Terms of Reference for International Procurement and Contract Management Consultant

Terms of Reference for

International Procurement and Contract Management Consultant

1. Background

The Republic of the Gambia is implementing Electricity Restoration and Modernization Project (GERMP) and ECOWAS Regional Access Project (ERAP) financed by the World Bank, the European Investment Bank, and the European Union. National Water and Electricity Company (NAWEC) is Implementing Agency for both of these projects. The main Project Development Objectives are increasing the availability and reliability of electricity supply in the Gambia; improving operational performance of NAWEC; improve the capacity of NAWEC to dispatch variable renewable electricity. In June 2020, the World Bank Board approved Additional Financing for GERMP to address, inter alia, urgent needs in improvement of NAWEC water business.

NAWEC has set up a Project Management Unit (PMU) to manage the implementation of the projects financed by International Financing Institutions (IFIs), including procurement of goods (equipment and materials), works, and selection of consultants for technical assistance. PMU is also managing contract implementation to ensure compliance with the Financing Agreements. An experienced International Procurement and Contract Management Consultant (the Consultant) will be required to support the PMU in conducting these activities in accordance with the World Bank Guidelines and Project legal documents. The Consultant will also provide on-the-job training and support capacity building of the PMU staff, and perform other related activities, as the need may be.

2. Objectives

The objectives of the Consultant’s services are to build capacity and support the PMU in implementing procurement and contract management activities outlined in the Project and Financing Agreements, Project Procurement Strategy for Development (PPSD) and Procurement Plan. The Consultant will also provide other services as requested by the PMU and NAWEC management, including advisory for building project management capacity in NAWEC.

3. Scope of Work

Procurement consultant will assist PMU in performing procurement and contract management activities, which include but are not limited to the following:

• (i) Developing procurement capacity of NAWEC and PMU, including formal and on-the-job training and coaching procurement staff of the PMU in conducting procurement work in accordance with the World Bank Procurement Regulations for IPF Borrowers, Goods, Works, Non-Consulting and Consulting Services, July 2016, revised November 2017 and August 2018.
• (ii) Developing contract management capacity in PMU and NAWEC, including formal and on-the-job training, based on the requirements of the World Bank and in accordance with accepted international practices.
• (iii) Supporting as requested by NAWEC in building project management capacity, including advising on the organizational structure and business processes. This activity shall be aligned with the ongoing overall restructuring of NAWEC.
• (iv) Hands-on assistance in performing the following procurement and contract management activities without limitation:

• Preparation of advertisements for specific tenders.
• Preparation of Employer’s Requirements, Requests For Bids and Requests For Proposals based on the WB’s standard procurement documents, advising on procurement packaging.
• Conducting proper communication with bidders, including drafting responses to bidders’ inquiries, debriefing, addressing bidders’ complaints.
• Training and advising PMU and NAWEC staff on conducting bid/proposal opening session, bid/proposal evaluation, technical and commercial evaluation of bids and proposals, preparing Bid/Proposal Evaluation Reports with recommendations for contract awards.
• Negotiating finalizing and monitoring contracts with winning bidders/consultants
• Preparation of contract management plans for large contracts, organizing contract management teams, establishing appropriate processes and communication.
• Timely submitting to the World Bank and obtaining all necessary approvals/no objection notices.
• Maintaining procurement tracking system in PMU for monitoring project procurement activities and all procurement clearance processes with the financing institutions. For the projects financed by the World Bank, information exchange and tracking shall be based on STEP.
• Maintaining procurement filing system to ensure proper record keeping of all procurement-related documentation/records and their availability for the review by the World Bank and the Government.
• Preparing relevant inputs into regular implementation progress reports by the PMU in part related to procurement.
• Organize and deliver workshops for NAWEC and other government staff as required.
• Other procurement and contract management-related activities, as may be requested, from time to time, by the PMU and NAWEC management.

It is envisaged that, inter alia, Consultant will be actively involved in managing the following major activities (procurement and/or contract management):

• Design, supply and installation of Solar PV Plant;
• Design and Build of HV Transmission infrastructure;
• Design, supply and installation of the Integrated Management System for NAWEC;
• Owner’s Engineer to supervise the construction of Solar PV Plant, and Transmission infrastructures;
• Emergency COVID-19-related procurement activities, including supply of plastic water tanks; water tankers; sanitizing and personal protective materials; etc.;
• Borehole drilling and rehabilitation services;
• Rehabilitation of large water tanks;
• Construction of energy-efficient office building;
• Various consulting services’ contracts.

4. WORKLOAD and DURATION OF SERVICES

It is estimated that the workload will be 180 staff-days spread over the total contract period of one year (1 November 2020- 31 October 2021). NAWEC, at its discretion, and based on the evaluation of performance, may extend the services.

5. reporting obligations

Consultant will prepare the following reports:

• Inception report within one month after contract commencement;
• Final report upon completion of the services.
  6. Facilities to be provided by the PMU

The following facilities will be provided by the Client to the consultant free of charge.

• (i) Office space with desk shall be provided in the client’s office or as it may be agreed.
• (ii) Access to office facilities: printing, photocopying, etc.
• (iii) Documents: All the documents and available data and information concerning the Project.
• (iv) Internet facilities within the office.
• (v) Any site visits that may be required will be arranged by the Client.

7. Facilities to be provided by the consultant
   • (i) Personal computer and peripherals for his/her use.
   • (ii) Mobile phone and communication (Telephone, internet outside office hours)
   • (iii) In City Transportation.
   • (iv) The consultant will be responsible for arranging and paying for his/her accommodation and meals.
8. QUALIFICATIONS of the consultant
   • (i) Master’s Degree from a reputable university in procurement, business administration, engineering, economics or related fields. Certification in procurement from a recognized institution (e.g. CIPS) is preferred.
   • (ii) Strong experience in the power sector, including procurement and contract management of large contracts for Design, supply and installation of Plant. Experience in the water sector will be an advantage.
   • (iii) Strong experience and detailed knowledge of the World Bank latest procurement regulations for all main types of procurement: Goods, Works, Plant, Information Systems, Consulting and Non-consulting services.
   • (iv) At least 12 years of proven successful procurement and contract management experience in the World Bank-funded projects in developing countries, including experience in Sub-Saharan Africa. Relevant experience with other multilateral banks (AfDB, ADB, etc) will be also considered. Experience in projects in small and fragile countries will be an advantage.
   • (v) Strong experience in assessment of procurement-related risks, organizational capacity development, training, implementation of procurement systems in project implementation units.
   • (vi) Strong experience in and understanding of international development business, including sensitivity to cultural issues, leadership, communication, negotiations, and project management skills.
   • (vii) Fluent in English with excellent written and spoken skills.