Procurement Notices

Project Title: Renewable Energy Management Bureau (REMB) Data Warehouse and Management Information System

Project Description

1. Overview: The Development for Renewable Energy Applications Mainstreaming and Market Sustainability (DREAMS) is a 5 year project (2017-2022) funded by the Global Environment Facility (GEF), with the UNDP as the Implementing Agency. The Department of Energy, through the Renewable Energy Management Bureau (REMB) serves as the Implementing Partner. The project seeks to achieve the following:

• Goal: “reduce GHG emissions from the power sector, The objective is to promote and facilitate the commercialization of the renewable energy (RE) markets through the removal of barriers to increase investments in RE based power generation project.”
• Outcome indicators: “Direct emissions reductions will be 205,181 tonnes of CO2eq hand. 20,000 sitio-based households will have access to RE sources.
• Components and Expected outcomes:

2. Context of the Required Services

A Contractor is required to conduct an assessment and design of the Data Warehouse (DW) and Management Information System (MIS) of the Renewable Energy Management Bureau (REMB). The DW+MIS (hereinafter to be referred to as “REMB Info System” or RIS for brevity only) must include the structure for a website that will host the integration and dissemination of the information from the RIS.

3. Purpose and Relevance of the work vis a vis Project Context

The availability of a RIS will enhance the internal capacity of the REMB to store and process data for the purpose of monitoring and evaluating the status of the planned, or-going and completed RE projects.  The RIS will also gauge the Year on Year accomplishment of the targets contained in the National RE Program 2018-2040 and the targets contained in the Road Map of specific RE Technologies among the Divisions at REMB.

4. Stakeholders for the Project.

The Department of Energy (DOE) is the Implementing Partner of the UNDP and GEF for the DREAMS Project. DOE assumes over-all responsibility for the achievement of project results. The Project is co-financed with funding from the GEF and UNDP. UNDP acts as the Implementing Agency of GEF. All components of the Project including the Annual Work Plan is being managed and implemented by the Renewable Energy Management Bureau (REMB).

The UNDP handles the procurement and contracting of goods and services under this project. However, the payment for procured goods and services is made only upon approval of DOE-REMB.

A Project Support Group (PSG) composed of technical staff/specialist from the other Bureaus and divisions of DOE has been formed to provide technical advice in the implementation of the activities including monitoring and evaluation. A Project Steering Committee (PSC) has been established to serve as a policy and decision making body for the project implementation. 

A Project Management Unit (PMU) coordinates the implementation of the project based on the approved Annual Work Plan (AWP) and Budget. The PMU is headed by a National Project Director (NPD) who is also the Director of the REMB. A Project Manager and support staff oversees the day to day operations of the DREAMS PMU. The PMU is located at the office of the DOE in Taguig, MetroManila. 

Institutional arrangement

Any changes in the schedule of deliverables shall be communicated to and approved by the NPD not less than 15 days prior to the date when the output is due.  Under the general direction of the NPD, the work of the Contractor will be coordinated by the DREAMS Project Manager. The PMU will facilitate linkage with members of the Renewable Energy Management Bureau.

If needed, and subject to agreement, the Contractor may be introduced to key informants within and outside of DOE provided that the introduction will not affect the objectivity of the study.

No additional staff, equipment or work space will be provided to the Contractor. Subject to availability, a meeting room may be provided at DOE during FGDs or meetings with DOE and members of the REMB. The coordination with REMB on the schedule and the expenses/cost to be incurred in conduct of the FGD with REMB will be handled by the DREAMS PMU or will not be contained in the financial proposal of the Contractor.

Duty Station

The Contractor must be based in Manila. S/he will not be required to report at the DOE except during meetings, consultations or workshops. The Contractor may have a duty travel at the DOE field offices in Cebu and Davao to conduct data quality assessment depending on his/her proposed methodology.

All-inclusive Travel expenses that will be part of the Consultant’s proposed Methodology should be included on the Financial Proposal.

Duration of Work

The Contract duration will be 60 working days spread over 4 months.

Price and Schedule of Payments

The Consultant is being requested to submit an all-inclusive cost for the professional fee, communications, insurance, travel expenses (air ticket and other related travel costs), etc. that could possibly be incurred by the Contractor are already factored into the final amounts submitted in the proposal. However, the cost of meetings and workshops to be organized by the DREAMS PMU will be covered separately by the PMU.

• First Tranche - 10% Upon submission and approval of Inception Plan;
• Second Tranche - 20% Upon submission and approval of the Draft Assessment report of the REMB Information System;
• Third Tranche - 30% Upon submission and approval of the Draft Assessment report of the Final Assessment Report
• Fourth Tranche - 40% Upon submission and approval of the Draft Assessment report of the Approved software and hardware solution appropriate to the needs of the REMB 

This activity will assist the REMB to produce the following:

• Analysis of the tools, methodologies, internal guidelines and governance related to the data gathering, storage and processing of the REMB. The analysis must be based on proven methodologies in the establishment of management information systems.

