Izmir Metro Project – Procurement and Implementation Support

Procurement ref:

46029

Location:

Turkey

Business sector:

Municipal and environmental infrastructure

Funding source:

Austrian Fund for Municipal Infrastructure

Contract type:

Consultancy Services

Notice type:

Invitation for expressions of interest (CSU)

Issue date:

23 Apr 2015

Closing date:

22 May 2015   at  14:00   Izmir

Executing Agency (Client): Izmir Metropolitan Municipality
 
Assignment Description
 
Izmir is the third largest metropolitan area of Turkey with a population of nearly 4 million. It is growing fast and rapid motorisation is creating high levels of congestion, air and noise pollution and accident rates. To foster economic growth and increase the quality of life for its residents, in 2010 the City of Izmir (the “City”) initiated a Transport Master Plan, designed to relieve the traffic congestion with an integrated urban transport system. The European Bank for Reconstruction and Development (the “EBRD” or the “Bank”) promoted this important development by co-financing the modernisation of the ferries and the traffic control system in 2013.
 
Izmir Metro (the “Company”) was established in 2000. The metro system in the City is primarily an above ground Light Rail Transit (“LRT”) system carrying 200,000 passengers per day with 77 carriages, a 15 kilometre network and 14 stations.  A commuter rail system (“IZBAN”), which is a joint venture between the Turkish State Railways and Izmir, is the largest Turkish suburban commuter rail system with 225,000 daily passengers, a 99 unit fleet and an 80 kilometre network.
 
Within the Transport Master Plan, the next priority is to extend the network and capacity of the Metro.  Alongside the extension of IZBAN, Izmir Metro will build 20 kilometres of track and buy an additional 85 LRT carriages.  
 
The European Bank for Reconstruction and Development (“EBRD” or the Bank”), together with the International Finance Corporation (“IFC”), the French Agency for Development (“AFD”) and ING Bank, is financing the City’s acquisition of 85 light LRT carriages (the “Project”). The EBRD also aims to bring transition impact with the introduction of key performance indicators and through the promotion of commercialisation of the metro stations and outsourcing of non-core activities.  The Project will foster new ways of financing, procuring, and operating urban transport infrastructure in line with international best practices.
 
The City now intends to engage a consultant (the “Consultant”) to provide support with the implementation and management of a Project Implementation Unit (“PIU”) which will consist of procurement and technical specialists from the City’s relevant departments and the technical specialists from Izmir Metro Company (the “Assignment”). The PIU will be based in the Municipal Rail Systems Department and is aimed to ensure a transparent procurement process for the LRT fleet as well as assistance with technical acceptance of vehicles, spare parts, documentation and training.
 
The City's procurement department is experienced and fully versed in carrying out procurements under the Turkish Public Procurement Law, including large and complex contracts. The City recently placed a contract for passenger’s ferries, assisted by a PIU similar to this appointment and financed by donor funds of the EBRD. However, they have limited experience in following IFI procurement regulations and using internationally recognised conditions of contracts in the English language. The City's procurement department shall be in charge of the management of the procurement process for all the contracts, funded by the Bank, and also those included in the procurement plan. The technical department drafted the technical requirements and will be responsible for all the aspects of technical nature, during evaluation and more importantly the contracts implementation. In order to mitigate the project's risks during implementation it is crucial to provide assistance ensuring that the implementation arrangements are understood and followed adequately, and the Loan Agreement requirements are met in a timely manner. The Consultant’s directly support to the existing Client's department and its personnel would ensure that knowledge is transferred and retained.
 
The Consultant is expected to provide support to the City with the implementation of investments to be financed by the EBRD, ensuring compliance with the financing documents, monitoring the Project as well as advice on specific technical issues. The Consultant will provide assistance in implementing the procurement contracts to ensure compliance with the Bank’s Procurement Policies and Rules (“PP&R”) provisions, and pursuant to all other agreements stipulated in the Loan Agreement signed between the City and the Bank. The Consultant shall ensure that the City seeks and obtains Bank’s No Objection for each contract and/or as deemed necessary during the implementation, pursuant PP&R provisions.
 
The overall objective of the Consultant is to facilitate the timely and effective implementation of the Project by:
  • Assisting with the administration of the contracts and advising the City with respect to all aspects which, in the Consultant’s professional judgment, support the Project’s successful implementation and prevent any action that might constitute a violation of the contract conditions;
  • Supporting the City to comply with the Finance Agreements and any other agreements of the Project;
  • Supporting the City in implementing and monitoring the Project; and
  • If requested, the Consultant will assist the City to provide the Bank with data, advice and information in relation to the contracts which shall be impartial and take due regard of the best industry practices.
 
