact Assessment (ESIA), Environmental and
Social Management Plan (ESMP), Stakeholder Engagement Plan (SEP) and
Resettlement Action Plan (RAP) depending on the context of the specific site. To offset
the anticipated environmental and social impacts, in consultation of the ESIA report,
the consultants shall ensure that the designs comply with the following ESS1 -
Assessment and Management of Environmental and Social Risks and Impacts; ESS2 -
Labor and Working Conditions; ESS3 - Resource Efficiency and Pollution Prevention
and Management; ESS4 - Community Health and Safety; ESS5 - Land Acquisition,
Restrictions on Land Use and Involuntary Resettlement; and ESS6 - Biodiversity
Conservation and Sustainable Management of Living Natural Resources. During
construction phase, the consultant shall ensure that the contractor complies with all
the aforementioned environmental social standards including the Stakeholder
Engagement and Information Disclosure Standard (ESS10).

Specifically the consultant will be responsible for the following:

1. Review the Contractor’s Environment and Social Management Plan (C-ESMP),

including all updates and revisions (not less than once every 6 months);
2. Review the ESHS provisions of method statements, implementation plans,
GBV/ Sexual Exploitation or Abuse (SEA) prevention and response action
plan, Grievance redress mechanisms, labor management plans and related

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 code of conduct documents, drawings, proposals, schedules and all relevant
contractor’s documents;
3. Review the mitigation measures for labor influx and construction-related GBV,
SEA, sexual harassment environment, and abuse in relation to the proposed
construction work;
4. Ensure that all the environmental and social guides such as air circulation
within the designed buildings structures to cement student’s concentration
and lessen harassment and bullying of students, as provided by the ESIA
report are considered during design and implemented by the contractor
during the construction stage;
5. Review and approve contractor’s arrangements for compliance with the
pertinent regulations and standards governing environmental quality, health
and safety, protection of sensitive areas, protection of endangered species and
land use control at international, national regional and local levels as identified
by the ESIA report;
6. Ensure that the contractor adhere to the World Bank ESFs, which are relevant
to this project including the Environmental and Social Management
Framework, Resettlement Policy Framework and Stakeholder Engagement
Plan in relation to the implementation of the project activities and
undertakings;
7. Ensure that the contractor operates with the required capacity on the
management of environmental and social issues under the project. On the
social side, the consultant shall ensure that the contractor has in place
arrangements for dealing with child abuse protection, SEA and GBV, the
different stakeholders involved and their roles and responsibilities;
8. Ensure that the contractor engages all the project stakeholders as per the SEP
prepared in accordance to ESS 10: Stakeholder Engagement and Information
Disclosure for the HEET project. The consultant shall also approve
implementation plan for the proposed project interventions following the
recommendations of the ESIA reports and ensure implementation of the same;

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9. Review and consider the ESHS risks and impacts of any design change
proposals and advise if there are implications for compliance with ESIA,
ESMP, consent/permits and other relevant project requirements;
10. Undertake audits, supervisions and/or inspections of any sites where the
contractor is undertaking activities related to the works, to verify the
contractor’s compliance with ESHS requirements including its GBV/SEA
obligations, with and without contractor and/or client relevant
representatives, as necessary, but not less than once per month;
11. Ensure that the contractor prepares and maintains a master database for
recording and tracking management of all grievances;
12. Monitor, evaluate and report contractor’s stake holder engagement
performance including annual grievances received, speed of resolution and
how they have been addressed; and the level of involvement of affected people
(disaggregated by gender and vulnerable groups) in committees and joint
activities and in the project itself;
13. Undertake audits and inspections of contractor’s accident logs, community
liaison records, monitoring findings and other ESHS related documentation, as
necessary, to confirm the contractor’s compliance with ESHS requirements;
14. Agree remedial action/s and their timeframe for implementation in the event
of a noncompliance with the contractor’s ESHS obligations;
15. Ensure appropriate representation at relevant meetings including site
meetings, and progress meetings to discuss and agree appropriate actions to
ensure compliance with ESHS obligations;
16. Check that the contractor’s actual reporting (content and timeliness) is in
accordance with the contractor’s contractual obligations;
17. Review and critique, in a timely manner, the contractor’s ESHS documentation
(including regular reports and incident reports) regarding the accuracy and
efficacy of the documentation;
18. Undertake liaison, from time to time and as necessary, with project
stakeholders to identify and discuss any actual or potential ESHS issues;

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19. Establish and maintain a grievance redress mechanism including types of
grievances to be recorded and how to protect confidentiality e.g. of those
reporting allegations of GBV/SEA. These should be included in a log issue
accessible to a specified professional ;
20. Ensure any GBV/SEA instances and complaints that come to the attention of
the consultant are registered in the grievance redress mechanism and
subsequently sorted/resolved through proper procedures. Ensure all
complainants receive the feedback timely; and
21. Additionally, ensure that OSHA is involved in inspection and monitoring of
respective activities as per OSHA act.

2.6 TESTING, COMMISSIONING AND COMPLETION

i) Witness any specified test done by the contractor (Material tests and Systems
and services tests) to ensure that the contractor will not use construction
materials containing hazardous substances such as lead paints etc.

ii) Conduct any independent tests necessary to confirm the results;

iii) Prepare and issue a short summary report confirming the tests and clearly
specifying any instructions to be issued to the contractor;

iv) Prepare a short technical report describing the testing and commissioning. All
tests carried out together with their reviewed results should be included in the
consultant’s monthly and quarterly reports; and

v) Issue the Taking over Certificate to the Employer.

2.7 CONSULTING SERVICES TO BE PROVIDED DURING DEFECTS

LIABILITY PERIOD PHASE

The consultant shall oversee the works during the Defects Liability Period through
regular visits. The consultant is expected to carry out site visits at regular intervals
during which the consultant shall draw attention of the contractor to any defects if

21
and when noticed and shall supervise such remedial works. Prior to expiry of the
defects liability period, the consultant shall inspect the works according to the
condition of contract and issue instructions for rectifications of all defects,
imperfections of faults, and supervise the remedial works. Following the employer’s
acceptance, the certificate of making good defects shall be issued.

The consultant shall assist the employer in administrative matters related to the Works
Contract. The tasks shall include but not limited to:

i) Regular inspection of the contractor’s remedy works of defects;

ii) Inspect, suggest mitigation measures and supervise remedial works of all
Environmental, Social, Health and Safety matters. The Client shall also be
consulted to assess overall effectiveness of the completed facilities;

iii) Prepare defects report after at the end of each inspection and testing period
with full details of the cost and nature of the defects and the corrections thereof;

iv) Conduct a final inspection of the works after the correction of all defects. This
inspection shall be carried out jointly with the representatives of UDSM;

v) Finalize all the work and the records thereof including drawings, as- built
drawings, operation and maintenance manuals and records of defect
corrections during the Defects Liability Period;

vi) Finalize evaluation for all outstanding claims from the Contractor, prepare and
issue the final payment certificate and final completion certificate; and

vii) Recommend the return of bonds and retention money.

