Procurement Notices

Background

The United Nations Development Programme (UNDP) is one of the 4 (four) Implementing Agencies (IA) designated by the Multilateral Fund (MLF) to implement the Montreal Protocol´s Ozone Depletion Substances (ODS) phase-out projects.

Under this International Treaty, the Article 5 countries committed to phase-out its ODS consumption.  Furthermore, the Parties to the Montreal Protocol agreed under the Decision XIX/6 on the “Adjustment to the Montreal Protocol with regards to Annex C, Group I substances (HCFCs)” to “accelerate the phase-out of production and consumption of the hydrochlorofluorocarbons (HCFCs)”, and the Article 5 (A5) countries have been requested by the ExCom to adopt a staged approach to the implementation of their HCFC Phase-out Management Plans (HPMP).  The HPMPs involve:

• Assistance to determine related institutional, policy and legislation framework in line with strategies and action plans for compliance;
• Implementation of investment and non-investment projects in the Refrigeration and Air Conditioning (RAC) sector for technological conversion of HCFC use;
• Verification of compliance met by the investment projects and finalization of activities (Project Closure Reports).

These Terms of Reference (TOR) identify and specify the scope of services required for the fulfillment of the above components related to the RAC sector, and, therefore, UNDP would like to engage an Expert in Refrigeration and Air Conditioning.

The Expert is expected to be engaged by 17 September 2018 through a non-exclusive Framework Agreement formalized through an Individual Contract (IC). A Framework Agreement is known in UNDP as an agreement that establishes the terms, conditions and prices that will govern future engagement (Thru issuance of Purchase Order) arising from the said Agreement, which could be issued at any time within the duration of the IC. 

It is important to note that, at the time of the issuance of the IC that serves as the Framework Agreement, both parties understand that no financial obligation or commitment is formed on the part of UNDP, and that such an agreement is non-exclusive (i.e., it does not prohibit UNDP from entering into another such framework agreement with another individual or entity).  Financial commitments will only be established each time the services are requested within the scope of the IC, through the agreed triggering action or document (Purchase Order) that signals the commencement of an engagement. 

This IC is intended for on-call intermittent engagement for a maximum of 120 working days spread over a period of 36 months (3 years). Any extension is subject to satisfactory performance review, project funding situation or other factors impacting the project operating environment.

Long Term Agreement Disclosure

UNDP, at its own discretion, shows interest to enter into a non-binding Framework/Long Term Agreement (LTA) as a result of this Individual Contract process under the following conditions:

1. The supplier/contractor shall provide the types of services, goods and/or deliverables, quoted in this bidding, which shall be reflected in a non-binding Long-Term Agreement in the form attached hereto as the "Model Long Term Agreement for the Provision of Goods and/or Services to the United Nations office on Drugs and Crime/ United Nations Development Programme".
2. UNDP does not warrant that any quantity of Goods and/or Services will be purchased during the term of this arrangement.
3. In the event of any advantageous technical changes and/or downward pricing of the Goods and/or Services during the duration of this Agreement, the Supplier/Contractor shall notify UNDP immediately. UNDP will consider the impact of any such event and may request an amendment to the Long-Term Agreement.

Duties and Responsibilities

The Expert will work with UNDP, under the direct supervision and under coordination of the Task Managers: UNDP/MPU Regional Coordinator (for Latin American portfolio) and the Technical Specialist based in the Bangkok Regional Hub (for Asian/ portfolio); and shall provide technical services for the development and implementation of the portfolio in these regions serving the countries (but not limited to) India, Indonesia, Malaysia, Timor Leste, Bangladesh, Brunei, Sri Lanka, Fiji, Dominican Republic and Mexico, including, performing the following tasks:

