EBRD - Batumi Bus Project - Corporate Development and Stakeholder Participation Programme

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Страна: Грузия
Язык: EN
Номер: 7721468
Дата публикации: 13-02-2018
Источник: TED
Окончание подачи заявок через: 23 дней
Тэги: Accounting services Urban planning Repair and maintenance services of buses Transport Energy

Описание

Assignment name: Batumi bus project — Corporate Development and Stakeholder

Participation programme

Procurement ref: 8975-EOI-48104(GV)

Project number: 48104

Country: Georgia

Business sector: MEI / Public Transport

Funding source: EU-funded Municipal Project Support Facility (MPSF)

Contract Type: Consultancy services

Notice Type: Invitation for expressions of interest

Issue date: 8.2.2018

Closing date: 1.3.2018

Executing agency (Client):

Batumi autotransport LLC (the “Company”)

The client contact person: Mr. Giorgi Kontselidze, Batumi Autotransport Ltd, address: 13, Sulkhan-Saba Orbeliani Street, Batumi, GEORGIA; mobile: +995593010813

The EBRD Contact person:

Georgia Vasiliadis

European Bank for Reconstruction and Development

One Exchange Square

London EC2A 2JN

Tel: + 44 20 7338 7750

Email: vasiliag@ebrd.com

Project Description:

The City of Batumi (“Batumi” or the “City”) and the European bank of reconstruction and development (the “EBRD” or the “Bank”) are cooperating to improve City’s urban transport services by expanding the existing fleet of buses (the “Project”). The beneficiaries of the project are the city and the Batumi autotransport LLC (the “company” or the “client”), a municipal bus company, which is wholly owned by the City.

The project consists of the EBRD loan to Georgia in the amount of 5 500 000 EUR, to be provided in two tranches, and an investment grant of 1 500 000 EUR from the Eastern Europe energy efficiency and environment Partnership (“E5P”). The project aims to improve and modernise bus operations in Batumi through the purchase of a new bus fleet of electric and diesel buses.

Assignment description

The bank will provide institution building assistance to the company in the form of a corporate development programme and a stakeholder participation programme as outlined below. For this purpose the client now intends to retain a consulting company (the Consultant) to provide the following services (the “Assignment”):

Part I: Corporate development programme for the company

The consultant will assist the company to improve its commercial standing, service and environmental/social performance by supporting the development and implementation of relevant policies for corporate, financial, operational and environmental/social management required to meet the related covenants included in the EBRD financing documents. The consultant will also assist the company to develop a medium-term focused corporate development programme and to improve the corporate planning capacity to assist its transition towards becoming a self-sustaining entity with commercially sustainable operations, as well as implementation of the Environmental and social action plan (“ESAP”) developed for the company.

Part II: Stakeholder participation programme

The second objective is to develop and implement a Stakeholders participation programme (“SPP”), aimed at enhancing public ownership by encouraging the use of public transport, increasing public participation in the provision of public transport services (service quality and rehabilitation activities) and raising public awareness on issues related to project implementation. The SPP should be designed in a way that it ensures meaningful participation of all concerned stakeholders, men and women alike, in the consultation.

The selected consultant is expected to provide the following services:

1. Prepare a financial and operational performance improvement programme (“FOPIP”) for the company, which will focus on ensuring that they meet the covenants set forth in the financing documentation with EBRD. These include:

— Maintaining satisfactory accounting, cost control and management information systems and books of account in accordance with international accounting standards starting from a date to be agreed with the bank in the loan agreement (this requires support in converting existing financial reports in an IAS type format),

— Developing internal documentation for the management processes, standard operating procedures, job descriptions for the company staff,

— Maintaining financial covenants in the project agreements and sub-loan agreement negotiated with the government,

— Debt service coverage ratio improvement as established in the project agreements,

— Implementation of the ESAP and providing the Bank with financial and environmental/social reports as required under the project agreements,

— Agreeing on performance indicators with the City.

To this end, it is expected that the FOPIP will include both corporate development actions as well as financial and operational improvements.

