Background

The Montreal Protocol on Substances that Deplete the Ozone Layer has the objective to phase-out the ozone depleting substances (ODSs) that are released to the atmosphere. Contrary to the Multilateral Environmental Agreements (MEAs) that pursue reductions in the emissions of greenhouse gases (GHG), the Montreal Protocol focuses on the elimination of the sources of these ODS: their production and consumption (imports);

Under the Montreal Protocol, the A-5 countries are eligible to receive financial support to comply with the phase-out ODS consumption by deploying a series of technical assistance and industrial conversion projects, at country level, so producing and consuming sectors can abandon the use of these substances.

Being one of the 4 (four) Implementing Agencies (IA) designated by the Multilateral Fund (MLF), The United Nations Development Programme (UNDP) supports developing countries operating under its Article 5 (A-5) to implement the Montreal Protocol´s ODS phase-out projects, which include activities related to RAC servicing sector (training to technicians, implementation of recovery and reclamation programme, support for market transformation to low-GWP alternatives) in order to eliminate the use of HCFCs by environmentally friendly alternatives.

These Terms of Reference (TOR) identify and specify the scope of services required for the fulfillment of the above components related to the RAC Servicing sector, and, therefore, UNDP would like to engage an International Consultant in the RAC Servicing sector.

The Expert is expected to be engaged by 27 May 2019 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 (by issuing Purchase Orders) arising from the said Agreement, which could be issued at any time within the duration of the Framework Agreement/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 80 (eighty) 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.

Framework Agreement Disclosure

UNDP, at its own discretion, demonstrated interest to enter into a non-binding Framework Agreement as a result of this Individual Contract process under the following conditions:

- The individual contractor shall provide the types of services, quoted in this bidding, which shall be reflected in a non-binding Framework Agreement.

-UNDP does not warrant that any quantity /days of work will be contracted during the term of this arrangement.

-In the event of any advantageous changes and/or downward costs for Services during the duration of this Agreement, the Individual Contractor shall notify UNDP immediately. UNDP will consider the impact of any such event and may request an amendment to the Framework Agreement.

Duties and Responsibilities

The International Consultant will work with UNDP, reporting to the UNDP MPU´s Regional Programme Officer for the Asia, based in the Regional Hub of Bangkok, who also acts as Framework Agreement Monitor.

The Consultant is expected to provide technical service for the regions in Asia, serving the countries (but not limited to) Brunei, Cambodia, Fiji, Malaysia and Timor Leste, to the performance of following tasks:

Efffective technical assistance provided in planning RAC technicina training programmes to relevant countries

• Review of project documents and discussions with stakeholders for understanding need of the sector related to training
• Review existing plan and provide inputs for improvements for RAC training programmes
• Provide input on technical specifications for training on good service practices

Effective technical assistance provided in implementing RAC technician training programmes  to relevant countries

• Support MPU officers in design detailed programme of technician training to relevant countries
• Provide training to technicians on good service practices including flammable refrigerants

Technical assistance provided in planning, implementing and monitoring activities related to HPMP

• Provide technical inputs on technology options/ technical specification for tools/equipment for recovery and reclamation programme
• Visit and provide suggestions for improvement of these programmes
•    Support MPU in design and development of project document for stage II/II

Key deliverables:

(a) Inputs provided for technical specifications for training on good service practices.

(b) At least two training on good service practices including flammable refrigerants delivered;

(c) Status Report on implementation of RAC programme delivered;

(d) Long Term Action Plan on RAC servicing sector plan drafted in coordination with the National Ozone Unit;

Duration

The Contract (Framework Agreement) will enter into effect upon signature by both parties and expected for 2 (two) years of duration, with possibility of an extension for additional year(s) with a maximum of 80 working days.

Duty Station

Home based, with expected missions to:

1. Brunei (8 mission days total)
2. Cambodia (8 mission days total)
3. Fiji (8 mission days total)
4. Malaysia (12 mission days total)
5. Indonesia (12 mission days total

Fees

The consultant will receive payment based on daily fees, for the maximum of 80 (eighty) working days under this assignment.

The candidate shall quote his/her services on a per diem amount basis that will include the travel costs as per missions foreseen in the Item 5 above. Missions which were not foreseen above 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 candidates, must submit their financial offer alongside the technical 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

• Demonstrate integrity by modeling UN values and ethical standards
• Promote the vision, mission, and strategic in goals of the UNDP and the BPPS
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Treats all people fairly without favoritism

Required Skills and Experience

Education

• Bachelor’s degree (or equivalent) in Engineering, Science or related field.  

General Experience:

• Working experience of at least 5 years with activities in the RAC sector
• Working experience in in developing training material and providing training to RAC servicing technicians (especially flammable refrigerants).
• Working experience of planning and implementing  activities related to HCFC Phase out in RAC Servicing center including training, reclamation and replacement program.
• Knowledge of Montreal Protocol related issues and its associated Policies and Agreements
• Experience in RAC-related projects in developing countries is desirable.

Communication Skills:

• Excellent writing, editing, and oral communication skills in English

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
• 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, 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 RAC Servicing Sector" by the deadline informed. 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.

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, (or deliverables accepted, if applicable) and upon certification of satisfactory completion by the Task 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.

Annexes

(click on the hyperlink to access the documents):

Annex 1 - Financial Proposal Template

Annex 2 - IC Contract Template

Annex 3 – IC General Terms and Conditions