Q&A<\/h1>\n <\/div>\n \n \n Q1:<\/b> Participation of Key Experts in Multiple Proposals<\/p>\n
The Terms of Reference (ToR) do not explicitly address whether a proposed Key Expert may participate in more than one proposal submitted by different tenderers. Could you please confirm whether a Key Expert is permitted to be proposed by more than one company under this procedure?<\/p>\n
A1:<\/b> In accordance with standard EU procurement procedures, a Key Expert is permitted to be included in more than one proposal, provided there is no conflict of interest. The expert\u2019s commitment to the project is validated by the Statement of Availability and Exclusivity<\/b> (or a Letter of Availability) submitted within the technical offer. This document ensures the expert will be available for the required man-days should the specific budder be awarded the contract<\/p>\n
Q2:<\/b> Participation of Key Experts in EWG \/ DCG Meetings<\/p>\n
With regard to the expected meetings with the Expert Working Group (EWG) and\/or the DCG, could you please clarify whether in-person participation is required from all Key Experts, or whether representation by the Team Leader is considered sufficient? Considering the limited project budget, our intention would be that the Team Leader participates in person, while all other Key Experts participate remotely, unless otherwise required. Kindly confirm whether such an arrangement would be acceptable.<\/p>\n
A2: <\/b>Regarding meetings with the Expert Working Group (EWG) and the DCG, the Project covers travel expenses for these specific events. The physical presence of experts is determined by the provision \"as required.\" Typically, this implies that the Team Leader participates in person to ensure institutional representation, while other Key Experts participate remotely, unless a specific technical agenda item necessitates their physical presence. However, please note that Task 3 (Stakeholder Engagement) requires consultation through three workshops, the costs of which are to be covered by the Consultant. These are traditionally conducted in person. Various logistical and participation models are possible; however, the adequacy of the proposed arrangement (in-person vs. remote) will be evaluated as part of the Approach and Methodology submitted by the Tenderer.<\/b><\/p>\n
Q3:<\/b> Educational Background Requirement for KE1<\/p>\n
The ToR specifies that KE1 should hold a university degree in Water Resources Management, Natural Resource Management, Environmental Management, Hydrology, Hydro Engineering, Civil or Environmental Engineering, or equivalent (in some engineering discipline with a master\u2019s degree closely related to the scope of the work). The KE1 we would like to propose has more than 30 years of vast professional experience in the water sector, including hydrological modelling, hydraulic modelling (HEC-RAS, MIKE 11), preparation of Flood Hazard and Risk Maps in multiple countries, and Team Leadership for international River Basin Flood Risk Management Plans. The educational background is in Electrical Engineering \u2013 Information Technologies; however, the professional profile demonstrates long-term practical and technical engagement across all relevant water-related engineering disciplines. Could you please clarify whether such a profile would be considered compliant under the \u201cequivalent engineering discipline closely related to the scope of the work\u201d provision?<\/p>\n
A3 : <\/b>While a degree in Electrical Engineering \u2013 IT is not a traditional water-related engineering discipline, the \"equivalence\" provision in the ToR allows for an assessment of whether the candidate's specific engineering background has been utilized in a manner \"closely related to the scope of work.\" A final determination on compliance cannot be made in advance of the formal evaluation. <\/b>However, during the evaluation of the Technical Offer, the Committee will assess whether the candidate's degree is in compliance with the requested requirements.<\/p>\n
Q4:<\/b> Separation of Team Leadership and Project Management Functions<\/p>\n
