Kazakhstan: District Heating Meters Installation Programme - PIU Support Including Procurement of Meters and Lease Contracts’ Monitoring Procedures

Procurement ref:

66900

Location:

Kazakhstan

Business sector:

Municipal and environmental infrastructure

Project number:

6884

Funding source:

EBRD Shareholder Special Fund

Contract type:

Consultancy Services

Notice type:

Invitation for expressions of interest (CSU)

Issue date:

03 Nov 2016

Closing date:

01 Dec 2016   at  16:00   Astana

Executing Agency (Client):
JSC "Fond Razvitiya ZHKH"
Turan Ave, 65, Astana, Kazakhstan

The Client Contact Person:
Alibek Raipov
JSC "Fond Razvitiya ZHKH"
Turan Ave, 65, Astana, Kazakhstan
Email: alibekraipov@gmail.com
Phone: +7 (7172) 49-56-94

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:
The European Bank for Reconstruction and Development (the “EBRD” or the “Bank”) is considering lending to JSC “Fund for Housing Development” (the “Fund”, the "Company", the “Client” or the “Borrower”), wholly owned by the Government of Kazakhstan (the “GOK”) to co-finance the National programme for installation of heat and hot water metering devices in district heating facilities in Kazakhstan (the “Programme”). The second direction of the Fund's activity is a programme for Individual Heat Sub-stations (“IHS") installation ("IHS Programme") and Automated meter reading and control system for electricity installation.

The Programme targets any eligible local heat supply company, including those located in small towns. Equipment under the Programme will be leased by the Fund to local heat supply companies for use in residential buildings. The Fund will oversee arrangements with contractors for the installation of equipment at DH utilities in multiple cities in Kazakhstan.

Assignment Description:
The Fund now intends to retain a consulting company (the “Consultant”) to support the Fund to set up and oversee the Project Implementation Unit in procurement and installation of metering devices as a part of Project implementation (the “Assignment”).

The expected outcome of the Assignment is the successful procurement of works and goods in accordance with the EBRD’s Procurement Policies and Rules and the successful and timely completion of the Project.
 
The Consultant shall perform, inter alia, the following key activities:
i) Assist the Fund in establishment of the Project Implementation Unit (“PIU”) and development of its operating procedures;
ii) Assist the Fund in capacity building necessary to deal with implementation of the Programme in accordance with best practice and educate the personnel of the Fund;
iii) Support the Fund in all aspects of the project implementation, including procurement (tendering, purchase and installation);
iv) Provide timely recommendations and report to the Fund on the contract administration process;
v) Provide necessary support to the Fund in project monitoring and reporting to the Bank.

The Terms of Reference for the Assignment 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 2017 and has an estimated overall duration of 24 months.

Cost Estimate for the Assignment: EUR 150,000 (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 Assignment will be funded by EBRD Shareholder Special Fund. Please note that selection and contracting will be subject to the availability of funding.

Eligibility: There are no eligibility criteria

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

1. provision of project implementation support of a comparable nature, scale and complexity to the Assignment, including procurement and installation of heat meters in the district heating sector, in Eastern Europe and/or former CIS countries and with similar climatic conditions;

2. projects involving the procurement policies and rules of international financial institutions (such as the EBRD, World Bank or others) as applicable for construction and Supply & Installation projects.

The Consultant’s expert team is expected to include key experts as follows:

a Key Expert No 1: Team Leader with preferably 10 years of professional experience in comparable assignments in the district heating sector in in Eastern Europe and/or the CIS countries and with similar climatic conditions; and experience of working with IFIs (or similar);
 
b Key Expert No 2: Local Project Manager - Installation Supervisor with preferably 5 years of previous professional experience of installation of heat meters gained in countries with conditions similar to Kazakhstan;
 
c. Key Expert No 3: IFI Procurement and Contracts expert with preferably 5 years or more of previous professional experience in the successful implementation of similar assignments and have good knowledge of a good knowledge of procedures and rules of procurement of international financial institutions, such as the EBRD, World Bank or other IFIs, knowledge of FIDIC and/or World Bank/EBRD Supply and Installation contractual arrangements;

d. Key Expert No 4: Finance and Disbursement expert with preferably 5 years or more of previous professional experience in the successful implementation of similar assignments and have a good knowledge of requirements of Kazakh legislation concerning construction, financial, accounting and disbursement issues;

e. Key Experts No 5 and 6: International and Local District Heating experts with preferably 5 years or more of previous professional experience in the successful implementation of similar assignments in district heating sector;

g. Key Expert No 7: Environmental, Health and Safety and Social specialist with preferably 5 years or more of previous professional experience in the successful implementation of comparable assignments and with demonstrated knowledge of the environmental and social standards of the EBRD or other comparable institutions;

All key experts shall be fluent in written and spoken English. It is essential that the Consultant’s team contains key experts fluent in Russian. If some of key experts do not speak Russian, the consultant should demonstrate that they arranged for high quality translation.

Non-key experts are expected to include junior technical, legal and environmental experts.

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 25 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 Russian 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 Russian 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. The highest-ranked Consultant will be selected from a shortlist and be invited to negotiate the contract, subject to availability of funding.

2. The evaluation criteria for the technical proposals are as follows:

(a) Firm’s experience in provision of project implementation support of a comparable nature, scale and complexity to the Assignment, including procurement and installation of heat meters in the district heating sector, in Eastern Europe and/or former CIS countries and with similar climatic conditions;– 15%

(b) Firm’s experience in projects involving the procurement policies and rules of international financial institutions (such as the EBRD, World Bank or others) as applicable for construction and Supply & Installation projects - 15%

(c) Proposed approach to the assignment, work plan and methodology - 20%

(d) Proposed team of key experts –40%

(e) Availability of junior staff, knowledge of Russian language and offices in Kazakhstan– 10%

The minimum technical score (St) required to pass is:  80.        

Please note that only the Financial Proposals from Consultants passing the minimum technical score (St) will be opened.

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 following:

Sf = 100 x Fm/ F, in which “Sf” is the financial score, “Fm” is the lowest price, and “F” the price of the proposal under consideration.

The weights given to the Technical (T) and Financial (P) Proposals are:
T = 85 and
P = 15

Proposals are ranked according to their combined technical (St) and financial (Sf) scores using the weights (T = the weight given to the Technical Proposal; P = the weight given to the Financial Proposal; T + P = 1) as following:  S = St x T% + Sf x P%.

3. The Consultant implementing EBRD assignment “Kazakhstan - Heat Meters - Technical, Procurement and Environmental and Social Study” shall not be eligible to be awarded the assignment subject to this Procurement Notice.