3.0 CONSULTANCY FEES

The assignment is divided into two phases: Phase 1- Design and preparation of
bidding document and Phase 2 - Construction Supervision and Defect Liability
Period. The Consultants shall clearly indicate the costs of each activity when
submitting their financial proposal. Payment to the Consultant will be made in
consideration of the achieved milestone based on project activities. Payment shall be

22
effected after completion of specific tasks and submission of the associated reports.
Milestone for payments shall be effected after submission and obtaining approval of
the under mentioned activities with the associated reports/documents. The terms and
conditions of payment shall be as follows:

i. The Consultant shall clearly submit separately each consultancy services

(technical and financial) fee on design stage and construction supervision
when submitting the financial proposals. Payment shall be paid monthly as
per terms and conditions of time based contracts. The Consultant shall price
separately for each stage described above (Design and Supervision Phase);
ii. The Consultant’s remuneration shall be deemed to cover his liabilities, taxes,
travel costs and support of his head office, site staffs personnel and all his
obligations.; and

iii. Detailed fee for design and construction supervision shall be submitted
separately as financial proposal. Reimbursable expenses, which cover all out-of-
pocket expenses and shall be made against contractual acceptable documentary
evidence, as agreed with the Client. The final payment shall be effected after
the defects liability period and upon submission of final project report for
closure of the project together with the final payment certificate and final
completion certificate.

Table 2: Payment Schedule

Ite Deliverables Payment Timing

m

Design stage (Phase I ) – LUMP SUM

Commencement of Service M

1 Submission of acceptable Inception Report 15% of phase 1 M+1

cost (lump-sum)

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Ite Deliverables Payment Timing
m

2 Submission of acceptable Draft Detailed 50% of phase 1 M+4

Design Report and Bidding Documents cost (lump-sum)

3 Submission of acceptable Final Detailed 35% of phase 1 M+6

Design Report and Bidding Documents. cost (lump sum)

Supervision stage (Phase II) – TIME BASED

4 Payments under the time-based supervision Monthly

consultancy service contract shall be made
monthly based on actual inputs for
undertaking the assignments described in
these Terms of Reference, to cover fees
(remunerations) for approved personnel and
items under reimbursable expenses as shall be
described in the contract. During supervision
stage the Consultant should submit the
following deliverables::

- Monthly/ Quarterly Progress Reports

- Final Construction Report
- Final account
- Operation and maintenance manual
- Any other report as might be required by
Client

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4.0 SITE VISIT BY THE CONSULTANT

i) The consultant at his/her own costs, is advised to visit and examine the site
and obtain all information that may be necessary for preparing their proposals
under this assignment;

ii) The consultant should ensure that the client is advised of the site visit in
adequate time to allow him/her to make appropriate arrangements; and

iii) The costs of visiting the site shall be borne by the consultant and upon
submitting appropriate evidence and receipts he/she shall be reimbursed by
the client.

During this assignment, the consultant is free to seek additional

information/clarification on any issue relating to the earmarked project and the same
shall be provided to the consultant.

5.0 DELIVERABLES

The consultant shall prepare and submit to the client the following reports and
documents here under. The reports and documents shall be in English language and
in a format, quality and quantity approved by the client and the World Bank.

5.1. PHASE I (DESIGN):

5.1.1 Documents

The consultant shall prepare and submit four (4) sets of proposed contract documents,
comprising of drawings for both building and services, Specifications, Geotechnical
investigation report, review documents for the Master Plan, Topographical survey,
ESMP and Bills of Quantities for the proposed design work in hardcopy format and an
electronic soft copy in a format agreed by the client. Five (5) sets of Drawings
Handbook of site layout shall also be submitted in both hard copy formats and soft
copies. For compatibility reasons with Client’s equipment, the consultant shall submit
soft copy drawings in ArchiCAD, DXF, AutoCAD and DWG format in a hard drive. In

25
addition, the Consultant shall submit to the client some perspective view drawings, in
soft copy format and also in 3D each of A0, and A3 hard copies (3).

5.1.2 Reports

For the case of new design:

The consultant shall prepare and submit four (4) required sets of reports such as
inception report, outline design proposal report, scheme design report, draft final
report and final report.

a) Inception Report

Inception report is designed to give the client confidence that the assignment can be
carried out as planned and as agreed upon in the contract. The report shall include but
not limited to professional staff deployed and detailed involvement of staff in
execution of duties. The report will also indicate the key client’s requirements
including site information and its appraisal and further provide consultant’s work-
plan, stating consultant’s services and general understanding of scope of those
services, and frequency of reporting for approval by the client. The report should also
bring to its attention major problems that might affect the direction and progress of
the work if any. The inception report for the design phase shall be submitted to client
in three (3) copies within 14 days of the commencement of the assignment. The client
shall review and approve the report within a period of seven (7) calendar-days. The
final document will be submitted within seven (7) days after consultant has received
the comment. This will enable the consultant to proceed with the next stage in the
assignment.

b) Outline Design Proposal

This should cover all aspects of different studies carried out by the consultant which
includes but not limited to geotechnical investigation and topographical survey, and
other relevant reviews including all necessary advice on statutory requirements.

26
The consultant should submit a design proposal analyzing the client’s requirement
including approximate or preliminary cost estimates for preliminary client approval.

c) Schematic Design Report

Considering client approvals and comments, this document shall comprise a

developed scheme design from the outline proposals taking into account amendments
requested by the client. The schematic design report shall illustrate the size and
character of the project in sufficient detail to enable the client to agree on spatial
arrangements, material and appearance.

d) Draft Final Report

Draft final report may include an outline review of existing designs if any including
site layouts, specifications and preliminary cost. The report will be discussed with the
University of Dar es Salaam while in draft form for more input if any. The consultant
will use such inputs to improve the draft final report discussed.

e) Final Report-Phase I (Design)

Detailed design report covering all aspects of design load estimation and all necessary
assumptions on the same, approved design including architectural, structural, services
(mechanical, electrical and data) drawings, Bill of quantities, specifications (an
approved type of construction, quality of material and standard of workmanship) and
a complete set of tender documents that shall incorporate development of all
necessary comments and suggestions provided by the University of Dar es Salaam
(Employer) at schematic design stage.

