TANZANIA ELECTRIC SUPPLY COMPANY LIMITED

“We light up your life”

Terms of Reference for Provision of Consultancy services for supervision and management
of the proposed 220Kv Benaco-Kyaka Transmission line in Kagera Region, Tanzania.

MAY, 2023

TANESCO HEAD OFFICE - DODOMA,

P.O. Box 453, Dodoma, Tanzania
ToR for Consultancy Service Benaco-Kyaka TL

Table of Contents
ACRONYMS ................................................................................................................................. 4
1. Background ........................................................................................................................... 5
2. Project Objectives ................................................................................................................. 5
3. Project Descriptions .............................................................................................................. 5
4. Project Financing .................................................................................................................. 6
5. Project Executing Agency .................................................................................................... 6
6. Project Coordination ............................................................................................................ 6
7. Project Site Organization ..................................................................................................... 7
8. Site Supervision ..................................................................................................................... 7
9. Project Implementation Schedule ....................................................................................... 7
10. Scope of the Consultancy Services.................................................................................... 8
10.1 Objective(s) of the Assignment ......................................................................................... 8
10.2 General Scope of the Consultancy Services ..................................................................... 8
10.2.1 Procurement of Contractors .................................................................................. 9
10.2.2 Supervision and Monitoring .................................................................................. 9
10.2.3 Project Management ............................................................................................... 9
10.2.4 Testing and Commissioning ................................................................................... 9
10.2.5 Capacity building /Skills transfer for TANESCO staff ..................................... 10
10.2.6 Defect Liability Period .......................................................................................... 11
10.3 Payment of Consultant Services ..................................................................................... 11
11. Design Approvals and Supervision ................................................................................ 11
12. Supervision and Quality Control of Construction Works ........................................... 11
13. Environmental Mitigation Measures and Project’s Environmental Follow up ....... 12
14. Factory Test Witnessing .................................................................................................. 13
15. Site Meetings..................................................................................................................... 13
16. Reports .............................................................................................................................. 14
16.1 General ............................................................................................................................... 14
16.2 Inception report .................................................................................................................. 14
16.3 Progress Reports .............................................................................................................. 14
16.4 Project Completion Report: ............................................................................................... 15
16.5 Progress Payments ............................................................................................................. 15
17. Training ............................................................................................................................ 16

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18. Transportation .................................................................................................................... 17

18.1 Minimum specifications for Latest Double Cabin Vehicles ........................................... 17
19. Project Completion Report (PCR) ..................................................................................... 17
20. Assistance During completion of the project construction activities .......................... 18
21. Removal and/or Replacement of Personnel ....................................................................... 18
22. Consultant's Fee ................................................................................................................. 21
23. ORGANIZATION OF OFFICES ...................................................................................... 22
24. SERVICES TO BE PROVIDED BY THE EMPLOYER ................................................. 22

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ACRONYMS

ADFD Abu Dhabi Fund for Development

Aids Acquired immunodeficiency syndrome
BADEA Arab Bank for Economic Development in Africa
CV Curriculum Vitae
EPC Contractors Engineering Procurement and Construction Contractors
ESMP Environmental and Social Management Plan
FAT Factory Acceptance Test
GHG Greenhouse Gas
GoT Government of the United Republic of Tanzania
HIV Human Immunodeficiency Virus
HVAC High Voltage Alternating Current
Km Kilometer
Kv Kilovolts
LV Low Voltage
MV Medium voltage
MVA Megawatts-Ampere
MW Megawatts
OPEC Organization of the Petroleum Exporting Countries
PAPs Project Affected People
PCR Project Completion Report
PIT Project Implementation Team
PRI Planning, Research and Investment
PSMP Power System Master Plan
QAP Quality Assurance Program
QPRs Quarterly Progress Reports
SCADA Supervisory Control and Data Acquisition
TANESCO Tanzania Electric Supply Company
ToR Terms of Reference
TSO Transmission System Operator
UETCL Uganda Electricity Transmission Company Limited

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Terms of Reference
1. Background

Tanzania Electric Supply Company Limited (TANESCO) is a public Power Utility Company
owned by the Government of the United Republic of Tanzania under the Ministry of Energy
(MoE). TANESCO is the System Operator ranging from Power generation, transmission and
distribution in Tanzania Mainland and sells bulk power to Tanzania Island of Zanzibar. TANESCO
is also a Transmission System Operator (TSO) in Tanzania and therefore is responsible for demand
and supply balancing in Tanzania.

Part of Kagera Region Specifically Districts of Kyerwa, Karagwe, Misenyi, Bukoba Municipal
and Bukoba Districts are supplied power from Masaka west substation in Uganda via 132kV
Transmission line under bilateral contract with Uganda Electricity Transmission Company
Limited (UETCL) which will expire in June 2023. The possible way of meeting the demand for
the mentioned Districts is to develop and implement transmission line link at the system voltage
level of 220kV from the proposed Benaco substation in Ngara to Kyaka substation in Misenyi.
The approximate distance is 166.17km.

