ANNEX II: TERMS OF REFERENCE
1. BACKGROUND INFORMATION
Project name: IMPEFO – IMprovement of cross – border cooperation between Moldova and Romania on
PEtroleum and FOod Products
Contracting Authority: Customs Service of the Republic of Moldova
Project general information: The action represents a Large Scale Project, financed by EC through the
Joint Operational Programme Romania – Ukraine – Republic of Moldova.
Project duration – 24 months, Project budget – EUR 3.437.994, 00, Project partners: NATIONAL CUSTOMS
AUTHORITY, Romania. The final beneficiaries of the project are the Customs Service of the Republic of
Moldova and the National Customs Authority of Romania.
Final Results: Building the National Central Laboratory in Chisinau and procurement of three mobile
laboratories (2 for the Republic of Moldova and 1 for Romania);

National Central Laboratory in Chisinau built and equipped with technologies for the analysis of the
petroleum and food products;

1 mobile laboratory for the Romanian authorities and 2 mobile laboratories for the Moldavian ones;
2. OBJECTIVE, PURPOSE & EXPECTED RESULTS
Overall objective
The overall objective of the project of which this contract will be a part is as follows: to promote efficient border
management through the modernization of common cross border points between Romania and Moldova and to
establishing a close cooperation between the border authorities of Romania and Moldova in order to ensure a
higher level of transparency, information reliability and compliance with the customs regulations for the import
and export and transit of petroleum and food products.
3. ASSUMPTIONS & RISK
Assumptions underlying the project

Climatic conditions conducive to the realization of construction works, which may influence the
completion of works and subsequently the building subject to evaluation for the Accreditation.

The political situation remain stable and Government remains committed and able to allocate sufficient
resources to implement the project;

Good cooperation between project team and Contractor

Sustainability of the national currency against the Euro
Risks
•
Risks of human resources: project team does not always have sufficient resources to manage in optimal
conditions at all stages of the project.
•
Financial risks: poor financial forecasting, where resources are undervalued, leading to failure of the
project.
•
Technical risks. Violating the terms and conditions of purchase of equipment and works to the project,
leading to delays in project implementation.
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4. SCOPE OF THE WORK
General
The general purposes of this contract are as follows:
 To assist the applicant in the application for the Accreditation of the Laboratory by the national
accreditation body (MOLDAC), as well as other international body, if the Beneficiary decides so.
 To provide consulting in the evaluation of the Offers for the procurement of the laboratory
equipment for the stationary and mobile laboratories.
4.1.1.
The specific works and services to be provided by the Contractor to provide
methodological and practical assistance to the Beneficiary, namely the Department for
Research and Expertise of Goods (the Customs Laboratory), in particular for:
-
Drafting and review of Technical Specification for procurement procedures for acquisition of laboratory
equipment and Customs Mobile Laboratories including necessary reagents, consumables etc;
-
Review and Finalization of operational procedures (for testing methods) for various products;
-
Reviews and Finalization of Quality and Management System Procedures Manual according to ISO
17025;
-
Elaboration of specific work procedures required for well-functioning of the in the Laboratory, based on
the requirements of ISO 17025;
-
elaboration of procedures for the calculation of uncertainty of different types of measurements;
-
assist the Customs Laboratory of the Republic Moldova and prepare together the Application
for the accreditation of the Laboratory, as well as all documentation required by the National
Accreditation Centre (MOLDAC), in particular:
a) Quality Management and System Procedures Manual;
b) A set of operational procedures work;
c) A set of specific work procedures;
d) Plan of quality analysis, tests that are subject of Laboratory activity, etc..
-
Drafting and conclusion of the Service Contract of the Customs Service with National
Accreditation Centre – MOLDAC;
-
Caring out an internal audit to review the conformity of the Quality System with accreditation
requirements;
-
assistance and consulting in selection of the national standards related to minimum quantities of
samples required to be taken for various products, the sampling procedures and the testing
methods for these products, use of measurement equipment etc..;
-
provide assistance to the Customs Laboratory for preparing the application to the National
Standardization Body for recognition of international standards;
-
Consulting on properly fitting the rooms of the Customs Laboratory premises with equipment,
as well as consulting on their conformity with safety, hygiene and security requirements, etc
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Project management
4.1.2.
Responsible body
Project implementing team of the Customs Service of the Republic of Moldova is responsible for contractual
arrangements. The department for Research and Expertise of Goods (further the Customs laboratory unit) will be
responsible for technical issues.
4.1.3.
Management structure
The project team, which will coordinate the services, will be composed of the following members:

Logistics and Management - Mincu Georgeta, IMPFO Project Manager

Technical Responsible- Emilia Cainarean, head of Unit for Expertise of Goods.
4.1.4.
Facilities to be provided by the Contracting Authority and/or other parties
Project office in the frame of the main office building of the Contracting Authority
5. LOGISTICS AND TIMING
Location: Municipality of Chisinau, Republic of Moldova
Start date & period of implementation: The intended start date is the date of signing of the contract and
the period of implementation is the duration of the project.
Requirements from the Expert
5.1.1.
General requirements
The expert has a crucial role in implementing the contract.
Expert will be subject to approval by the Contracting Authority before the start of the implementation of the
contract. These terms of reference contain expert profiles and the tenderer will have to demonstrate in the offer
that he has the knowledge and experience.
Qualifications and skills



Knowledge for implementation of projects concerning laboratories accreditation, good reporting
skills,
Infrastructure Laboratory experience, good knowledge of laboratory technologies and work,
knowledge of written English and Romanian
General professional experience
-
Minimum 15 years of general work experience
Experience of collaboration with public authorities in the field of MSTQ – min 5 years
Specific professional experience
Minimum 10 years of specific experience, including consulting for the accreditation processes.
-
Knowledge of local/ national and international requirements for the accreditation of the laboratories
Minimum 5 years of experience in the field of laboratories accreditation
5.1.2.
Support staff & backstopping
Backstopping and support staff costs must be included in the fee rates.
n/a
Office accommodation
Office accommodation, including one desk PC station of reasonable standard can be provided by the Beneficiary,
in the PIT office, at Customs Services premises.
Equipment
No equipment is to be purchased on behalf of the Contracting Authority as part of this service contract or
transferred to the Contracting Authority at the end of this contract.
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Incidental expenditure
n/a
Lump sums
The requested services will be paid on a lump sum basis, according to the deliverables provided.
6. REPORTS
Reporting requirements
To summarise, in addition to any documents, reports and output specified under the duties and responsibilities of
the expert, the Contractor shall provide the following reports:
Name of report
First Tender
Evaluation Report
Content
Number of
days
20 days
Participation in Technical compliance evaluation,
independent view on the offers received by the Beneficiary
as a result of the international tender procedures for Mobile
Laboratories and for stationary Laboratory Equipment.
Analysis of existing situation and proposals regarding additional
work to be done by the Laboratory staff for preparation of
application for Accreditation
Final Report,
including the Final
Draft Quality and
Management System
Procedure Manual
Description of progress of implementation and provision of
deliverables mentioned in the para. 4.1.1, attaching the List and
the documentation prepared for execution of the contract and the
Application for the Accreditation of the Customs Laboratory.
20 days
7.1 Reporting requirements: The Contractor shall submit the following reports to the Contracting
Authority in accordance with the below stipulations:
7.1.1 First Tender Evaluation Report – will consist of independent view on the offers received by the
Beneficiary as a result of the international tender procedures for Mobile Laboratories and for stationary
Laboratory Equipment.
7.1.2 Final Report
The reports should cover recapitulation of previous activity, Draft Manual, Activities undertaken,
Discordances, Activity planned for the next month, Existing and arising problems, Identification of the
weak points, Suggestions and proposed recommendations for improvement. The report should cover
recapitulation of activities under present assignment, including the copy of the Application of the
Customs Laboratory for the accreditation process (TBC)
7.1.3 Submission & approval of reports - The reports must be written in Romanian, in case of necessity
summary to be provided in English.
7.2
Timing:
First Report: within 20 days after the starting of the assignment;
Final Report: with the completing of the activities envisaged (Note: A draft final report should be presented 10
days before the conclusion of the contract).
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7. MONITORING AND EVALUATION
Definition of indicators
The monitoring of the services of the Contractor will be monitored by the Project manager and technical
responsible on the base of the elaborated reports realised during project implementation process and achieved
project results according Project Logical Frame.
Special requirements - None
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