The ToR designates KE1 simultaneously as Team Leader, Hydrology and Hydraulic, and Project Management. We request clarification regarding this requirement. Project management, in contractual and legal terms, is a function of the contracting company and includes administrative, financial, contractual and quality assurance responsibilities. The Project Manager stands behind the project on behalf of the company and carries institutional responsibility for delivery, reporting, financial management and compliance. This function is distinct from technical team leadership. If KE1 is for example proposed as an external Key Expert, it is unclear under which legal or contractual authority that individual would act as Project Manager on behalf of the contracting entity. We therefore propose to exclude the Project Management function from KE1\u2019s scope in all cases and to treat project management as a separate company-level responsibility. Accordingly, time and costs related to project management (administrative, financial, contractual and QA management) would be included in the Financial Offer under \u201cOther Costs\u201d or another appropriate budget line, and not under KE1. Kindly confirm whether this interpretation is acceptable and whether KE1 is expected to perform technical team leadership only, without assuming administrative, financial or contractual management responsibilities.<\/p>\n
A4 :<\/b> The \"management\" requirement for KE1 refers to Technical Team Leadership<\/b>\u2014specifically the coordination of multidisciplinary experts and delivery of technical outputs as per \u201cTable 1 \u2013 Required qualifications for the Team of Experts\u201d of the call for offers document. Regarding the structure of the financial offer is the responsibility of the tenderer.<\/p>\n
Q5:<\/b> I would like to inquire on this assignment on the issues surrounding maximum amount for this assignment being USD 36,000 for 5 key experts and for a duration of 8 months. you also mentioned that this amount includes all other costs, including travels, income taxes and any other amount payable or cost that may be required for the completion of the work\/service, including VAT. How this proposed amount was arrived at<\/p>\n
A5:<\/b> Please note that this assignment is an update<\/b> of the existing Transboundary Flood Risk Management Plan (FRMP), specifically focusing on the White Drin Sub-Basin (Kosovo component). The Consultant will be provided with the existing plan and data; therefore, the scope is limited to reflecting recent developments rather than developing a new plan from scratch. The budget was determined based on the proportional technical effort required for this specific sub-basin update relative to the original basin-wide contract. We consider the 8-month duration sufficient for the required institutional consultations . Furthermore, the maximum amount for this call is fixed, and it is the responsibility of the Tenderer to propose a methodology and team mobilization that fits within these financial terms.<\/p>\n
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Q1:<\/b> Participation of Key Experts in Multiple Proposals<\/p>\n
The Terms of Reference (ToR) do not explicitly address whether a proposed Key Expert may participate in more than one proposal submitted by different tenderers. Could you please confirm whether a Key Expert is permitted to be proposed by more than one company under this procedure?<\/p>\n
A1:<\/b> In accordance with standard EU procurement procedures, a Key Expert is permitted to be included in more than one proposal, provided there is no conflict of interest. The expert\u2019s commitment to the project is validated by the Statement of Availability and Exclusivity<\/b> (or a Letter of Availability) submitted within the technical offer. This document ensures the expert will be available for the required man-days should the specific budder be awarded the contract<\/p>\n
Q2:<\/b> Participation of Key Experts in EWG \/ DCG Meetings<\/p>\n
With regard to the expected meetings with the Expert Working Group (EWG) and\/or the DCG, could you please clarify whether in-person participation is required from all Key Experts, or whether representation by the Team Leader is considered sufficient? Considering the limited project budget, our intention would be that the Team Leader participates in person, while all other Key Experts participate remotely, unless otherwise required. Kindly confirm whether such an arrangement would be acceptable.<\/p>\n
A2: <\/b>Regarding meetings with the Expert Working Group (EWG) and the DCG, the Project covers travel expenses for these specific events. The physical presence of experts is determined by the provision \"as required.\" Typically, this implies that the Team Leader participates in person to ensure institutional representation, while other Key Experts participate remotely, unless a specific technical agenda item necessitates their physical presence. However, please note that Task 3 (Stakeholder Engagement) requires consultation through three workshops, the costs of which are to be covered by the Consultant. These are traditionally conducted in person. Various logistical and participation models are possible; however, the adequacy of the proposed arrangement (in-person vs. remote) will be evaluated as part of the Approach and Methodology submitted by the Tenderer.<\/b><\/p>\n
Q3:<\/b> Educational Background Requirement for KE1<\/p>\n
