ALBANIAN ROAD AUTHORITY
TERMS OF REFERENCE FOR
CONSULTANT PROCUREMENT SPECIALIST
RESULTS BASED ROAD MAINTENANCE AND SAFETY PROJECT
1. GENERAL INFORMATION
Directorate: Project Management Team – Albanian Road Authority
Individual consultant Title: Procurement Manager, Result Based Road Maintenance and Safety
Project
The consultant shall report to: Director of the Project
2. BACKGROUND
The Republic of Albania has received a World Bank Loan to rehabilitate and maintain the
existing networks of the countries road Infrastructures, Broadly this will be implemented through
maintaining the roads under a 5 year Hybrid performance based maintenance contract, the Client
intends to engage a highly qualified consultant (individual expert) to provide services as a
Procurement Specialist. The successful candidate will work closely with the Clients project
manager and relevant stakeholders to ensure that RRMSP is managed and procured efficiently
and in compliance with the objectives of the Project Appraisal Document (PAD), the Project's
Legal Agreement and Financing Agreement, and the Project Operating Manual also the
procurements department has a strategic and highly visible role to play in the successful outcome
of the Results-based Road Maintenance and Safety Project (RRMSP). There is a need to interact
and liaise with a significant number of different directorates (internal) and also a number of other
external bodies e.g. WB, contractors contractor/consultants etc. Creativity and initiative are
therefore required to cope with such diverse demands; the procurement specialist will have
numerous tasks and activities to Interact with the contractor/consultants and project manager at
the same time. The main challenge is to ensure that the contractor/consultants work in
partnership to enforce team leadership.
3. MAIN JOB PURPOSE
In conjunction with Director of Project Management Team to prepare and the Procurement Plan
in accordance with the World Bank Guidelines, in order to support and facilitate timely
execution of the bidding process.
The Consultant shall prepare the bidding documents for procurement of works contracts
(including prequalification documents), for goods contracts and for consulting services
assignments as per the agreed Procurement Plan, and in accordance with the World Bank
Guidelines, in order to support and facilitate timely execution of the bidding process. He/she will
assist the Project Management Team (PMT) and/or the evaluation committee on the evaluation
of bids (for works and goods contracts) and of the technical/financial proposals (for consulting
services contracts) and on preparation of the evaluation report/award recommendation. He/she
will play an active role supporting the PMT manager in all procurement related activities. The
Consultant shall report to the Director of Project Management Team.
The consultant shall ensure that all Procurement processes under the Project are carried out in
accordance with World Bank “Guidelines: Procurement of Goods, Works, and Non-Consulting
Services under IBRD Loans and IDA Credits and Grants by World Bank Borrowers” dated
January 2011 revised in July 2014; and “Guidelines: Selection and Employment of Consultants
under IBRD Loans and IDA Credits and Grants by World Bank Borrowers” dated January 2011
revised in July 2014, and the provisions stipulated in the Legal Agreement. The World Bank
Guidelines on Preventing and Combating Fraud and Corruption in Projects Financed by IBRD
Loans and IDA Credit and Grants dated October 15, 2006 and revised on January 2011, will also
apply. The Bank Standard Bidding Documents, including evaluation for procurement of works
and goods will be used, and the Bank’s Standard Request for Proposal for selection of
consultants, including the standard evaluation report.
4. PRINCIPLE RESPONSIBILITIES
The Procurement Specialist will be responsible to provide the following Services:
‐ checking/preparing the Bidding Documents (BDs) / Request For Proposals (RFP) using the
World Bank respective formats; thoroughly reviews all bidding documentation prior to
submission to the World Bank in time fashion and clearing them with the Bank;
‐ Assist the PMT Project Manager to prepare notifications for advertising contracts – General
Procurement Notices (GPN), Specific Procurement Notices (SPN) and Requests for Expressions
of Interest (EOI) and clear them with the Bank;
‐ ensure that the procurement process is conducted in accordance with the Procurement Plan and
in line with provisions the World Bank Procurement Guidelines and Consultants Guidelines;
‐ Ensure that contracts for works, goods and consulting services are prepared based on the draft
contracts included in the BDs/RFP, using the World Bank formats; he/she will assist the PMT
Manager on monitoring contract implementation, in order to ensure the contract implementation
is conducted as per the schedule in the Procurement Plan, and the assignment is carried out in
accordance with the terms and provisions of the signed contract.
