Project Description: The European Bank for Reconstruction and Development (the “EBRD” or the “Bank”) is in the process of providing a loan to the Air Navigation Service Provider (“ANSP”) of Ukraine (“UkSATSE” or the “Client”) in order to finance the time critical upgrading of hardware and software essential for efficient Air Traffic Management functioning in Ukraine in line with the harmonisation programme with Single European Sky (“SES”) programme (the “Project”).
UkSATSE will establish a Project Implementation Unit (“PIU”) charged with the responsibility to manage, co-ordinate, supervise and monitor the implementation of the Project in liaison with the Bank. The Client now intends to engage a consultant (the “Consultant”) to assist the PIU with the Project implementation and reporting to the Lender (the “Assignment”).
Assignment Description: The overall objective of the Assignment is to facilitate the timely and effective implementation of the Project through preparation of the tender documents based on the technical information provided by the client assistance and advice on the tender evaluation with the preparation of the evaluation report in the EBRD format, contracting and contracts implementation and administration, monitor the working conditions, reporting to the Bank and general support including the planning of training and transition to the new systems. Particular attention shall be paid to the harmonization, interfacing and time linkages between the different contracts.
The Assignment shall be carried out in two phases with the commencement of Phase 2 dependent on UkSATSE’s and the Bank’s satisfaction with the performance of the Consultant during Phase 1 and subject to the EBRD’s loan being signed and declared effective.
PHASE 1
Task 1: Preparation of the Tender Documents and provision of technical and operational support for the works, goods and services to be procured
In order to meet the above objectives, the Consultant shall, inter alia:
- review and suggest amendments to the procurement plan of the Project and assist in optimizing the tendering strategy;
- assist UkSATSE with establishing appropriate qualification criteria and drafting of the prequalification documents, if needed;
- prepare the tender documents in compliance with EBRD Procurement Policies and Rules;
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review the technical information provided by the client for compliance with
- support UkSATSE to obtain the EBRD’s “no objection” on Tender Documents;
- ensure compliance of the tender documents with the requirements of the environmental covenants as stipulated in the EBRD’s loan documentation;
- assist UkSATSE in drafting of the necessary technical and tender/contractual documents needed to outsource the production of the preliminary and detailed design, if applicable (note that this task does not cover the production of the preliminary and detailed design).
Note that at the time the Assignment begins the technical documentation will be substantially completed. The development of the documentation is being done by UkSATSE.
Task 2: Organization and Management of the Tendering Process for the works, goods and services to be procured
The Consultant shall assist the PIU with the organization and management of the tendering process for each contract, including the following:
- assistance in the preparation of clarifications and amendments to the tender documents if required during the tender process;
- assistance in the preparation for evaluation and evaluation of the tenders, tender clarification meetings in case of two-stage tendering;
- assistance in preparation of the draft tender evaluation report using the EBRD standard forms;
- assistance in achieving the Bank´s ”no objection”;
- assistance in the finalisation of the contract with the winning tenderer, notification of contract award and notices to the unsuccessful tenderers;
- support UkSATSE in resolving complaints, if any.
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to ensure that all procedures and documents (contracts) are in compliance with:
- applicable international (commercial) laws and international agreements,
- EBRD procurement policies and rules and any other covenants in the loan and between UkSATSE and the Bank,
- Good business and industrial practice.
- assist in bringing all the Project documents and procedures in accordance with International Quality Assurance Standards.
PHASE 2
Subject to UkSATSE’s and the Bank’s satisfaction with the performance of the Consultant during Phase 1 and subject to the EBRD’s loan being signed and declared effective, the Consultant shall undertake Phase 2 of the Assignment and shall carry out the following tasks:
Task 3: Contract Implementation and Administration.
The Consultant’s role will be limited to providing assistance and advice to UkSATSE’s PIU and Project Manager/s.
The Consultant shall:
- assist UkSATSE and if necessary participate in progress meetings between UkSATSE and suppliers (progress review and ”go-no go” decisions);
- review interface between the different contracts;
- assess requests for modifications submitted by the contractors, and advise UkSATSE on whether or not to accept the modifications;
- assist UkSATSE in resolving claims from the contractor(s) and arranging for counterclaims, if justified and consistent with the contract;
- monitor the physical progress of implementation against the timetable, bringing to the immediate attention of the PIU any significant variations, the reasons for such variations, their impact on completion of the project and recommending remedial action, if necessary;
- monitor Project costs against cost estimates, bringing to the immediate attention of PIU and the Bank any significant variations, the reasons for such variations, their impact on completion of the project and recommending remedial action, if necessary.
