PUBLIC
SELECTION OF CONSULTANTS
SINGLE STAGE OPEN COMPETITIVE SELECTION
REQUEST FOR PROPOSALS Reference No.: OWP-5
Selection of Consulting Services for: “Development of GIS and Hydraulic Modelling”
Client: Vitebsk Regional Communal Unitary Enterprise of Water Supply and Sewerage System Vitebskoblvodokanal Country: Republic of Belarus Project: Orsha Wastewater Project Issued on: December 2019
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TABLE OF CLAUSES
PART I – SELECTION PROCEDURES AND REQUIREMENTS
Section 1.1 Letter of Invitation
Section 1.2 Instructions to Consultants and Data Sheet
A. General Provisions 1. Definitions 2. Introduction 3. Conflict of Interest 4. Unfair competitive advantage 5. Prohibited Practices 6. Eligibility 7. General Considerations 8. Cost of Preparation of Proposal 9. Language 10. Only One Proposal 11. Clarification and Amendment of the RFP Documents 12. Confidentiality
B. Request for Proposals
13. Documents Comprising the Proposal 14. Proposal Validity 15. Preparation of Proposals – Specific Considerations 16. Technical Proposal Format and Content 17. Financial Proposal 18. Submission, Sealing and Marking of Proposals 19. Opening of Technical Proposals 20. Proposals Evaluation 21. Evaluation of Technical Proposals 22. Financial Proposals for QBS 23. Public Opening of Financial Proposals (for QCBS, FBS, and LCS methods) 24. Correction of Errors 25. Taxes 26. Conversion to Single Currency 27. Combined Quality and Cost Evaluation 28. Negotiations 29. Conclusion of Negotiations 30. Award of Contract
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C. Data Sheet
Section 1.3. Evaluation Criteria
Section 1.4. Technical Proposal – Standard Forms
1. Form TECH-1 (FTP / STP): Proposal Submission Form 2. Form TECH-2 (FTP): Consultant’s Organization and Experience 3. Form TECH-3 (FTP): Comments and Suggestions on Terms of Reference, Counterpart Staff and Facilities to be Provided by Client 4. Form TECH-4 (FTP): Description of Approach, Methodology and Work Plan in Responding to the Terms of Reference 5. Form TECH-4 (STP): Description of Approach, Methodology and Work Plan for Responding to the Terms of Reference 6. Form TECH-5 (FTP/STP): Work Schedule and Planning for Deliverables 7. Form TECH-6 (FTP/STP): Team Composition, Assignment and Key Experts’ Time Input and CV Form
Section 1.5. Financial Proposal – Standard Forms
1. Form FIN-1: Financial Proposal Submission Form 2. Form FIN-2: Summary of Costs 3. Form FIN-3: Breakdown of Remuneration 4. Form FIN-4: Breakdown of Reimbursable Expenses
PART II - REQUIREMENTS
Section 2.1. Terms of Reference
PART III – CONDITIONS OF CONTRACT AND CONTRACT FORMS
Section 3.1. Standard Form of Contract - Lump-Sum
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PUBLIC
Section 1.1 . Letter of Invitation – Single Stage Open Competitive Selection – Request for Proposals
Request for Proposals No. Loan No. 47419 (47426) Tender: № OWP-5 Assignment Title: “Development of GIS and Hydraulic Modelling” (Orsha Wastewater Project) Location and Date: Orsha, Republic of Belarus, ___ January 2020
Dear Sir or Madam,
1. Vitebsk Regional Communal Unitary Enterprise of Water Supply and Sewerage System “Vitebskoblvodokanal” (4-3 Zamkovaya Street, 210026 Vitebsk, Belarus) has received financing from the European Bank for Reconstruction and Development (the “Bank” or the “EBRD”) in the form of a loan toward the cost of «Orsha Wastewater Project». Vitebsk Regional Communal Unitary Enterprise of Water Supply and Sewerage System “Vitebskoblvodokanal” (the “Client”) intends to apply a portion of the proceeds of this Loan to eligible payments under the contract for which this Request for Proposals is issued.
2. Payments by the Bank will be made only at the request of the Client and upon approval by the Bank, and will be subject, in all respects, to the terms and conditions of the Loan Agreement. The Loan Agreement prohibits a withdrawal from the loan account for the purpose of any payment to persons or entities, or for any import of goods, if such payment or import, to the knowledge of the Bank, is prohibited by a decision of the United Nations Security council taken under Chapter VII of the Charter of the United Nations. No party other than the Client shall derive any rights from the Loan Agreement or have any claims to the proceeds of the loan.
3. The Client now invites proposals to provide the following consulting services (hereinafter called “Services”): Development of GIS and Hydraulic Modelling ("the Assignment"). More details on the Services are provided in the Terms of Reference (Section 2.1).
4. A firm will be selected under Quality-and-Cost-Based Selection procedure (QCBS) procedures and in a Full Technical Proposal (FTP) format as described in this RFP, in accordance with the policies of the Bank, detailed in the EBRD Procurement Policies and Rules dated November 2017 (“PP&R”) and the Guidelines for Clients Managing Donor or Loan Funded Consultancy Assignments (“Guidelines”) which can be found at the following website: www.ebrd.com.
5. The RFP includes the following documents:
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Section 1.1 - Letter of Invitation Section 1.2 - Instructions to Consultants and Data Sheet Section 1.3 – Evaluation Criteria Section 1.4 – Full Technical Proposal (FTP)- Standard Forms Section 1.5 - Financial Proposal - Standard Forms Section 2.1 - Terms of Reference Section 3.1 - Standard Form of Contract (Time Based)
6. Details on the proposal’s submission date, time and address are provided in Clauses 18.10 of the ITC.
Yours sincerely,
Ms. Elena Puko, Head of PIU Vitebsk Regional Communal Unitary Enterprise of Water Supply and Sewerage System “Vitebskoblvodokanal”
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Section 1.2. Instructions to Consultants and Data Sheet
A. General Provisions
1. Definitions (i) “Affiliate(s) ” means an individual or an entity that directly or indirectly controls, is controlled by, or is under common control with the Consultant. (ii) “Applicable Guidelines” means the policies of the European Bank for Reconstruction and Development governing the selection and Contract award process as set forth in this RFP. (iii) “Applicable Law” means the laws and any other instruments having the force of law in the Client’s country, or in such other country as may be specified in the Data Sheet , as they may be issued and in force from time to time. (iv) “Bank” or “EBRD” means t he European Bank for Reconstruction and Development . (v) “Bank Assets" means any property or asset owned or administered by the Bank, including the Bank’s name, intellectual property and registered service marks. (vi) "Bank Resources" means the Bank’s ordinary capital resources, Special Funds resources, and/or cooperation funds or trust funds administered by the Bank. (vii) “Recipient ” means the Government, Government agency or other entity that signs the loan, grant, financing or project agreement with the Bank. (viii) “Client” means the executing agency that signs the Contract for the Services with the selected Consultant. (ix) “Consultant” means a legally-established professional consulting firm or an entity that may provide or provides the Services to the Client under the Contract. (x) “Contract” means a legally binding written agreement signed between the Client and the Consultant and includes all the attached documents listed in its Contract Form (the General Conditions of Contract (“GCC”), the Special Conditions of Contract (“SCC”), and the Appendices). (xi) “Data Sheet” means an integral part of the RFP that is used to reflect specific country and assignment
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conditions to supplement, but not to over-write, the provisions of the ITC. (xii) “Day” means a calendar day. (xiii) "Disclosure Actions" means any of the actions that the Bank has taken or may take in accordance with Section III, Article 10.3 of the Bank's Enforcement Policy and Procedures. (xiv) "Donor" means the provider of the Grant funds as specified in the Data Sheet. (xv) “Electronic Procurement Platform ” in these documents refers to the EBRD Client e-Procurement Portal (ECEPP) provided by the EBRD for use of its clients (or any replacement thereof). (xvi) "Enforcement Actions" means any of the actions that the Bank has taken or may take in accordance with Section III, Article 10.2. of the Bank's En forcement Policy and Procedures. (xvii) "Enforcement Policy and Procedures" means the Bank’s policy and procedures for processing allegations of fraud, corruption, collusion, coercion, obstruction, theft or misuse of the Bank’s resources or Bank’s assets in relation to activities and projects financed from the Bank’s ordinary capital resources (including the purchase of the goods, works or services for the Bank) or from special funds resources, or from cooperation funds administered by the Bank. (xviii) “Experts” means, collectively, Key Experts, Non-Key Experts, or any other personnel of the Consultant, Sub- consultant or Joint Venture member(s). (xix) “Government” means the government of the Client’s country. (xx) "Grant" means the amount of funds to be made available by the Donor to the Bank, as admi nistrator, for the purposes of financing the Contract. (xxi) "Joint Venture, Consortium or Association (“JVCA”)” means an association with or without a legal personality distinct from that of its members, of more than one Consultant where one member has the authority to conduct all business for and on behalf of any and all the members of the JVCA, and where the members of the JVCA are jointly and severally liable to the Client for the performance of the Contract.
