Historique

The United Nations Development Programme (UNDP), under the support of the Global Environment Facility (GEF), is implementing the Programme “Initial Implementation of Accelerated HCFC Phase Out in the CEIT Region”.

A principal component of the project is the investment programme that aims at a rapid HCFC phase-out in the manufacturing sector. The programme should support technological conversions and technology information exchange of an eligible Ukrainian manufacturing company in foam sector (system house) by co-financing of an investment sub-project in a Ukrainian manufacturing company. The private company-HCFC user that was selected during the project development according to the eligibility rules of the funding donor (GEF and its corresponding global fund – MLF – that sets such requirements) and will use the provided funds to off-set the incremental costs they will incur when investing in technologies reducing HCFC use in its product manufacturing processes.

The overall scope of this assignment are the arrangement of knowledge exchange and oversight the investment program implementation, formulation the technical specifications for the equipment required to implement the technology conversion project in one (1) Ukrainian manufacturing company in the foam sector (system house), as well as to provide required technical guidance and consultation on local civil engineering works.

Project Description

The project is consistent with Ukraine's commitments on global environment management and plans on responding to multilateral agreements, in particular the requirements of Montreal protocol and the Vienna Convention on protection of ozone layer to which Ukraine is a party. While Ukraine has made substantial progress in implementing the Montreal Protocol on ozone-depleting substances and addressing the first group of CFC (Chlorofluorocarbon) substances, there is additional work expected on compliance with HCFC phase-out targets as approved by the Meeting of Parties for the country.

The current full-size GEF project document is an initial response to the obligations incurred by Ukraine under the present phase out schedule for HCFCs of the Montreal Protocol, as amended by the Copenhagen amendment, subsequent adjustment adopted by the Parties to the Montreal Protocol at MOP 19 in September 2007, and the revised HCFC phase-out schedule as approved for Ukraine by the MOP in 2012. It provides a follow up to the previous GEF medium-sized (MSP) regional HCFC data collection project, whose main objective was the collection of HCFC consumption data in CEITs countries and outlines of the phase-out strategies.

In order to respond to the country’s needs and initiate the return to compliance, the current project (Stage I) targets as a priority the completion of the HCFC phase-out strategy formulation in its full format as well as rapid eligible consumption phase-out activities in the refrigeration manufacturing, solvent and XPS sectors, through HCFC-based industry (manufacturing sector) conversions to non-HCFC technologies (zero ODP and low GWP), as well as technical assistance and support (capacity building, awareness raising, etc.) to non-eligible enterprises in support of their self-conversion. It further plans for enhanced capacity building of re-structured Government authorities (Environmental Inspectorate and Customs) to exercise more effective HCFC related regulatory measures with technical support and supply of modern portable analytical instruments to properly detect and identify HCFCs at entry points and enforce HCFC quota legislation to facilitate the return of the country into compliance with the Montreal Protocol obligations.

The investment program in the foam sector will cover technological conversions and technology information exchange for a Ukrainian system house, POLYFOAM Ltd.

Devoirs et responsabilités

The principal responsibility of the international consultant is to support and oversee the technological conversion to non-HCFC technologies. This includes:

• Implementation of blending operations conversion from HCFC blowing agent (141b) to non-HCFC technologies (methyl formate (MF), Methylal, water, etc.) at Polyfoam System House (POLYFOAM LTD);
• Formulation of technical specifications for the equipment to be procured by/for system house, and monitoring the technological conversion in consultations with selected suppliers and the company;
• Confirmation to UNDP proper utilization of funds as well as confirmation the any new/next tranche release for the company;
• Collaboration with the representatives of the Polyfoam System House to meet its demand in the equipment and chemicals, UNDP/MPU-Chemicals Unit (MPU-Chemicals, Istanbul Regional Hub), the project team and UNDP in Ukraine to follow UNDP procurement rules and procedures.

Within the framework of this ToR, the international consultant is expected to perform the following tasks and duties:

• Taking into account the initial investment program was signed in May 2013 and postponed due from political and economic crisis, armed conflict in the Eastern Ukraine, the Consultant shall perform verification of current baseline information, revise and propose updated investment program  for implementation of blending operations conversion from HCFC blowing agent (141b) to non-HCFC technologies (methyl formate (MF), Methylal, water, etc.) at Polyfoam System House (POLYFOAM LTD);
• In consultations with the enterprise, update the information on ODS consumption, infrastructural investments made by the company by date, formulate technical specifications for the technological equipment to be procured, and assist the project team with development of required bidding documentation. A list of potential suppliers should be prepared and attached to this documentation to facilitate the bidding process;
• Assist in the technical review of the received bids, and generally advise on the quality of applications and their responsiveness to the bid requirements, specifically in terms of equipment and chemicals capacity and overall suitability to the company’s needs. Help coordinate and liaise with the recipient company on its compliance of the design works and proposed technological solutions provided by selected bidders. The consultant will be required to prepare technical responses to company and UNDP when requested so. For this purpose, the consultant will act to ensure the highest standarts of confidence, transparency, impartiability and non-disclosure of procurement related information;
• Participate in the project implementation and contribute with specific technical knowledge advising when requested so. Oversee all work with company to carry out project implementation works and/or technology conversion for the company;
• Make sure that there is an appropirate level of coordination between selected suppliers and the  company on the equipment and/or chemicals supply and equipment installation, including local works. Resolve conflicting views between the partnering parties and make sure implementation is done according to the time schedule;
• Upon technology optimization works have been completed, carry out safety audits with preparation of required reporting, inclusive of a project completion report with documentation supporting facts on usability of the replaced equipment;
• The Consultant will liaise with the experts who will be recruited to optimize chemicals/blends performance and quality of the end-products/or prepared systems;
• Provide required technical guidance and consultations both for project beneficiary and project team;
• Facilitate and guide consultations and conferences (meetings) with the project stakeholders to determine strategy, priorities, key partners, and key barriers to success.

Besides a desk review of the relevant documents the consultant will undertake 2-3 missions to the country, in full collaboration with the UNDP Country Office and project team. The missions, apart from technical meetings, might include:

• Site visits and meetings with the manufacturing company;
• Safety audit site visit to the company to oversee equipment installation, testing, trials and commissioning at the stage when the equipment is supplied and installed.

Expected Deliverables:

• Revised ProDoc with proposed investment plan drafted and accepted by UNDP Istanbul Regional HUB and UNDP Ukraine, including detailed assignment work plan of the Consultant;
• Proposed and agreed with recipient technical specifications and TORs for technological conversions in line with the approved project documentation; prepared list of recommended potential equipment and chemical suppliers, formula developers;
• Bids review documentation and technical comparison. Written conclusion/recommendation of the consultant for the bids prepared and received as per the tender procedures announced and conducted by System House according to UNDP procedures;
• Safety audit conducted and project completion report presented.

Payment for Services:

The international consultant shall receive payment in four installments from UNDP as follows:

• 15% upon preparation and acceptance of the revised ProDoc and detailed assignment work plan;
• 35% upon submission and acceptance of technical specifications and TORs for technological conversions including list of potential equipment and chemical suppliers;
• 35% upon submission and acceptance of written conclusion/recommendation on the received bids and final selections of the companies-tender winners;
• 15% upon Safety audit conducted and project completion report presented.

Responsibility for Expenses and their Reimbursement:

This is a lump sum assignment. The Consultant will be responsible for all personal administrative and/or international travel expenses associated with undertaking this assignment including office accommodation, printing, stationary, telephone and electronic communications, and reports copies incurred in this assignment.

Local travel support will be provided and covered by the project.

Responsibility for Managing the People and the Work Plan:

The principal responsibility for managing the consultant will lie with the Project manager and the Head of Environment Section of UNDP Ukraine. The tentative timeframe and duration of activities are estimated to be broken down as follows:

• Deliverable 1: Revised ProDoc with proposed investment plan drafted and accepted by UNDP Istanbul Regional HUB and UNDP Ukraine, including detailed assignment work plan of the Consultant. Estimated duration: 10 days. Deadline: within 5 weeks after the start of assignment;
• Deliverable 2: Proposed and agreed with recipient technical specifications and TORs for technological conversions in line with the approved project documentation; prepared list of recommended potential equipment and chemical suppliers, formula developers. Estimated duration: 15 days. Deadline: within 10 weeks after the start of assignment;
• Deliverable 3: Bids review documentation and technical comparison. Written conclusion/recommendation of the consultant for the bids prepared and received as per the tender procedures announced and conducted by System House according to UNDP procedures. Estimated duration: 15 days. Deadline: within 30 weeks after the start of assignment;
• Deliveable 4: Safety audit conducted and project completion report presented. Estimated duration: 5 days. Deadline: within 50 weeks after the start of assignment.

The duration of tasks, duties and missions might vary and will depend upon the consultant’s judgment, but in total will not exceed 45 working days within one calendar year, preserving the deadlines are followed as they are identified by this TOR.

The documents shall be provided both in written (if required) and electronic formats in English. UNDP will be responsible for their proper translation into Ukrainian and/or Russian (if needed).

