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 regard to Annex C, Group I substances (HCFCs)” to “accelerate the phase-out of production and consumption of the hydrochlorofluorcarbons (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 of the stages of the HPMP;
• Implementation of investment projects in the Polyurethane (PU) Foams sector for technological conversion of HCFC consumers (end-users);
• Verification of compliance met by the investment projects and finalization of activities (Project Closure Reports).

Furthermore, in order to further protect the climate and the ozone layer, in October of 2016, during the 28th Meeting of the Parties to the Montreal Protocol on Substances that Deplete the Ozone Layer held in the capital of Rwanda, more than 170 countries agreed to amend the Protocol through what was called the “Kigali Amendment”.  The Kigali Agreement establishes specific targets and timetables to phase-down the production and consumption of HFCs, and carries an agreement by developed countries to help finance the transition of developing countries to climate-friendly substances, through a global commitment that will avoid more than 80 billion metric tons of carbon dioxide equivalent emissions by 2050.

This Term of Reference (TOR) seeks to identify and specify the scope of services required for sensitization/training related to the area of Refrigeration and Air Conditioning & Refrigerants Alternatives in several countries where UNDP supports the implementation of Montreal Protocol Projects and Activities.

UNDP would like to engage four qualified consultants to carry out a number of tasks under the project, as described within this TOR.

This Term of Reference (TOR) identifies and specifies the scope of services required for the fulfillment of the components related to the air conditioning and refrigeration sectors, both the implementation of investment projects and the technical assistance and training, and, therefore, an Individual Contract for Framework Agreement (Long Term Agreement) will be established for the accomplishment of the duties for each of the selected consultants

The Expert is expected to be engaged by February 15th, 2021 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 250 working days spread over a period of 12 months (1 year). 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 showed interest to enter into a non-binding Framework/Long Term Agreement (LTA) as a result of this Individual Contract process under the following conditions:

• 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 United Nations Development Programme".
• UNDP does not warrant that any quantity of Goods and/or Services will be purchased during the term of this arrangement.
• 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

Duties and Responsibilities

The Expert will work with UNDP, under the direct coordination of the UNDP MPU Regional Programme Coordinators in supporting countries where UNDP implements the Montreal Protocol in the review, assessment and preparation of the local refrigeration sector for the introduction and safe adoption of hydrocarbons in RAC applications. The Expert will guide other MPU (International and National) Experts and NOUs from Angola, Argentina, Barbados, Belize, Brazil, Colombia, Costa Rica, Cuba, Dominica, Ecuador, El Salvador, Grenada, Guyana, Haiti, Honduras, Jamaica, Mexico, Mozambique, Panama, Paraguay, Peru, St. Kitts and Nevis, Trinidad and Tobago, Uruguay, Angola, Argentina, Barbados, Belize, Brazil, Bolivia, Colombia, Costa Rica, Cuba, Dominica, Ecuador, El Salvador, Grenada, Guyana, Haiti, Honduras, Jamaica, Mexico, Mozambique, Panama, Paraguay, Peru, St. Kitts and Nevis, Trinidad and Tobago and Uruguay.  The expert may support additional countries not listed here. It is expected that the Expert guides activities including, but not limited to:

• Lead the preparation/implementation of training related to international best practices in the refrigeration and air-conditioning (RAC) sectors including alternatives to HCFCs and HFCs;
• Provide assistance to the beneficiary companies in their engineering projects associated to the technology conversion to adopt non-ODS and low-GWP technologies;
• Maintain technical discussions with companies and equipment suppliers;
• Train the trainers and other private stakeholders on international best practices in the use of hydrocarbons refrigerants;
• Undertake final revision and evaluation of installed equipment and other related works associated to each beneficiary company, including safeguard issues and maintenance procedures;
• Support in the adoption of national technical standards for the introduction of new technologies in the refrigeration and air conditioning sector.
• Preparation of training materials;
• Prepare reports containing the activities done, the outcomes, conclusions and recommendations.

Key deliverables

• Prepare national plans for training of technicians in RAC.
• Provide actionable recommendations on the Implementation of a system of Certification for refrigeration technicians on HCFCs.
• Conduct trainings of the trainers and technicians training on both retrofit and good practices in refrigeration, safety standards for the use of flammable and/or toxic refrigerants.
• Advise on publications which can be used and/or adapted by the countries in these efforts.
• Support the preparation of terms of reference and evaluation of procurement process related to acquisition of tools and equipment for the RAC sector under the HPMP implementation.
• Support in the implementation of pilot projects for the adoption of alternative technologies. In RAC.
• Assist in the preparation, update or revision of national standards for the use of flammable and/or toxic refrigerants.

Duration

The Contract (LTA) will enter into effect upon signature by both parties, expected for one (1) year1 of duration with a total duration of 250 days over the entire duration of the contract.

Duty Station

Home based, with possible missions to Angola, Argentina, Barbados, Belize, Brazil, Colombia, Costa Rica, Cuba, Dominica, Ecuador, El Salvador, Grenada, Guyana, Haiti, Honduras, Jamaica, Mexico, Mozambique, Panama, Paraguay, Peru, St. Kitts and Nevis, Trinidad and Tobago, Uruguay, Angola, Argentina, Barbados, Belize, Brazil, Bolivia, Colombia, Costa Rica, Cuba, Dominica, Ecuador, El Salvador, Grenada, Guyana, Haiti, Honduras, Jamaica, Mexico, Mozambique, Panama, Paraguay, Peru, St. Kitts and Nevis, Trinidad and Tobago and Uruguay, as mentioned in the Key Deliverables and detailed below.

Fees

The consultant will receive payment based on his/her daily fees, for the maximum of 250 days under this assignment (including the additional period, if extended).

The candidate shall quote his/her services on a per diem amount basis or professional daily fees for services based on the deliverables identified above.

Mission-related expenses (TE, DSA and Airfare) will be paid by the Projects.

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.

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

Core Competencies

Corporate:

-          Demonstrate integrity by modeling UN values and ethical standards;

-          Promote the vision, mission, and strategic goals of the UNDP and MPU;

-          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

• First-level university degree in Engineering with
• Specialization in refrigeration and air conditioning highly desirable

General Experience:

• Working experience of at least 10 years in training/teaching/technical assistance of RAC systems design, installation, operation or maintenance
• Experience in Preparation and execution of trainings in handling of natural refrigerants with emphasis on hydrocarbons, applied to both industrial and commercial refrigeration.
• Working experience in developing countries.

Specific Experience:

• Experience in preparation and execution of trainings in handling of hydrocarbons within RAC, including R600a.
• Experience in Preparation and execution of trainings in welding techniques for equipment containing HC R290 and R600a. 

Communication Skills:

• Proficiency in Spanish and English and ability to perform trainings, write reports and carry-out meetings in both languages.

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:

• 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.

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 mpu.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 with specific emphasis on Hydrocarbons” 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 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%)

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

Financial Proposal (30% weight of combined score)

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.

Some travels to the countries (dates TBC) mentioned in the TOR are expected for this assignment;

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, deliverables accepted and upon certification of satisfactory completion by the 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.

References

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