Single Stage Open Competitive Selection – Request for Proposals
27/07/2020 EBRD'S RESPONSE TO REQUESTS FOR CLARIFICATIONS ARE AVAILABLE VIA THE FOLLOWING LINK
16/07/2020 THE DEADLINE FOR THE SUBMISSION OF PROPOSALS HAS BEEN EXTENDED TO FRIDAY 7TH AUGUST 2020
The European Bank for Reconstruction and Development (the “EBRD” or the “Bank”) helps governments and municipalities to identify, prioritise and implement green investment in public buildings. This helps our clients to reduce operational costs, extend the life of buildings and improve standards of health, safety and comfort.
Under that context, the EBRD has launched the “Programme for supporting identification, scoping, preparation, procurement and implementation of Green Economy Transition (“GET”) investments in street lighting and public buildings in Romania” (the “Programme”).
One project proposed under the Programme is in Brasov (the “City”), one of the largest cities in Romania with approximately 400,000 inhabitants. The City requested a loan from the EBRD of up to EUR 10 million (or RON equivalent) for the energy efficiency rehabilitation of 6 (six) public buildings (4 schools and 2 public administration buildings), which are in poor condition and characterised by low energy performance.
The investments foreseen under the EBRD loan to the city of Brasov are expected to significantly improve the buildings’ performance, health and comfort levels through energy efficient rehabilitation of the buildings envelop, cooling and heating systems, lighting, and water and power management (the “Project”). The overall purpose of the Project is to increase energy efficiency of the buildings, reduce CO2 emissions, reduce operating costs and improve local air quality.
Thus, the Bank intends to select and contract a consultant (the “Consultant”) to provide the following services:
• Review the existing documentation, update and finalise the energy audits and CAPEX plan for the buildings
• Check that the resulting indicators satisfy the eligibility thresholds for financing under the EBRD Green Cities programme and suggest further measures to improve the energy efficiency and other indicators, as needed
• Undertake (i) an Environmental & Social (E&S) gap analysis, of the City and the project in relation with the Bank’s Performance Requirements (PRs, available at https://www.ebrd.com/who-we-are/our-values/environmental-and-social-policy/performance-requirements.html) based on an EBRD’s questionnaire to be prepared by the City with Consultant’s support; and (ii) prepare an E&S action plan addressing the identified gaps.
Subject to confirmed eligibility and feasible project proposal, the consultant will further support the City as follows:
• review, update and finalise the technical and economic documentation according to Romanian legislation (“DALI”) for the Bank and the City, based on the existing studies prepared by the City in the case of 2 buildings, and prepare the DALI for the other 4 buildings, for which the City has not finalised the needed studies to date
• prepare the procurement documentation
• support the City during the tendering and contracting process, by taking into account EBRD’s Procurement Policies and Rules (“PPR”).
The overall objective of the assignment is to support the project preparation and advise the Bank, in order to take a decision on the prospective financing. In addition, subject to confirmed eligibility and feasible project proposal under the Green Cities Program, the Consultant will support the City with preparation of procurement documentation as well as provide support during the tendering and contracting process.
The Consultant will assess the investments presented by the City for EBRD’s financing. The Consultant will, taking into account the EBRD’s PPRs, verify that the investments fit within the scope of the proposed Project and within the estimated budgets of the Project.
The Consultant will start with a detailed site visit in maximum one week from mobilisation, in order to properly carry out the tasks of the assignment.
NB: COVID restrictions are already significantly reduced for travel within the country, so local experts can travel on business, for site visits etc. Restrictions for international travel are expected to be reduced as well, so international experts could also travel to Romania in the future. However, in case restrictions will not be reduced or they will be reinforced, the selected Consultant will agree with the EBRD’s Operation Leader on the best way forward.
The detailed scope of work and services (the “Services”) of the Assignment are further described in the Full Terms of Reference (the “ToR”) which can be accessed from the following link:
Consultant Selection Procedure: Single stage open competitive selection. Interested firms or a group of firms are invited to submit a Technical and Financial Proposal.
Assignment Start Date and Duration: The Assignment is expected to start in August/September 2020 and has an estimated overall duration of 12 months.
The Start Date will depend on the travel conditions and restrictions imposed by governments to combat the spread of the COVID-19 virus, in the countries the experts are required to travel to, if applicable, to ensure their safety.
Cost Estimate for the Assignment: EUR 300,000 (exclusive of VAT).
Funding Source: This assignment will be funded by the Global Environment Facility.
Eligibility: There are no eligibility restrictions based on the consultant's country of origin.
Consultant Profile: Corporate services are required. The Consultant will be a firm or a group of firms.