1. Provide technical assistance to countries under the Stage I and II of the HPMPs in matters related to the Industrial reconversion of Refrigeration Industries; the Develop and implement recovery, recycling and reclaiming strategies the completion of the HPMPs; and to guide national/local consultants on the matters related to deployment of RRR systems, develop technical specifications and guide National Ozone Units on operational approaches;
2. Perform verification and supervise commissioning of equipment deployed;
3. Provide technical support to UNDP´s MPU Staff and maintain technical discussions with companies and equipment suppliers, undertaking final revision and evaluation on technology issues;
4. Support the preparation of Stages II and III of HPMPs and other demonstration/investment projects.
5. Support on the preparation, review and/or endorsement Hand Over Protocols (HOP), Certificates of Completion (COCs) and Project Closure Reports (PCRs).
6. Assist with preparation of technical inputs for tranche requests and other relevant reports for donors (including technology related discussions).

Key Expected Outputs:

1. Effective technical assistance provided through the delivery of high level presentations and knowledge sharing at Technical Workshops, Seminars and Trainings promoted under different HPMP Projects of the countries assisted;
2. Technical Assistance delivered to countries in which HPMP Projects are promoting industrial reconversion of Air Conditioning Manufacturers by assisting the conversion design, technical specifications preparation, identification of suppliers, as well as overall oversight and monitoring of the activities.
3. Effective RRR strategies designed and delivered to relevant countries, taking into consideration local and reginal demands and markets.
4. Implementation of services related RAC servicing sector strategies and recovery and reclaiming projects delivered in relevant countries.
5. Refrigeration and Air Conditioning Sector Plans prepared as integral part of the Stages II and/or III of the HPMPs when applicable.
6. Effective guidance delivered to the completion process of on-going projects when applicable.
7. High level, ad hoc, technological guidance delivered to MPU´s Programme Officers in matters related to the applications of RAC systems within the HPMP framework, as well, HPMP Tranche Reports reviewed and guidance on refrigerant technology choice.

Duration: The Contract (LTA) will enter into effect upon signature by both parties, expected for 1 (one) year of duration and can be extended up to 2 (two) additional periods of 1 (one) year each.

Duty Station: Home based, with possible missions to the countries estimated as follows:

Fees

The consultant will receive payment based on daily fees, for the maximum of 120 (one hundred and twenty) working days under this assignment.

The candidate shall quote his/her services on a per diem amount basis that will include the travel costs as per missions foreseen in the Item 6 above.

A Best value for Money approach will be used in the evaluation of the applicants, and will lead to a combined score for technical capabilities and the financial offer. The short-listed candidates, based on their technical capabilities, will receive the standard format that they must fill out to submit their financial offer

A total contract value, which shall be based on the unit price agreed by UNDP and the individual, will be agreed by both parties that will sign the IC, and the said contract amount shall serve as the maximum cumulative value that UNDP will place over the duration of the IC.

Competencies

• Working experience with development, implementation and/or monitoring of RAC projects.
• Experience with management activities in the related area is desirable.
• Knowledge of Montreal Protocol and/or environmental policy is desirable
• Solid experience in developing countries settings is higlhty desirable

Core Competencies

• Demonstrate integrity by modeling UN values and ethical standards
• Promote the vision, mission, and strategic in goals of the UNDP and the CPR Unit
• Displays cultural, gender , religion, race, nationality and age sensitivity and adaptability
• Treats all people fairly without favoritism

Required Skills and Experience

Qualifications and Requirements:

Education

• Engineering/Bachelor (or equivalent) degree in Electrics, Mechanics or related field
• Advanced degree in relevant discipline is desirable;

General Experience:

• Working experience of at least 10 years with activities in the RAC area;
• Knowledge in RAC equipment manufacturing process, installation and/or retrofit is highly desirable.
• Knowledge of Montreal Protocol related issues and its associated Policies and Agreements is desirable;
• Experience in RAC-related projects in developing countries is desirable.