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(xxii) “Key Expert(s) ” means an individual professional whose skills, qualifications, knowledge and experience are critical to the performance of the Services under the Contract and whose CV is taken into account in the technical evaluation of the Consultant’s proposal. (xxiii) “ITC” means the Instructions to Consultants that provides the Consultants with all information needed to prepare their Proposals. (xxiv) “LOI” means the Letter of Invitation issued by the Client to the Consultants. (xxv) "Mutual Enforcement Institution" means an international organisation that has entered into an agreement with the Bank, pursuant to which such institution and the Bank agree to the mutual enforcement of debarment decisions made by each other, provided that such other institution has given notice to the Bank that it has fulfilled all requirements for the implementation of such agreement and has not subsequently withdrawn from such agreement. (xxvi) “Non-Key Expert(s)” means an individual professional provided by the Consultant or its Sub-consultant and who is assigned to perform the Services or any part thereof under the Contract and whose CVs are not evaluated individually. (xxvii) "Notice" is the procurement notice published on the EBRD’s website and other channels, if applicable, which invites consultants to submit Proposals. (xxviii) "Project Complaints Mechanism" means the EBRD’s accountability mechanism that has been established to assess and review complaints about Bank-financed projects. (xxix) “Proposal” means the Technical Proposal with, or without a Financial Proposal of the Consultant , as the case might be. (xxx) "RFP" means this request for proposals. (xxxi) “Services” means the work to be performed by the Consultant pursuant to the Contract. (xxxii) “Sub-consultant” means an entity to whom the Consultant intends to subcontract any part of the Services while remaining responsible to the Client during the performance of the Contract.
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(xxxiii) "Third Party Finding" means a final judgment of a judicial process in a member country of the Bank or a finding by the enforcement (or si milar) mechanism of an international organisation, which is not a Mutual Enforcement Institution, that an individual or entity has engaged in a Prohibited Practice or equivalent act of that member country or international organisation. (xxxiv) “TORs” means the Terms of Reference that explain the objectives, scope of work, activities, tasks to be performed, respective responsibilities of the Client and the Consultant, and expected results and deliverables of the Services.
2. Introduction 2.1. The Client named in the Data Sheet intends to select a Consultant from the Consultants responding to this RFP, in accordance with the method of selection specified in the Data Sheet . 2.2. The Consultants are invited to submit a Proposal, which may consist of one of the following: a Technical Proposal only; or a Technical Proposal and a Financial Proposal, as specified in the Data Sheet , for consulting services required for the assignment named in the Data Sheet . The Proposal will be the basis for negotiating and ultimately signing the Contract with the selected Consultant. 2.3. The Consultants should familiarize themselves with the local conditions and take them into account in preparing their Proposals, including attending a pre-response conference if one is specified in the Data Sheet . Attending any such pre-response conference is optional and is at the Consultants’ expense. 2.4. The Client will provide in good time, at no cost to the Consultants, the inputs, relevant project data, and reports required for the preparation of the Consultant’s Proposal as specified in the Data Sheet .
3. Conflict of Interest 3.1. The Consultant is required to provide professional, objective, and impartial advice at all times, holding the Client’s interests paramount, strictly avoiding conflicts with other assignments or its own corporate interests, and acting without any consideration for future work. 3.2. The Consultant has an obligation to disclose to the Client any situation of actual or potential conflict that impacts its capacity to serve the best interest of its Client. Failure to disclose such situations may lead to the disqualification of the Consultant or the termination of its Contract by the Client, and/or sanctions by the Bank.
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3.2.1. Without limitation on the generality of the foregoing, and unless stated otherwise in the Data Sheet , the Consultant shall not be contracted under the circumstances set forth below: a. Conflicting (i) Conflict between consulting activities and procurement activities of goods, works or non-consulting services: a firm that has been engaged by the Client to provide goods, works, or non-consulting services for a project, or any of its Affiliates, shall be disqualified from providing consulting services resulting from or directly related to those goods, works, or non-consulting services. Conversely, a firm hired to provide consulting services for the preparation or implementation of a project, or any of its Affiliates, shall be disqualified from subsequently providing goods or works or non-consulting services resulting from or directly related to the consulting services for such preparation or implementation. b. Conflicting (ii) Conflict among consulting assignments: a Consultant assignments (including its Experts and Sub-consultants) or any of its Affiliates shall not be contracted for any assignment that, by its nature, may be in conflict with another assignment of the Consultant for the same or for another Client.
c. Conflicting (iii) Relationship with the Client’s staff: a Consultant relationships (including its Experts and Sub-consultants) that has a close business or family relationship with a professional staff of the Recipient, or the Client or of a recipient of a part of the loan or grant who are directly or indirectly involved in any part of (i) the preparation of the Terms of Reference for the assignment, (ii) the selection process for the Contract, or (iii) the supervision of the Contract, may not be awarded a Contract, unless the conflict stemming from this relationship has been resolved in a manner acceptable to the Bank throughout the selection process and the execution of the Contract. (iv) Relationship with the Client: a Consultant cannot be an affiliate of the Client unless it can be demonstrated that there is not a significant degree of common ownership, influence or control between the Client and the Consultant and that the Consultant would not be placed in a position where its judgement in the execution of the assignment may be biased. (v) Any other types of conflicting relationships as indicated in the Data Sheet .
4. Unfair Competitive 4.1. Fairness and transparency in the selection process require that Advantage the Consultants or their Affiliates competing for a specific assignment do not derive a competitive advantage from having ______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling 11 | P a g e P U B L I C PUBLIC Section 1.2. Instructions to Consultants and Data Sheet
provided consulting services related to the assignment in question. To that end, the Client shall indicate in the Data Sheet and make available to all Consultants together with this RFP all information that would in that respect give such Consultant any unfair competitive advantage over competing Consultants. 5. Prohibited 5.1. The Bank requires that Borrowers (including beneficiaries of Practices Bank-financed operations), as well as tenderers, suppliers, sub- suppliers, contractors, subcontractors, concessionaires, consultants and sub-consultants under Bank financed contracts, observe the highest standard of transparency and integrity during the procurement, execution, and implementation of such contracts. 5.2. The Borrower (including beneficiaries of Bank-financed operations), as well as tenderers, suppliers, sub-suppliers, contractors, sub-contractors, concessionaires, consultants, or sub- consultants, shall not, and shall not authorise or permit any of their officers, directors, authorised employees, affiliates, agents or representatives to engage in Prohibited Practices with respect to the procurement, award, or execution of the Contract. 5.3. The Bank may declare the Contract to be ineligible for financing, and the Bank may take any of the Enforcement Actions and Disclosure Actions as defined in the Enforcement Policy and Procedures, if in accordance with the Enforcement Policy and Procedures the Bank determines that: (a) the Borrower (including beneficiaries of Bank-financed operations), tenderers, suppliers, sub-suppliers, contractors, sub-contractors, concessionaires, consultants, or sub-consultants have engaged in Prohibited Practices with respect to the procurement, award, or execution of the Contract. (b) a Third Party Finding has sufficient relevance and seriousness for the Bank to warrant Enforcement Actions and Disclosure Actions against entities or individuals. 5.4. In accordance with the Enforcement Policy and Procedures, the Bank may enforce debarments from Mutual Enforcement Institutions by declaring entities or individuals ineligible, either indefinitely or for a stated period of time, to be awarded a Bank- financed contract. 5.5. In contracts financed by the Bank, the Bank requires a provision mandating tenderers, suppliers, sub-suppliers, contractors, sub-contractors, concessionaires, consultants, and sub- consultants to permit the Bank or persons appointed by the Bank to inspect the Site and / or to inspect their assets, books, accounts and records relating to the Contract and to have such assets, books,
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accounts and records audited by auditors appointed by the Bank, if required by the Bank. The tenderers, suppliers, sub-suppliers, contractors, sub- contractors, concessionaires, consultants, and sub-consultants shall require their officers, directors, employees or agents with knowledge of the Contract to respond to questions from the Bank and to provide to the Bank any information or documents necessary for (i) the investigation of allegations of Prohibited Practices, or (ii) the Bank’s monitoring and evaluation of the Contract and to enable the Bank to examine and address any project-related complaints made under the Bank’s Project Complaint Mechanism. The tenderers, suppliers, sub-suppliers, contractors, sub- contractors, concessionaires, consultants, and sub-consultants shall maintain all books, documents and records related to the Contract in accordance with applicable law but in any case for at least six years from the date of substantial performance of the Contract. 5.6. For the purposes of this provision, Prohibited Practices are defined as one or more of the following: (a) a " Coercive Practice" which means impairing or harming, or threatening to impair or harm, directly or indirectly, any party or the property of the party to influence improperly the actions of a party; (b) a " Collusive Practice" which means an arrangement between two or more parties designed to achieve an improper purpose, including to influence improperly the actions of another party; (c) a " Corrupt Practice" which means the offering, giving, receiving or soliciting, directly or indirectly, of anything of value to influence improperly the actions of another party; (d) a " Fraudulent Practice" which means any act or omission, including a misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, a party to obtain a financial or other benefit or to avoid an obligation; (e) a " Misuse of the Bank’s Resources or Bank Assets" which means improper use of the Bank’s Resources, committed either intentionally or through reckless disregard;
(f) an " Obstructive Practice" which means i. if the services are co-financed with the European Investment Bank as indicated in the Data Sheet , an Obstructive Practice which means (1) destroying, ______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling 13 | P a g e P U B L I C PUBLIC Section 1.2. Instructions to Consultants and Data Sheet
falsifying, altering or concealing of evidence material to the investigation, or making false statements to investigators, with the intent to impede the investigation; (2) threatening, harassing or intimidating any party to prevent it from disclosing its knowledge of matters relevant to the investigation or from pursuing the investigation; or (3) acts intended to impede the exercise of the Bank’s contractual rights of audit or inspection or access to information; ii. if the Services are not co-financed with the European Investment Bank, as indicated in the Data Sheet , (1) destroying, falsifying, altering or concealing of evidence material to a Bank investigation, which impedes the Bank’s investigation; (2) making false statements to investigators in order to materially impede a Bank investigation into allegations of a Prohibited Practice; (3) failing to comply with requests to provide information, documents or records in connection with a Bank investigation; (4) threatening, harassing or intimidating any party to prevent it from disclosing its knowledge of matters relevant to a Bank investigation or from pursuing the investigation; or (5) materially impeding the exercise of the Bank’s contractual rights of audit or inspection or access to information; and (g) a " Theft" which means the misappropriation of property belonging to another party.