The ToR specifies that KE1 should hold a university degree in Water Resources Management, Natural Resource Management, Environmental Management, Hydrology, Hydro Engineering, Civil or Environmental Engineering, or equivalent (in some engineering discipline with a master\u2019s degree closely related to the scope of the work). The KE1 we would like to propose has more than 30 years of vast professional experience in the water sector, including hydrological modelling, hydraulic modelling (HEC-RAS, MIKE 11), preparation of Flood Hazard and Risk Maps in multiple countries, and Team Leadership for international River Basin Flood Risk Management Plans. The educational background is in Electrical Engineering \u2013 Information Technologies; however, the professional profile demonstrates long-term practical and technical engagement across all relevant water-related engineering disciplines. Could you please clarify whether such a profile would be considered compliant under the \u201cequivalent engineering discipline closely related to the scope of the work\u201d provision?<\/p>\n
A3 : <\/b>While a degree in Electrical Engineering \u2013 IT is not a traditional water-related engineering discipline, the \"equivalence\" provision in the ToR allows for an assessment of whether the candidate's specific engineering background has been utilized in a manner \"closely related to the scope of work.\" A final determination on compliance cannot be made in advance of the formal evaluation. <\/b>However, during the evaluation of the Technical Offer, the Committee will assess whether the candidate's degree is in compliance with the requested requirements.<\/p>\n
Q4:<\/b> Separation of Team Leadership and Project Management Functions<\/p>\n
The ToR designates KE1 simultaneously as Team Leader, Hydrology and Hydraulic, and Project Management. We request clarification regarding this requirement. Project management, in contractual and legal terms, is a function of the contracting company and includes administrative, financial, contractual and quality assurance responsibilities. The Project Manager stands behind the project on behalf of the company and carries institutional responsibility for delivery, reporting, financial management and compliance. This function is distinct from technical team leadership. If KE1 is for example proposed as an external Key Expert, it is unclear under which legal or contractual authority that individual would act as Project Manager on behalf of the contracting entity. We therefore propose to exclude the Project Management function from KE1\u2019s scope in all cases and to treat project management as a separate company-level responsibility. Accordingly, time and costs related to project management (administrative, financial, contractual and QA management) would be included in the Financial Offer under \u201cOther Costs\u201d or another appropriate budget line, and not under KE1. Kindly confirm whether this interpretation is acceptable and whether KE1 is expected to perform technical team leadership only, without assuming administrative, financial or contractual management responsibilities.<\/p>\n
A4 :<\/b> The \"management\" requirement for KE1 refers to Technical Team Leadership<\/b>\u2014specifically the coordination of multidisciplinary experts and delivery of technical outputs as per \u201cTable 1 \u2013 Required qualifications for the Team of Experts\u201d of the call for offers document. Regarding the structure of the financial offer is the responsibility of the tenderer.<\/p>\n
Q5:<\/b> I would like to inquire on this assignment on the issues surrounding maximum amount for this assignment being USD 36,000 for 5 key experts and for a duration of 8 months. you also mentioned that this amount includes all other costs, including travels, income taxes and any other amount payable or cost that may be required for the completion of the work\/service, including VAT. How this proposed amount was arrived at<\/p>\n
A5:<\/b> Please note that this assignment is an update<\/b> of the existing Transboundary Flood Risk Management Plan (FRMP), specifically focusing on the White Drin Sub-Basin (Kosovo component). The Consultant will be provided with the existing plan and data; therefore, the scope is limited to reflecting recent developments rather than developing a new plan from scratch. The budget was determined based on the proportional technical effort required for this specific sub-basin update relative to the original basin-wide contract. We consider the 8-month duration sufficient for the required institutional consultations . Furthermore, the maximum amount for this call is fixed, and it is the responsibility of the Tenderer to propose a methodology and team mobilization that fits within these financial terms.<\/p>\n
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