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 start in Q2 2015 with an estimated overall duration of 3 years.
 
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. If any indirect taxes/VAT are payable, the Client will have to pay indirect taxes/VAT element to the services directly to the Consultant unless otherwise agreed.
 
Funding Source: Austrian Fund for Municipal Infrastructure
 
Eligibility: Consultancy firms shall be entities registered in Austria and all individual 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 Turkey or consultancy firms registered in Turkey.
 
Consultant Profile:
Corporate services are required. The Consultant will be a firm or group of firms with relevant project experience in the management, procurement, design and administration of similar projects and activities in terms of nature, scope and size, preferably in the urban transport sector in Turkey and/or the region. This would include the following areas:
  • Project management experience gained in projects similar in scope, nature and complexity;
  • Experience in preparation of full tender documents, knowledge EBRD Supply and/or Supply and Installation contractual arrangements;
  • Experience in (i) planning and design activities; project management; (iii) engineering; and (iv) procurement of goods, and services and contract administration;
  • Proven knowledge of the procurement policies and rules of EBRD, and/or other International Financial Institutions (IFIs);
  • Relevant expertise in setting up a financial management system suitable for the Project and to satisfy the Bank’s requirements for disbursement;
  • Knowledge of requirements of Turkish legislation concerning issues relevant to this procurement would be an advantage;
  • Turkish speaking support staff would be required.
 The Consultant’s team of key experts should include the following:
  • Project Manager;
  • Technical Expert in urban rail facilities;
  • Multilateral Development Bank Procurement and Contract Specialist;
  • Financial Expert;
  • Environment and Social Expert;
  • Local support staff.
Submission Requirements: In order to determine the capability and experience of Consultants seeking to be selected, the information submitted should include the following:
 
(a) brief overview of the firm/group of firms including company profile, organisation and staffing;
 
(b) details of similar experience of firm or group of firms and related assignments undertaken in the previous five years, including information on contract value, contracting entity/client, project location/country, duration (mm/yy to mm/yy), expert months provided, assignment budget, percentage carried out by consultant in case of association of firms or subcontracting, main activities, objectives;
 
(c) CVs of key experts who could carry out the Assignment detailing qualifications, experience in similar assignments, particularly assignments undertaken in the previous five years, including information on contracting entity/client, project location/country, duration (mm/yy to mm/yy), expert months provided, assignment budget, main activities, objectives.
 
(d) Completed Consultant Declaration and contact sheet, the template for which is available from the following web-link:
 
e) 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 one copy of the expression of interest, in English and in Turkish, shall be submitted to the Client’s Contact Person in an envelope marked “EXPRESSION OF INTEREST for IZMIR METRO PROJECT – PROCUREMENT AND IMPLEMENTATION SUPPORT”, to reach the Client not later than 22 May 2015 at 14:00 hours (Turkey time). The expression of interest should be submitted by email as well.
 
One further electronic copy, in English, should be submitted to the EBRD’s contact person by the same due date.
 
The Client Contact Person:
Mehmet Yildiz
Mechanical Engineer
Izmir Metropolitan Municipality
Izmir  Bel Banliyo ve Rayli Sistem Yatirim;ari Dairesi Baskanligi Cumhuriyet Bulvari No:1, Kat:6/644 Konak/Izmir/Turkiye
Phone: +90 (232) 293 15 06
Fax: +90 (232) 293 36 25
 
EBRD Contact Person:
James Yoo
European Bank for Reconstruction and Development
One Exchange Square
London EC2A 2JN
Tel: + 44 20 7338 6369
Fax: +44 20 7338 7451
e-mail: YooJ@ebrd.com
 
 
Important Notes:
  1. The selection will normally be made from responses to this notification only. Consultants will not be asked to submit a proposal. The highest ranked Consultant will be selected from a shortlist and be invited to negotiate the contract, subject to availability of funding.
  2. Shortlisting criteria and respective weightings are:
  • Firm’s experience in procurement and project implementation support preferably in the urban transport sector  - 35%
  • Firm’s experience of working  on similar projects in Turkey and/or the region - 15%
  • CVs of key experts with relevant experience in accordance with the Consultant Profile- 50%.