6. Eligibility 6.1. The Bank permits consultants (individuals and firms, including JVCAs and their individual members) from all countries to offer consulting services for Bank-financed projects, unless otherwise provided in the Data Sheet. 6.2. Furthermore, it is the Consultant’s responsibility to ensure that its Experts, joint venture members, Sub-consultants, agents (declared or not), sub-contractors, service providers, suppliers and/or their employees meet the eligibility requirements as established by the Bank in the Data Sheet. 6.3. As an exception to the foregoing Clauses 6.1 and 6.2 above: a. Sanctions 6.3.1. A firm or an individual sanctioned by the Bank in accordance with the above Clause 5.1 or in accordance with the EBRD’s Enforcement Policies and Procedures ("EPP") shall be ineligible to be awarded a Bank-financed contract, or to benefit from a Bank-financed contract, financially or otherwise, during such period of time as the Bank shall determine. The list of
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debarred firms and individuals is available at the electronic address specified in the Data Sheet . b. Prohibitions 6.3.2. Firms and individuals of a country or goods manufactured in a country may be ineligible if so indicated in the Data Sheet or: (a) as a matter of law or official regulations, the Recipient’s and/or Client’s country prohibits commercial relations with that country, provided that the Bank is satisfied that such exclusion does not preclude effective competition for the provision of Services required; or (b) by an act of compliance with a decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations, the Recipient’s or Client’s Country prohibits any import of goods from that country or any payments to any country, person, or entity in that country. 7. General 7.1. In preparing the Proposal, the Consultant is expected to Considerations examine the RFP in detail. Failure to provide the information requested in the RFP may result in rejection of the Proposal. 8. Cost of Preparation 8.1. The Consultant shall bear all costs associated with the of Proposal preparation and submission of its Proposal, and the Client shall not be responsible or liable for those costs, regardless of the conduct or outcome of the selection process. The Client is not bound to accept any Proposal, and reserves the right to annul the selection process at any time prior to Contract award, without thereby incurring any liability to the Consultant.
9. Language 9.1. The Proposal, as well as all correspondence and documents relating to the Proposal exchanged between the Consultant and the Client, shall be written in the language(s) specified in the Data Sheet . 10. Only One 10.1. The Consultant (including the individual members of any Proposal JVCA) shall submit only one Proposal, either in its own name or as part of a JVCA in another Proposal. If a Consultant, including any Joint Venture member, submits or participates in more than one Proposal, all such Proposals shall be disqualified and rejected. For the purpose of this Article a sub-consultant is not considered to be participating in a Proposal. 11. Clarification and 11.1. The Consultant may request a clarification of any part of the Amendment of the RFP documents during the period indicated in the Data Sheet RFP before the Proposals’ submission deadline. Any request for clarification must be sent in writing, or by electronic means as specified in the Data Sheet , to the Client’s address indicated in the Data Sheet . The Client will respond in writing, or by electronic means, as specified in the Data Sheet, and will make written copies
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of the response (including an explanation of the query but without identifying its source) available to Consultants. Should the Client deem it necessary to amend the RFP documents as a result of a clarification, it shall do so following the procedure described below: 11.1.1. At any time before the Proposal submission deadline, the Client may amend the Notice and/or the RFP by issuing an amendment in writing or by electronic means as specified in the Data Sheet . The amendment will be binding on all Consultants. The Consultants shall acknowledge receipt of all amendments sent in writing, if requested to do so. 11.1.2. If the amendment is substantial, the Client may extend the Proposal submission deadline to give the Consultants reasonable time to take an amendment into account in their Proposals. 11.2. The Consultant may submit a modified Proposal or a modification to any part of it at any time prior to the Proposal submission deadline. No modifications to the Proposal shall be accepted after the deadline. 12. Confidentiality 12.1. From the time the Proposals are opened to the time that the Contract is awarded, the Consultant should not contact the Client on any matter related to its Proposal. Information relating to the evaluation of Proposals and award recommendations shall not be disclosed to the Consultants who submitted the Proposals or to any other party not officially concerned with the process, until the publication of the Contract award information. 12.2. Any attempt by the Consultant or anyone on behalf of the Consultant to influence improperly the Client in the evaluation of the Proposals or Contract award decisions may result in the rejection of its Proposal, and may be subject to the application of the Bank’s prevailing sanctions procedures. 12.3. Notwithstanding the above provisions, from the time of the Proposals’ opening to the time of Contract award publication, if a Consultant wishes to contact the Client on any matter related to the selection process, it may do so only in writing or via the Electronic Procurement Platform, as applicable. 12.4. Notwithstanding the above provisions, from the time of the Proposals’ opening to the time of Contract award publication, if a Client wishes to contact the Consultant to request clarifications of any aspect of their Proposal it may do so only in writing or via the Electronic Procurement Platform, as applicable, providing reasonable time for the Consultant to submit a response.
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13. Documents 13.1. The Proposal shall comprise the documents and forms listed Comprising the in the Data Sheet. Proposal 13.2. The Consultant shall furnish information on commissions, gratuities, and fees, if any, paid or to be paid to agents or any other party relating to this Proposal and, if awarded, Contract execution, as requested in the Financial Proposal submission form (Section 1.5.).
14. Validity of 14.1. The Data Sheet indicates the period during which the Proposals Consultant’s Proposal must remain valid after the Proposal submission deadline.
14.2. During this period, the Consultant shall maintain its original Proposal without any change, including the availability of the Key Experts, the proposed rates and the total price.
14.3. If it is established that the Consultant knew, or should have known at the time of Proposal submission, that any Key Expert nominated in the Consultant’s Proposal would not be available to perform the Services or was included in the Proposal without his/her confirmation, such Proposal shall be disqualified and rejected for further evaluation, and may be subject to sanctions in accordance with Clause 5 of this ITC.
a. Extension of 14.4. The Client will make its best effort to complete the evaluation Validity Period and negotiations within the Proposal’s validity period. However, should the need arise, the Client may request, in writing, all Consultants who submitted Proposals prior to the submission deadline to extend the Proposals’ validity.
14.5. If the Consultant agrees to extend the validity of its Proposal, it shall be done without any change in the original Proposal and with the confirmation of the availability of the Key Experts.
14.6. The Consultant has the right to refuse to extend the validity of its Proposal in which case such Proposal will not be further evaluated.
b. Substitution of 14.7. If any of the Key Experts become unavailable for the Key Experts at extended validity period, the Consultant shall provide a written Validity Extension adequate justification and evidence satisfactory to the Client together with the substitution request. In such case, a replacement Key Expert shall have equal or better qualifications and experience than those of the originally proposed Key Expert. The technical evaluation score, however, will remain to be based on the evaluation of the CV of the original Key Expert.
14.8. If the Consultant fails to provide a replacement Key Expert with equal or better qualifications, or if the provided reasons for
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the replacement or justification are unacceptable to the Client, such Proposal will be rejected, subject to the Bank’s prior no objection.
c. Sub- 14.9. The Consultant shall not subcontract the whole of the Contracting Services, unless otherwise indicated in the Data Sheet . 15. Preparation of 15.1. While preparing the Proposal, the Consultant must give Proposals – Specific particular attention to the following: Considerations 15.1.1. If a Consultant considers that it may enhance its expertise for the assignment by associating with other consultants in the form of a JVCA or as Sub-consultants. 15.1.2. The Client may indicate in the Data Sheet the estimated Key Experts’ time input (expressed in person- month) or the Client’s estimated total cost of the assignment, but not both. This estimate is indicative and the Proposal shall be based on the Consultant’s own estimates for the same. 15.1.3. If stated in the Data Sheet , the Consultant shall include in its Proposal at least the same time input (in the same unit as indicated in the Data Sheet ) of Key Experts, failing which the Financial Proposal will be adjusted for the purpose of comparison of Proposals and decision for award in accordance with the procedure in the Data Sheet . 15.1.4. For assignments under the Fixed-Budget selection method, the estimated Key Experts’ time input is not disclosed. The total available budget, exclusive of indirect taxes , is given in the Data Sheet , and the Financial Proposal shall not exceed this budget.
