Procurement Notices

Background

The United Nations Development Programme (UNDP) is one of the 4 Implementing Agencies (IA) designated by the Multilateral Fund (MLF) to implement the Montreal Protocol’s Ozone Depletion Substances (ODS) phase-out projects. UNDP supports these countries in the implementation of their ODS phase management plans, either as lead agency or cooperation agency. 

Under this International Treaty, the Article 5 countries committed to phase-out its ODS consumption, including the total phase-out of the HCFCs by the year 2040. Furthermore, the Parties to the Montreal Protocol agreed under the Decision XIX/6 on the “Adjustment to the Montreal Protocol with regard 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 Montreal Protocol’s Executive Committee to adopt a staged approach to the implementation of their HCFC Phase- out Management Plans (HPMP).

Furthermore, the Kigali Amendment was adopted by the 28th Meeting of Parties to the Montreal Protocol on 15 October 2016 in Kigali, Rwanda. Under the amendment, countries committed to cut the production and consumption of Hydroflurocarbons (HFCs) by more than 80 percent over the next 30 years. This phase down schedule will avoid more than 80 billion metric tons of carbon dioxide equivalent emissions by 2050 —avoiding up to 0.5°Celsius warming by the end of the century. HFC are maily used as refrigerants, blowing agents for the manufacture of Polyurethane foams and as firefighting agents.The implementation of the Montreal Protocol is a key initiative for Article 5 countries in their national environmental pogrammes.

The HPMP implementation involves:

Assistance to determine related institutional, policy and legislation framework in line with strategies and action plans for compliance with the 1st Stage of HPMP and design and implementation of the 2nd stage of the HPMP;

Implementation of investment projects in the Polyurethane (PU) Foams sector for technological and industrial reconversion of HCFC consumers (end-users);

Verification of compliance met by the investment projects and finalization of activities (Project Closure Reports).

This Term of Reference (TOR) identifies and specifies the scope of services required for the fulfillment of the above components related to the PU Foam sector, and, therefore, an Individual Contract for Framework Agreement (Long Term Agreement) will be established for the accomplishment of the duties.

The expert is expected to be engaged by 17 April 2020 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 160 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.

Duties and Responsibilities

Duties and Responsibilities:

The Expert will work with UNDP, under the direct coordination of the Montreal Protocol Unit (MPU) Programme Coordinator, and with close collaboration with the Governments´ National Ozone Units (NOU) of Brazil, Chile, Colombia, Costa Rica, Cuba, Panama, Paraguay, Peru, and Uruguay, carrying out the following services:

For project preparation:

Update of HCFC consumption survey on foam sector.

Provide assistance to NOU, UNDP’s Montreal Prootcol Unit/Bureau for Policy and Programme Support and Country Offices on the preparation of foam sector plans for the first and second stage of HCFC phase out management plans.

For HPMP implementation:

Develop specifications of equipment and support UNDP (MPU/BPPS) and Country Offices (or the project’s beneficiaries, when required) in the procurement processes in all phases. Maintain technical discussions with companies and equipment suppliers;

Provide assistance to the beneficiary companies in their engineering projects associated to the technology conversion and their work plan preparation;

Periodic follow up the project implementation for each assisted company, providing technical evaluations, progress reports and recommendations to assure the achievement of the objectives described in the Project Documents (ProDocs);

Undertake final revision and evaluation of installed equipment and civil works associated to each production line, including safeguard issues and production processes;

Provide technical assistance to UNDP on critical issues related to phase out of HCFC, which could include the formulation development and optimization, equipment testing, production trials and initial batches of commercial scale production with the HCFC alternative phased-in;

Verify that the commercial production free of ODS has taken place prior to the Incremental Operational Costs (IOCs) transfers. Endorse the process and validate the transfer of IOCs to the beneficiaries;

Undertake final revision and evaluation of information products and mandatory reports presented by the beneficiary companies.

Lead the project completion process including the confirmation of HCFC equipment destruction/retrofit, endorsement of payments, preparation and signature of handover protocols and certificates of completion when applicable.

Prepare the Project Completion Reports (PCR).

Prepare technical documents on project implementation.

Duration

The contract will enter into effect upon signature by both parties and will be for two (2) years, with possible extension for one (1) additional period of one (1) year, with a maximum of 160 working days.

Duty Station

Home based, with missions to the countries listed in Item 3..

Payment

The consultant will receive payment based on daily fees, for the maximum of 160 (one hundred and sixty) working days under this assignment.

The consultant has to present the following products taking in consideration his/her duties and responsibilities listed in Item 2; All mission reports should include, but are not limited to: a. Mission preparation actions (technical assistance to beneficiary companies, mission action plan, on-site visits coordination, communications with local implementation team, project implementation plan review, previous mission follow-up recommendation review), b. Mission results (on-site visits, summary of findings and agreements, implementation progress on beneficiary companies), c. Post-mission follow–up recommendations.