• Propose a software and hardware solution appropriate to the needs of the REMB. This solution must include
  • the functional and non-functional requirement, e.g. web-based data portal for external and internal use of the RIS
  • Indicative work plan and budget range for the Contract
  • Detailed Criteria in the selection of a suitable Contractor that will eventually install the proposed hardware and software solution.

These outputs support the deliverables under Components 2, Output 2.4 and 2.5 of the DREAMS Project Document. (See Annex A)

The Contractor must, at the minimum, must employ the methodologies described below:

The members of the PSC are DOE, DILG, DENR, NEDA, TRANSCO, NGCP, NPC, PEMC, UNDP, and representative from the local governments of Iloilo and Palawan.

[1] Examples are Data Quality Assessment (DQA) Framework of USAID https://usaidlearninglab.org/library/data-quality-assessment-checklist-dqa; IRENA Data Assessment toolshttps://www.irena.org/EventDocs/1.Assessment%20of%20data%20needs%20and%20capacity.pdf

These outputs support the deliverables under Components 2, Output 2.4 and 2.5 of the DREAMS Project Document, shown below:

Annex A: DREAMS Project Document Component 2 (pages 35, 40-41)

Component 2: Institutional Strengthening for RE Mainstreaming. This component is intended to address the barriers associated with the need for improved capacity in the Philippines, mainly at the local level on RE issues and the development, operation and management of RE projects. The outcome resulting from the outputs from this component is strengthened institutional capacity that leads to increased RE investment at the local level.  The following outputs will contribute to the achievement of this outcome:

Output 2.4: Operational provincial-level market service centers:  This output will be produced through the conduct of activities for revitalizing the DOE-supported MSCs that would assist RE project developers with a “one-stop shop” facility providing services to expedite the RE approval process and accelerate RE project development in concert with LGUs and local partners.  To deliver this output, the following activities will be carried out:

• Conduct business planning for the setup of strategically located MSC locations during Years 1, 2 and 3 for the purposes of providing regulatory guidance to private sector investors and project developers getting into a provincial RE market;
• Establishment of strategically located MSCs during Years 2 and 3 to interface with investors, civil society and financiers.  This will include setting budgets and sustainability plans for DOE to sustain operations of each MSC office;
• Development of promotional materials (i.e. pamphlets, guidebooks, web postings) during Years 2 and 3 that would include information on results of the RE resource assessment that DOE is currently undertaking as a part of their baseline effort, and on financial mechanisms of Output 4.1 that would target potential RE developers, notably at the local level;
• Establishment of a local RE project database and monitoring system during Years 3 and 4 to track RE development and GHG reductions that will be reported to the DOE; and
• Launching and sustained updating of a Provincial RE website during Years 4 and 5. Such a website will contain among other things products from the streamlined RE process developed in Component 1 that will boost the confidence of RE investors and developers that their RE project applications will be efficiently processed. Information from the RE resource assessments will be made available on the website. 

Output 2.5: Established and operational RE knowledge platforms. This output will be delivered through activities that will augment DOE efforts to raise awareness of RE development in the Philippines. 

This would include the DOE’s RE priority projects, RE resource datasets, financial incentives for RE development offered under Output 1.4, participating financial institutions and funds for developing RE projects in a particular province, rules and regulations for receiving RE concessions in a particular province, rules and regulations for RE development, roster of accredited locally available technical assistance for RE, list of ongoing RE developments, and web-posting of national benefits of RE development including GHG reductions from the offsetting of fossil fuels for electricity

Corporate competencies

• Demonstrates integrity by modeling the UN's values and ethical standards;
• Promotes the vision, mission, and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality, and age sensitivity and adaptability;
• Treats all people fairly without favoritism.

Functional and technical competencies

• Ability to work in a diverse and multi-cultural environment;
• Self-motivated and ability to work under pressure and to meet strict and competing deadlines;
• Displays analytical judgment and demonstrated ability to handle confidential and politically sensitive issues in a responsible and mature manner;
• Demonstrates openness to change and ability to manage complexities;

Offers will be evaluated based on combined scoring method :

• Technical qualifications = 50%
•  Proposed Methodology = 20%
• Financial Proposal =    30%

For the evaluation of the Technical Proposal, the selection of the successful consultant must be based in the following qualifications (with the appropriate obtainable points):

Applicants who will only receive 70 points  from the assessment of the CV and Brief description of why the individual considers him/herself as the most suitable for the assignment will be qualified for the assessment of the Financial Proposal.

Recommended Presentation of Offer

Offerors must upload in one (1) file the documents below at https://jobs.undp.org/cj_view_job.cfm?cur_job_id=88193

You may download the editable version of the Offeror's Letter to UNDP Confirming Insterest and Availability for the IC by clicking on this link: http://gofile.me/6xdJm/bE9TCw8fU

1. Duly accomplished Offeror's Letter to UNDP Confirming Insterest and Availability for the IC that indicates the all-inclusive lumpsum contract price, supported by a breakdown of costs, as per template provided; If an Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP;
2. Financial Proposal (Annex 2 of Offeror's Letter to UNDP Confirming Insterest and Availability)
3. Personal CV or 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;
4. Proposed Methodology on REMB Data Warehouse and Management Information System.

In view of the volume of applications UNDP receives, only shortlisted offerors will be notified.