16. Format and 16.1. A Technical Proposal shall not include any information on Content of the the price of the Services. A Technical Proposal containing Proposal information on the price of the Services shall be declared non- responsive. 16.2. Depending on the nature of the assignment, the Consultant is required to submit a Full Technical Proposal (FTP), or a Simplified Technical Proposal (STP) as indicated in the Data Sheet and using the Standard Forms provided in Section 1.4 of the RFP. 17. Financial Proposal 17.1. The Financial Proposal shall be prepared using the Standard Forms provided in Section 1.5 of the RFP. It shall list all costs required by the RFP.
a. Price 17.2. For assignments with a duration exceeding 18 months, a price Adjustment adjustment provision for foreign and/or local inflation for remuneration rates applies, if so stated in the Data Sheet .
b. Taxes 17.3. The Consultant and its Sub-consultants and Experts are responsible for meeting all tax liabilities arising out of the Contract ______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling 18 | P a g e P U B L I C PUBLIC Section 1.2. Instructions to Consultants and Data Sheet
unless stated otherwise in the Data Sheet . Information on taxes in the Client’s country may be provided in the Data Sheet but the onus remains with the Consultant to ascertain the taxes that will apply in the event of a contract . c. Currency of 17.4. The Consultant shall express the price for its Services in the Proposal currency or currencies as stated in the Data Sheet . If indicated in the Data Sheet , the portion of the price representing local cost shall be stated in the national currency.
d. Currency of 17.5. Payment under the Contract shall be made in the currency or Payment currencies in which the payment is requested in the Proposal. 18. Submission, 18.1. The processes and procedures which apply to the submission Sealing, and Marking and evaluation will follow the applicable evaluation method, stated of Proposals in Section 2.1 of the Data Sheet .
18.2. The submission can be done by mail or by hand, or if specified in the Data Sheet, the Consultant shall submit its Proposal electronically in accordance with such instructions or processes as are provided by the Electronic Procurement Platform. In the event of inconsistencies between the requirements of the RFP and the requirements of the Electronic Procurement Platform, the requirements of the Electronic Procurement Platform shall take precedence. 18.3. The Consultant shall submit a signed and complete Proposal comprising the documents and forms in accordance with the RFP and the requirements set out in the Data Sheet. 18.4. An authorized representative of the Consultant shall sign the original submission letters in the required format for both the Technical Proposal and, if applicable, the Financial Proposal, and shall initial all pages of both, if submitted by mail or by hand. The authorization shall be in the form of a written power of attorney attached to the Proposal. 18.4.1. A Proposal submitted by a JVCA shall be signed by all members so as to be legally binding on all members, or by an authorized representative who has a written power of attorney signed by each member’s authorized representative and attached to the Proposal. 18.5. Any modifications, revisions, interlineations, erasures, or overwriting shall be valid only if they are signed or initialled by the person signing the Proposal. 18.6. The signed Proposal shall be marked “Original”, and its copies marked “Copy” as appropriate. The number of copies is indicated in the Data Sheet . All copies shall be made from the signed original. If there are discrepancies between the original and the copies, the original shall prevail.
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18.7. The Proposals shall be placed into one outer envelope and sealed. This outer envelope shall bear the submission address, the name and reference number of the assignment, the name and address of the Consultant, and with a warning “Do Not Open Before [ Consultant to insert the date and the time of the Proposal submission deadline ]”. 18.8. If required in the Data Sheet, the Consultant shall submit their Technical Proposal and Financial Proposal under separate sealed envelopes, with the following modalities:
18.8.1. If required in the Data Sheet, the original and all the copies of the Technical Proposal shall be placed inside a sealed envelope clearly marked “Technical Proposal”, where the Consultant shall mark the name and reference number of the assignment, the name and address of the Consultant, and with a warning “Do Not Open until [Consultant to insert the date and the time of the Technical Proposal submission deadline ].” 18.8.2. If required in the Data Sheet, the original Financial Proposal (if required for the applicable selection method), submitted by mail or by hand, shall be placed inside of a sealed envelope clearly marked “Financial Proposal” followed by the name and reference number of the assignment, the name and address of the Consultant, and with a warning “Do Not Open With The Technical Proposal.” 18.9. If the envelopes and packages with the Proposal are not sealed and marked as required, the Client will assume no responsibility for the misplacement, loss, or premature opening of the Proposal. 18.10. The Proposal or its modifications must be sent to the address indicated in the Data Sheet and received by the Client no later than the deadline indicated in the Data Sheet , or any extension to this deadline. Any Proposal or its modification received by the Client after the deadline shall be declared late and rejected, and promptly returned unopened.
19. Opening of 19.1. The process for opening of Proposals submitted by mail or Proposals by hand shall be conducted in accordance with this Clause and will depend on the applicable selection method. If Proposals are submitted electronically, the process for opening of Proposals shall be conducted in accordance with such instructions or processes as are provided by the Electronic Procurement Platform, in which case those shall take precedence over the provisions of this section. 19.2. The Client shall conduct the opening of the Proposals in the presence of the Consultants’ authorized representatives who ______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling 20 | P a g e P U B L I C PUBLIC Section 1.2. Instructions to Consultants and Data Sheet
choose to attend (in person, or online if this option is offered in the Data Sheet ). If Financial Proposals are submitted in separate, sealed envelopes, in accordance with Clause 18.8 of the ITC, the envelopes with the Financial Proposal shall remain sealed and shall be securely stored until they are opened in accordance with Clause 23 of the ITC. 19.3. At the opening of the Proposals the following shall be read out, or otherwise communicated: (i) the name and the country of the Consultant or, in case of a JVCA, the name of the JVCA, the name of the lead member and the names and the countries of all members; (ii) the presence or absence of a duly sealed envelope with the Financial Proposal (if applicable); (iii) any modifications to the Proposal submitted prior to proposal submission deadline; and (iv) any other information deemed appropriate or as indicated in the Data Sheet. 20. Proposals 20.1. While evaluating the Proposals, the Client will conduct the Evaluation evaluation solely on the basis of the submitted Proposals and any clarifications sought and received by the Client in accordance with Clause 12.4 of this ITC. The Consultant is not permitted to alter or modify its Proposal in any way after the Proposal submission deadline except as permitted under Clause 11.2 of this ITC. 21. Evaluation of 21.1. The Client’s evaluation committee shall evaluate the Technical Proposals Technical Proposals on the basis of their responsiveness to the Terms of Reference and the RFP, applying the evaluation criteria, sub-criteria, and point system specified in the Data Sheet . Each responsive Proposal will be given a technical score. A Proposal shall be rejected at this stage if it does not respond to important aspects of the RFP or if it fails to achieve the minimum technical score indicated in the Data Sheet .
22. Financial 22.1. Following the ranking of the Technical Proposals, when the Proposals for QBS selection is based on quality only (QBS), the top-ranked Consultant is invited to negotiate the Contract. 22.2. If Financial Proposals were invited together with the Technical Proposals, only the Financial Proposal of the technically top-ranked Consultant is opened by the Client’s evaluation committee. All other Financial Proposals are returned unopened after the Contract negotiations are successfully concluded and the Contract is signed. 23. Public Opening of 23.1. If Financial Proposals are submitted in separate, sealed Financial Proposals envelopes, in accordance with Clause 18.8 of the ITC, the opening (for QCBS, FBS, and process of Financial Proposals submitted by mail or by hand shall LCS methods) be conducted in accordance with this Section, and will depend on the applicable selection method. If Financial Proposals are submitted electronically, the opening process of Financial Proposals shall be conducted in accordance with such instructions ______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling 21 | P a g e P U B L I C PUBLIC Section 1.2. Instructions to Consultants and Data Sheet
or processes as are provided by the Electronic Procurement Platform , in which case those shall take precedence over the provisions of this section. 23.2. After the technical evaluation is completed and the Bank has issued its no objection (if applicable), the Client shall notify those Consultants whose Technical Proposals were considered non- responsive to the RFP (including the TOR) or did not meet the minimum qualifying technical score (and shall provide information relating to the Consultant’s overall technical score, as well as the scores obtained for the sub-criteria) that their Financial Proposals will be returned unopened after completing the selection process and Contract signing. The Client shall simultaneously notify in writing those Consultants that have achieved the minimum overall technical score and inform them of the date, time and location for the opening of the Financial Proposals. The opening date should allow the Consultants sufficient time to make arrangements for attending the opening. The Consultant’s attendance at the opening of the Financial Proposals (in person, or online if such option is indicated in the Data Sheet ) is optional and is at the Consultant’s choice. Consultants who have been notified that their proposals are considered non-responsive may request in writing to the Client for a debriefing seeking further explanations on the grounds on which their proposals were considered non- responsive. Upon receiving such a request, the Client shall promptly, and in any case within two weeks, arrange a debriefing. 23.3. The Financial Proposals shall be opened by the Client in the presence of the representatives of those Consultants whose proposals have passed the minimum technical score. At the opening, the names of the Consultants, and the overall technical scores, including the break-down by criterion, shall be read aloud or otherwise communicated. The Financial Proposals will then be inspected to confirm that they have remained sealed and unopened. These Financial Proposals shall be then opened, and the total prices read aloud and recorded. Copies of the record shall be sent to all Consultants who submitted Proposals and to the Bank. 24. Correction of 24.1. Activities and items described in the Technical Proposal but Errors not priced in the Financial Proposal, shall be assumed to be included in the prices of other activities or items, and no corrections are made to the Financial Proposal.