The final report should be due on the completion of Phase I assignment. A physical
presentation in power point format will be part of Final Report. The report must be
submitted in five (5) hard copies duly signed by the Team Leader, final detailed
design report and Tender documents for tendering purposes. These reports shall be
submitted one week after receiving client’s and/or comments should there be any.

27
Electronic version (in PDF format) shall be submitted to the client via agreed
electronic memory disc.

For the case of design review:

The consultant shall prepare and submit to the client the following reports and
documents hereunder. They shall be in English and in a format approved by the client.

a) Draft review reports

Draft review reports may include an outline review of existing designs including
Drawings, Specifications and Detailed Bills of Quantities. The report is designed to
give the client confidence that the assignment will be carried out as planned and as
agreed upon in the contract. The report shall include but not limited to professional
staff deployed and detailed involvement of staff in execution of duties. The report will
also indicate the reviewed key client’s requirements including site information and
further provide consultant’s work-plan. The report should state consultant’s services
and general understanding of scope of those services, and frequency of reporting for
approval by client. The report should also bring to the client’s attention major
problems that might affect the direction and progress of the work if any. The draft
review report shall be submitted to the client in three (3) copies within seven (7) to
indicate any major findings that may have a scope or cost changes. The consultant will
proceed (simultaneously with the client’s review) to submit a refined design review
report within the next seven (7) days of the commencement of the assignment. The
client shall review and approve the report within a period of five (5) calendar-days.
The final document will be submitted within five (5) days after consultant has
received the comments. This will enable the consultant to proceed with the next stage
in the assignment. The report will be discussed with client’s representatives while in

28
draft form for more input if any. The consultant will use such inputs to improve the
draft review report.

b) Final review report

Final review reports shall incorporate all comments raised by the client’s
representatives. The report covering all aspects of design load estimation and all
necessary assumptions on the same, approved design including architectural,
structural, services (mechanical, electrical and data) drawings, Bill of quantities,
specifications (an approved type of construction, quality of material and standard of
workmanship should form part of the Final Report.

The final report should be due on the completion of the design review assignment. A
physical presentation in power point format will be part of Final Report. The report
must be submitted in 5 hard copies duly signed by the Team Leader, final detailed
design report and Tender documents for tendering purposes. These reports shall be
submitted one week after receiving client’s and/or comments should there be any.
Electronic version (in PDF format) shall be submitted to the client via agreed
electronic memory disc.

5.2 PHASES II & III: PROJECT MANAGEMENT (SUPERVISION & DEFECTS

LIABILITY PERIOD)

5.2.1 Contract Management and Supervision

The consultant will undertake supervision of construction works and it is expected

that the supervision phase shall be done in stages based upon deliverable set by the
client.

5.2.2 Inception Report

The consultant shall submit a inception report within four (4) weeks after the
notification of the commencement of the construction stage. The consultant shall
present to the University of Dar es Salaam consolidated work plan outlining
methodologies, staff schedule, and a plan to ensure the quality of the services.

The inception report will address the following;

29
(a) Methodology;

(b) Detailed program of work, showing time, duration and personnel as well as the
inter-relationship between activities;

(c) Proposed methodology for tracking compliance with applicable technical

specifications and Tanzania environmental laws and regulations, and site-
specific Environmental and Social Management Plan (ESMP); and

(d) Proposed format for weekly, monthly, quarterly report formats for approval by
the client..

5.2.3 Monthly and Quarterly Progress Reports

The consultant shall prepare and submit monthly progress reports which shall
address the status of work measured as “percent completion” against the schedule
approved at the onset of work. The monthly progress reports shall contain an
accurate, up to date, account of all work accomplishments, work scheduled and
outstanding issues of the Works Contractor. The reports shall also address the
compliance of the contractor and the works permits, ESMP, GRM/SEA/SH tracking
reports as well as financial and scheduling commitments. At the end of each report the
consultant shall append colored progress pictures for physical progress at site for the
particular reporting period. These reports shall be submitted to the Employer not later
than 7th day of the month following the end of the monthly period covered by each
report. The quarterly reports shall be submitted to the Employer no later than 7th day
of each yearly quarter (3 months) of project execution

The monthly and quarterly report shall containing physical and financial progress and
implementation and monitoring of the ESMP, HSMP and other plans such as
stakeholder engagement plan. The format of the monthly progress report shall
broadly consist of:

1. Cover page to indicate Country, Regional, District, Beneficiary, Project name

and Chronological number of reports;
30
2. Page 1 Index;
3. Page 2 Location map of project site/s;
4. Page 3 Project details – All relevant dates of the Contract, such as the Contract
signature date, site insurance expiry date, construction permit expiry date,
mobilisation date, contract expiry date and other relevant dates;
5. Page 4 Block diagram of Supervising Engineer’s personnel with names;
6. Page 5 Block diagram of Contractor’s personnel with names;
7. Page 6 Responsibility Assignment Matrix (who is in charge of what, names of
certified laboratories or approving agencies where official tests will be
performed);
8. Page 7 Project Schedule to be updated monthly;
9. Page 8 Percentage completion of BOQ showing drawdown;
10. Page 9 Brief description (text) of construction activities carried out over the last
month;
11. Page 10 Description (text) of laboratory and in-situ tests carried out over the
last month and a review of the results obtained. Test readings and laboratory
reports should be in a separate annex.
12. Page 11 CMP – 1-page description of approved Construction Management Plan
in 1st progress report. (In the 2nd and successive reports, only report changes in
CMP and any deviations by the contractor);
13. Page 12 ESMP – Draw up matrix table for project with help from a separate
ESIA report finding; include reporting requirements for environmental and
social issues as per the approved environmental and social management plans,
like resettlement, livelihoods, stakeholder consultation, grievances registered
and resolved, labor influx issues;
14. Page 13 Health and Safety plan report sheet drawn up by contractor;
15. Page 14 Status of personnel and human power on site (previous month and
current month);
16. Page 15 Status of Plant and equipment on site (previous month and current
month);
17. Page 16 Status of stockpiles and materials on site in table format;
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18. Page 17 Daily weather diary for the month of reporting;
19. Page 18 Chronological list of all official correspondence with contractor and
client;
20. Page 19 List of Revisions, drawings or variations (date initiated, and date
approved, and date issued);
21. Page 20 Status of Project grievance redress mechanism including issues to be
resolved Client-Stakeholder or Client-Contractor-Sub contractors;
22. Page 21 Financial draw down. Funds still available for disbursement, Interim
Payment Certificate (IPC) and cumulative drawdown;
23. Page 22 Supervising Engineer’s comments on the progress of the works;
24. Page 22 Supervising Engineer’s suggestions/feedback for head office/client;
25. Annex 1-Progress photos from site – Low resolution pictures, 3 to each page,
total 5 or 6 pages; and
26. Annex 2-Attach copies of official lab results (concrete, aggregate and batching
water quality, environmental readings where appropriate, etc.).

