EBRD - Design of Energy Management Information System (UA-Kyiv)

Procurement ref: 9163-EOI-49039

Assignment name: Ukrainian Railways – Ukrzaliznytsia (UZ) New Rolling Stock:

Design of Energy Management Information System

Business sector: Infrastructure

Project number: 49039

Funding source: EBRD Shareholder Special Fund

Type of contract: Consultancy Services

Type of notice: Invitation for Expressions of Interest

Issue date: 3.7.2018

Closing date: 24.7.2018 at 16:00 local time

Executing Agency (Client):

PJSC Ukrzaliznytsia (UZ), Kyiv, UKRAINE

The Client Contact Person:

Anton Sabaleuski

Director for Strategic Development and Investment Policy

PJSC Ukrzaliznytsia

5, Tverska St.

03689 Kyiv, Ukraine

Tel.: +38 044 465 00 14

E-mail: MjEwV2lXWFdiW2tpYV82a3AkXWVsJGtX

The EBRD Contact Person:

Georgia Vasiliadis (Ms)

Principal TC Specialist

European Bank for Reconstruction and Development

One Exchange Square

London EC2A 2JN, United Kingdom

Tel: + 44 20 7338 7750

E-mail: MjExa1ZoXmFeVlw1WldnWSNYZGI=

Project Description:

Ukraine Railways, PJSC Ukrzaliznytsia (the “Company”, the “Client”) has requested the European Bank for Reconstruction and Development (the “EBRD” or the “Bank”) to provide technical assistance for Ukrainian Railways – Ukrzaliznytsia (UZ) – New Rolling Stock (the “Project”). The Project is part of a multi-stage rolling stock renewal programme for 2016-2021 for the acquisition of open freight wagons to replace technologically and economically obsolete wagons with new rolling stock.

Assignment description:

The client now intends to retain a consultant (the “Consultant”) to assist it in the detailed design, procurement and implementation of an Energy management information system (“EMIS”) which will allow the company to collect and analyse all information relevant to energy consumption, interfacing also with other existing software systems already in use by the company and its subsidiaries, so strategies to reduce energy consumption can be deployed (the “Assignment”).

The expected outcome of the Assignment is to improve energy efficiency in the operations of Ukrainian Railways.

The selected consultant is expected to:

1) Define the scope of an EMIS following a sequential approach, which must be consistent with industry best practice and the company’s operational standards;

2) Ascertain the interactions and interfaces with the other management systems already used by the company;

3) Prepare a timetable for the introduction and implementation of the EMIS and the requirements in terms of resources and institutional capacity within the company, including any necessary external technical assistance;

4) Prepare tender documents for procurement of the EMIS;

5) Assist the company in monitoring and supervising the implementation of the EMIS, to ensure that investments are implemented on time and within budget. To this end, the Consultant will act as an independent professional expert to identify any key problems which may threaten successful implementation.

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 Q3 2018 and has an estimated overall duration of 24 months.

Cost estimate for the assignment: 500 000 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 EBRD’s Shareholder Special Fund (SSF). Selection and contracting is subject to the availability of funding.

Eligibility: There are no eligibility restrictions.

Consultant profile: Corporate services are required. The Consultant will be a firm or a group of firms preferably with previous project experience in designing, procuring and implementing energy efficiency management information systems, preferably in Eastern

Europe or the CIS region.

It is expected that the consultant’s team will include both international and local experts. The consultant’s team must be able to efficiently operate in Russian/Ukrainian and English.

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

1) Key expert 1: Team Leader/Expert in Energy efficiency management systems, preferably with 10 years or more of relevant professional experience in energy efficiency. The expert should have in-depth knowledge of ISO 50001, energy efficiency management and management standards. Previous project management experience in Eastern Europe or the CIS region, and preferably Ukraine, would be an advantage. Knowledge of Russian or Ukrainian is considered an advantage.

2) Key expert 2: Electronics expert(s), preferably with 8 years or more of relevant professional experience in the railway sector. The expert should possess knowledge of ERTMS, ETCS, GSM-R, SCADA systems, and environmental and energy efficiency

Compliance procedures.

3) Key expert 3: IFI Procurement specialist, preferably with 8 years or more of relevant professional experience in procurement, including 5 years of practical experience with IFI procurement. The expert should possess a good knowledge of the procurement procedures and rules of international financial institutions, such as the EBRD, World Bank, ADB or EIB. Familiarity with local conditions in Ukraine and the Eastern European/CIS region would be an advantage. Knowledge of Russian or Ukrainian is also considered an advantage.

4) Key experts 4: Pool of local experts, preferably with 5 years of relevant professional experience in project management and administrative support. Knowledge of Ukrainian is essential.

Submission requirements: In order to determine the capability and experience of consultants seeking to be shortlisted, 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 years, including information on Contracting entity/client, project location/country,

Duration (mm/yy to mm/yy), expert months provided, assignment budget, 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 20 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. One additional copy shall reach the Bank’s contact person by the same due date. The expression of interest shall be one file (pdf), not exceeding 4MB. 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.

Hard copies of the expressions of interest are not required.

Important notes:

1) Following this invitation for expressions of interest, a shortlist of qualified firms will be formally invited to submit proposals. Consultant selection and contracting will be subject to availability of funding.

2) The shortlist criteria are as follows:

(a) Firm’s previous project experience in designing, procuring and implementing energy efficiency management information systems (20 %);

(b) Firm’s previous project experience in Eastern Europe or the CIS region (20 %);

(c) CVs of Key Experts Nº 1-4 (60 %).