a. Time-Based 24.1.1. If the Financial Proposal is time-based, in whole or Contracts in part, the Client’s evaluation committee will (a) correct any computational or arithmetical errors, and (b) adjust the prices if they fail to reflect all inputs included for the respective activities or items in the Technical Proposal. In case of discrepancy between (i) a partial amount (sub-total) and the total amount, or (ii) between the amount derived by multiplication of unit price with quantity and the total price,
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or (iii) between words and figures, the former will prevail. In case of discrepancy between the Technical and Financial Proposals in indicating quantities of input, the Technical Proposal prevails and the Client’s evaluation committee shall correct the quantification indicated in the Financial Proposal so as to make it consistent with that indicated in the Technical Proposal, apply the relevant unit price included in the Financial Proposal to the corrected quantity, and correct the total Proposal cost. b. Lump-Sum 24.1.2. If the Financial Proposal is lump-sum based, in whole Contracts or in part, the Consultant is deemed to have included all prices in the Financial Proposal, or in the part that is lump- sum based, so neither arithmetical corrections nor price adjustments shall be made. The total price, net of taxes understood as per Clause 25 of the ITC below, specified in the Financial Proposal (Form FIN-1) shall be considered as the offered price. 25. Taxes 25 .1. Except as set out in Sub -clause 25 .2, all taxes are deemed included in the Consultant’s Financial Proposal, and, therefore, included in the evaluation. 25.2. Any local identifiable indirect taxes levied on the contract invoices (such as sales tax, VAT, excise tax, or any similar taxes or levies) and income tax payable to the Client’s country on the remuneration of non-resident Experts for the services rendered in the Client’s country are dealt with in accordance with the instructions in the Data Sheet. 26. Conversion to 26.1. For evaluation purposes, prices shall be converted to a single Single Currency currency using the selling rates of exchange, source and date indicated in the Data Sheet . 27. Combined Quality and Cost Evaluation
a. Quality- and 27.1. In the case of QCBS, the total score is calculated by Cost-Based weighting the technical and financial scores and adding them as Selection (QCBS) per the formula and instructions in the Data Sheet . The Consultant achieving the highest combined technical and financial score will be invited for negotiations. b. Fixed-Budget 27.2. In the case of FBS, those Proposals that exceed the budget Selection (FBS) indicated in Clause 15.1.3 of the Data Sheet shall be rejected. 27.3. The Client will select the Consultant that submitted the highest-ranked Technical Proposal that does not exceed the budget indicated in the RFP, and invite such Consultant to negotiate the Contract.
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c. Least-Cost 27.4. In the case of Least-Cost Selection (LCS), the Client will Selection select the Consultant with the lowest evaluated total price among those consultants that achieved the minimum technical score and invite such Consultant to negotiate the Contract. 28. Negotiations 28.1. Prior to contract negotiations, the Client shall notify all unsuccessful consultants of the results of the consultant selection process, identifying the name of the assignment and the following information: (i) name of each consultant whose financial proposals were opened; (ii) combined technical and financial scores of all consultants whose financial proposals were opened (iii) prices of financial proposals as read out at financial proposal opening; (iv) if applicable, an explanation why the evaluated price differs from the price of the evaluated proposal; and (v) name of the winning consultant, and the evaluated contract price, as well as the duration and summary scope of the contract signed. After receiving such notification, unsuccessful consultants may request in writing to the Client for a debriefing seeking further explanations on the grounds on which their proposals were not selected. Upon receiving such a request, the Client shall promptly, and in any case within two weeks, arrange a debriefing. At the same time, the Client shall also arrange for the publication of the above information on the Bank’s website. Where the electronic procurement platform is used, publication is made upon completion of the selection process, prior to contract negotiations.
28.2. The negotiations will be held at the date and address indicated in the Data Sheet with the Consultant’s representative(s) who must have written power of attorney to negotiate and sign a Contract on behalf of the Consultant. 28.3. The Client shall prepare minutes of negotiations that are signed by the Client and the Consultant’s authorized representative. a. Availability of 28.4. The invited Consultant shall confirm the availability of all Key Experts Key Experts included in the Proposal as a pre-requisite to the negotiations, or, if applicable, a replacement in accordance with Clause 14 of the ITC. Failure to confirm the Key Experts’ availability may result in the rejection of the Consultant’s Proposal and the Client proceeding to negotiate the Contract with the next- ranked Consultant. 28.5. Notwithstanding the above, the substitution of Key Experts at the negotiations may be considered if due solely to circumstances outside the reasonable control of and not foreseeable by the Consultant, including but not limited to death or medical incapacity. In such case, the Consultant shall offer a substitute Key Expert within the period of time specified in the letter of invitation
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to negotiate the Contract, who shall have equivalent or better qualifications and experience than the original candidate. b. Technical 28.6. The negotiations include discussions of the Terms of negotiations Reference (TORs), the proposed methodology, the Client’s inputs, the special conditions of the Contract, and finalizing the “Description of Services” part of the Contract. These discussions shall not substantially alter the original scope of services under the TOR or the terms of the contract, lest the quality of the final product, its price, or the relevance of the initial evaluation be affected. c. Financial 28.7. The negotiations include the clarification of the Consultant’s negotiations tax liability in the Client’s country and how it should be reflected in the Contract. 28.8. If the selection method included cost as a factor in the evaluation, the total price stated in the Financial Proposal for a Lump-Sum contract shall not be negotiated. In the case of a Time-Based (in whole or in part) contract, unit rates negotiations shall not take place, except when the offered Key Experts and Non-Key Experts’ remuneration rates are much higher than the typically charged rates by consultants in similar contracts. In such case, the Client may ask for clarifications and, if the fees are very high, ask to change the rates after consultation with the Bank. 28.9. The Consultant shall furnish the Client with details of the bank account(s) that the Consultant proposes to use for the purpose of receiving payments due under the Contract.
29. Conclusion of 29.1. The negotiations are concluded with a review of the finalized Negotiations draft Contract, which then shall be initialed by the Client and the Consultant’s authorized representative. 29.2. If the negotiations fail, the Client shall inform the Consultant in writing of all pending issues and disagreements and provide a final opportunity to the Consultant to respond. If disagreement persists, the Client shall terminate the negotiations informing the Consultant of the reasons for doing so. After having obtained the Bank’s no objection, the Client will invite the next-ranked Consultant to negotiate the Contract. Once the Client commences negotiations with the next-ranked Consultant, the Client shall not reopen the earlier negotiations. 30. Award of 30.1. After completing the negotiations, the Client shall obtain the Contract Bank’s no-objection to the negotiated draft Contract, if applicable and sign the Contract.
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30.2. The Consultant is expected to commence the assignment on the date and at the location specified in the Data Sheet .
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Instructions to Consultants
DATA SHEET
ITC Clause Reference
2.1. Name of the Client: Vitebsk Regional Communal Unitary Enterprise of Water Supply and Sewerage System “Vitebskoblvodokanal” (4-3 Zamkovaya Street, 210026 Vitebsk, Republic of Belarus)
Method of evaluation : Quality and Cost-Based Selection (QCBS) as per Applicable Guidelines : EBRD Procurement Policies and Rules ("PP&R") dated November 2017 and the Guidelines for Clients Managing Donor or Loan Funded Consultancy Assignments.
2.2 Procurement method Single Stage Open Competitive Selection – Request for Proposal
Financial Proposal to be submitted together with Technical Proposal : Yes No
The name of the assignment is :
Consultant for “Development of GIS and Hydraulic Modelling” (Orsha Wastewater Project)
The procurement will be undertaken using the Electronic Procurement Platform: No
2.3 A pre-response conference will be held : Yes ___ or No
2.4 The Client will provide the following inputs, project data, reports, etc. to facilitate the preparation of the Proposals: - Terms of Reference (Section 2.1)
4.1 No applicable
6.1. and 6.2. None
6.3.1. A list of debarred firms and individuals is available at the Bank’s external website: http://www.ebrd.com/pages/about/integrity/list.shtml
6.3.2 In reference to ITC6.3.2, for the information of Consultants, at the present time firms, goods and services from the following countries are excluded from this selection: Under the ITC 6.3.2 (a): None Under the ITC 6.3.2 (b): None
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9.1 Language This RFP has been issued in the English language. In addition, the RFP is translated into the Russian language. Proposals must be submitted and all correspondence exchange shall be in the language of the RFP accompanied with translation into the Russian language In case of any inconsistencies between the texts in the English and Russian languages, the text in English will prevail.
10.1 Participation of Sub-consultants, Key Experts and Non-Key Experts in more than one Proposal is permissible: No
11.1 Clarifications may be requested no later than 15 days prior to the submission deadline.
The contact information for requesting clarifications is: Ms. Elena Puko, Head of PIU Vitebsk Regional Communal Unitary Enterprise of Water Supply and Sewerage System “Vitebskoblvodokanal” 4-3 Zamkovaya Street, 210026 Vitebsk, Republic of Belarus Tel/Fax: +375 29 118 07 92 / +375 21 268 00 26 E-mail: [email protected]
The following electronic means shall be used for requesting clarifications: E-mail: Yes NO ____ Electronic Procurement Platform: Yes ___ _NO
The following electronic means shall be used for providing updates to the RFP: Updates to the Procurement Notice: Yes NO _____ E-mail: Yes NO ____ Electronic Procurement Platform: Yes ___ NO
13.1 The Proposal shall comprise the documents and forms specified in ITC 18.3, below.
14.1 Proposals must remain valid for 90 calendar days after the proposal submission deadline (i.e., until: May 21, 2020).
15.1.2 Estimated input of Key Experts’ time-input: 14 person-months.
15.1.3 Not applicable
15.1.4 Not applicable
16.2 The format of the Technical Proposal to be submitted is: Full Technical Proposal (FTP) or Simplified Technical Proposal (STP)
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Submission of the Technical Proposal in a wrong format may lead to the Proposal being deemed non-responsive to the RFP requirements.
17.2 A price adjustment provision applies to remuneration rates : A price adjustment provision applies to remuneration rates: Yes ___ or No
17.3 Taxes: The Consultant and its Sub-consultants and Experts are responsible to determine their tax obligations in the Client’s country.
