Procurement Notices

Background 

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:

1. 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.
2. Outcome indicators: Direct emissions reductions will be 205,181 tons of CO2 equivalent and 20,000 sitio-based households will have access to RE sources.
3. Components and Expected outcomes

The REMB as the implementing unit of the DREAMS project shall maintain overall coordination through the DREAMS Project Management Unit (PMU). The Hydropower and Ocean Energy Division (HOEMD) is the Focal unit for this contract. A Dam Safety Technical Working Group (DS-TWG) shall assist the HOEMD in the review of the outputs and will recommend to the REMB the approval of the Manual. The composition of the DS-TWG will be determined by REMB in consultation with relevant agencies.

The required service relates to Component 1 of the DREAMS project (RE Policy and Planning Support). This Component seeks to support the enforcement of policy and regulatory environment that will leverage investment in RE development and application at the national and local level. This output will be delivered through the formulation, promotion, awareness raising, advocacy and enactment and enforcement of policies related to RE development specifically hydro energy.

The IC is expected also to facilitate the drafting of a National Dam Safety Guidelines (NDSG) that will advocate for the support the passage of a House Bill on Dam Safety.

Scope of Work

The following activities will be conducted:

1. Review of the pending Bill on Dam Safety at the House of Representatives
2. Review and prepare a comparison (via a matrix) of the Dam Safety Manuals and Guidelines available with different government, non-government agencies, private corporations (if made available) and other applicable international standards on Dam Safety as maybe recommended by HOEMD and the DS-TWG.
3. Facilitate and document the meeting of the Dam Safety Technical Working Group (DS-TWG)

Expected outputs/Deliverables

Based on the activities above, the IC is expected to prepare a t National Dam Safety Guidelines (NDSG) based on the framework and an outline that will be agreed upon with the DS-TWG. At the minimum the NDSG shall contain:

1. Classification of dams according to size (height and storage capacity), hazard potential, and purpose or usage.[1]
2. Institutional and regulatory requirements
3. Protocols in Construction, Operation and Maintenance. This will refer to protocols in Design, Repair, Breach and Removal of Dams.[2]
4. Disaster Prevention, Mitigation, Response and Risk Management vis a vis threats and hazards from Climate Change and human-induced disasters and risks. This would include threats from natural hazards such as earthquake, strong typhoons, and excessive flooding.[3]
5. Hazard Identification and Management[4]
6. Harmonized guidelines on the identification of Impact Areas among stakeholders 
7. Guidelines on the Design and Management of Tailing Storage Facilities

Plagiarizing is strictly prohibited and will be a ground for contract termination. All data sources must be identified and properly sourced. Illustrations, diagrams, maps, photographs, if any, must either be original or must have the written consent of the author/publisher prior to its use or incorporation into the Manual. These types of documents must also have high resolution for quality printing.

Presented below are the conditions covering each deliverable.

First, the DOE is allowed a maximum of 2 revisions on a submitted draft/output before it is considered accepted or approved. A reasonable “turn-around” time will be agreed upon with the IC but will not exceed seven (7) calendar days.

Second, the process for the review and approval of any of the Draft shall be discussed between, the PMU, REMB and the IC. The agreed upon process shall be incorporated in the Inception Plan.

For instance, prior to the writing of the Second Draft, or Final draft of the Manual, the IC may be requested to make a presentation to the DS-TWG. This may allow the DS-TWG to comment on the Manual prior to the submission of the Draft to REMB. The REMB too, may opt to circulate an output to other agencies, or offices at DOE for comments prior to acceptance or approval. These processes will be agreed upon by the IC, REMB and the DREAMS PMU. The PMU Manager will supervise ensure that these processes will be followed.

The information to be included in the Matrix including the reporting format, minimum sources of information to be used, and citation and documentation guidelines be agreed upon during the inception plan. To be submitted as part of item 2 is fully filled Matrix with Summary of Findings on the information gathered.

Third, the technical aspects of the report, like margins, font type and size, design of cover of the manual shall be agreed upon during the inception plan.

Institutional Arrangement

The work of the IC will be supervised and coordinated by the PMU Manager. A focal person to be assigned by the HOEMD will assist in terms of the ICs compliance with the technical provisions of the TOR.