The study area is rich with minerals such as gold and nickel, fishing, food and commercial crops
such as banana and coffee, fishing, tourism etc hence having reliable and quality power supply can
eventually boost the social and economic development. TANESCO decided to undertake the Full
feasibility study of the proposed project. The propose project will comprise the following
component; -

The study proposed implementation of the project in a phased-approach in tandem with the various
commissioning dates of ongoing and planned transmission and generation projects. In
consideration of the short, medium and long term load forecast presented in the PSMP
(2020Update), the Benaco – Kyaka transmission Project will be designed at 220kV double-circuit
transmission line strung on both side.

2. Project Objectives

The ultimate development objective of the project is to improve power supply through provision
of main grid electricity to the whole Kagera Region, the project will also provide reliability and
affordability of electricity in the country, enhance power evacuation for the proposed 87MW
Kakono HPP and job creation. The project will improve the supply of electricity in Tanzania in
the short to long term by connecting the Power National grid to the isolated grid.

3. Project Descriptions

The 220kV Benaco - Kyaka Transmission Line Project comprises of:

(i) Design and construction of 220kV transmission line from Benaco in Ngara District to
Kyaka in District (166.17km).
(ii) Design and construction of 2x40MVA, 220/33kV substation at Benaco in Ngara
District.

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The Project is funded by OPEC Fund for International Development, Abu Dhabi Fund for
Development (ADFD), and Arab Bank for Economic Development in Africa (BADEA) (second
phase), (OPEC, ADFD and BADEA herein referred to as the Financiers) and the Government of
the United Republic of Tanzania (GoT). The Tanzania Electric Supply Company Limited
(TANESCO) will be Implementing Agency on behalf of GoT.

Project Components
Component Name Component Description
Component A-(Lot 1 ): 220kV Construction of 166.17km of high voltage alternating
Transmission Line current (HVAC) 220kV double circuit transmission line
strung with two circuits, running from Benaco to Kyaka
in Kagera region.

Component A - (lot 2) Construction of a new 220/33kV Benaco substation

:Substations by installation of 2x40MVA transformer

4. Project Financing

a. The 220kV Benaco - Kyaka Transmission Line Project and associated substation at
Benaco will be funded by OPEC Fund for International Development, Abu Dhabi
Fund for Development (ADFD), Saudi Fund (SFD) and with a contribution from GoT.
b. The rural electrification and reinforcement of Distribution network (medium and low
voltage distribution lines) around Benaco and Kyaka substations will be funded by
Arab Bank for Economic Development in Africa (BADEA).

5. Project Executing Agency

The Tanzania Electricity Supply Company (TANESCO) will be the Implementing Agency of the
project.

6. Project Coordination

To ensure effective coordination and implementation of the project, TANESCO will establish
project implementation Team (PIT) for the purpose of implementing the project components
assisted by a competitively recruited Project Supervision and Management Consultant. The
consultant will be responsible for supervision and management of the project implementation
including contractor’s detailed engineering design, construction supervision and monitoring of the
project as well as the implementation of the Environmental and Social Management Plan (ESMP)
under phase II of the consultancy services contract. The overall responsibility of both phase I for
detailed engineering conceptual design, technical studies and investigations and Phase II for the
Project management and supervision lies with the consultant.

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7. Project Site Organization

7.1 The Project site organization shall be set up by the Consultant in order to control all
aspects of the implementation of the Project. All staff of the Project shall be under the
sole responsibility of the Consultant. However, in order to enhance the in-house
capability of TANESCO in Project Management and Supervision, Counterpart Staff
shall be assigned by TANESCO as required to the Project Site Organization
established by the Consultant.

7.2 The main Project coordination office shall be located in Karagwe District. The Project
Coordinator and Project Implementation Team and the Consultant Project Manager
will be located in the same office block in Karagwe.

The Project implementation structure is described under Annex-1 of this TOR.

8. Site Supervision

The Consultant Project Supervision Staff should be available full time during the construction
activity of each lots of the Project.

The Consultant shall assign the following site supervisors during the progress of various
construction activities as required;

(i) Transmission Line: Transmission line erection engineers with civil works monitoring
proven experience for transmission lines. Each lot will have its own independent site
supervisor;
(ii) Substations: Substation electromechanical erection work engineers, substation test
and commissioning engineer, protection, communication, control and commissioning
engineers and substation civil work engineers;
(iii) Environmental and Social Monitoring: Environmentalist and Social Specialist.
TANESCO shall assign competent counterpart staff for the supervision of construction works.
However, the overall responsibility of site supervision shall remain with the Consultant.

