Turkey: Izmir Metro Project II - Corporate Development and Implementation Support Services

Procurement ref:

71462

Location:

Turkey

Business sector:

Municipal and environmental infrastructure

Contract type:

Consultancy Services

Notice type:

Invitation for expressions of interest (CSU)

Issue date:

09 Nov 2017

Closing date:

07 Dec 2017   at  16:00   Izmir

Clarification 10/11/2017: The title of this assignment has been amended and shall now read: Turkey: Izmir Metro Project II - Corporate Development and Implementation Support Services.

Executing Agency (Client):
Izmir Metropolitan Municipality – Head of Suburb and Rail System Investments Department

The Client Contact Person:
Mehmet Oguz Ergenekon
Tel : 0090 232 293 16 91
Fax: 0090 232 293 36 25
Email: ibbrsistem@gmail.com

Electronic copies of all expressions of interest will be sent to the following additional email address: gulayuysal84@hotmail.com

The EBRD Contact Person:
Sophie Medert
European Bank for Reconstruction and Development
One Exchange Square
London EC2A 2JN
Tel: + 44 20 7338 7371
Fax: +44 20 7338 7451
E-mail: MedertS@ebrd.com

Project Description:
Izmir Metropolitan Municipality (“IMM”, the “Client” or the “City”) is the third largest metropolitan area of Turkey with a population of approximately 4.2 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, 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 (“EBRD” or the “Bank”) promoted this important development by co-financing the modernisation of the ferries and the traffic control system in 2013 and the procurement of 85 metro vehicles in 2014.

Izmir Metro (the “Company”) was established in 2000. The metro system in the City is primarily an above ground metro system carrying 215,000 passengers per day with 87 carriages, a 19 km network and 17 stations. Nineteen (19) new metro sets (85 rail cars co-financed by EBRD and 10 rail cars financed in 2014 from the City’s own budget) are added to the metro fleet to support the increasing ridership between transfer stations as well as the new metro stations that will be in service as part of the metro extension projects. The existing LRT system consists of one line which starts from Fahrettin Altay station in the southern part of the metropolitan area and runs towards northeast to end at Evka-3 in Bornova.

The EBRD is now considering financing the extension of the current metro line from Fahrettin Altay to Narlidere Kaymakamlik (the “Project”). The Project includes the construction of 7.2 km extension and seven underground stations linking the western districts of the City to the public transportation. The extension of the current metro system and further integration of the metro system with existing transport modes will enable the provision of frequent and efficient services to Izmir residents in a way that is fast, reliable, comfortable, and environment-friendly, providing an alternative to the use of cars.

As part of the Project, the City is now seeking a consultant (the “Consultant”) in assisting the implementation of investments and to provide support to a Project Implementation Unit (“PIU”) which will consist of procurement and technical specialists from the City’s relevant departments and technical specialists from the Company (the “Assignment”). The PIU will be established in the Municipal Rail Systems Department and is aimed to ensure a transparent procurement process as well as assistance with technical acceptance, documentation and training.

The City's procurement department is experienced and fully verse in carrying out procurements under the Turkish Public Procurement Law, including large and complex contracts. They placed a contract for passenger’s ferries and also for metro vehicles 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 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 providing assistance ensuring the implementation arrangements are understood, and followed adequately, and the Loan Agreement (the signing of the Loan Agreement is expected in Q1 2018) requirements timely met. It is considered an advantage that the Consultant will directly support existing Client's department and its personnel as this will ensure knowledge transfer being retained.

Assignment Description:
The Consultant is expected to provide support to the PIU 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 including the environmental and social (E&S) requirements. 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 Assignment is to facilitate the timely and effective implementation of the Project by rendering assistance to the Client in the implementation of the Project, including design, all aspects of procurement and disbursement, and environmental and social (E&S) requirements.

With the involvement of the Consultant, the Client will have access to the best practice in the implementation of the Project and procurement of works, goods and services, as well as advice on specific technical issues including E&S requirements.

The Consultant will also prepare a Corporate Development Programme for Izmir Metro Company where it will provide assistance with corporate accounting and management practices, review of existing Public Service Contract (“PSC”) performance and monitoring indicators, asset management practices, operation of park-and-ride facilities and further efficiency improvements and private sector involvement. This will notably include the following tasks:

a)Provide project management support to the City’s Rail System Department to co-ordinate, administer, manage, monitor and evaluate all aspects of the Project, including project implementation, contract and financial administration;
b)Ensure that all reports required by the EBRD for implementation of the project and the loan are submitted on schedule;
c)Ensure that the project’s risks mitigating measures are duly implemented.
d)Arrange preparation of the prequalification, if any, and tender documents for procurement of works and goods;
e)Arrangement of the tendering procedure for works and goods, including evaluation of tenders and drafting tender evaluation reports.
f)Administration of contract implementation including, where appropriate, works supervision or assisting  with works supervision; and,
g)Assistance in all environmental and social (E&S) aspects.
h)Arrange timely disbursements under the contracts.

The full Terms of Reference can be accessed here.

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 Q1 2018 and has an estimated overall duration of 42 months.

Cost Estimate for the Assignment: EUR 275,000 (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: It is anticipated that the contract will be financed by the EBRD’s Shareholder Special Fund. Selection and contracting is subject to the availability of funding.

Eligibility: There are no eligibility restrictions.