17.4 The Financial Proposal shall be stated in the following currency or currencies: Euro (EUR)
17.5 Payment under the Contract shall be made in Euro (EUR). The Consultant shall bear all the fees and any other expenses related to the transfer of the payments to the Consultant’s account.
18.2 The Consultants shall not have the option of submitting their Proposals electronically.
18.3 The Technical Proposal shall comprise the following documents:
FULL TECHNICAL PROPOSAL (FTP): 1st Inner Envelope with the Technical Proposal: (1) Power of Attorney to sign the Proposal (2) TECH-1 (3) TECH-2 (4) TECH-3 (5) TECH-4 (6) TECH-5 (7) TECH-6
The Financial Proposal shall comprise the following documents:
2nd Inner Envelope with the Financial Proposal: (1) FIN-1 (2) FIN-4 (3) FIN-3
18.6 Where submission is by mail or by hand, the Consultant must submit: (a) Technical Proposal: one (1) original in English, plus one (1) copy in English and three (3) numbered copies in Russian;
(b) Financial Proposal: one (1) original in English, plus one (1) copy in English and three (3) numbered copies in Russian
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In addition, the Consultant shall submit in electronic format (CD-Rom or other electronic storage device): • one (1) copy of complete Russian and English texts of the Technical Proposal, and
• one (1) copy of complete Russian and English texts of the Financial Proposal.
Texts in the electronic format shall be presented in searchable PDF format. Each Technical and Financial Proposal Form shall be saved as a separate file, have a name and number according to original hard copies in the same sequence. Scanned copies of the Technical and Financial Proposal Submission Forms shall be made from the signed originals. Electronic storage device containing the Technical Proposal shall be placed inside of a sealed envelope with hard copies of the Technical Proposal as per para 18.8.1, and electronic storage device containing the Financial Proposal shall be placed inside of a sealed envelope with hard copies of the Financial Proposal as per para 18.8.2.
Electronic copies shall be provided only to facilitate the evaluation; the hard
original prevails in terms of any discrepancies.
Warning marking: «НЕ ВСКРЫВАТЬ ДО 12:00 ЧАСОВ 28 ФЕВРАЛЯ 2020 18.7 ГОДА / DO NOT OPEN BEFORE 12:00, 28 FEBRUARY 2020 »
18.10 The Proposals must be submitted no later than:
Date: February 28, 2020 Time: 12:00 local time
The Proposal submission address is: Attention: Ms. Elena Puko, Head of PIU Vitebsk Regional Communal Unitary Enterprise of Water Supply and Sewerage System “Vitebskoblvodokanal” 4-3 Zamkovaya Street, 210026 Vitebsk, Republic of Belarus Tel/Fax: +375 29 118 07 92 / +375 21 268 00 26 E-mail: [email protected]
19.1 The opening shall take place at the address: The opening shall take place at same as the Proposal submission address Date: February 28 , 2020 Time: 12:00 local time
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In order to arrange passes to premises of “Vitebskoblvodokanal” for their representative(s) the Consultants are advised to provide details (name, contact telephone number, name of the competitive selection process, purpose of the visit – submission of Proposal and/or attending the opening procedure) to the contact person named above by e-mail address written in Sub-Clause 11.1 above, not later than 1 working day prior to the date of Proposal submission deadline. Online attendance of the opening of envelopes with Proposals and Technical proposals is not provided.
22 Not applicable
23.2 An online option of the opening of the Financial Proposals is offered: Yes ___or No .
24.1.2 Not applicable
25.2 For the purpose of the evaluation, the Client will exclude : For evaluation purposes, all taxes are deemed included in the Consultant’s financial proposal. VAT shall be indicated separately.
26.1 Not applicable
27.1 Combined Quality and Cost Evaluation
The lowest evaluated Financial Proposal (Fm) is given the maximum financial score (Sf) of 100.
The formula for determining the financial scores (Sf) of all other Proposals is calculated as following:
Sf = 100 x Fm/ F, in which “Sf” is the financial score, “Fm” is the lowest price, and “F” the price of the Proposal under consideration.
The weights given to the Technical (T) and Financial (P) Proposals are: T = 80 and P = 20 Proposals will be ranked according to their combined technical (St) and financial (Sf) scores using the weights (T = the weight given to the Technical Proposal; P = the weight given to the Financial Proposal; T + P = 1) as following: S = St x T% + Sf x P%.
27.2 – 27.4 Not applicable
28.2 Expected date and address for contract negotiations: To be determined after the completion of the evaluation of proposals
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30.2 Expected date for the commencement of the Services: May 2020 at: Orsha, Republic of Belarus
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Section 1.3 – Evaluation Criteria
Criteria Weight Min. Technical Score (% of max.) (a) Consultant’s relevant professional experience : 15 - • experience in similar assignments 50% • experience in similar locations 30% • structure, organization, capacity of Consultant 20%
(b) Quality of the methodology proposed for the Assignment: 25 80 • understanding of assignment 20% • approach and methodology 20% • work plan and team assignments 60%
(c) Qualifications of Key Experts: 55 80 • Project Manager/ Water Engineer 40% • Water Engineer 20% • Software, GIS Specialist-Engineer 15% • Hydraulic Engineer 15% • Electrical/automation engineer 10%
Each of the Key Experts listed above will be evaluated as follows: • general qualifications 40% • specific experience and expertise • related to their task 50% • experience in region 10%
(d) Other factors 5 - • local participation • local presence • back-up capacity • quality assurance • training/transfer of know how
TOTAL 100 80
The minimum technical score (St) required to pass is: 80
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Section 1.4. Technical Proposal– Standard Forms
{Notes to Consultant shown in brackets { } throughout Section 1.4 provide guidance to the Consultant to prepare the Technical Proposal; they should not appear on the Proposals to be submitted. }
FORM TECH-1A
TECHNICAL PROPOSAL SUBMISSION FORM
Date: ______20209
To: Vitebsk Regional Communal Unitary Enterprise of Water Supply and Sewerage System Vitebskoblvodokanal (4-3 Zamkovaya Street, 210026 Vitebsk, Republic of Belarus) RFP No.: RFP Name: Tender №OWP-5 “Development of GIS and Hydraulic Modelling” (Orsha Wastewater Project)
Dear Sirs:
We, the undersigned, offer to provide the consulting services for the above assignment in accordance with the Request for Proposal documents, and our Proposal.
{If the Consultant is a joint venture, insert the following : We are submitting our Proposal in association/as a consortium/as a joint venture with:
Lead Member: [ Full name, legal address, authorized representative]
Members: [ Full name, legal address, authorized representative]
We have attached a copy [insert: “of our letter of intent to form a joint venture” or, if a JVCA is already formed, “of the JVCA agreement”] signed by every participating member, which details the likely legal structure of and the confirmation of joint and several liability of the members of the said joint venture.
We acknowledge that Attachment 1 to this Technical Proposal: “Covenant of Integrity – Consultant Contact Sheet”, forms part of this Technical Proposal.
AND/OR
[If your Proposal includes Sub-consultants, insert the following : We are submitting our Proposal with the following firms as Sub-consultants: {Insert a list with full name and address of each Sub-consultant. }]
We hereby declare that:
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(a) All the information and statements made in this Proposal are true and we accept that any misinterpretation or misrepresentation contained in this Proposal may lead to our disqualification by the Client and/or may be sanctioned by the Bank.
(b) Our Proposal shall be valid and remain binding upon us for the period of time specified in Clause 14.1 of the ITC.
(c) We have no conflict of interest in accordance with Clause 3 of the ITC.
(d) We meet the eligibility requirements as stated in Clause 6 of the ITC, and we confirm our understanding of our obligation to abide by the Bank’s policy in regard to prohibited practices as per Clause 5 of the ITC.
(e) Except as stated in the Clause 14.7 of the ITC, we undertake to negotiate a Contract on the basis of the proposed Key Experts. We accept that the substitution of Key Experts for reasons other than those stated in Clause 14 of the ITC and Clause 28.4 of the ITC may lead to the termination of Contract negotiations.
(f) Our Proposal is binding upon us and subject to any modifications resulting from the Contract negotiations.
We undertake, if our Proposal is accepted and the Contract is signed, to initiate the Services related to the assignment no later than the date indicated in Clause 30.2 of the ITC.
We understand that the Client is not bound to accept any Proposal that the Client receives.
We remain,
Yours sincerely,
Authorized Signature { In full and initials }: Name and Title of Signatory: Name of Consultant (company’s name or JVCA’s name): In the capacity of:
Address : Contact information (phone and e-mail) : {The document authorising the signatory(ies) to sign the technical proposal on behalf of the firm or firms shall be attached . For a joint venture, either all members shall sign or only the lead member, in which case the power of attorney to sign on behalf of all members shall be attached .}
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling 35 | P a g e P U B L I C PUBLIC Section 1.4. Technical Proposal – Standard Forms
Attachment 1 to Proposal: Covenant of Integrity – Consultant Contact Sheet
To: Vitebsk Regional Communal Unitary Enterprise of Water Supply and Sewerage System Vitebskoblvodokanal (4-3 Zamkovaya Street, 210026 Vitebsk, Republic of Belarus)
We declare and covenant that neither we nor anyone, including any of our directors, employees, agents, joint venture partners, consultants or sub-contractors, where these exist, acting on our behalf with due authority or with our knowledge or consent, or facilitated by us, has engaged, or will engage, in any Prohibited Practice (as defined below) in connection with the consultant selection process or in the execution of contract for provision of services for the Tender №OWP-5 “Development of GIS and Hydraulic Modelling” (Orsha Wastewater Project) (the “Contract”) and covenant to so inform you if any instance of any such Prohibited Practice shall come to the attention of any person in our organisation having responsibility for ensuring compliance with this Covenant.