It is expected that the assignment will be led by an appropriately qualified team leader and engineer, accompanied by both key and supporting experts. Based on the fields of expertise and the tasks mentioned above, The Consultant's expert team is expected to include the following key experts (the 'Key Experts'):
• Key Expert 1 - Team Leader with an engineering degree or equivalent qualification, with preferably a minimum of 10 (ten) years professional experience in the field of buildings rehabilitation and energy efficiency refurbishment, with comprehensive experience of similar assignments internationally. He/she should demonstrate management and administration experience, including experience with procedures of international financial institutions (preferably EBRD procedures);
• Key Expert 2 - Technical Specialist - construction engineer, HVAC engineers with preferably 5+ (five) years relevant experience in buildings rehabilitation and energy efficiency refurbishment;
• Key Expert 3 - Procurement Specialist – demonstrates good knowledge and experience in IFIs procedures and rules on public procurement policies and extensive experience in drafting and/or implementation of works contract under FIDIC General Conditions of Contract
• Key Expert 4 - Financial and Legal Expert – able to demonstrate a good understanding of Romanian legislation and current practice on works contracts, including civil code, construction laws, energy efficiency laws and public finance legislation
• Key Expert 5 - Environmental and Social Specialist with specific expertise in buildings rehabilitation, energy efficiency refurbishment and public transportation. He/she should have a good knowledge and understanding of the EBRD environmental requirements, demonstrated experience of previous work with IFIs and with utilities in Romania.
The key experts must be fluent in English may be complemented by other team members and support services to cover all tasks specified in the Terms of Reference. As such the list of key experts is not an exhaustive list of all skills and competencies needed to fulfil this assignment. Consultants should note that one person could have more than one role (e.g., the Team Leader could also be a specialist) and one role could be filled by more than one person.
The Consultant should ensure that the appropriately qualified experts are available, as required, for each of the different tasks outlined above.
The Consultant should integrate local experts with technical knowledge of the buildings rehabilitation planning, design, implementation and operations. The Consultant shall engage Romanian speaking staff on their team or arrange for translation/interpreting when necessary. All experts must be independent and free from conflicts of interest in the responsibilities accorded to them.
Submission Requirements: The consultants are now invited to submit a completed Technical and Financial Proposal as per the standard templates and instructions available:
Interested Consultants should make themselves familiar with these Standard Templates, Standard Instructions and Conditions of Contract in preparation of their proposals.
• The Technical Proposal shall be submitted in English electronically via eSelection not later than the Closing Date, as one single PDF file. The technical proposal should not exceed 20 pages excluding the Declaration Form and CVs (Form 1- TP 1 and Form 1 – TP 6).
• The Financial Proposal (Form 2 – FP 1 and FP2) shall be submitted in English separately by email only to the following email address: firstname.lastname@example.org. Consultants are reminded of the requirement to ensure the confidentiality of the Financial Proposals. A Technical Proposal that contains elements of a financial proposal shall be declared non-responsive.
A Technical Proposal that contains elements of a financial proposal shall be declared non-responsive.
A Financial Proposal submitted together with the technical proposals via e Selection shall be declared non-responsive.
For the avoidance of doubt, technical proposals should be sent through eSelection and NOT to the above email address. Financial proposals should be sent to the above email address and NOT through eSelection or Bank Contact Person.
Bank Contact Person:
European Bank for Reconstruction and Development
One Exchange Square
London EC2A 2JN
e-mail: GarlickJ@ebrd.com (submissions should be sent through eSelection and NOT to this email address)
Deadline to Submit Clarification Questions: Via e-mail to the Bank Contact Person by 10/07/2020.
Selection Method and Evaluation Criteria:
Technical Proposal Evaluation Criteria
• Consultant’s previous project experience in similar assignments (30%)
• Experience in the Programme Countries or EBRD Countries of Operations (10%)
• Quality of the methodology proposed for the Assignment (20 %)
• CVs of the Key Experts (40 %).
The minimum technical score (St) required to pass is 70.
Opening of Financial Proposals
After the technical evaluation is completed, only the submissions which score 70 or above of the total marks available for the technical criteria will be eligible to have their financial proposals opened.
Combined Technical and Financial Evaluation
The lowest evaluated Financial Proposal (Fm) is given the maximum financial score (Sf) of 100. The formula for determining the financial scores (Sf) of all other Proposals is calculated as follows:
Sf = 100 x Fm/ F, in which “Sf” is the financial score, “Fm” is the lowest evaluated Financial Proposal, and “F” the price of the Proposal under consideration.
Proposals are then ranked according to their combined technical (St) and financial (Sf) scores using the weights (T = 80; F = 20) T + F = 100 as follows: S = St x T% + Sf x F%.
• The proposal validity period is 120 days from the deadline date for the receipt of submissions. During this period, the Consultant shall maintain its original Proposal without any change, including the availability of the Experts, the proposed rates and the total price.
• The selection will be made from the Proposals received in response to this notification only, on the basis of the submission requirements and selection criteria set out in this Procurement Notice. The highest-ranked Consultant will be selected and invited to negotiate the contract.
• Any updates of and clarifications on this procurement notice shall be announced as updates on this notice, without any other notification. In the event of changes consultants will need to download the updated versions. Consultants are required to periodically check the notice for updates. Failure to take the updates into account while preparing the Proposal may result in disqualification or penalties to the scores in the evaluation.