Consultant Profile: Corporate services are required. The Consultant will be a firm or a group of firms with preferably previous project experience related to:

a)implementing similar projects of comparable nature and scope, preferably within the last 10 years, including, amongst others but not limited to, experience in the planning of public transport lines and experience in identifying and implementing commercialising activities in the public sector;
b)project management experience gained in countries similar to the project sites with International Financial Institutions, such as the IFC, ADB, EBRD or similar.

It is expected that the Consultant’s team should include at least the following key experts:

Project Manager:
-B.Sc. degree in civil engineering or similar
-Preferably 15 years’ experience in urban rail design and construction or construction supervision
-Preferably 8 years as project manager or team leader for similar projects
-Preferably more than 5 years’ experience in procurement rules of Multilateral Development Banks and implementation of contracts under FIDIC conditions of contracts
-Fluent in English
-Fluency in Turkish would be an advantage

Technical expert in urban rail:
-B.Sc. degree in civil engineering or similar
-Preferably 10 years’ experience in urban rail design, construction and/or construction supervision
-Experience in preferably minimum 2 similar assignments (review of or design of urban rail network infrastructure)
-Have all the relevant qualifications requested by the Turkish laws to review designs and technical specifications for works in the urban rail sector
-Experience in procurement rules of Multilateral Development Banks and implementation of contracts under FIDIC conditions of contract
-Fluent in English and Turkish

Procurement and Contracts Specialist:
-B.Sc. degree in civil engineering, economics, law or similar relevant qualifications.
-Preferably 10 years’ experience in contracting and procurement of works, goods and service contracts related to construction sector
-Preferably 5 years as contracting and procurement expert for projects financed by Multilateral Development Banks
-Experience in preferably minimum 2 projects in the last 7 years related to procurement of works under procurement rules of Multilateral Development Banks and FIDIC conditions of contract
-Fluent in English and Turkish

Financial Expert:
-B.Sc. degree in finance, accounting, economics or similar relevant qualifications
-Preferably 10 years’ experience in accounting, audit or finance
-Experience in financial reporting for projects financed by Multilateral Development Banks of International Donors
-Expertise in setting up financial management system suitable for the Project and to satisfy the Multilateral Development Banks or International Donors requirements for disbursement
-Knowledge of requirements of Turkish legislation concerning issues relevant to this procurement would be an advantage
-Fluent in English
-Fluency in Turkish would be an advantage

Environmental Specialist:
-B.Sc. degree in biology, environment or similar
-Preferably 5 years’ experience in environmental studies and EIA impact assessment
-Specific experience in environmental requirements according to Local law
-Fluent in English
-Fluency in Turkish would be an advantage

Health and Safety Specialist:
-B.Sc. degree in relevant sector
-Preferably 5 years’ experience in similar projects
-Specific experience in safety of construction for infrastructural projects
-Good knowledge and understanding of EBRD’s environmental and social requirements and past experience of assistance in their successful implementation
-Fluent in English
-Fluency in Turkish would be an advantage

Social Specialist:
-B.Sc. degree in relevant sector
-Preferably 5 years’ experience in similar projects within the required sector
-Good knowledge and understanding of EBRD’s environmental and social requirements and past experience of assistance in their successful implementation as well as good understanding of implementation of social requirements in public sector projects.
-Fluent in English
-Fluency in Turkish would be an advantage

It should be noted that for all experts knowledge of requirements of Turkish legislation concerning public service entities, finance and accounting will be considered an advantage.

Submission Requirements: In order to determine the capability and experience of Consultants seeking to be selected the information submitted should include the following:

1. Company/group of firms’ profile, organisation and staffing (max. 2-4 pages).

2. Details of previous project experience or similar assignments particularly 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 (if different from duration) , main activities, objectives.

3. Proposed approach, work plan and methodology.

4. 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.

5. Financial proposal presented in the breakdown of costs format using the template via the following link.

6. Completed Consultant Declaration Form 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.

The above information shall not exceed 20 pages (excluding CVs, Consultant Declaration, Contact Sheet and Financial Proposal).

The expression of interest (including Section 1 – 4 and 6 of the Submission Requirements above) WITHOUT THE FINANCIAL PROPOSAL should be submitted, in English and Turkish via clearly named email (pdf) to the Client’s contact person, to reach the Client not later than the closing date and time. One additional copy shall reach the Bank’s contact person by the same due date. The document shall be one file (pdf). The Client reserves the right to reject applications of firms submitting more than one file. Only if any limitation on the permissible file size is exceeded, the Consultant may split the expression of interest into further files.

In a separate email, the Financial Proposals should be submitted, in English and Turkish via clearly named email (pdf) to the Bank’s contact person only, to reach the Bank not later than the closing date and time.

Please note that a breach of this submission procedure may lead to exclusion of the selection process.

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. The shortlist criteria are as follows:
a)Lead Firm/Consortium’s previous project experience in implementing similar projects of comparable nature and scope, preferably within the last 10 years, including, amongst others but not limited to, experience in the planning of public transport lines and experience in identifying and implementing commercialising activities in the public sector (40%)
b)Lead Firm/Consortium’s previous project experience in identifying project management experience gained in countries similar to the project sites with International Financial Institutions, such as the IFC, ADB, EBRD or similar and implementing commercialisation activities in the public sector (20%);
c)CVs of Key Experts with relevant experience as per the above (40%)