We shall, for the duration of the consultant selection process and, if we are successful with our Expression of Interest, for the duration of the Contract, appoint and maintain in office an officer, who shall be a person reasonably satisfactory to you and to whom you shall have full and immediate access, having the duty, and the necessary powers, to ensure compliance with this Covenant.
We declare and covenant that, except for the matters disclosed in this Covenant of Integrity:
(i) we, our subsidiaries and affiliates, and all of our directors, employees, agents or joint venture partners, where these exist, have not been convicted in any court of any offence involving a Prohibited Practice in connection with any tendering or competitive selection process or provision of works, goods or services during the ten years immediately preceding the date of this Covenant; (ii) none of our directors, employees, agents or a representatives of a joint venture partner, where these exist, has been dismissed or has resigned from any employment on the grounds of being implicated in any Prohibited Practice; (iii) we, our subsidiaries and affiliates and our directors, employees, agents or joint venture partners, where these exist, are not prohibited from participation in a tendering or competitive selection procedure on the grounds of having been found by the final judgement of a judicial process or a finding by the enforcement (or similar) mechanism of another international organisation to have engaged in a Prohibited Practice; (iv) we, our subsidiaries and affiliates, as well as any subcontractors, or suppliers or affiliates of the subcontracts or supplier are not subject to any sanction imposed by resolution of the United Nations Security Council.
If applicable, provide full disclosure of any convictions, dismissal, resignations, exclusions or other information relevant to Articles i) ii) iii) or (iv) in the box below.
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling 36 | P a g e P U B L I C PUBLIC Section 1.4. Technical Proposal – Standard Forms
Name of Entity Required Reason Disclosure is Required 1 to be Disclosed
For the purpose of this Covenant, the terms set forth below define Prohibited Practices as:
(i) a Coercive Practice which means impairing or harming, or threatening to impair or harm, directly or indirectly, any party or the property of any party to influence improperly the actions of a party;
(ii) a Collusive Practice which means an arrangement between two or more parties designed to achieve an improper purpose, including to influence improperly the actions of another party;
(iii) a Corrupt Practice which means the offering, giving, receiving or soliciting, directly or indirectly, of anything of value to influence improperly the actions of another party;
(iv) a Fraudulent Practice which means any act or omission, including a misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, a party to obtain a financial or other benefit or to avoid an obligation;
(v) a Misuse of the Bank’s Resources or Bank Assests which means improper use of the Bank’s Resources or Bank's Assets, committed either knowingly or recklessly;
(vi) an Obstructive Practice which means (1) destroying, falsifying, altering or concealing of evidence material to a Bank investigation, which impedes the Bank’s investigation; (2) making false statements to investigators in order to materially impede a Bank investigation into allegations of a Prohibited Practice; (3) failing to comply with requests to provide information, documents or records in connection with a Bank investigation; (4) threatening, harassing or intimidating any party to prevent it from disclosing its knowledge of matters relevant to a Bank investigation or from pursuing the investigation; or (5) materially impeding the exercise of the Bank’s contractual rights of audit or inspection or access to information; and
(vii) a Theft which means the misappropriation of property belonging to another party.
Following the submission of our Expression of Interest, we grant the project financier, the Bank and/or persons appointed by them, the right of inspection of our, and any proposed subcontractors, accounts and records and permission to have any such accounts and records audited by auditors appointed by the Bank, if required by the Bank. We accept to preserve these records generally in accordance with applicable law but, in any case, for at least six years from the date of substantial performance of the Contract.
We further declare that no affiliate of the Recipient/Client is participating in our Expression of Interest in any capacity whatsoever.
1 For each matter disclosed, provide details of the measures that were taken, or shall be taken, to ensure that neither the disclosed entity nor any of its directors, employees or agents commits any Prohibited Conduct in connection with the consultant selection process for this Contract. ______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling 37 | P a g e P U B L I C PUBLIC Section 1.4. Technical Proposal – Standard Forms
Name:
In the capacity of:
Signed:
Duly authorised to sign for and on behalf of:
Date:
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling 38 | P a g e P U B L I C PUBLIC Section 1.4. Technical Proposal – Standard Forms
Contact Sheet
Full legal name of Lead Organisation/ Individual:
Trading Name (if different from above) :
Country of Registration:
Address of registered office:
Postal address (if different from above) :
Telephone number (including country code):
Fax number (including country code):
Main contact person for this Expression of Interest:
Main contact person’s position in the Organisation:
Contact person’s email address:
Alternate contact person:
Alternative E-mail:
Website of the Organisation:
Important Notes: Any change in the addresses, phone numbers, fax numbers and in particular e-mail addresses, must be notified in writing to the Recipient/Client. The Recipient/Client will not be held responsible in the event that they ca not contact the Consultant using any of the above details. It is the sole responsibility of the Consultant to ensure that it monitors its telephone and fax numbers and its postal and e-mail addresses. In particular, the Recipient/Client shall proceed on the assumption that the e-mail address(es) is constantly monitored, that your security settings permit the Recipient/Client’s e-mails to be received and that the e- mail address is capable of receiving attachments (particularly PDF and Microsoft Word).
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling 39 | P a g e P U B L I C PUBLIC Section 1.4. Technical Proposal – Standard Forms
FORM TECH-2
CONSULTANT ’S ORGANIZATION AND EXPERIENCE
Consultant’s name ______
[Form TECH-2: a brief description of the Consultant’s organization and an outline of the recent experience of the Consultant that is most relevant to the assignment. In the case of a joint venture, information on similar assignments shall be provided for each partner. For each assignment, the outline should indicate the names of the Consultant’s Key Experts and Sub-consultants who participated, the duration of the assignment, the contract amount (total and, if it was done in a form of a joint venture or a sub-consultancy, the amount paid to the Consultant), and the Consultant’s role/involvement. ]
A - Consultant’s Organization
{1. Provide here a brief description of the background and organization of your company, and – in case of a joint venture – of each member for this assignment. }
B - Consultant’s Experience
[1. List only previous similar assignments successfully completed for the period required in the Terms of Reference. 2. List only those assignments for which the Consultant was legally contracted by the Client as a company or was one of the joint venture partners. Assignments completed by the Consultant’s individual experts working privately or through other consulting firms cannot be claimed as the relevant experience of the Consultant, or that of the Consultant’s partners or sub-consultants, but can be claimed by the Experts themselves in their CVs. The Consultant should be prepared to substantiate the claimed experience by presenting copies of relevant documents and references, if so requested by the Client.]
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling 40 | P a g e P U B L I C PUBLIC Section 1.4. Technical Proposal – Standard Forms
Contracts performed by the Consultant in the area of the Assignment 1 [Provide information about the contracts successfully performed (fully or almost completed) by the consultant (firm or JVCA partners) within the last 5 years starting from 2014. Description of current contracts or contracts performed earlier may be provided for information only. The evaluation will be based on the contracts performed within the last 5 years.] Consultant’s name ______
Duration Contract name/& brief Name of Client Approx. Contract Role on the description of tasks & Country of value (in EUR) Assignment and performed by the Consultant Assignment, Amount paid to Function or partner Financier your firm
Lead Partner’s name ______(for Joint ventures/consortia only) {e.g., Contract name: Client: Total contract Role: Jan.2017– {e.g., “Design and value: {e.g., Lead partner Apr.2019 } Supervision of Country: {e.g., EUR 1 in a JVCA reconstruction …} mill } A&B&C, Financier: Description of performed Amount paid to {e.g., World Function: tasks: the Consultant: Bank } acting as FIDIC { e.g., Supervision of {e.g., EUR 0.6 reconstruction ….”} contract Engineer mill } (red book) }
… … … … … Partner’s name ______(for Joint ventures/consortia only) {e.g., Jan- Contract name: Client: Total contract Role: May {e.g., “Supervision of value: {e.g., sole 2018} reconstruction…” } Country: {e.g., EUR 0.7 Consultant } mil } Description of performed Financier: Function: tasks: Amount paid to {e.g., acting as e.g., Supervision of the Consultant: FIDIC contract reconstruction…. } {e.g.,EUR 0.7 Engineer (red mil } book) }
… … … … …
1 In the “Area of the assignment” means Development of GIS and Hydraulic Modelling.
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling 41 | P a g e P U B L I C PUBLIC Section 1.4. Technical Proposal – Standard Forms
FORM TECH-3 COMMENTS AND SUGGESTIONS ON THE TERMS OF REFERENCE , COUNTERPART STAFF AND FACILITIES TO BE PROVIDED BY THE CLIENT
Consultant’s name ______
[Form TECH-3: comments and suggestions on the Terms of Reference that could improve the quality/effectiveness of the assignment; and on requirements for counterpart staff and facilities, which are provided by the Client, including: administrative support, office space, local transportation, equipment, data, etc.]
A - On the Terms of Reference
[Describe proposed modifications or improvement to the Terms of Reference (such as deleting some activity you consider unnecessary, or adding another, or proposing a different phasing of the activities). Such suggestions should be concise and to the point, and incorporated in your Proposal.]