9. Project Implementation Schedule

Construction of each Transmission Line, Substation and Rural Electrification is expected to be

completed within 24 months from contract commencement date. The critical milestones for Project
implementation are given below: -

Activities Target Date

No.
1.0) Consultancy Service
Issue of Request for proposal (RFP) to
3rd Quarter, 2023
Consultants

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Submission of Proposal 3rd Quarter 2023

Consultancy contract negotiation and signing 4th Quarter 2023
Mobilization by the Consultant 4th Quarter 2023
2.0) Bidding Stage for Construction Contractors
Update technical studies and site investigations
including soil and geotechnical detailed 1st Quarter 2024
investigations
Undertake a full detailed engineering conceptual
design of the line section from Nyakanazi to
Kigoma, Rural Electrification works at Kigoma 1st Quarter 2024
and prepare a comprehensive study of the layout
of the line route
Preparation of Bidding Documents for rural
1st Quarter 2024
electrification component
Issue of bid documents to Contractors and
procurement support to TANESCO by responding 2nd Quarter 2024
to bidder’s queries
Bid evaluation and approval by all concerning
1st Quarter 2024
bodies (Clients and all Financiers)
Contract negotiation and signing with contractors 2nd Quarter 2024

3.0) Construction and Supervision

Advance payments to contractors and
3rd Quarter 2024
construction contract commencement
Completion of design, manufacturing, delivery to
3rd Quarter 2024-3rd
site, site construction, erection, testing and
Quarter 2026
commissioning
Issue of Operational Acceptance Certificates 4th Quarter 2026
Finalization all disbursement and submission of
1st Quarter 2027
Project Completion Report (PCR)

10. Scope of the Consultancy Services

10.1 Objective(s) of the Assignment

The general objective of the consultancy services is to ensure that the employer
obtains, value for money and economic solutions of high technical standards and that
the project is planned and implemented in a timely and efficient manner to meet the
particular objectives of the project.
10.2 General Scope of the Consultancy Services
The scope of the consultancy services shall include; review of conceptual design,
preparation of bidding documents, assist TANESCO during procurement of EPC
Contractor(s), tender evaluation and evaluation and all other activities necessary to
achieve the supervision and management for engineering design, supply, installation,

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testing and commissioning of 220kV transmission line from Benaco to Kyaka and
associated substations at Benaco. The scope of the consultancy service will include
but not limited to the following:

10.2.1 Procurement of Contractors

The consultant shall review the conceptual design, prepare bidding documents using
the existing bidding documents that were prepared by TANESCO and shall assist
TANESCO during procurement of EPC Contractor(s) from clarification responding,
tender evaluation and negotiations for EPC contract(s). Cost related to this assignment
shall be clearly indicated in the financial proposal.

10.2.2 Supervision and Monitoring

a) The consultant shall be responsible in overall project supervision and
monitoring;
b) The Consultant shall review and advise TANESCO on approval of
Contractor’s detailed design in accordance with the Employer’s requirements,
international standards and technical specifications in the contract;
c) The Consultant shall provide guidance on the required approvals, cost control,
budget reviews, resource planning and interim/progress report on the
construction in order to assure that it is conducted properly in accordance with
the contract;
d) Supervise the Contractors’ environmental mitigation measures.
10.2.3 Project Management
a) To ensure quality in project implementation, the Consultant shall develop and
implement a Quality Assurance Program (QAP). The QAP shall ensure that
the transmission line and equipment supplied and installed meet the
performance standards and technical characteristics of the technical
specifications. The QAP shall cover all aspects of the project implementation
including review and approval of design, quality of works during construction,
monitoring schedule, inspection of materials before shipment, upon arrival and
upon erection; review of documents to assure quality of delivered goods and
comparison of as-built drawings to design. Furthermore, shortcomings in any
of the aforementioned areas shall be addressed adequately by QAP.
b) The Consultant shall manage the project in collaboration with TANESCO
including preparation of comprehensive project management plan.
c) Convene technical meetings and review meetings with the EPC Contractor(s)
when required and ensure that minutes are distributed to all relevant parties.
d) Certify interim certificates and recommend to TANESCO for payment to the
EPC Contractor(s).
e) Supervise the Contractor’s HIV and Aids awareness and preventions
measures.

10.2.4 Testing and Commissioning

a) For the EPC Contract, the Consultant shall supervise the testing and
commissioning. All components of the lines, substations connection, control,
communications and protection will be subject to an acceptance test to

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demonstrate their capability to meet warranted design criteria. For each

component subject to test, the Consultant will review the Contractor's test
procedures for compliance with manufacturers' requirements and design
criteria.
b) The Consultant shall witness the tests and review the test results. If test results
are not satisfactory, the Consultant shall ensure that any lack of compliance is
addressed and that the equipment and overall systems shall be re-tested until
compliant results are achieved.
c) The Consultant shall assist TANESCO in this phase of the project and
coordinate with the Contractor(s) and other parties in addressing any issues
with the project components that are unsatisfactory. At the end of this period,
and when all acceptance tests have been completed to the Consultant's
satisfaction, the Consultant will advise TANESCO that the construction is
complete and all the project components are ready to be declared fully
operational.
d) The Consultant shall also prepare and recommend a provisional taking over
certificate whenever due for the works or part of the works and alert
TANESCO of work deficiencies and outstanding items, if any.
e) The Consultant shall hand over the completed Project including issuance of
completion certificates, provisional acceptance and final acceptance
certificates to TANESCO.
f) Ensure that the Contractor supplies necessary operation and maintenance
manuals, system drawings, documentation and training.
g) Review and comment on hand-over manuals and as-built documentation from
the EPC Contractor and verify that all documentation has been prepared and
delivered.
h) Take part in hand-over meetings.