Communication Skills:

•     Excellent writing, editing, and oral communication skills in English;

                                                       Application Procedures (Instructions to Applicants):

The application is a two-step process. Failing to comply with the submission process may result in disqualifying the applications:

1. Step 1: Interested individual consultants submit the following documents:

• Personal History Form (P11), indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references (the template can be downloaded from this link: UNDP P-11 Form.
• Brief description of why the individual considers him/herself as the most suitable for the assignment. Indicate available start date.

       2. Step 2: Submission of Financial Proposal: Only applicants who attain a score of 70% and above on the technical evaluation will be    contacted and requested to submit a financial proposal.

                                                             Scope of Price Proposal and Schedule of Payments:

• Financial proposals must be all inclusive and must be expressed on the basis of “a daily fee” in USD for this consultancy to bpps.procurement@undp.org. using the financial proposal template available here: http://procurement-notices.undp.org/view_file.cfm?doc_id=45780. The proposals should be sent via email with the following subject heading: “Financial Proposal for Expert in Refrigeration and Air Conditioning " by the deadline for this vacancy. Proposals to be received after the deadline may be rejected.  In order to assist the requesting unit in the comparison of financial proposals, the financial proposal should be all-inclusive and include a breakdown.

• Payment will be made upon submission of a certificate of payment request, indicating outputs achieved and days worked to be verified and cleared for payment by the supervisor.

The term ‘all inclusive” implies that all costs (professional fees, communications, utilities, consumables, insurance, etc.) that could possibly be incurred by the Contractor are already factored into the final amounts submitted in the proposal

In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses will be agreed upon, between UNDP and Individual Consultant, prior to travel and will be reimbursed. In general, UNDP will not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources.

                                                Criteria for selection of individual consultant for award of contract:

The selection of the best offer from the shortlisted candidates will be based on a Combined Scoring method – where the qualifications and experienced will be weighted a maximum of 70 points and combined with the price offer which will be weighted a max of 30 points out of 100 points

Method: Cumulative analysis method will be used to evaluate proposals. When using this weighted scoring method, the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

• Responsive, compliant, acceptable; and
• Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation

Technical Evaluation: Only those candidates that meet the minimum level of education, relevant years of experience and language requirements will be considered for the technical evaluation. The technical evaluation will be conducted by a desk review to select the shortlisted candidates (those that score at least 49 out of total 70 obtainable scores). The technical evaluation may also include interviews with shortlisted candidate(s). Only applicants obtaining a minimum of 49 points on technical evaluation will be considered for the Financial Evaluation

         Technical Proposal (70 Points) 70% weight - Technical proposals will be evaluated based on the following criteria: 

Financial evaluation (Weight 30% of combined score): The following formula will be used to evaluate financial proposal:

p = y (µ/z), where

p = points for the financial proposal being evaluated

y = maximum number of points for the financial proposal

µ = price of the lowest priced proposal

z = price of the proposal being evaluated

Contract Award:  Candidate obtaining the highest combined scores in the combined score of Technical and Financial evaluation will be considered technically qualified and will be offered to enter into contract with UNDP.

Institutional arrangement :  The Consultant will be given access to relevant information necessary for execution of the tasks under this assignment. The Consultant will be responsible for providing her/his own laptop.  Payments will be made upon satisfactory delivery of outputs, certification of payment form, and acceptance and confirmation by the Task Manager on outputs satisfactorily delivered.

Payment modality: Payment to the Individual Contractor will be made based on the actual number of days worked, (or deliverables accepted, if applicable) and upon certification of satisfactory completion by the Task Manager. Payments will be made upon satisfactory achieved deliverables and submission of time sheet in accordance with number of days worked and certification of payment. All payments are subject to the clearance and approval of the direct supervisor. The contract price is fixed regardless of changes in the cost of components.

Annexes (click on the hyperlink to access the documents):

Annex 1 - UNDP P-11 Form

Annex 2 - Financial Proposal Template

Annex 3 - IC Contract Template

Annex 4 – IC General Terms and Conditions