Weekly Reports

Weekly reports shall be submitted every Monday during the project. Daily reports
must be documented, compiled and submitted to the client along the weekly report
for schedule and scope management. This will enhance quality control in line with
documented quality assurance from methodologies provided.

5.2.4 Practical Completion Report and Practical Completion Certificate

The report should be due on completion of the construction work. The report will be
discussed while it is still in draft form for the University of Dar es Salaam input if any.
A physical presentation in Power point format will be part of Final Report. Upon
completion of the project, consultant will prepare practical completion certificate and
handing over to the project committee.

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This report will mark the start of the Defects Liability Period. It shall include a
summary of activities and components completed and list of outstanding works and
snag list. The report shall cover at least the following items:

a) Background, objectives, and scope of the construction package;

b) The quality, conformity, consistency of construction practices;

c) The fitness for purpose, utility and quality of constructed assets;

d) The outstanding defects that the contractor must rectify before operational
acceptance and handover of completed works;

e) Schedule for rectifying defects;

f) A schedule of defects and maintenance criteria to guide assignment of liability

for defects arising during the Defects Liability Period, including environmental
liabilities; and

g) A schedule of inspections and testing which a consultant have carried out

during the Defects Liability Period to identify other defects that might arise
during the period.

5.2.5 Final Completion and Handing Over Report

The consultant shall prepare a final report of the project, as defined, including
recommendation to the Employer for final Acceptance of all the works included in the
contract documents and amendments, with a quality certification, stating that
evaluation parameters have been accomplished. A final completion certificate, final
payment certificate, final completion and handover report shall be prepared upon
completion of the Defects Liability Period.

5.2.6 Environmental and Social Health and Safety (ESHS) Reporting

(a) The consultant shall provide immediate notification (within 24 Hours) to the
client as per the WB procedures should any incident in the following categories
occur while carrying out the services. Full details of such incidents shall be
provided to the client within the timeframe agreed with the client.
33
 (i) Confirmed or likely violation of any applicable ESHS World bank and
Tanzanian laws and regulations;

(ii) Any fatality or serious (lost time) injury;

(iii) Significant adverse effects or damage to private property (e.g. vehicle

accident); or

(iv) Any allegation of Gender-Based Violence (GBV), Sexual Exploitation or

Abuse (SEA), sexual harassment or sexual misbehavior, rape, sexual
assault, child abuse or defilement, or other violations involving children.

(b) Ensure that contractor immediate notifications on ESHS aspects are shared with
the client immediately, while abiding to the Tanzanian laws and regulations;

(c) Immediately inform and share with the client any immediate notification
related to ESHS incidents provided to the consultant by the contractor, and as
required of the contractor as part of the progress reporting;

(d) Share with the client in a timely manner the contractor’s ESHS metrics, as
required of the contractor as part of the progress reports; and

(e) Ensure that all complaints are resolved and both contractor and complainant
are immediately informed on the resolutions.

5.3 ADDITIONAL SERVICES

The consultant shall provide any other additional services in the execution of both
Phase I and Phases II & III works if so required by the client, at the rates under
conditions applicable in the contract.

Assist the Client in Tender Administration

Bidding process will be administered by the Client - UDSM, the Consultant shall play
advisory role by providing assistance. In particular, the Consultant shall assist Client
in administration of tender for accounting activities assisted/performed during
bidding administration.
34
6.0 CONSULTANT TEAM

The firm should have at least ten (10) years’ experience in the building industry, and
must have demonstrated capabilities of undertaking works of similar nature, value
and volume. In addition, the firm must have experience with at least one (1) World
Bank or Development partners project. Supporting documents of at least five (5)
projects of similar nature executed by the firm within the previous ten (10) years
(2011-2021) is vital.

Firm’s ability to manage at least three (3) projects of not less than TZS 20 Billion
delivered within expected project parameters.

The consulting firm should be registered by recognized professional boards and

authorities recognized internationally and upon commencement of the project the
consultant must be registered by recognized professional boards and authorities in
Tanzania.

The HEET project comprise various projects in different parts of the country. Each
project will be designed (where applicable) and supervised independently, hence
entailing concurrent activities. Consultant firm or teams are permitted to participate in
tendering for any of the HEET projects. However, it will be mandatory for each
consulting firm to present sufficient independent qualified manpower/professionals
with supporting evidence for each project tendered since the projects will run
simultaneously. Failure to demonstrate capacity in terms of assigned staff for various
projects will lead to disqualification. Implementing Agencies will be entitled to liaise
with each other to confirm on availability of independent manpower prior to award of
contract.

The staff to be provided by the consultant shall be sufficient to cover the services
under this contract. The timing and inputs of each professional staff member shall be
in accordance with the agreed program for the delivery of services and appropriate to
the project. The consultant shall employ only such key staff whose curriculum vitae,
certificates and professional registration have been reviewed and approved by
35
authorizing bodies and thereafter the University of Dar es Salaam. Staff employed
must be relevant to the project with intended actual participation in the project. There
should be a clear breakdown of all staff members that intend to be involved in the
projects in terms of man-month realistically to the actual individual executing a
particular task.

The consultant must describe in her/his technical proposal the technical and
managerial capability of the firm (provide the structure of the organization, general
qualifications and number of permanent staff).

The consultant must describe in its technical proposal her/his system of quality
assurance and how they will support experts on site with all required logistical
support. Quality control of reports in terms of content, (standardized) layout and
quality of language is a key aspect of quality assurance.

The consultant will be required to have a full range of specialists to cover all the
technical fields included in the project and to make these services available as
required during the term of the contract.

The consultant must be capable of providing fully competent expertise in the

following disciplines on as needed basis. In preparing proposals, firms must provide
Curriculum Vitae duly signed by the owner for all positions indicated in Table 3.

6.1 EXPERTS AND THEIR QUALIFICATIONS (DESIGN STAGE – PHASE I)

Table 3: Key expert’s qualifications

Category of Consultant Qualifications and Experience of key experts

Team Leader The Team Leader shall be an Architect or Engineer or
Quantity Surveyor, with a minimum qualification of
Master’s Degree or equivalent in Civil
Engineering/Construction Management/Project
Management/Architecture/Building
Economics/Quantity Surveying/Construction
Technology.