‐ Record the times of delivery of Bids and Requests For Proposals, and keep all necessary
records;
‐ Oversee the opening of Bids and Requests For Proposals in a timely manner and assist the PMT
on preparation of the minutes of bid (or proposals) opening;
‐ Assist the PMT and/or evaluation committee to ensure that evaluations are conducted in
accordance with the criteria stipulated in the bidding documents
‐ Prepare all necessary evaluation reports and award recommendations on behalf of the
PMT/evaluation committee, and submit the evaluation reports to the Bank for no objection,
through PMT Director or ARA Director General;
‐ Assist the PMT to conduct contract negotiations with consulting firms and on preparation of
draft negotiated contract; contracts for award;
‐ Assist the PMT Manager to ensure that all procurement documentation for which the Bank's
prior No-Objection is required, is prepared and submitted, in accordance with the Bank's
Procurement Guidelines.
‐ Provide guidance to the PMT manager on all procurement related issues.
‐ Assist the PMT Manager on preparation of the correspondence with bidders during the bidding
process, or during contract implementation.
‐ Prepare maintain and keep updated, the Procurement Plan in close collaboration with the PMT
manager; and assist the PMT on revising /adjusting the Procurement Plan as needed during the
life of the Project (i.e. updating the procurement plan twice a year and whenever requested by the
Bank);
‐ Certify (jointly with the beneficiaries' representatives ) the acceptance of the goods and services
provided in accordance with the terms of reference, contracts and the relevant technical
specifications;
‐ Assisting in the preparation of the project progress reports;
‐ Any other procurement-related duty as may be requested by the PMT Project Manager.
5. DURATION AND LOCATION
It is expected that the period over which the consultant shall provide the Services will be 60
months, based on the performance assessment made by the Employer every 12 months, and the
Consultant should be available to commence in early June 2016. The consultant should be
available to provide services for at least 8 hours each day, Monday to Friday, for a minimum
period of 40 hours per week. Subject to notice being provided, the Consultant may take up to 4
weeks leave each year, but remuneration will not be paid during any period of leave.
The Services will be performed in Tirana, with visits to works sites as necessary.
6. REPORTING REQUIREMENTS
The Consultant will provide Monthly Procurement Progress Reports, within 10 (ten) days after
the end of month for which report are referred to. The report should contain at least: (i) the status
of procurement progress, problems encountered, corrective actions needed, rationale for actions;
and (ii) current costs of each Program’s components and estimated costs of completion.
The Consultant shall prepare special reports on any major procurement related issue raised
during the Contract implementation, at the Client or Bank's request. Deadline for submission of
such report will be defined within the request.
7. SERVICES TO BE PROVIDED BY THE CLIENT
The Client will be responsible for provision of the following:
‐ Fully equipped office space, with access to Internet, local telephone line, printing,
photocopying and document binding;
‐ Access to necessary documents (current contract management systems and procedures; specific
contracts for road works, etc.).
‐ Where the Consultant is required to travel, to site or elsewhere in accordance with the Client’s
instruction, transportation costs will be borne by the Client.
8. DECISION MAKING
Authority is limited to decisions that direct his/her daily activities.
9. ENVIRONMENT
The Procurement Specialist works in a dynamic environment dealing with bidding process and
procedures and needs to be able to prioritize his/her activities accordingly.
10. MAJOR PROBLEMS AND CHALLENGES
The major problem and challenge is to ensure the accuracy and transparency of all bidding
procedures and process.
11. CONTACTS AND INTERFACES
a) Within Albanian Roads Authority ARA, and the Ministry of Transport and Infrastructure
MoTI:
Deputy Director General / Director of Project Management Team On a routine basis the
jobholder interacts with other units.
b) Other Ministries and Agencies: Public Procurement Agency (PPA)
c) External Contacts: World Bank Office
12. KNOWLEDGE, EXPERIENCE, SKILLS AND COMPETENCIES
a) Educational qualifications: A university degree in Law, Engineering (preferably Civil
Engineering), Economics, Business administration or equivalent;
b) Years of experience: Minimum of 3 years in Procurement according to the World Bank
Guidelines.
c) Additional qualifications and training: Past experience in procurement of large works
contracts would be an asset.
d) Fluent in English language – reading, writing and speaking.
e) Good knowledge and proficiency in use of computer software.
13. SELECTION PROCESS: Top three candidates will be invited for interview by the
evaluation committee which will have the final decision for the candidate which will be
recommended for approval.