Prior to approval of the project stakeholder (i.e. private company), draft versions of documents shall be submitted for comments if any, acceptance and translation into Ukrainian/English to UNDP. If any discrepancies have emerged between impressions and findings of the consultant and the aforementioned party, these should be explained in an annex attached to the final report.

Compétences

Technical/Functional Competencies:

• Strong expertise in Environmental Management with strong focus on ozone protection and management, ODS  production and consumption , trade, imports/exports;
• Expertise in developing/implementation of investment programmes aimed at eliminating ODS consumption either in public and/or private sectors;
• Familiarity with the International Conventions, in particular requirements of the Montreal Protocol and the Vienna Convention on protection of Ozone Layer;
• Ability to pick up new terminology and concepts easily;
• Familiarity with HCFC use and management in the CEIT Region;
• Excellent written communication skills, with analytic capacity and ability to synthesize relevant collected data and findings for the preparation of quality analysis for the strategic documents, action plans, etc.;
• Excellent coordination skills and result oriented collaboration with colleagues – especially for this case with the national level consultants.

Core Competencies:

• Maturity and confidence in dealing with senior members of national institutions;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Promotes the vision, mission, and strategic goals of UNDP;
• Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
• Good team player who has the ability to maintain good relationships.

Qualifications et expériences requises

Education:

• Graduate degree in chemistry, chemical engineering, process engineering, physics, mechanics or equivalent.

Experience:

• At least 15 years’ experience related to the formulation and implementation of CFC and specifically HCFC phase-out strategies, programs and projects, with specialization in foams conversion projects;
• Experience in elaboration/implementation of investment sub-projects in foam sectors aimed at conversion of the current technologies into non-ODS technologies;
• Experience in purchasing and/or installation of specialized non-ODS equipment or equivalent;
• Experience with GEF and MLF policies and procedures will be considered as advantage;
• Knowledge in the use of email, internet, the MS Office suite is mandatory.

Languages:

• Excellent English writing skills are essential;
• Knowledge of Russian/Ukrainian would be an asset.

Documents to be included in when submitting the proposals

Applicants shall submit the following documents in English language:

• Personal CV, including information about past experience in similar projects / assignments and contact details for referees;
• Financial proposal;
• Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP.

Financial proposal

Lump sum contract

The financial proposal shall specify a total lump sum amount, and payment terms around specific and measurable deliverables as provided in the Section 4 of this Terms of Reference. Payments are based upon output, i.e. upon delivery of the services specified in the TOR.  In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (including travel cost and anticipated working days).

Travel costs

All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station/repatriation travel.  In general, UNDP should 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.

In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel and will be reimbursed.

Evaluation criteria:

Education:

• Master degree or MBA in chemistry, chemical engineering, process engineering, physics, mechanics or equivalent: MBA or higher - 10 points, Master degree - 5 points.

Experience:

• At least 15 years’ experience related to the formulation and implementation of CFC and specifically HCFC phase-out strategies, programs and projects, with specialization in foams conversion projects: 25 years or more - 20 points, 20 - 24 years - 15 points, 15 - 19 years - 10 points);
• Experience in elaboration/implementation of investment sub-projects in foam sectors aimed at conversion of the current technologies into non-ODS technologies: 10 years or more - 10 points, 7 - 9 years - 8 points, 5 - 6 years - 5 points;
• Experience in purchasing and/or installation of specialized non-ODS equipment or equivalent: 10 years or more - 10 points, 7 - 9 years - 8 points, 5 - 6 years - 5 points;
• Experience with GEF and MLF policies and procedures - 10 points max.

Languages:

• Excellent English + knowledge of Russian or Ukrainian – 10 points max, Excellent English – 5 points.

Maximum available technical score – 70 points.

Evaluation method

Cumulative analysis

The contract award shall be made to the incumbent whose offer has been evaluated and determined as:

• Responsive/compliant/acceptable; and
• Having received the cumulative highest score (up to a maximum of 100 points) out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

Technical Criteria weight: 70%

Financial Criteria weight: 30%

Only candidates obtaining a minimum 70% from the maximum available technical score (49/70 points) will be considered for the Financial Evaluation. The maximum score following both the technical evaluation and the financial evaluation is 70+30 points = 100 points.

The maximum number of points assigned to the financial proposal is allocated to the lowest price proposal and will equal to 30 for the lowest technically qualified proposals.

All other price proposals will be evaluated and assigned points, as per the formula below:

• 30 points [max points available for financial part] x [lowest of all evaluated offered prices among responsive offers] / [evaluated price];
• The proposal obtaining the overall cumulatively highest score after adding the score of the technical proposal and the financial proposal will be considered as the most compliant offer and will be awarded a contract following a validation interview and reference checks, as required;
• UNDP reserves the right to conduct interviews with more than one candidate, as required.