The candidate shall quote his/her services on a per diem amount basis or professional daily fees for services based on the deliverables identified below. All other mission travel related costs and other foreseeable mission related expenses must be quoted separately from the professional fee.

Missions which were not foreseen below shall be paid to the consultant as per IC Rules and Principles.

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 LTA.

Expected missions

In order to prepare his(er) financial offer, the consultant should quote five; five-day (05) missions to any of the following countries: Brazil, Chile, Colombia, Costa Rica, Cuba, Panama, Paraguay, Peru, and Uruguay.

Brazil

For the purpose of quoting, missions should be based on traveling to Sao Paulo.

Colombia

For the purpose of quoting, missions should be based on traveling to Bogota.

Costa Rica

For the purpose of quoting, missions should be based on traveling to San Jose.

Cuba

For the purpose of quoting, missions should be based on traveling to Havana.

Peru

For the purpose of quoting, missions should be based on traveling to Lima.

Chile

For the purpose of quoting, missions should be based on traveling to Santiago.

Panama

For the purpose of quoting, missions should be based on traveling to Panama City.

Paraguay

For the purpose of quoting, missions should be based on traveling to Asuncion.

Uruguay

For the purpose of quoting, missions should be based on traveling to Montevideo.

Missions that were not foreseen shall be paid according to UNDP IC Rules and Policy.

Competencies

Corporate:

 
Demonstrates integrity by modelling 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; 

 Fulfils all obligations to gender sensitivity and zero tolerance for sexual harassment.
 

Technical:

Ability to analyses policy documents and make constructive policy suggestions;

 Strong interpersonal, communication and diplomatic skills, ability to work in a team; 

 Capacity building skills and flexibility depending on the public;

Demonstration of commitment to the Project’s mission, vision, and values; 

 Good writing and reporting skills; 

Good presentation skills; 

 Ability to work under pressure and stressful situations, and to meet tight deadlines. 

Professionalism: 

 Works toward creative solutions by analyzing problems carefully and logically – inspires and fosters innovation by highlighting innovative;

Shares knowledge and is willing to provide support to others who request advice or help;

 Facilitates meetings effectively and efficiently;

 Resolves conflicts as they arise. 

 
Client Orientation:

Sets priorities, produces quality outputs, meets deadlines and manages time efficiently;

Maintains strong relationships with partners and clients.

Required Skills and Experience

Qualifications and Requirements:

Education

 Bachelor’s degree or equivalent degree in Engineering, Chemistry, Mechanics, Electrical or related field is required.

Experience

 Working experience of at least 10 years in the research or development or technical assistance role in the PU Foams private sector is required.

Working experience in environmental related projects in at least two (2) developing countries is desirable.

 Knowledge of Montreal Protocol issues related to HCFC phase out is desirable.

Working experience with Montreal Protocol foam projects design and implementation is desirable.

Language

 Excellent writing, editing, and oral communication skills in English. Working knowledge of Spanish or Portuguese is desirable.

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:

 Step 1: Interested individual consultants submit the following documents:

 CV 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: 

Brief description of why the individual considers him/herself as the most suitable for the assignment. Indicate available start date.

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. 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: “INTERNATIONAL EXPERT in POLYURETHANE FOAMS" 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 Criteria weight: 70% 

Financial Criteria weight: 30%

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 70 out of total 100 obtainable scores). The technical evaluation may also include interviews with shortlisted candidate(s).

Only applicants obtaining a minimum of 70 points on technical evaluation will be considered for the Financial Evaluation.

ANNEX I–Evaluation Criteria

 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.

 Individual consultants will be evaluated based on Combined Scoring method [Technical (70%); Financial (30%)] taking into consideration the combination of the applicants’ qualifications and financial proposal.

 Technical /Educational and Professional) Background (TS): 60% + Interview 10%= 70% total technical score. Only the candidates that score 42 or more points on their technical / educational and professional) background, will be invited for an interview.

Evaluation Criteria (maximum 70 points)

Education

Bachelor’s degree or equivalent degree in Engineering, Chemistry, Mechanics, Electrical or related field is required.  10 points

Experience

Working experience of at least 10 years in the research or development or technical assistance role in the PU Foams private sector is required.  Up to 20 points.

Working experience in environmental related projects in at least two (2) developing countries is desirable.  10 points

Knowledge of Montreal Protocol issues related to HCFC phase out is desirable.  5 points

Working experience with Montreal Protocol foam projects design and implementation is desirable.  5 points

Language

Excellent writing, editing, and oral communication skills in English.  5 points

Working knowledge of Spanish or Portuguese is desirable.  up to 5 points

Interview.  Up to 10 points  Only scheduled if the applicant scores a minimum of 42 points from the above-mentioned criteria.

 Financial Proposal (30%): Based on their assessed technical capabilities, the candidates will receive the standard format that they must fill out to submit their financial offer.

 Final Score: The final score of the candidate will be calculated by the sum of the score under the Educational and Professional Background and the Economic Proposal 

Final Score = (Technical Capabilities) + (Economic Proposal) 

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 a contract with UNDP.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.