10.2.5 Capacity building /Skills transfer for TANESCO staff

The consultant shall develop professional abroad trainings which will impact
professional skills for fifteen (15) TANESCO employees. Training of fifteen (15)
TANESCO staff with duration of approximately four (4) weeks; cost of the same shall
be clearly stated in the consultant proposal;
The training shall be arranged for the following staffs: -
a) Two transmission line engineers
b) Two substation engineers
c) Three investment officers
d) Two planning engineers
e) Two SCADA and Tele-communication engineers
f) One civil engineer
g) One procurement specialist
h) One Environmental expert

A comprehensive training program shall be submitted in the technical proposal and

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shall be part of the evaluation process; training program shall be based on

comprehensive project Management certification but not limited to include ethical
leadership, project monitoring and evaluation and effective report writing and minutes
taking. The training proposal shall include methodology, content, dates and venue for
the training and costs. Consultant shall cover training fees, accommodation, visas,
transportation, covid-19 testing and daily allowance as per government rate to
TANESCO staff attending the training;

10.2.6 Defect Liability Period

Consultant shall Assist TANESCO during the defect liability period i.e. three (3)
months before end of the liability period whereas the consultant's Resident Project
Manager shall ensure that all defects and remarks are properly cleared /removed by
contractor and prepare a final report of the project.

10.3 Payment of Consultant Services

It is proposed that the payment of the Consultancy services shall be divided in two Phases as
narrated below;
(i) Lumpsum payment for the design review, preparation of Bidding Documents, and
assistance during procurement of contractor(s);
(ii) Time based payment for the supervision, monitoring and management phase;

11. Design Approvals and Supervision

The consultant will be responsible for review of contractor’s detailed engineering design,
construction supervision and monitoring of the project as well as the implementation of the
Environmental and Social Management Plan (ESMP). Overall responsibility of the project
supervision and management lies with the consultant.

The Consultant shall assign full time site supervisors during the construction of the transmission
lines and substations. The Consultant and his staffs shall undertake close follow up of site activities
to ensure that all works are constructed, erected and completed in accordance with approved
drawings and specifications and international technical standards.

12. Supervision and Quality Control of Construction Works

The Consultant shall supervise the construction of the transmission lines and Substations and Rural
Electrification (Distribution) projects during all the construction periods. The Consultant shall
submit monthly and quarterly progress reports, and approve the of payment requests by contractors
to enable the Project Implementation Units of TANESCO to authorize the payment requests.

The supervision works shall include the inspection of the commissioning of substations,
transmission lines and Rural Electrification (Distribution) projects, control and protection systems,
communication systems as carried out by the contractors.

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The Resident Project Manager of the Consultant and his staffs shall undertake close follow up to
ensure that all works are constructed, erected and completed in accordance with approved
drawings and specifications and international technical standards.

Transmission Line
The Consultant shall provide Electrical Transmission Line engineer for the following works for
TANESCO: -
- Supervise contractor's construction procedures,
- Monitor the transmission lines construction schedules.
- Advise on the interpretation of contractual matters.
- Supervise the delivery of equipment and materials to site.
- Supervise construction progress, test and commissioning procedures
- Witness and approve contractors on site tests and commissioning
Substations
The Consultant shall provide Electrical Engineers, Civil Engineers and Protection and control etc.,
engineers or the following works for Employer (TANESCO): -
- Supervision contractor's electromechanical construction procedures,
- Supervision contractor's civil works construction procedures
- Monitoring the electromechanical and civil works construction schedules.
- Advising on the interpretation of contractual matter.
- Supervision of the delivery of equipment and materials to site.
- Supervision of construction progress, test and commissioning procedures
- Witnessing and approving contractors on site test and commissioning

13. Environmental Mitigation Measures and Project’s Environmental Follow up

The Consultant must ensure that all the environmental and social impact mitigation and monitoring
measures as stipulated in Project’s Environmental and Social Impact Assessment (ESIA) and the
Environmental and Social Management Plan (ESMP) are appropriately executed by TANESCO
and contractors to National and International standards.
The Consultant shall perform environmental monitoring once every 6 months after commencement
of the construction and during all stages of the Project. The Consultant shall perform, among
others, the following activities during the construction phase of the Project.

a) Checking proper storage and operation of equipment facilities and maintenance,

b) Consideration of on-site clinic and staff assistance for construction labourers and the
provision of medical emergency facilities,
c) Ensure that during the commissioning and operation phase the contractor has
undertaken the final clean-up operation,
d) Ensure that all construction contractors include a general environmental, social, health

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and safety management plan (ESHS-MP) in their bid proposal, based on the ESMP for
the Project,
e) Ensure that all construction contractors prepare an acceptable, detailed ESHS-MP and
an HIV/AIDS Awareness and Prevention Plan prior to commencement of site
preparation and construction activities and
f) Ensure that all construction contractors implement the detailed HSES-MP and
HIV/AIDS Awareness and Prevention Plan and otherwise adhere to sound construction
management guidelines.
g) Submit a detail Environmental and social quarterly Progress report
The Consultant shall carry out the necessary environmental monitoring activities together
with environmental monitoring unit of TANESCO.

