Ukraine Public Transport Framework: Project Implementation Support

Location:

Ukraine

Business sector:

Municipal and environmental infrastructure

Project number:

49383

Funding source:

Not Yet Determined

Contract type:

Consultancy Services

Notice type:

Invitation for expressions of interest (CSU)

Issue date:

10 May 2016

Closing date:

07 Jun 2016   at  23:59   London

Access eSelection

Programme Description:

The European Bank for Reconstruction and Development (the “EBRD”, or the “Bank”) has approved the Ukraine Public Transport Framework (the “Programme”) to support investments in public transport renewal in Ukrainian cities. The Programme will finance a number of smaller sub-projects. The ultimate goal of the Programme is to support development of reliable passenger transportation service.

It is expected that the Programme will finance the following investments:

  • Acquisition of new trams, trolleybuses and buses;
  • Rehabilitation and modernisation of tram and trolleybus electrical infrastructure;
  • Renovation of depot and acquisition of new maintenance equipment; and
  • Implementation of Automated Fare Collection (“AFC”) and vehicle location (“AVL”) systems.

Each municipal transport company (the “Company”) will establish a Project Implementation Unit (“PIU”) to manage sub-project implementation on a daily basis.

Each PIU will co-ordinate all activities under the Programme. The selected consultant (the “Consultant”) will support the PIU in all aspects of project implementation, including preparation of detailed designs, technical specifications, tender documentation, assistance with tendering, tender evaluation and contract finalisation, administration and supervision of the contract implementation, as well as set up of the disbursement system.

The overall objective of each PIU assignment is to assist the Company in the review of designs, technical specification and all aspects of procurement, contract administration and disbursement.

Framework Agreements for the Programme

The Bank intends to enter into Framework Agreements with up to six consultants (the “Framework Consultant(s)”) to enable the Bank to call upon a shortlist of pre-qualified firms from which it can quickly and efficiently obtain reliable services. The Framework Agreement will establish, in advance, fee rates for experts, contract terms and agreements, and procedures that will govern individual assignments (Assignments or Call-offs) to be required to implement the Programme. Under these Framework Agreements, the Bank will have the option, but not the obligation, to place individual Assignments with the selected Framework Consultants.

Framework Consultants will be selected for individual Assignments in accordance with EBRD’s Procurement Policies and Rules (“PP&R”). The Bank may send to the Framework Consultant(s) specific Terms of Reference for the Assignment (“Specific ToR”). The Specific ToR will include a description of the tasks to be performed, time-schedules and reporting instructions. The Framework Consultant(s) should respond by sending to the Bank a technical and financial proposal for the Assignment together with details of the Expert(s) proposed to carry out the work. The Bank will then assess the response(s) and – subject to successful negotiations - issue a call-off notice for the individual Assignment to the selected Framework Consultant.

Description of individual Assignments (Call-offs)

The Framework Consultant will provide assistance in the procurement and implementation of the contracts in a detailed manner in accordance with the procedures, specifications and documentation of the Bank and pursuant to all other agreements stipulated in the Loan Agreement signed between the Company and the EBRD.

Consultancy services for individual Assignments are expected to include the following:

1. Monitoring of procurement

2. Preparation of Procurement Documentation

3. Support during the procurement process, including the drafting of procurement notices, preparation of draft tender documents and the full administration of the tender process.

4. Evaluation of tenders, including providing draft technical evaluation reports, arranging for meetings of the evaluation committee, dealing with complaints and queries and prepare the final report.

5. Support during contract finalisation.

6. Administration of the Contracts

7. Arrangement of timely disbursement under the contracts

8. Coordination of Third Parties

9. Support in ensuring compliance with the finance documents and other agreements, including conditions precedent, covenants, reps & warranties, disbursement requests, project accounts and audits, reporting in accordance with the finance document and environmental and social matters.

Status of Selection Process: Interested firms or groups of firms are hereby invited to submit expressions of interest.

Programme Start Date and Duration: The Programme is expected to start in Q3 2016. The selected Framework Consultants will be engaged via Framework Agreements with a validity period of up to three years, renewable for one further year only.

Cost Estimate for the Programme and Assignments: EUR 2,500,000 (exclusive of VAT). The cost estimate for individual Assignments will vary depending on their specific scope, but individual budgets are expected to be in the region of EUR 250,000 (exclusive of VAT).

The Consultant must determine whether any VAT would be chargeable on the services and the basis for that determination, without taking into consideration the special status of the Bank as an IFI and state this to the Bank in their response to the Invitation for Expressions of Interest. To the extent that a Consultant incurs input VAT on goods and services purchased in connection with the provision of services (e.g. VAT on airline ticket) which is not otherwise recoverable by the consultant from the local tax authority, the gross cost to the consultant of such expenses shall be treated as a reimbursable expense.

Funding Source: This Programme is expected to be funded by donor funds. Please note that selection and contracting will be subject to the availability of funding.

Eligibility: There are no eligibility restrictions.

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

  1. Urban transport planning, operations and equipment;
  2. Public Transport Infrastructure;
  3. IFI Procurement and Contract Supervision; and
  4. Local urban transport certification support.

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

Key Expert No 1 (Team Leader, public transport engineer) with preferably 15 years’ experience in urban transport operations)

Key Expert No 2 (IFI Procurement and Contract Specialist) with preferably 10 years’ experience in IFI procurement and contract supervision.

Key Experts No 3 (Pool of technical experts including experts for tram and trolleybus traction power infrastructure, tram track infrastructure and AFC and AVL systems) with preferably 10 years’ experience in their relevant field.

Key Expert No 4 (Engineer for local certification support) with preferably 5 years’ experience in urban transport.

Submission Requirements: In order to determine the capability and experience of Consultants seeking to be shortlisted for the Programme, 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. CVs of key experts who could carry out the Assignments 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.

4. 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 should not exceed 15 pages excluding CVs and contact sheet.

Expressions of Interest should be submitted in English electronically through e-Selection, to reach the Bank not later than the closing date. The complete expression of interest (including cover letter, CV, declaration and contact sheet etc.) shall be one file (pdf) to be uploaded to eSelection. The EBRD reserves the right to reject applications of experts submitting more than one file. Only if the permissible file size (4 MB) is exceeded, the Consultant may split the expression of interest into further files.

Bank Contact Person:

Georgia Vasiliadis

Technical Co-operation

European Bank for Reconstruction and Development

One Exchange Square

London EC2A 2JN

Tel: + 44 20 7338 7750

e-mail: vasiliag@ebrd.com (submissions should be sent through eSelection and NOT to this email address)

Notes:

1. 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.

2. The shortlist criteria are:

(a) Firm’s experience in similar assignments in the urban transport sector (35%)

(b) Firm’s experience in similar assignments in the urban transport sector in Ukraine (30%)
(c) CVs of key experts (35%)