- monitor that the working conditions are in compliance with national labour laws and health and safety regulations and international good practice in these areas.
Status of Selection Process: Interested firms or group of firms are hereby invited to submit expressions of interest.
Assignment Start Date and Duration: The Assignment is expected to commence in Q4 2015 and has an estimated overall duration of twenty-four months.
Maximum Budget available for the Assignment: EUR 295,000 (exclusive of VAT).
The Consultant must determine whether any indirect taxes/VAT are chargeable on the proposed services and state the basis for such in the response to the Notification. If any indirect taxes/VAT are chargeable from the Consultant, they are paid by the Consultant. If any indirect taxes/VAT are chargeable from the Client, they are paid by the Client.
Funding Source: Austrian Technical Assistance Co-operation Fund.
Eligibility: Consultancy firms shall be entities registered in Austria and all experts proposed by the entity to work on the assignment must be either Austrian nationals or permanent residents of Austria However, up to a maximum of 25% of the maximum contract amount may be used to finance services of local experts who are nationals of Ukraine or consultancy firms of Ukraine.
Consultant Profile: Corporate services are required. The Consultant shall be a firm or a group of firms with significant prior experience in delivering similar assignments using procurement rules of international financial institutions (“IFIs”) such as EBRD, World Bank, ADB or equivalent procedures of other IFIs.
The Consultant shall be responsible for mobilisation of qualified procurement and technical specialists and other professional staff with the proven hands-on experience in the procurement, implementation and administration of similar projects in comparable legal and regulatory environment and under IFI procurement rules. Where staff do not speak the local language, interpretation and translation will be the responsibility of the Consultant.
Submission Requirements: In order to determine the capability and experience of Consultants seeking to be to be selected, the information submitted should include the following:
- Company/group of firms’ profile, organisation and staffing (max/. 2-4 pages)
- Details of previous project experience or similar assignments, including information on contract value, contracting entity/client, project location/country, duration (mm/yy to mm/yy), expert months provided (if different from duration), main activities, objectives.
- CVs of key experts who could carry out the Assignment detailing qualifications, experience in similar assignments, including information on contracting entity/client, project location/country, duration (mm/yy to mm/yy), expert months provided, assignment budget, main activities, objectives.
- Completed Consultant Declaration and Contact Sheet, the template for which is available from the following web-link:
http://www.ebrd.com/pages/workingwithus/procurement/notices/csu/contact_sheet.doc
- A copy of the Consultant's valid company registration certificate confirming that the firm is registered in Austria.
The expression of interest shall not exceed 20 pages (excluding CVs and Consultant Declaration and Contact Sheet).
One original and four copies in both English and Russian (or Ukrainian) should be submitted to the Client in an envelope marked “Expression of Interest for “Ukraine: Ukrainian State Air Traffic Service Enterprise (UkSATSE) – Assistance to the Project Implementation Unit (PIU)”, to reach the Client not later than the date stated above. One further electronic copy in English should be submitted to the EBRD’s contact person by the same due date.
Important Notes:
- Following this invitation for expressions of interest, a shortlist of qualified firms will be formally invited to submit proposals. Consultant selection and contracting will be subject to availability of funding.
- Shortlisting criteria and respective weightings are as follows:
- Capacity of the Firm: size, financial capacity and qualification of potential staff – 10%;
- General qualification: Firm’s experience in the successful delivery of Project Implementation Support assignments linked to the Air Navigation Services and/or Aviation sector/s of similar complexity and value preferably undertaken within the last 10 years - 20%;
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Firm’s Specific Experience:
- experience with the projects of similar complexity in Air Navigation Services area preferably undertaken within the last 15 years – 30%;
- experience in preparing similar projects using procurement rules of International Financial Institutions, such as the EBRD, World Bank or ADB or equivalent procedures of other IFIs - 30%;
- Firm’s experience in implementing projects in Ukraine and/or CIS countries or countries with similar conditions (e.g. language, technical standards, design and construction laws and regulations) – 10%.
Client Contact Person:
Igor Blinov, Nataliia Kravchuk
Ukrainian State Air Traffic Service Enterprise (UkSATSE)
Airport Boryspil, Kyiv region, Ukraine, 08307
Email: blinov_is@uksatse.aero, kravchuk_ny@uksatse.aero
Tel: +38044 351 59 43, +38 044 351 58 66
EBRD Contact Person:
Viv Lewis-Headlam
European Bank for Reconstruction and Development
One Exchange Square
London EC2A 2JN
Email: lewishev@ebrd.com
Tel: +44 20 7338 6885
Fax: +44 20 7338 7451