14. Factory Test Witnessing

The equipment to be supplied under this project should be inspected and tested in the
manufacturers testing stations. The Consultant shall be responsible for quality assurance of all
equipment and material to be supplied under all contracts. The Consultant together with
TANESCO personnel shall inspect and witness all factory tests for major equipment in order to
ensure strict follow up of the testing process. It is not required to assign permanently an inspector
in the manufacturer country. Inspection of factory manufacturing shall be organized periodically.
The costs for factory inspection shall be covered by contractors. This will include all Consultant
personnel expenses, travel, and hotel and allowance expense (For minimum of 40 trips of
accommodation of minimum 7 days per travel). Written report shall be provided by the consultant
on each test witnessed by him or together with TANESCO.

The procedure for testing should be prepared by the manufacturer/contractor in coordination with
the consultant and should be reviewed and submitted to the client six (6) weeks prior to the test
date.

Assistance in Commissioning and Provisional acceptance testing (onsite)

15. Site Meetings

The Resident Project Manager and the Consultant staff shall hold site meetings regularly as
required with the contractors' site representatives and TANESCO’s. Staff.

The meeting shall deal with the following matters.

(i) Approval or rejection of executed work elements;

(ii) Contractor's work schedule
(iii) Contractor's work method,
(iv) Temporary works and additional works (if any)

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Minutes of the meeting shall be prepared and signed by the participating parties. Copies of the
minutes shall be given to the participants and to the TANESCO's Project Implementation Units.
Other members of the Resident Engineer's field staff shall also attend the meeting.

The Resident Project Manager shall chair the liaison meetings with the respective TANESCO
Project Coordinator with the contractors of each lot respectively. The consultant shall be
responsible to chair the meetings and handling of the minutes. The main objectives of the meetings
are to review the project progress reports, and to evaluate the actual site progress.

16. Reports

16.1 General
The Executing/ Implementing Agency and financiers of the Project consider of
atmost importance the timely submission of project reports during the course of the
project implementation. All reports shall be submitted in 5 copies to the
Executing/implementing agency with all required information for all sections of the
line and substations. Format of the report should be discussed and agreed upon with
the Employer. The Quarterly Progress Reports (QPRs) including implementation of
the Environmental and Social Management Plan (ESMP) shall cover all aspects of
Project implementation, including the status of progress against agreed
implementation and disbursement schedules for all lots of the project. The QPRs will
provide updated information in relation to the baseline data in line with the Project
Appraisal Report.

16.2 Inception report

The Consultant shall submit inception reports to the executing agency. The inception
report shall be submitted within one month of commencement of the consultancy
contract. It will outline the Consultant’s work plan, define the review and
implementation schedule by task, specify submission dates for each one of the
required reports in draft form, and assign the personnel by name and date period to
each task. The proposed Project schedule shall be broken down by tasks and sub-
tasks and presented in chart form in an acceptable form using Microsoft Project.

16.3 Progress Reports

The Project Manager of the Consultant shall prepare and submit monthly and
quarterly progress report to TANESCO’s, Project Coordinator. The quarterly
progress reports shall be prepared to satisfy the requirements of the respective
financers. For ease of preparing the Project Closure Report, the first quarterly
progress report will provide baseline information (as of 2023) in regard to number of
last-mile (gender segregated) connections, demand, quality/availability of supply,
number of temporary/permanent jobs created, reduction in GHG emissions, number
of PAPs including land acreage affected, length of existing MV& LV lines, etc. The
subsequent quarterly reports will update the information over the project duration.

The Resident Project Manager of the Consultant shall compile, summarize and

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submit monthly and quarterly progress report to the Project Coordinator as per the
agreed formats of the meeting between TANESCO and Consultant.

The quarterly progress reports shall be prepared in accordance with the Banks
guidelines which shall be agreed by financers of this project. The reports by contracts
shall at least include.

Written description of:

a) Progress of the works, consultancy services and expenditure to-date;
b) Progress of the works & consultancy services during the month;
c) Future planned works & consultancy services and expenditure;
d) Summary of the prevailing weather conditions at site during the reporting
period.
e) Technical problems, if any; with their remedies
f) Delays of any kind, if any
g) List of Consultant's and Contractors' personnel staff
h) List of machinery and equipment scheduled and made available of the works
by the contractors; and
i) Any other issues, which could facilitate or affect the progress of the work.
j) Tabulated summary of work progress
k) Graphical presentation of:
• Physical progress planned/actual;
• Cash flow planned/actual
• Expected future progress and expenditure; and
• Labour force size.
l) Diagrams, Graphs, Illustrations should be colour printed

16.4 Project Completion Report:

After completion of works, testing and commissioning of installations, the Consultant
shall prepare a Project Completion Report (PCR), outlining inter alia, achievements
in relation to objectives and targets.

