Background
Project Title
Development of Renewable Energy Applications for Market Mainstreaming and Sustainability
Project Description
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 tons of CO2 equivalent and 20,000 sitio-based households will have access to RE sources.
- Components and Expected outcomes:
Components | Outcomes |
a. RE Policy and Planning | enforcement of a supportive policy and regulatory environment = increase in RE investments |
b. Institutional strengthening for RE mainstreaming | strengthened institutional capacity = increase in RE project approvals |
c. Capitalized RE market development | increased number of operational RE projects = increase in confidence of RE developers on viability of RE |
d. RE commercialization | capitalized RE markets = increase in RE based power capacity |
Context of the Required Services
An Individual Contractor (IC) is required that will serve as Technical Coordinator during the installation and initial operation of the Management Information System (MIS) of the Renewable Energy Management Bureau (REMB-MIS).
Purpose and Relevance of the work vis-a-vis Project Context
This activity is under Component 2 of the DREAMS Project. A REMB MIS will lead to expediting the approval of RE projects and the establishment of RE knowledge platform (website). This activity also supports Component 4 that calls for the establishment of site specific RE resource databases.
The REMB MIS (or RIS for brevity) was designed to 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 be used to as an input gauge the Year-on-Year accomplishment of the targets contained in the National RE Program 2020-2040.
The RIS will be also accessible to the Field Offices of the DOE.
Stakeholders for the Project
The Department of Energy (DOE) is the Implementing Partner of the UNDP and GEF for the DREAMS Project. DOE assumes overall 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.[1]
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, Metro Manila. The IC will also coordinate with focal technical persons at the 3 Field offices of the Department of Energy.
[1] The members of the PSC are DOE, DILG, DENR, NEDA, TRANSCO, NGCP, NPC, PEMC, UNDP, and representatives from the local governments of Iloilo and Palawan.
Institutional Arrangement
Any changes in the schedule of deliverables shall be communicated to and approved by the UNDP Project Manager and the National Project Director 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 IC will be supervised by the DREAMS Project Manager. The PMU will facilitate linkage with members of the Renewable Energy Management Bureau.
No additional staff, equipment or workspace will be provided to the IC. Subject to availability, a meeting room may be provided at DOE during the visit of the IC.
Duration of the Work
The IC shall be engaged for a total of 70 days spread over seven (7) months. The key activities are presented below.
Output | Indicative Date* (the dates may change subject to selection of RIS Contractor) |
Inception Planning | 5th December 2020 |
Finalization of Terms of Reference for the REMB MIS Contractor | 15th December 2020 |
Evaluation of Bid proposals | 20th December 2020 |
Preparation of Work Breakdown structure during the RIS Development | 30th December 2020 |
System Installation (User Acceptance Tests, Training of Users, System Stability tests, Maintenance Service Agreement Preparation, Preparation of Business Continuity Plans and Operations Manual) | January to April 2021 |
Submission of Monitoring Reports | January to April 2021 |
Final Acceptance of DOE of REMB MIS | Not later than 30th May 2021 |
Duty Station
The IC must be based in Manila. S/he will not be required to report at the DOE except during meetings, consultations, or workshops. No duty travels outside of Manila are expected.
Scope of Price Proposal and Schedule of Payments
Contract Price: This Contract is based on a fixed “output-based” contracting system. The contract price shall not change. Extensions, subject to approval of the NPD, shall not result to an increase in contract cost, i.e. no cost extension.
Output | Payment Tranche |
Completion of bidding procedure and selection of Contracting Firm | 10 |
Initial Acceptance of DOE of REMB MIS (for Pilot Phase) and Signed Management Service Agreement and RIS website activated | 30 |
Status Report containing of User Experience observations and recommendation on the MIS and conduct of 3 stability tests and at least 6 trainings and Draft Business Continuity Plan and Draft Operations Manual | 20 |
Final Acceptance of DOE of REMB MIS and completion of final training, turnover of RIS operations manual and full asset- software and hardware inventory) including containing Final Business Continuity Plan and Systems Operations Manual | 40 |
Total | 100 |
Duties and Responsibilities
The IC will perform the following tasks:
Procurement of Contractor
- Preparation of the detailed Terms of Reference and required bid documents for the installation and operation of the RIS;
- Serve as Resource Person to assist the UNDP Procurement Unit and the PMU during the pre-bid conference and review of the technical and financial components of the bid proposals.
System Installation
- Assist in the preparation of the Work Breakdown Structure (WBS) between the Contractor and the DOE;
- Ensure the compliance of the Contractor to the specifications (software and hardware components) of the RIS and all the scheduled deliverables under the Contract;
- Develop a monitoring system to report on the progress of work based and submit a regular status report with appropriate recommendations to the PMU for its review and consideration;
- Serve as Resource Person for the RIS Working Group that will be established for the purpose;
- Participate in all test procedures that will be conducted and certify that the results passed the prescribed test protocols;
- Assist the PMU in validating requests coming from the Contractor including payment of delivered outputs, change/s in work schedule, and modification in the technical design of the system, if any.