36
Category of Consultant Qualifications and Experience of key experts
She/he must have at least 15 years cumulative
experience in design and preparation of World Bank or
similar Standard Bidding and Contract documents. Must
have served in a similar capacity in the design and
supervision of five (5) projects of similar magnitude and
complexity in the last ten (10) years.
A clear demonstration – supporting documents of
his/her project management abilities for new design and
rehabilitation works in the past 10 years of 3 projects
with a cumulative value of not less than TZS 20 Billion is
an added advantage.
Must demonstrate good communication and
interpersonal skills and working knowledge of ICT
applications. Fluency in written and spoken English is
mandatory. Registration as a professional by relevant
Board is necessary.
In addition, the Team Leader must have a documented
experience of successfully completing World bank or
Development partners projects.
Architect(s) She/he must be a Registered Architect with a degree in
Architecture or equivalent.
She/he must have at least ten (10) years cumulative
experience in architectural practice, planning and
designs.
She/he must have served in a similar position in at least
three (3) projects of similar magnitude and complexity
within the last ten (10) years.
The Architect should have proven ability to lead the
design teams in the design (new and rehabilitation) and

37
Category of Consultant Qualifications and Experience of key experts
supervision of construction activities.
The Architect must have participated in at least one
World Bank/Development Partner project.

Must be conversant with all aspects of architectural

design, landscaping, interior design, and Computer
Aided Designs (CAD) plus Microsoft office.
Supporting documents demonstrating her/his
knowledge in design and construction planning to be
attached. Evidence of his/her experience in executing 3
projects of cumulative not less than TZS 10 Billion is
vital.
Fluency in written and spoken English is mandatory.
Interior Designer The Interior Designer must possess a minimum of
Bachelor Degree in Architecture in Interior Designing
with at least five (5) years working experience and three
(3) years of practical working experience in interior
design of buildings, construction and the construction
industry as a whole.
The Interior Designer should have proven ability to lead
the interior design teams in the design and supervision
of internal layout including furniture layout plan.
Must be well versed with materials and finishes.
Understanding of forms and buildings functionality is
mandatory. Also, must be conversant with all aspects of
architectural design, landscaping, interior design, and
Computer Aided Designs (CAD) 3D Max, turbo, Live
Homes 3D pro etc.

The Interior Designer must have participated in at least

38
Category of Consultant Qualifications and Experience of key experts
one World Bank/Development Partner project.

Supporting documents demonstrating her/his

knowledge in new design, rehabilitation approaches and
construction planning to be attached. Evidence of his
experience in executing projects of similar magnitude
and complexity.

The Interior Designer must have excellent

communication skills, fluency in written and spoken
English and should be registered with a recognized
Professional Board.
Structural Engineer (s) She/he must be a Registered Civil/ Structural Engineer
with a degree in above field.
She/he must have at least ten (10) years cumulative
experience in building and civil engineering designs.
Must have served in a similar capacity on at least three
(3) projects of similar magnitude and complexity within
the last 10 years. The Civil/Structural Engineer must be
conversant with all aspects of reinforced concrete design,
design of steel structures, design of timber and steel
structures, strength of materials, soil mechanics.
The Structural Engineer must have participated in at
least one World Bank/Development Partner project.

Supporting documents illustrating his/her actual

participation in both new design and rehabilitation
projects of similar nature is vital.
A clear demonstration – supporting documents of
his/her value engineering solutions for project of similar

39
Category of Consultant Qualifications and Experience of key experts
magnitude (with a cumulative value of not less than TZS
5 Billion in the previous 10 years is an added advantage.
Fluency in written and spoken English is mandatory.
Quantity Surveyor (s) She/he must be a Registered Building Economics or
Quantity Surveyor with a degree in Building
Economics/Quantity Surveying. She/he must have at
least ten (10) years cumulative experience in conducting
measurement of quantities in infrastructure projects.
She/he must have served as a Measurement/Quantity
Surveyor in at least three (3) projects similar magnitude
and complexity within the last 10 years with supporting
evidence.
The Quantity Surveyor must have participated in at least
one World Bank/Development Partner project.

Supporting documents for preparation of BOQs

(rehabilitation and new projects), valuation of 3 project
with a cumulative value not less than TZS 20 Billion are
vital.
Evidence of experience in dealing with contractual and
legal matters and managing costs to make sure that the
initial budget is not exceeded is mandatory.
Experience in dealing with contractual and legal matters
and managing costs to make sure that the initial budget
is not exceeded is mandatory.
Evidence of proficiency in Quantity Surveying
Professional Software.
Fluency in written and spoken English is mandatory.
Services Engineer She/he must be a Registered Mechanical/Sanitation
(Mechanical/plumbing) Engineer with a degree in Mechanical/Sanitation

40
Category of Consultant Qualifications and Experience of key experts
Engineering.
She/he must have at least ten (10) years cumulative
experience in design and mechanical installations.
She/he must have served in similar capacity in design of
mechanical installations in at least three (3) projects of
similar magnitude and complexity in the last ten (10)
years (2012 - 2021).
Experience in supervision of plumbing systems (cold
and hot water installation, waste and soil water systems),
drainage and sewage systems, mechanical ventilation,
lift design, firefighting, security systems, and the
construction industry as a whole.
She/he must have participated in at least one World
Bank/Development Partner project.

Supporting documents demonstrating her/his

knowledge in design (both new and rehabilitation
projects) and mechanical installations management to be
submitted.
Evidence of his/her experience in executing 3 projects of
cumulative value not less than TZS 10 Billion in vital.
Illustration of his/her ability to provide cost effective
mechanical engineering solutions as per design and site
conditions is vital.
Knowledge in CAD programs and costing/ valuation of
mechanical works is necessary.
Fluency in written and spoken English is mandatory.
Services Engineer She/he must be a Registered Electrical Engineer with a
(Electrical) degree in Electrical Engineering. She/he must have at

41
Category of Consultant Qualifications and Experience of key experts
least ten (10) years cumulative experience in design of
electrical installations.
She/he must have served in similar capacity in design of
electrical installations in at least three (3) projects of
similar magnitude and complexity.
She/he must have participated in at least one World
Bank/Development Partner project.