16.5 Progress Payments

16.5.1 The contractors shall submit to the Consultant, statement showing costs for
executed works up to the end of the month. The form of the statement shall
be in accordance with standard format agreed by TANESCO and the
Consultant. All relevant measurement sheets and quality schedules shall be
submitted together with the statement signed by client’s supervisors,
employers’ representatives and the consultant’s site supervisors.

16.5.2 The Resident Engineers of the Consultant shall compare the statement with
their own records and solve issues of differences with the contractor's
representative. The updated master copies of progress charts shall be
submitted to TANESCO Project Office along with the monthly statement, the
progress charts, the duplicate sheet, the works diary, the monthly site financial

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statement, etc.

16.5.3 The Consultant Project Manager or the Deputy Project Manager shall prepare
and sign payment certificates with the Project Coordinator of TANESCO for
works executed. The disbursements shall be indicated in the progress report.

16.5.4 TANESCO shall check the monthly statement(s) endorsed by the respective
Resident Project Manager of the Consultant and authorize the payment

16.6 Completion and Operational Acceptance Certificate

The Consultant shall carry out final inspection in liaison with TANESCO and issue
completion and Operational certificates.

17. Training

On Job Training

17.1 TANESCO consider these contracts as an opportunity to train a number of relevant

staff by attaching them to the consultant and the contractors as counterpart staff. The
on job training shall be conducted during the construction stage of the project in the
contractor's design and manufacturing premises as well as at site;

a) On-job training on contractor’s design approval by attaching TANESCO engineers

during the design approval stage for the man-month allocated in Tanzania for the
consultant design team.

b) On-job training for supervision of construction works and project management

during the construction phase for TANESCO’s supervision staff.

The training shall be arranged for the following staff: -

i) Five transmission line engineers

j) Five substation engineers
k) Five planning engineers
l) Two operation and maintenance engineers
m) Two SCADA and Tele-communication engineers
n) Two accounting and procurement specialists.
o) Project and Contract Management Training for 10 engineers
p) 15 operators for maintenance of HV Line and substations
q) Two Environmental & Social experts

17.2 The Consultant shall monitor the training courses provided by Contractors
in the framework of their contracts, the training should be arranged for
senior experienced engineers for each field.

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18. Transportation

The consultant shall purchase a maximum of six latest double cabin (D4D Toyota Hilux) vehicles
to be used by the consultant staff during the whole project duration and vehicles will be handed
over to TANESCO after the completion of the project. Vehicles will be inspected by TANESCO
before handing over and TANESCO will accept only vehicles which are in good condition.

The consultant shall cover all the related costs for maintaining those vehicles (insurance,
maintenance, fuel, drivers, etc.) during the entire project duration.

18.1 Minimum specifications for Latest Double Cabin Vehicles

The vehicles provided shall be fully air-conditioned vehicles with front and side
airbags and to be approved by the employer before placing an order to buy;
Dimensions:
- Number of Doors: 4 doors/5-seater;
- Overall height: 1815mm;
- Overall length: 5335mm;
- Overall width: 1855mm;
- Wheelbase: 3090mm;
- Gross weight: 2800kg.

Engine: -
- Drive Line: 4-wheel drive;
- Engine: 3.0L & above, DOHC, DUAL VVT-I (2TR-FE);
- Transmission: 6-speed Manual, TURBO;
- Fuel type: Diesel; -Fuel tank capacity: 80L & above;
- Maximum torque: 42.9/4000 KG-M/RPM.

Safety Features:
- Anti-Lock Brake System (ABS) + Brake Assist (BA);
- Electronic Brake Force Distribution (Ebd);
- Tire Inflation Pressure Warning;
- Vehicle Stability Control (Vsc);
- Rear View Camera; - Power window automatic.
The cost for provision of the above vehicles shall be deemed to be included in the schedules of
prices.

19. Project Completion Report (PCR)

Upon completion of the project construction activities, the Consultant shall prepare a Project
Completion Report (PCR) in accordance with OPEC Fund and ADFD requirements. The PCR will
form a comprehensive record of the design, construction and erection works accomplished
including: -

i) A description of changes or modifications to the design,

ii) Problems encountered and solutions adopted,

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iii) Overall construction volume, quantities and costs and

iv) Lesson learned
v) Impact, Outcomes & outputs presented in the Project Appraisal Report.

20. Assistance During completion of the project construction activities

The consultant shall:

Ø Ensure that all defects and remarks are properly marked and documented.
Ø Ensure that all operation and maintenance manuals and all type of as-built drawings
are submitted and handed over to TANESCO as per the requirement and quantity
specified in the contracts.
Ø The Consultant should also take part in the final inspection after the completion of the
project construction activities before issuing the Operational Acceptance Certificate.
Ø At the end of the project construction activities, the consultant's Resident Project
Manager shall perform a one-week assignment to prepare a final report..

