Inception report. Consultancy Services for a peer review of Road Asset Management to be delivered at Asanra

Transcription

1 Inceptin reprt Cnsultancy Services fr a peer review f Rad Asset Management t be delivered at Asanra 13 July 2013

2 This prject was funded by the Africa Cmmunity Access Prgramme (AFCAP) which prmtes safe and sustainable access t markets, healthcare, educatin, emplyment and scial and plitical netwrks fr rural cmmunities in Africa. Cntent: 1.1 Objectives f the external review Deliverables lgistics time table Structure f the audit team Prerequisites 6 Launched in June 2008 and managed by Crwn Agents, the five year- lng, UK gvernment (DFID) funded prject, supprts research and knwledge sharing between participating cuntries t enhance the uptake f lw cst, prven slutins fr rural access that maximise the use f lcal resurces. The prgramme is currently active in Ethipia, Kenya, Ghana, Malawi, Mzambique, Tanzania, Zambia, Suth Africa, Demcratic Republic f Cng and Suth Sudan and is develping relatinships with a number f ther cuntries and reginal rganisatins acrss Africa. This material has been funded by UKaid frm the Department fr Internatinal Develpment, hwever the views expressed d nt necessarily reflect the department s r the managing agent s fficial plicies. Fr further infrmatin visit 2 P age

3 1.1 Objectives f the external review The bjectives f the external review f the executed self- assessments by the member states are t: Verify whether the member states wn assessments f rad asset management maturity are in line with PAS55:2008 (regarding 9 member states); Substantiate final ratings fr each participating member state agency; Present final assessment reprt t the Implementatin Team. 1.2 Deliverables The deliverables retrieved frm the Terms f Reference are listed belw: Inceptin reprt within 2 weeks f the cmmencement date f the assignment. Presentatin f inceptin reprt with the ASANRA secretariat in Lilngwe; 9 member state specific review reprts n cmpletin f cuntry visits and within 5 mnths f cmmencement date. The final scres will be discussed with the member state representatives; Cnslidated review reprt presented t prject implementatin team within 7 mnths f cmmencement date. Presentatin f final reprt t the IT in Pretria. Additinal requirement frm ASANRA is that the prject must be cmpleted mid-january 2014 at the very latest. 1.3 Lgistics The audit lgistics are scheduled as fllws 3 P age

4 1.4 Time Table We prpse the fllwing timetable per activity /lcatin: # Activity Inceptin Reprt Kick ff Preparatin final reprt Presentatin final reprt 1a 1b 2a 2b 2c 3a 3b 3c 4a 4b 4c 5a 5b Lcatin Netherlands Lilngwe, Malawi Lilngwe, Malawi Pretria, Suth Africa Lusaka, Zambia Harare, Zimbabwe Gabrne, Btswana Windhek, Namibia Dar es Salaam, Tanzania Maput, Mzambique Maseru, Lesth Netherlands Pretria, Suth Africa date week# 31 6 August 7 9 August August August 2 4 September September September Nvember Nvember Nvember week # December 1.5 Structure f the audit team We distinguish 2 rles in the Review Panel: Lead auditr (review panel team leader), wh is respnsible fr: the verall crdinatin and versight f the review panel; the delivery f the end result within budget and the specified timeframe; liaisn with the Implementatin Team and the ASANRA secretariat. The lead auditr is preparing and taking part in all 9 assessments f the member states n site and has extensive knwledge f and experience with Asset Management assessments. (In ur case, the lead auditr has als delivered the Asset Management training t ASANRA in 2012 and therefre is familiar with ASANRA, the self- assessment prject and the Implementatin Team. ) Cnsultant Asset Management, wh is respnsible fr: review f the executed self-assessments; preparatin and executin f all 9 assessments f the member states n site(incl. financial management aspects); develpment f review reprts; develpment f cnslidated review reprt. The cnsultant has extensive knwledge f and experience with Asset Management f infrastructural wrks, financial management aspects and PAS 55 assessments.

5 Members f the Review Panel: The Review Panel cnsists f: Lead auditr: Mr. Kees Wieringa (full prject) address: kees.wieringa@iesbv.nl Phne: Cnsultants Asset Management: Mr. Rnald van der Vegte (principal cnsultant) address: rnald.van.der.vegte@iesbv.nl Phne: Mr. Jan Mens (back up nly) address: jan.mens@iesbv.nl Phne: Fr the assessments in the member state Mzambique we will include an interpreter (pref. with experience in technical envirnment) t the Review Panel during the interviews and visit t the member state. With regard t ur ISO 9001 quality management prcess, we assign ur Manager Asset Management Services t cntrl the quality f the prcess and results delivered. 1.6 Prerequisites ASANRA will prvide a rad management expert wh will be respnsible fr prviding inputs n rad sectr specific asset management issues and gd practice perspective t the Review Panel. ASANRA appints a liaisn fficer, wh will rganize the necessary arrangements n behalf f ASANRA, will assist in rganizing entry and exit visas fr the Review Panel and will be the cntact persn fr IES. The liaisn fficer will prvide any additinal relevant infrmatin that might be required by the cnsultant. All executed self-assessments and relevant evidence f all Member States must be prvided in digital versins t IES by ASANRA befre the kick-ff meeting in Malawi. All dcumentatin prvided must be in the English language. ASANRA and the rad agencies will prvide the Review Panel withut any charge the fllwing: Phtcpying facilities (excluded the prductin f reprts r ther majr deliverables f the prject); Cpies f relevant dcumentary evidence. IES will prvide all transprtatin and accmmdatin required by ur staff during visits t the 9 member states. In the tender dcumentatin it is stated that it is nt required t travel

6 utside the capital city f each member state. IES will prvide its staff with the necessary hard- and sftware. s will take place during wrking days Mnday t Friday (ffice hurs). When visiting each member state fr the lcal interviews and assessments, each member state will prvide the Review Panel with meeting facilities n site f the lcal rad agency ffice. Minimal requirements are: 1 meeting rm with a capacity fr 8 peple and the fllwing equipment and/r facilities: Cffee/tea/bttled water Cnnectin t the internet (cable r wireless) Flip Chart Fr the kick-ff meeting in Lilngwe and the final meeting in Pretria, ASANRA will rganize a meeting rm with sufficient capacity fr all delegates and the fllwing equipment and/r facilities: Cffee/tea/bttled water Cnnectin t the internet (cable r wireless) Flip chart The written language (all crrespndence, inceptin reprt, review reprts, cnslidated review reprt and presentatins) will be English. The spken language in the interviews will be English, except fr the member states Mzambique, where the fficial language f the cuntry (Prtuguese), culd be used via an interpreter (when needed). All review reprts, cnslidated review reprts and presentatins will be delivered in digital versin nly. IES will arrange handuts fr presentatins. The prject will be verseen by the ASANRA secretariat. The AFCAP technical services manager must be cpied in t all crrespndence. Apprval f deliverables will be undertaken by the ASANRA secretariat in cnjunctin with the AFCAP technical services manager. Cntractual issues will be reprted t the prcurement manager f AFCAP at Crwn Agents.