She/he must have served in similar capacity in design of

electrical and installation systems and the construction
industry as a whole.
The Electrical Engineer must be conversant with all
aspects of design and construction/installations of
electrical systems in office/public buildings and supply
main connections in at least three (3) projects of similar
magnitude and complexity.
Supporting documents demonstrating her/his
knowledge in design and construction management to
be submitted. Evidence of his experience in executing 3
projects of cumulative value of not less than TZS 10
Billion is necessary.
Illustration of his/her ability to provide cost effective
electrical engineering solutions for new design and
rehabilitation works as per site conditions is vital.
Knowledge in CAD programs and costing/ valuation of
electrical works is necessary.
Fluency in written and spoken English is mandatory.
ICT Engineer She/he must be a certified ICT professional with a
degree in ICT/Computer science/Information

42
Category of Consultant Qualifications and Experience of key experts
Technology or equivalent. She/he must have at least five
(5) years cumulative experience in ICT projects.
She/he must have participated in at least one World
Bank/Development Partner project.

She/he must have served in similar capacity in at least

two (2) projects of similar magnitude and complexity.
Supporting documents of his/her actual involvement in
such projects is necessary.
ICT Consultant should possess enough work experience
in Technical solution designs, integration and expansion
for large ICT projects, Wireless LAN design,
Implementation and Management, Structured Cabling
Design and Installation, Core network design, Server
room layout design and equipment installation, TCP/IP
protocol stack, Voice and Video over IP service delivery
using proprietary and open source platforms, Network
analysis tools, Configuration of network equipment,
Access Control/Security System and Communication
Systems Analysis
Fluency in written and spoken English is mandatory.
Land Surveyor She/he must be a Registered Topographical Surveyor
with a degree in in land surveying.
She/he must have at least five (5) years cumulative
experience in land surveying and related infrastructure.
She/he must have served as a Topographical Surveyor
in at least three (3) projects similar magnitude and
complexity.
She/he must have participated in at least one World

43
Category of Consultant Qualifications and Experience of key experts
Bank/Development Partner project.
Supporting documents of his/her actual involvement in
such projects is necessary.
Should be registered with a recognized Professional
Board.
Possessing valid practicing License is applicable.
Fluency in written and spoken English is mandatory.
Environmental Specialist She/he must be a holder of Degree in Environmental
Engineering or Sciences, with broad range of
experience in ESIA and a minimum of five (5) years
relevant experience in design and environmental
systems construction and installation.
She/he must have participated in at least one World
Bank/Development Partner project.
Experience in environment management issues in
tropical countries is mandatory during supervision of
construction project in order to ensure that the
construction works adhere to developed project reports
e.g. ESIA/ESMP. She/he must have knowledge and
understanding on World Bank’s Environmental and
Social Framework (ESF) and associated Environmental
and Social Standards (ESS) to address environmental
and social issues within the project Cycle.

She/he must have served in similar capacity in design of

environmental systems and installations in at least three
(3) projects of similar magnitude and complexity.
Supporting documents of his/her actual involvement in
such projects is necessary.

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Category of Consultant Qualifications and Experience of key experts
Geotechnical Engineer Must be a registered Geotechnical/Civil Engineer and
should possess a Degree in Geotechnical Engineering or
equivalent with a minimum of 10 years of geotechnical
experience.
She/he must have participated in at least one World
Bank/Development Partner project.
Experience of at least three (3) projects with supporting
documents of similar nature and size in terms of scope is
also an added advantage.
Experience on projects of similar nature and size in terms
of scope is also an added advantage.
Resident Engineer (LOT The resident engineer shall be on site full time during the
1) construction period.
She/he must be a Registered Architect/Quantity
Surveyor/Civil/Structural/Geo-technical Engineer with
a degree in above field. She /he must have five (5)
working years after registration cumulative experience
in building and civil engineering construction works.
Must have served in a similar capacity on at least two (2)
building projects of similar magnitude and complexity
within the last 10 years.
He/she shall be responsible for giving
directions/instructions to the contractor or to the
foreman-in charge in respect of; the interpretation of the
Tenderers’ instructions, Drawings, specifications, or bill
of quantities; and any other matter in respect of which
the Architect is expressly empowered to issue
instructions and on which the Tenderers have
authorized in writing the resident engineer so to act.

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Category of Consultant Qualifications and Experience of key experts
He/she will be responsible for keeping the site diary for
day-by-day activities/events.
She/he must have participated in at least one World
Bank/Development Partner project.
Supporting documents of his/her actual involvement in
such projects is necessary.
Fluency in written and spoken English and Kiswahili.
Ability to express ideas freely is mandatory.
*The resident engineer is a consultant's eye to daily site
activities. She/he will work under the consultant.
Resident Engineer (LOT Same as Above
2)
Sociologist (i.e. social and She/he should have at least a bachelor's degree or
gender specialist) equivalent in the social science, development studies,
community development, gender, women studies or
related fields with experience in gender equality and
women empowerment agenda, stakeholder consultation,
labor and working conditions, resettlement and health
and safety with a minimum of 10 years of field
experience supervising similar projects including aspects
of gender based violence (GBV), sexual abuse and
exploitation (SEA) , health and safety (HS).
He/she must have working experience related to social
impact management in the supervision of construction
project including ensuring that the construction works
adhere to developed project reports e.g. ESIA/ESMP.
Relevant experience in supervising construction project
which follow specific relevant standards of World Bank
Group EHS Guidelines including adverseness to the

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Category of Consultant Qualifications and Experience of key experts
Equal Employment Opportunity principles and the
Ethnic Affairs will be added advantage.
He/She should have excellent communication skills,
fluent in written and spoken Swahili and English
languages.
She/he must have participated in at least one World
Bank/Development Partner project.
Where applicable should be registered with recognized
Professional Board with valid practicing license.

NOTE:

Non-Key Experts

In addition to the key personnel designated above, the consultant may deploy Non-
Key Expert to assist with the supervision of the works as deemed fit. In this case, it’s
discretion of the consultant to propose Non-Key Experts for successful
implementation of the assignment.

CVs for Support Staff will not be evaluated. However, evidence of professional
registration and academic certificates for key staff should be submitted and will be
evaluated.

6.2 PROPOSED PERSON - MONTHS FOR THE ASSIGNMENT

The estimated number of professional staff-months required for the assignment is 98.8
Staff- Months as summarized in table 4 below.