21. Removal and/or Replacement of Personnel

Except as the Client may otherwise agree, no changes shall be made in the Key Personnel. If, for
any reason beyond the reasonable control of the Consultant, such as retirement, death, medical
incapacity, among others, it becomes necessary to replace any of the Key Personnel, the Consultant
shall provide as a replacement a person of equivalent or better qualifications”, the Consultant
should be assured that the proposed key personnel for this consultancy service agreement should
be available for the duration of the contract. Therefore, after contract award, the consultant cannot
issue a request for replacement of any key personnel, unless it is beyond the Consultant’s
reasonable control such as retirement, death, and medical incapacity which shall be proved to have
happened. The Consultant, when nominating the key personnel on his technical proposal, should
carefully check the medical fitness and the age of the key personnel to avoid unnecessary dispute
with the Clients for replacement of the key personnel after contract award. This issue has become
of prime importance from recent experience and has become intolerable any more for the clients.

The Consultant’s Project Coordination Office, Site Organization and Home Office shall comprise
of the following key personnel but not limited to: -

The Consultant team shall include: -

21.1 Residence Office staff

(i) Project Director
(ii) Transmission Line Design Engineer
(iii) Civil Works design engineer
(iv) Substation Equipment Design Engineer
(v) Protection and Control systems design engineers
(vi) Communication and SCADA design engineers

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(vii) Distribution Engineers

21.2 Project Offices in Tanzania Site Staff

(i) Resident Project Manager
(ii) Substation Electromechanical Supervision Engineer
(iii) Transmission Line Supervision Engineer
(iv) Substation Civil Works Supervision Engineer
(v) Protection and Control Commissioning Engineer
(vi) Distribution Supervision engineer
(vii) Social and Environmentalist Specialist
(viii) Communication and SCADA Commissioning Engineer
(ix) Local Engineers Assistants

21.3 Man-Month Allocation

The Consultant shall indicate in his proposal sufficient man-months for proper
execution of the project. Considering the technical and financial evaluation, contract
shall be awarded to a single consultant whose entire result reflects the evaluation
criteria. Construction of the transmission lines, rural electrification and substations shall
progress in parallel in all Project locations and all interfaces shall be carefully
coordinated and monitored as envisaged below.

The Consultant must provide a schedule with breakdown for the various activities called
for in the TOR’s, including the home office and field activities. The consultant should
clearly indicate the man-months to be spent on activities in Project Site in Tanzania,
and Home Office. Separate Staff shall be assigned for the work in Tanzania. The man-
months activities shall be indicated clearly. The consultant will be evaluated with the
total man-month proposed. The estimated man-months by the clients are as indicated
in the table below.

The consultant should clearly indicate the man-months to be spent on activities in

Project Site in Tanzania and Home Office. The site man-months shall be based on the
activities in Tanzania.

The minimum proposed man-months by the Consultant shall not be less than the
estimated man-months by the clients for each key personnel and activity involved.
Person-Month Estimate: The total minimum estimate of person-months by the clients
is 224 person-months spread over a period of 48 calendar months. However, the
consultant, based on the complexity of each activity and understanding of the required
services to be rendered, shall propose their own quantities of person-months for any of
key personnel and the total person-months shouldn’t be less that the total minimum
estimated by the client (s).

21.4 Project Supervision and Management - Estimated Minimum Man-months

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Total Man-months
No. Number of Key Staff No. Home In
Total
office Tanzania
Project Office and Site Office in
Tanzania
Home office Staff
1 Project Director 1 1.5 2 3.5
2 Transmission Line Design Engineer 1 3 2.5 5.5
3 Civil Works design engineer 1 3 2.5 5.5
4 Substation Equipment Design Engineer 1 1.5 5 6.5
Protection and Control systems design
5 1 1 2 3
engineers
Communication and SCADA Design
6 1 1 2 3
Engineer
7 Distribution engineer 1 1 2 3
Sub Total 12 18 30
Project Office and Site Office Staff
1 Resident Project Manager Kagera 1 0 24 24
Substation Electromechanical
2 2 0 33 33
Supervision Engineer
Substation Civil Work Supervision
3 1 0 12 12
Engineer
Communication and SCADA
4 1 0 5 5
Commissioning Engineer
Protection and Control
5 1 0 3 3
/Commissioning Engineer
Transmission Line Supervision
6 2 0 33 33
Engineers.
7 Social and Environmental Specialist 2 0 10 10
8 Distribution Supervision Engineer 1 0 18 18
Local Engineers assistants 2 TL and 1
9 3 0 42 42
Distribution
10 Other Support Staff 3 0 8 8
Sub Total 0 198 198
Total Minimum Man-month 12 216 224

21.5 Qualifications
The Consultant must be highly qualified and should have sufficient reference in design,

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specification and Bidding document preparation, contractor’s design review and

approval and supervision of HV Transmission/substation projects and for that purpose
should submit evidence of firm's previous experience in works associated with
supervision and construction management, training and technology transfer and
specifically of projects located in Africa if any.