2. Following approval by the company, the City and the EBRD, the consultant will actively assist the company to implement the various aspects of the FOPIP, as follows:

— Corporate development,

—— Work closely with the company in their discussions with the City to finalise the public service contract,

—— Assist the company in adopting the Risk management policy statement,

— Financial performance improvement,

—— Work closely with the company to provide support in implementing the measures identified to improve financial performance. Assist the company to ensure the recommendations identified and agreed to improve accounting, budgeting and cash management are being implemented. As part of this, the consultant may need to provide ongoing support to assist the company in preparing financial statements in accordance with IAS and in implementing any new budget procedures,

— Operational performance improvement,

—— Assist the company in implementing the action plan to improve operational efficiency,

—— Assist the company in adopting internal documentation for the management processes, standard operating procedures, job descriptions for the company staff,

— Capital investment planning,

—— Assist the company in development of systematic routines for short-medium and long-term planning of prioritised capital investments for improvements of the services and the environmental performance of the utility. A first version of such a rolling investment program should be prepared and presented,

— Environmental and social action plan,

—— Assist the company in implementing the environmental and social action plan and putting in place the necessary E&S provisions to appropriately manage E&S issues associated with the company’s activities,

— Public and customer relations,

—— Assist the company in implementing the customer relations’ programme.

3. The consultant will help the company in preparing a corporate development plan, which will cover all aspects of utility management and operations and will not be limited to the areas covered by the FOPIP. The first CDP is intended to be the start of an annual rolling plan that will evolve with time to reflect changing circumstances, improved information and progress made. To this end, the consultant will assist the company to develop procedures and systems to build a corporate planning process into the existing budget and business planning processes. The consultant will also identify other areas of management, finance and operations that should be considered in future corporate development plans, depending upon the progress made by the company.

4. Capacity building of the staff in the company will be a key part of the consultant’s work. Throughout the assignment, the consultant will improve the capacity of the company’s staff through on-the-job assistance and close collaboration. The consultant will arrange formal training aimed at senior and middle-level managers in all aspects of utility management, so as to enable the Company to implement the FOPIP effectively. In line with the results of the assessment of the HR policies and practices from the gender perspective, the consultant will ensure that to the extent feasible, both men and women benefit from the capacity building programme. Capacity building of the staff to enable successful implementation the EHS management systems and the Environmental and Social Action Plan shall further be a core objective. The consultant, in close cooperation with the company, will identify key training needs and develop an appropriate training plan. This will be agreed with the EBRD prior to implementation. The consultant will formulate a list of training programmes continuously necessary to keep the technical and management competency, and assess necessary recourses, and discuss with the company.

5. In order to raise customer awareness and maintain a constructive relationship with stakeholders through education campaigns, on-going information dissemination and effective grievance management, the consultant will develop and implement a Stakeholder participation programme.

6. An information campaign about the importance of a sustainable public transport system will be developed. The consultant shall ensure collection of feedback from relevant stakeholders through, as a minimum, the organisation of Focus groups. Special attention should be given to the representativeness of these groups in terms of age, gender, economic status, geographical location as well as other relevant socio-demographic dimensions. The consultant should propose additional means for collecting feedback, as deemed necessary. The main tasks will comprise:

— Gathering concerns and complaints regarding services and ensuring that they are relayed to the City and the company (e.g. quality of service, affordability of fares),

— Based on the analysis carried out, bringing forth users’ concerns in the consultation process carried out by local authorities,

— Assisting the City and the company with the dissemination of information to public transport users (e.g. regarding construction works, investments and route information).

The Focus groups will meet monthly to share information and co-ordinate and consolidate their position on a citywide basis in a Forum of public transport users (FoPTC). This forum will also be facilitated by the consultant. The City and the company will participate in the FoPTC, which will expose them to the importance of consumer participation in decision-making and problem-identification in order to have a successful and sustainable public transport supply system. Among the key questions that will be discussed in the focus groups will be service provision (routes, frequency, etc.), infrastructure maintenance, consumer complaints, affordability of fares incl. social hardship caused by fares as well as social protection systems. The Focus group representatives will play a key role in ensuring that the views and concerns of all population groups are fully represented and taken into account in the consultation process. The existing activities of the company in the field of information dissemination shall be integrated in the SPP.

Status of selection process: interested firms or group of firms are hereby invited to submit expressions of interest.

Assignment start date and duration: the assignment is expected to start in Q2 2018 and has an estimated overall duration of 24 months.

Cost estimate for the assignment: 210 000 EUR (exclusive of VAT). Subject to availability of funding, the performance of the selected Consultant and the specific needs of the Client the assignment may be extended beyond the current scope. The consultant must determine whether any indirect taxes/VAT are chargeable on the proposed services and state the basis for such. If any indirect taxes/VAT are payable, the Client will have to pay indirect taxes/VAT element to the services directly to the consultant unless otherwise agreed.

Funding Source: it is anticipated that the contract will be financed by the EU-funded Municipal project support facility (MPSF). Selection and contracting is subject to the availability of funding.

Eligibility: no eligibility restrictions apply to this assignment.

Consultant profile: corporate services are required. The consultant will be a firm or a group of firms with previous project experience in corporate development in the urban public transport sector preferably in the Caucasus, CIS or Eastern European countries.