The communication, gathering and consolidation of data for the studies, within or outside of the DOE shall be the responsibility of the IC. However, the HOEMD may take the lead to introduce the IC to concerned agencies.

The DREAMS PMU will monitor contractual compliance vis a vis the TOR to facilitate the acceptance and release of payment for the IC.

Duration of the Work

The IC shall be engaged for a total of 45 days spread over 2020 to 2021.

Duty Station

The IC will be based in Manila. There are no expected trips outside of the duty area. In case of trips outside the Duty Station, expenses will be paid for by the project subject to approval of the PMU.

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.

Other Competencies

• Demonstrates strong analytical skills and mature judgement;
• Ability to work in close collaboration with a group of national and international experts; self-motivated and ability to work under pressure and to meet strict and competing deadlines and plan the work according to priorities;
• Demonstrates capacity to plan, organize, and execute effectively;
• Ability to establish effective working relations in a multi-cultural team environment;
• Consistently approaches work with energy and a positive, constructive attitude;
• Facilitates and encourages open communication in the team and with stakeholders;
• Excellent written communication and presentation/public speaking skills
• 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

Qualification of Offeror

The IC should have the following minimum qualifications:

Education

• Minimum: Graduate of BS Civil Engineering, BS Geology or other related discipline 

Experience

• Minimum 5 years’ experience in the development and implementation of dam projects including responsible experience in dam engineering, dam safety, water-resource management, hydrology
• Experience in writing/developing technical manuals/guidelines or similar technical documents

Langauge

• Proficient in English and Filipino

Scope of Price Proposal and Schedule of Payments

The Offeror is required to submit an all-inclusive proposal e.g. supplies, reproduction, meals, lodging, and other local travel fares within Metro Manila. The contract price is fixed regardless of changes in cost components. In case of travel outside Duty Station or as may be requested the PMU will handle the actual cost of meals and lodging and transport cost. 

Medical/health insurance must be purchased by the individual at his/her own expense, and upon award of contract, the consultant must be ready to submit proof of insurance valid during contract duration.

Payments will be made when specific outputs have been submitted and accepted, as outlined below:

Criteria for Selection of the Best Offer

The award of the contract will be made to the IC whose offer has been evaluated using a combined scoring method - where the qualifications  will be weighted a max of 70% and combined with the price offer which will be weighted a max of 30%.

The technical evaluation will be based on the criteria below. the Offeror must reach the minimum technical score of 70 points in the technical qualification criteria to qualify and move on to the financial evaluation.

Recommended Presentation of Offer

Interested applicants must submit the following documents/information to demonstrate their qualifications through this link https://jobs.undp.org/cj_view_job.cfm?cur_job_id=95554. Please group them into one (1) single PDF or  MS Word file as the application only allows to upload maximum one document

1. Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP. The availability must indicate the number of days that the IC needs to be able to commence work upon signing of the Contract of Services with UNDP;
2. CV or P11 with three (3) references and their contact details;
3. Financial Proposal 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.  Financial proposal should also include personal Medical/health insurance (to be purchased by the individual at his/her own expense) as a mandatory requirement for the issuance of contracts. 
4.  Two samples of work provided related to the TOR.

The following templates / Annexes and IC General Terms & Conditions can be downloaded from http://gofile.me/6xdJm/bE9TCw8fU:

• General Terms and Conditions for Individual Contract
• Letter of Confirmation of Interest and Availability
• P-11 form

For any inquiries, please email procurement.ph@undp.org

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

[1]Weirs and dams are different. In a weir the water from upstream runs over top of the weir itself and is constantly overflowing. In a dam, water flows through spillways and penstocks instead of over top of the dam, which could actually cause major damage known as overtopping

[2]ICOLD Bulletin 125 should be considered as guidance for the selection of Inflow Design Floods.

[3]Downstream Consequence Analysis should be included in the Dam Break Studies that cover population, flood and flood breach for at least four (4) flow rates, estimated loss of life, and model runs.

[4]PMF study should be based on world maxima (using data from PAGASA, NASA, etc.).