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Table 4: Person Month for Design stage – Phase I, Supervision Stage – Phase II and
Defects Liability Period – Phase III
S/No. Key staff Person-Months
Design stage Supervision Defects
Stage Liability
Period
1 Team Leader 2.5 3.6 1
2 Architect 4.5 3.6 1
3 Architect 3.0 3.6 0
4 Interior Designer 1 1 0
5 Structural Engineer 2.5 3 0.5
6 Structural Engineer 1 0 0
7 Quantity Surveyor 3 4 1
8 Services Engineer 2 2.5 0.5
(Mechanical/Sanitation)
9 Services Engineer 2 2.5 0
(Electrical)
10 Geotechnical Engineer 1.5 0 0
11 ICT Engineer 1.5 1.5 0
12 Land Surveyor 1 0 0
13 Environmental Specialist 1 1 0.5
14 Sociologist (i.e. social 1 3 0.5
and gender specialist)
15 Resident Engineer (LOT 0 18 1
1)
16 Resident Engineer (LOT 0 18 1
2)
TOTAL MAN - MONTH 27.5 65.3 7.0

Note: Staff Man month input specified is for all project activities

7.0 IMPLEMENTATION TIME FRAME AND SCHEDULE

7.1 TIME FRAME

The overall time frame for implementation of consultancy works for design and
supervision of construction of all the facilities and infrastructures is estimated at a
total of 36 calendar months (6 months Design, 18 months Construction and
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Supervision and 12 months after completion of works for Defects liability Period)
starting from the date of commencement of Consultant’s assignment.

7.2 IMPLEMENTATION SCHEDULE

The breakdown of the estimated time frame and implementation schedule for the
proposed construction of all the Facilities and Infrastructures is set out in Table 7.

Table 5: Implementation time frame for Phase 1 (design stage), Phase II (supervision
stage) and Phase III (defects liability period)
Item Activity description Duration (months)
1 Phase 1 (Design)
A Inception report 1.0
B Outline design proposals 1.0
C Schematic Design 1.0
D Draft Report – phase I 2.25

E Final Report - Phase I 0.75

2 Phase II Construction Stage
A Mobilization of the Contractor 1
B Construction and Supervision 17
3 Phase III Defects and Liability Period
A Defects Liability Period 12
Total duration 36

8.0 DATA, SERVICES AND FACILITIES TO BE PROVIDED BY THE CLIENT

A pre-briefing meeting will be held at the University of Dar es Salaam MJKN Mlimani
campus with prospective consultants in order to make them become aware and
familiar with this assignment. In addition, the consultant will have access to all
available information i.e. design documents, the UDSM Master plan, ESIA report,
planning consent or building permit and Topographical survey report – if any.

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During carrying out of Physical Condition Survey, the Team will be guided by the
respective University of Dar es Salaam staff. Likewise, on technical issues regarding
the documentation will liaise with Client’s in-house technical team.

8.1 Obligation of Consultant and Client

8.1.1. Client

i. The client will provide the necessary available documents for the task as
requested by the consultant. The consultant shall be responsible for the
accuracy of data and correctness of the information, analysis and interpretation
of the data and recommendations thereof. All such documents, data and
information shall be treated as confidential and shall not be used for any
purpose not related to the project;

ii. The client will assist the consultant to meet Government Departments and
other agencies as needs arise. The consultant shall be fully responsible for
subsequent follow up;

iii. The client will appoint a Project Coordinator for the assignment who will guide
the implementation of the project including providing guidance to the
consultant during the project duration;

iv. Ensure the consultant’s performance complies with the Terms of Reference of
this project and is reported to the employer on monthly basis or any time in
case of emergency;

v. Ensure all payments are made according to the contract upon receiving the
certificate of actual measurements taken by the employer team, consultant, and
contractor;

vi. Receive and evaluate regular reports from consultant attached with the original
reports from contractors; and

vii. Ask/demand clarification from the consultant from time to time.

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8.1.2. Consultant

i. The consultant shall be responsible for the execution of the entire assignment
as described in this Terms of Reference (TOR) and shall provide such
facilities, staff and equipment that will enable her to execute the assignment in
a timely and efficient manner;

ii. The consultant shall be responsible for organising her/his office. She/He will
be responsible for her/ his accommodation, transport, equipment, supplies,
secretarial services and such other services that are necessary for smooth and
efficient execution of the assignment;

iii. The consultant shall allow working with counterpart staff from UDSM for the
duration of the consultancy service. The consultant shall prepare a
management, control and supervision of projects and it is expected that the
counterpart staffs will be fully integrated within the consultants operations
for capacity building;

iv. Shall prepare and review specifications and bills of quantities for the entire
assignment including submission of confidential cost estimates of the various
components;

v. Shall prepare and review bidding documents for the entire assignment. Assist
the client in obtaining qualified contractors for the execution of the works. In
doing so the consultant shall be available to assist the client in the bidding
proceedings and undertake the following activities:

a) Provide detailed clarification as requested from the bidders.

b) Assist the client and the Tender Board in the preparation of the Bid
Evaluation Report, negotiation and recommendations for award.

vi. The consultant shall be responsible for the quality, safety, and security of the
submitted designed works and specifications;

vii. The consultant shall adhere to different statutory obligations such as;
insurance, taxes, and duties related to the design works shall be the
51
 responsibility of the consultant. The consultant must contact the Tanzania
Revenue Authority for specific details;

viii. The consultant must comply with the Terms of Reference for this project.
Arrange for own office space expenses and transportation activities related to
this project (including travel costs, documents and drawings preparations/
submissions and per diems);

ix. Preparations and submission of reports as per these terms of reference. The
consultant shall allow working with counterpart staff from UDSM for the
duration of the consultancy service. The consultant shall prepare a
management, control and supervision of projects and it is expected that the
counterpart staffs will be fully integrated within the consultants operations
for capacity building;

x. The consultant shall submit a project supervision plan and project

performance management plan;

xi. Responsible for obtaining all necessary work permits (if applicable) and cover
all necessary costs for his/her expatriates and any other necessary consent
from relevant statutory bodies;

xii. Provide designers risk assessment in accordance with Environmental, Health

and Safety policies;

xiii. Ensure the compliance of the contractor’s construction drawings with the
specifications of the contract, and subsequently approve such drawings;

xiv. Participate in all site meetings during construction; and

xv. To enhance the HEET project education development plan the consultant
should practice professional development and responsibility. The consultants
are encouraged to train and engage graduate architects/ quantity surveyors
and engineers to boost their experience in design and management. This will
ensure professional continuity and sustainability for future projects. More

52
 specifically for UDSM, there should be allowance of students to visit the site
regularly and gain practical knowledge on applicability of theoretical studies.

9.0 PROJECT LIBRARY

The consultant shall create a library of all the documents, reports, maps, working
papers, progress pictures, and other reference material used and /or created
during the period of the work. A list of documents proposed to be kept in the
library shall be included in the inception report for acceptance by the Employer.

During the course of the work the consultant shall maintain it in good order and in
a reference format in office space so as to be used by the University of Dar es
Salaam (Employer) staff. On completion of the period of work, the entire contents
of the project library will be transferred to the Employer in good order and
properly indexed and marked.