The Consultant Project Director, Resident Project Manager, Project Site Manager and
other experts should have an extensive experience in Project management of
transmission line, substations and Distribution line Projects.

The Project Director should have a minimum of Master’s degree in engineering with a
minimum of 15 years of experience in project management role, the Resident Project
Manager and Project site Manager should have a minimum of Bachelor degree in
engineering with not less than 12 years of experience in project management role.

The Transmission Line Design Engineer, Civil Works design engineer, Substation
Equipment Design Engineer, Protection and Control systems design engineers,
Communication and SCADA design engineers and Distribution Engineers should have
at least Bachelor degree with 10 years of experience in transmission line, substations
and Distribution line projects.

The Substation Electromechanical Supervision Engineer, Transmission Line

Supervision Engineer, Substation Civil Works Supervision Engineer, Protection
and Control Commissioning Engineer, Distribution Supervision engineer,
Communication and SCADA Commissioning Engineer and Local Engineers Assistants
should have at least Bachelor degree with 8 years of experience in transmission line,
substations and Distribution line projects.

The Social and Environmentalist Specialist should have at least Bachelor degree with 8
years of experience in Social and environmental issues.

All supervision staff should have adequate experience outside of their country similar
to the project area. In addition, it is required that all field personnel of the Consultant be
proficient in international communication skills, especially in English language.

The Consultant should prepare and submit a description of the organization planned to
be set up for the project and the list of his key personnel with their Curriculum Vitae
(CV) to be assigned to work in Tanzania for effective supervision and project
management of the project.

22. Consultant's Fee

Fees and Expenses of the Consultant shall include:

i. Home Office Coordination;
ii. Project Coordination Unit, Supervision and Management
iii. Project Implementation Units and Site Organization Supervision and Management

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iv. All travel expenses excluding FAT costs;

v. All personnel expenses;
vi. All field expenses including working equipment and materials, house
accommodation, etc. for the Project Manager and others;
vii. Expenses of the workshop Meetings including, travel expenses, accommodation,
meals, International transport, allowances/per diem, travel insurance cost of venue,
etc.
viii. Project Office Costs.

The Financial Proposal shall be clear and formal as possible with breakdowns of each subtotal into
remuneration, reimbursable, miscellaneous and grand total. The evaluation will take care of
consideration for all items on the same basis and on equal ground for comparison. All items in the
Technical Proposal incurring expense must be supported with a corresponding financial proposal

23. ORGANIZATION OF OFFICES

It is required that the Consultant costs includes the cost for establishment of Local Project Offices
located in Karagwe to make it easy for project staff to access information as well as making
execution of the consulting activities as defined in the scope of works run smoothly.
The offices shall have enough space and furnishing to accommodate staff of consultant and
counterpart personnel, and TANESCO Project Implementation Team (PIT) offices.
Communications facilities including internet shall be provided to PIT offices as well.

Project Implementation Team meetings will be held at the consultant’s offices in Karagwe. The
offices shall therefore have enough space, furnishing and equipment for this purpose.
The Consultant shall provide for the entire duration of the Contract for the sole use of the Clients’
and the consultant’s personnel fully furnished, air conditioned, sound and weatherproof offices
complete with all electrical fittings, plumbing and sanitary systems clean and provided with
windows to give a sufficient supply of natural light. The client’s office shall be equipped with
Heavy Duty Photocopy and printer machines

The construction contractors under all lots shall provide on a 24-hour basis, the vehicles,
computers and photocopying equipment as specified in the Price Schedules for the use of the
consultant and the clients’ project staff. Details of the vehicles, facilities, services, repair and
maintenance including drivers and other persons such as mechanic(s) etc., shall be included in the
construction bidding documents.

24. SERVICES TO BE PROVIDED BY THE EMPLOYER

The Employer(s) shall also avail staff who shall work closely with the Consultant and represent
the Client(s) and assist in provision of existing project information and data when required,
participate in the review and approval of detailed designs and any submissions by the EPC
contractor(s) that require approval, follow-up on the site works, monitoring environmental
implementation plans, participate in installation, commissioning and witnessing tests including

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factory acceptance tests. These staff shall, however, be under the control of and be paid by the
Employer. They shall not be held responsible for any failure on the consultant to deliver the project
with the desired quality.

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Annex-1 Project Implementation Structure

TANESCO MANAGING
DIRECTOR

DEPUTY MANAGING
DIRECTOR -PRI

PROJECT MANAGER
/COORDINATOR

Supervision Team Project management & Supervision

Benaco –Kyaka Supervision and
Management Consultant of OPEC Fund, ADFD and
-Accountant BADEA component
-Procurement Expert
-Environmental Expert
-Social Expert
-Transmission Engineer
-Distribution Engineer
-Civil Engineer
-Substation Engineer

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