The consultant’s expert team is expected to include key experts as follows:

— Key expert 1: Project Manager/Team Leader, preferably with 10 years of relevant professional experience, including preferably more than 5 years in managing urban public transport projects in similar environments. The expert should have previous project management experience in the Southern Caucasus or Eastern European countries, and preferably Georgia. Previous experience with corporate development in the sector will be considered an advantage. Knowledge of Georgian is considered an advantage,

— Key expert 2: Local Project Manager/Technical Expert, preferably with 8 years of relevant professional experience, including preferably more than 5 years in managing urban public transport projects in similar environments. The expert should have previous project management experience in Georgia and a good understanding of public administration in Georgia. Previous experience with corporate development in the sector will be considered an advantage, Knowledge of Georgian is essential,

— Key expert 3: Finance Expert, preferably with 8 years of relevant professional experience in dealing with financial and contractual, as well as operational and technical issues, preferably in an urban transport context (service provision, fleet management, depot space management, maintenance of the fleet, etc.),

— Key expert 4: Local Finance Expert, preferably with 8 years of relevant professional experience in dealing with financial and contractual, as well as operational and technical issues, preferably in an urban transport context (service provision, fleet management, depot space management, maintenance of the fleet, etc.). Previous experience in Georgia and knowledge of Georgian are essential,

— Key expert 5: Environmental Expert, preferably with 8 years of relevant professional experience in working on environmental matters in an urban public transport context (such as drafting Environmental Impact Assessments or Action Plans and/or following up on their implementation). Particular familiarity with local conditions in Georgia and the Southern Caucasus region would be an advantage,

— Key expert 6: Health and Safety Expert, preferably with 8 years of relevant professional experience in working on health and occupational safety issues and implementation of Health Management Systems consistent with the requirements of the ISO 14001/39001/OHSAS 18001 standard. Particular familiarity with local conditions in Georgia and the Southern Caucasus region would be an advantage,

— Key expert 7: Social Expert, preferably with 8 years of relevant professional experience in working on social issues, such as drafting Social Impact Assessments and Social Action Plans. The Expert should have a thorough understanding of social issues of particular relevance to Georgia and the Southern Caucasus region in general.

Additionally, the Consultant should suggest a pool of Local Experts, preferably with 5 years of relevant professional experience in dealing with urban transport in Georgia. A good understanding of Georgian requirements and legislation will be an advantage. Knowledge of Georgian is essential. The pool should include a Stakeholder Engagement and Communications Expert with preferably 5 years of professional experience in organising awareness-raising/information campaigns and/or public consultations.

The consultant shall ensure the engagement of the above listed experts with a professional command of English.

Submission requirements: In order to determine the capability and experience of consultants seeking to be selected, the information submitted should include the following:

1. Company/group of firms’ profile, organisation and staffing (max. 2-4 pages).

2. Details of previous project experience or similar assignments particularly undertaken in the previous 5 years, including information on contract value, contracting entity/client, project location/country, duration (mm/yy to mm/yy), expert months provided (if different from duration), main activities, objectives.

3. CVs of key experts who could carry out the Assignment detailing qualifications, experience in similar assignments, particularly assignments undertaken in the previous 5-10 years, including information on contracting entity/client, project location/country, duration (mm/yy to mm/yy), main activities, objectives.

4. Completed consultant declaration form and contact sheet, the template for which is available from the following web-link:

http://www.ebrd.com/pages/workingwithus/procurement/notices/csu/contact_sheet.doc

The expression of interest shall not exceed 25 pages (excluding CVs Consultant Declaration and Contact Sheet).

The complete expression of interest (including CVs, consultant declaration and contact sheet) should be submitted, in English via email (pdf) to the client’s contact person, to reach the client not later than the closing date and time. One additional copy shall reach the bank’s contact person by the same due date. The expression of interest shall be one file (pdf). The client reserves the right to reject applications of firms submitting more than one file. Only if any limitation on the permissible file size is exceeded, the consultant may split the expression of interest into further files.

Important notes:

1. The selection will normally be made from responses to this notification only. Consultants will not be asked to submit a proposal. The highest-ranked consultant will be selected from a shortlist and be invited to negotiate the contract, subject to availability of funding.

2. The shortlist criteria are as follows:

(a) Firm’s previous project experience in corporate development in the urban public transport sector (20 %)

(b) Firm’s previous experience and knowledge of the urban public transport sector in the Caucasus, CIS or Eastern European countries (30 %)

(c) CV of Key Experts Nº 1-7 (50 %)