10.0 MANDATORY STANDARDS

a) All measurements in metric units;

b) All drawings to have legend explaining symbols;

c) All drawings to be dated and signed by Design Consultant;

d) All Electrical drawings to be dated and signed by Electrical Engineer;

e) All designs must conform to all applicable standards;

f) Summary sheet with legend to all drawings;

g) A legend to indicate changes to the drawings with date of these changes;

h) Design to be based on full topographic survey or spot levels as the site requires,
to determine exact quantities;

i) Design based on soil report that assesses pre-requisite foundation type

required;

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j) A percolation test done according to Ministry of health standards for all
sanitation and drainage requirement;

k) Bills of Quantity shall follow the prescribed standard and not include Prime
Cost Sums and can only include provisional sums where absolutely necessary
(i.e. only for works or for costs which cannot be entirely foreseen, quantified or
detailed at the time tendering documents are prepared). The justification for
ALL Provisional Sums must be outlined in a separate document, accompanying
the Bills of Quantities;

l) The appendices shall carry a 'List of Drawings' from which the Bill of
Quantities was prepared. Each page of the BOQ shall carry a footer indicating
the total prices on that particular page and read' carried to collection'. The BOQ
shall carry a general summary;

m) All quantities are to be measured in metric units and rounded off to two
decimal places;

n) Engineering Services and external works shall be priced and not billed as a
lump sum;

o) Preliminaries should be properly priced;

p) A printed copy of the priced Bills of Quantities should also be submitted in

electronic format;

q) Maintenance Plan comprising an inventory of the number and types of fixtures,

surface areas and other amenities with a schedule of frequency and cycle of
maintenance of the inventory listing; and

r) The design consultant to provide Engineering specification covering all aspects

of the proposed works.

11.0 ENVIRONMENTAL AND SOCIAL RISK MANAGEMENT

The consultant should follow the guidelines as provided by the Higher Education for
Economic Transformation Project’s Environmental and Social Management
54
Framework and associated instruments including the Environmental and Social
Management Plan (ESMP) for proposed construction works.

(Available at http://www.moe.go.tz/sw/article/higher-education-for-economic-transformation-
project-documents)

For the Supervision Phase the consultant should attach or refer to the consultant’s
environmental, social, health and safety policies that will apply to the project. As a
minimum, the policy is set out to the commitments to:

1. Apply good international industry practice to protect and conserve the natural
environment and to minimize unavoidable impacts;

2. Provide and maintain a healthy and safe work environment and safe systems of
work;

3. Protect the health and safety of local communities and users, with particular
concern for those who are disabled, elderly, or otherwise vulnerable;

4. Ensure that terms of employment and working conditions of all workers

engaged in the Works meet the requirements of the ILO labor conventions to
which the host country is a signatory;

5. Be intolerant of and enforce disciplinary measures for illegal activities. To be

intolerant of, and enforce disciplinary measures for GBV, inhumane treatment,
sexual activity with children, and sexual harassment;

6. Incorporate a gender perspective and provide an enabling environment where

women and men have equal opportunity to participate in, and benefit from,
planning and development of the works;

7. Work co-operatively, including with end users of the Works, relevant

authorities, contractors and local communities;

8. Engage with and listen to affected persons and organizations and be responsive
to their concerns, with special regard for vulnerable, disabled, and elderly
people;

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9. Provide an environment that fosters the exchange of information, views, and
ideas that is free of any fear of retaliation, and protects whistleblowers;

10. Minimize the risk of HIV transmission associated with the execution of the
works;

11. Provide mechanism to resolve grievances including those related to Gender

Based violence, Sexual Abuse and harassment; and

12. Ensure that there are ample measures to minimize the risk of COVID – 19
transmission during the entire period of assignment.

The policy should be signed by the senior manager of the consultant. This is to signal
the intent that it will be applied rigorously.

12.0 CODE OF CONDUCT

The consultant is required to attach or prepare a Code of Conduct for Supervision of

Civil Works. A satisfactory code of conduct will contain obligations on all consultant’s
Experts that are suitable to address the following issues, as a minimum. Additional
obligations may be added to respond to particular concerns of the region, the location
and the project sector or to specific project requirements. The code of conduct shall
contain a statement that the term “child” / “children” means any person(s) under the
age of 18 years.

The issues to be addressed include:

1. Compliance with applicable laws, rules, and regulations;

2. Compliance with applicable health and safety requirements to protect the local
community (including vulnerable and disadvantaged groups), the Consultant’s
Experts, the Client’s personnel, and the Contractor’s personnel, including sub-
contractors and day workers (including wearing prescribed personal protective
equipment, preventing avoidable accidents and a duty to report conditions or
practices that pose a safety hazard or threaten the environment);

3. The use of illegal substances ;

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4. Non-Discrimination in dealing with the local community (including vulnerable
and disadvantaged groups), the Consultant’s Experts, the Client’s personnel,
and the Contractor’s personnel, including sub-contractors and day workers (for
example, on the basis of family status, ethnicity, race, gender, religion,
language, marital status, age, disability (physical and mental), sexual
orientation, gender identity, political conviction or social, civic, or health
status);

5. Interactions with the local community(ies), members of the local community

(ies), and any affected person(s) (for example to convey an attitude of respect,
including to their culture and traditions);

6. Sexual harassment (for example to prohibit use of language or behavior, in

particular towards women and/or children, that is inappropriate, harassing,
abusive, sexually provocative, demeaning or culturally inappropriate);

7. Violence, including sexual and/or gender-based violence (for example acts that
inflict physical, mental or sexual harm or suffering, threats of such acts,
coercion, and deprivation of liberty;

8. Exploitation including sexual exploitation and abuse (for example the

prohibition of the exchange of money, employment, goods, or services for sex,
including sexual favors or other forms of humiliating, degrading behavior,
exploitative behavior or abuse of power);

9. Protection of children (including prohibitions against sexual activity or abuse,

or otherwise unacceptable behavior towards children, limiting interactions with
children, and ensuring their safety in project areas);

10. Sanitation requirements (for example, to ensure workers use specified sanitary
facilities provided by their employer and not open areas);

11. Avoidance of conflicts of interest (such that benefits, contracts, or employment,

or any sort of preferential treatment or favors, are not provided to any person
with whom there is a financial, family, or personal connection);

12. Respecting reasonable work instructions (including regarding environmental

and social norms);
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13. Protection and proper use of property (for example, to prohibit theft,
carelessness or waste);

14. Duty to report violations of this Code; and

15. Non-retaliation against personnel who report violations of the Code, if that
report is made in good faith.

58