System Operation, Maintenance and Turn-over
- Review the Maintenance Service Agreement (MSA) between the DOE and the Contractor during the warranty period of the system to ensure the agreement is to the satisfaction of the REMB;
- Review the RIS Operation Manual that will be submitted by the Contractor to ensure its completeness;
- Develop a training module and conduct training (equivalent to at least 6 man-days) for the users of the RIS based on the RIS Operating manual;
- Conduct regular monitoring of the performance of the system based on agreed upon standards of the RIS;
- Conduct at least three (4) system stability tests during the maintenance period;
- Communicate with the Contractor to help the DOE resolve technical issues and problems on the use of the RIS;
- Review and recommend system enhancements, if any are needed, during the maintenance period;
- Facilitate the preparation of a business continuity plan in coordination with the REMB;
- Submit status report to the PMU based on agreed upon content and schedule.
The IC must, at the minimum, employ the methodologies described below:
Deliverable/Outputs | Methodology/Activity |
Terms of Reference for Bidding
Monitoring Reports
RIS Operations Report
Training Module
Business Continuity Plan | Focused Group Discussion (FGD)/workshop with REMB particularly its users and the recipient of the information
Regular Systems Check
Interview on Users experience
Regular meeting with members of MIS Technical Working Group
Review and validation of reports from the Contractors |
Expected Outputs/Deliverables
These expected outputs and deliverables are provided in the table below:
Deliverables/Output | Target Completion Date | Estimated Duration to Complete | Review and Approvals Required | Name of person to review and accept the output |
Approved Inception Plan | Not later than 5th December 2020 | 2 days | National Project Director with recommendation of the Division Chief of the Technical Services Management Division | Ricardo Torres Jr. DREAMS Project Manager
Gwyneth Anne Palmos, Programme Analyst, UNDP |
Final Terms of Reference for the REMB MIS Contractor | Not later than 15th December 2020 | 5 days | ||
Bid evaluation results and recommended Contractor | Not later than 30th December 2020 | 6 days | ||
Work Breakdown Structure of the Contractor and submission of monitoring strategy and design during the installation process | Not later than 15th January 2020 or within 7 days after selection of the winning Contractor | 6 days | ||
Status Report 1 containing results of all User Acceptance Tests (at least 3 UAT) including website design | Not later than 15th February 2021 | 14 days | ||
Initial Acceptance of DOE of REMB MIS (for Pilot Phase) and Signed Management Service Agreement including testing and activation of operational RIS website | Not later than 30th March 2021 | 12 days | ||
Status Report 2 containing of User Experience observations, system stability tests (at least 3 tests) and recommendation on the MIS and result of trainings of RIS users (at least 6 man-day trainings) and containing approved Business Continuity Plan and Systems Operations Manual | Not later than 30th April 2021 | 20 days | ||
Final Acceptance of DOE of REMB MIS (asset inventory, final system check, final training, completion of manuals) | Not later than 30th May 2021 | 5 days | ||
Total |
| 70 days |
Competencies
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;
Required Skills and Experience
Candidates will be evaluated based on the Combined Rating methodology:
- Technical qualifications = 70%
- Financial Proposal = 30%
For the evaluation of the Technical Proposal, the selection of the successful consultant must be based on the following qualifications (with the appropriate obtainable points):
Qualification | Points Obtainable (100 points) |
Education | |
Minimum level: AB/BS degree in Information Technology and/or Industrial Engineering, Business Management, or other related IT Courses
Minimum 7 points for bachelor’s degree, additional points for an additional related certified course or related degree completed, maximum of 10 points | 10 |
Experience | |
Minimum 3 years of continuous experience in the evaluation, design and/or establishments of Data Warehouse, Management Information System and web-based knowledge platforms
Minimum 14 points for 3 years’ experience, additional points for every additional year, maximum of 20 points | 20 |
Minimum 2 years combined experience as system developer/analyst related to the energy sector and/or environment
Minimum 28 points for 2 years’ experience, additional 3 points for additional years, maximum of 40 points | 40 |
Minimum 2 years of experience in Project Management using Agile or Waterfall system
Minimum 14 points for 2 years’ experience, additional point for every additional year, maximum of 20 points | 20 |
Language | |
Writing proficiency in English, as evidenced by one sample of a report (between 3-5 pages long) submitted to a client on Data Systems Analysis Minimum 7 points, maximum 10 points |
10 |
TOTAL | 100 |
Applicants who will only receive 70 points from the assessment of the CV will be qualified for the assessment of the Financial Proposal.
Recommended Presentation of Offer
Interested applicants must submit the following documents/information to demonstrate their qualifications. Please group them into one (1) single PDF document as the application only allows to upload maximum one document.
- 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; and
- Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP; Financial Proposal that indicates the all-inclusive fixed total 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.
Interested applicants to note that personal Medical/health insurance (to be purchased by the individual at his/her own expense) is mandatory for the issuance of contracts. Upon award of the contract, the consultant must be ready to submit proof of insurance valid during the contract duration.
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
In view of the volume of applications, UNDP receives, only shortlisted offerors will be notified.