B - On Counterpart Staff and Facilities
[Include comments on counterpart staff and facilities to be provided by the Client. For example, administrative support, office space, local transportation, equipment, data, background reports, etc.]
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling 42 | P a g e P U B L I C PUBLIC Section 1.4. Technical Proposal – Standard Forms
FORM TECH-4
DESCRIPTION OF APPROACH , METHODOLOGY AND WORK PLAN IN RESPONDING TO THE TERMS OF REFERENCE
Consultant’s name ______Form TECH-4: a description of the approach, methodology and work plan for performing the assignment, including a detailed description of the proposed methodology and staffing for training, if the Terms of Reference specify training as a specific component of the assignment.
{Suggested structure of your Technical Proposal: a) Technical Approach and Methodology b) Work Plan c) Organization and Staffing } a) Technical Approach and Methodology. {Please explain your understanding of the objectives of the assignment as outlined in the Terms of Reference (TORs), the technical approach, and the methodology you would adopt for implementing the tasks to deliver the expected output(s), and the degree of detail of such output. Please do not repeat/copy the TORs in here. } b) Work Plan. {Please outline the plan for the implementation of the main activities/tasks of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), and tentative delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing your understanding of the TOR and ability to translate them into a feasible working plan. A list of the final documents (including reports) to be delivered as final output(s) should be included here. The work plan should be consistent with the Work Schedule Form. } c) Organization and Staffing. {Please describe the structure and composition of your team, including the list of the Key Experts, Non-Key Experts and relevant technical and administrative support staff. }
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling 43 | P a g e P U B L I C PUBLIC Section 1.4 – Technical Proposal – Standard Forms
FORM TECH-5 WORK SCHEDULE AND PLANNING FOR DELIVERABLES
Consultant’s name ______
Months (starting from commencement date) N° Tasks/Deliverables 1 (D-..) 1 2 3 4 5 6 7 8 9 ..... n TOTAL {e.g., Task 1: D-1 Design Review (3.1. TOR) 1) review design documentation
(3.1.1 TOR) 2) preparation of Design Review
Report (3.1.2 TOR)
{e.g., Task 2: D-2 Construction Supervision (3.2 TOR) … …
D-3 {e.g., Task 3:...... }
n
1 List the activities and deliverables as per requirements of the TOR and your methodology of implementation of the assignment proposed in Form TECH-4. Text in cursive is provided as an example and shall be revised by the Consultant. 2 Duration of activities shall be indicated in a form of a bar chart. 3. Include a legend, if necessary, to help read the chart
______RFP: Selection of Consulting Services for Technical Supervision of Reconstruction of Atyrau-Astrakhan Highway (sections km 693-753 and km 753-833) PUBLIC PUBLIC Section 1.4 – Technical Proposal – Standard Forms
FORM TECH-6
Team Composition, Assignment and Key Experts’ inputs
Consultant’s name ______
Total time-input Expert’s input (in person/months) per each activity (listed in TECH-5) (in Months) N° Name Position/ D.1 * D.2 * D.3 * *… Home Field Total activities KEY EXPERTS [Home] K-1 [Field ] [Home] K-2 [Field ] [Home] K-3 [Field ] [Home] K-4 [Field ] [Home] K-5 [Field ] [Home]
[Field ] [Home]
[Field ] Subtotal, key experts NON-KEY EXPERTS [Home] N-1 [Field] [Home] N-2 [Field] N-3 [Home]
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 45 | P a g e PUBLIC PUBLIC Section 1.4 – Technical Proposal – Standard Forms
[Field] [Home] N-4 [Field] [Home] N-5 [Field] [Home]
[Field] [Home] n [Field] Subtotal, non-key experts TOTAL
* For each expert indicate total number of person-months devoted to each activity. For example: 0.5 m ("m” - means month)
1 For Key Experts, the input should be indicated individually for the same positions as required under the Data Sheet ITC 21.1. 2 Months are counted from the start of the assignment/mobilization. One (1) month equals twenty-two (22) working (billable) days. One working (billable) day shall be not less than eight (8) working (billable) hours. 3 “Home” means work in the office in the expert’s country of residence. “Field”: for foreign experts - means work carried out in the Client’s country, for local experts – on the Sites.
Full time input Part time input
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 46 | P a g e PUBLIC PUBLIC Section 1.4 – Technical Proposal – Standard Forms
FORM TECH-6.1
CURRICULUM VITAE (CV)
Position Title and No. {e.g., K-1, TEAM LEADER} Name of Expert: {Insert full name} Date of Birth: {day/month/year} Country of Citizenship/Residence
Education: {List college/university or other specialized education, giving names of educational institutions, dates attended, degree(s)/diploma(s) obtained } ______
Employment record relevant to the assignment: {Starting with present position, list in reverse order. Please provide dates, name of employing organization, titles of positions held, types of activities performed and location of the assignment, and contact information of previous clients and employing organization(s) who can be contacted for references. Past employment that is not relevant to the assignment does not need to be included .}
Period Employing organization and Country Summary of your title/position. Contact activities performed information for references relevant to the Assignment [e.g., May [e.g., Ministry of ……, 2015- advisor/consultant to… present ] For references: Tel…………/e- mail……; Contact Name, Title/Position ]
Membership in Professional Associations and Publications: ______
Language Skills (indicate only languages in which you can work): ______
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 47 | P a g e PUBLIC PUBLIC Section 1.4 – Technical Proposal – Standard Forms
Adequacy for the Assignment:
Detailed Tasks Assigned on Reference to Prior Work/Assignments Consultant’s Team of Experts: that Best Illustrates Capability to Handle the Assigned Tasks
{List all deliverables/tasks as in TECH- 5 in which the Expert will be
involved }
Expert’s contact information: (e-mail…………………., phone……………)
Certification: I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes myself, my qualifications, and my experience, and I am available to undertake the assignment in case of an award. I understand that any misstatement or misrepresentation described herein may lead to my disqualification or dismissal by the Client, and/or sanctions by the Bank.
{day/month/year }
Name of Expert Signature Date
{day/month/year }
Name of authorized Signature Date Representative of the Consultant (the same who signs the Proposal)
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 48 | P a g e PUBLIC PUBLIC Section 1.4. Technical Proposal – Standard Forms
Section 1.5. Financial Proposal - Standard Forms
{Notes to Consultant shown in brackets { } provide guidance to the Consultant to prepare the Financial Proposals; they should not appear on the Financial Proposals to be submitted.}
Financial Proposal Standard Forms shall be used for the preparation of the Financial Proposal according to the instructions provided in Section 2.
FIN-1 Financial Proposal Submission Form
FIN-2 SUMMARY OF COSTS
FIN-3 BREAKDOWN OF REMUNERATION
FIN-4 BREAKDOWN OF REIMBURSABLE EXPENSES
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” PUBLIC PUBLIC Section 1.5 – Financial Proposal – Standard Forms Forms – Appendix
FORM FIN-1
FINANCIAL PROPOSAL SUBMISSION FORM
Date: ______2020
To: Vitebsk Regional Communal Unitary Enterprise of Water Supply and Sewerage System Vitebskoblvodokanal 4-3 Zamkovaya Street, 210026 Vitebsk, Republic of Belarus
Dear Sirs:
We, the undersigned, offer to provide the consulting services for the Tender №OWP-5 “Development of GIS and Hydraulic Modelling” (Orsha Wastewater Project) dated _____ in accordance with your Request for Proposal dated [ Insert Date ] and our Technical Proposal.
Our attached Financial Proposal is for the amount of ______(______) [Insert amount(s) in words and figures in figures in EUR], excluding value added tax (VAT) payable as per legislation of Belarus. The estimated amount of VAT is ______[Insert amount in words and figures in EUR], which shall be confirmed or adjusted, if needed, during negotiations. {Please note that all amounts shall be the same as in Form FIN-2}.
Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of the Proposal.
Commissions, gratuities, or fees paid or to be paid by us to an agent or any other party relating to preparation or submission of this Proposal and Contract execution, paid if we are awarded the Contract, are listed below:
Name and Address of Agent(s) / Amount and Currency Purpose Other Party
{If no payments are made or promised, add the following statement: “No commissions, gratuities or fees have been or are to be paid by us to agents or any other party relating to this Proposal and, in the case of award, Contract execution.”}
We understand you are not bound to accept any Proposal you receive.
We remain,
Yours sincerely,
Authorized Signature {In full and initials}: ______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 50 | P a g e PUBLIC PUBLIC Section 1.5 – Financial Proposal – Standard Forms Forms – Appendix
Name and Title of Signatory: In the capacity of: Address : E-mail: ______
{The document authorising the signatory(ies) to sign the technical proposal on behalf of the firm or firms shall be attached}.
For a joint venture, either all members shall sign or only the lead member/consultant, in which case the power of attorney to sign on behalf of all members shall be attached}
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 51 | P a g e PUBLIC PUBLIC Section 1.5. Financial Proposal – Standard Forms
FORM FIN-2 SUMMARY OF COSTS ______
Contract: №OWP-5 “Development of GIS and Hydraulic Modelling” (Orsha Wastewater Project)
Consultant’s name ______
Cost {Consultant must state the proposed Costs in Item accordance with Clause 17 of the Data Sheet}
Currency: EUR
Cost of the Financial Proposal Including: (1) Remuneration (2) Reimbursables Total Cost of the Financial Proposal:
{Should match the amount in Form FIN-1} Indirect Local Tax Estimates – to be discussed and finalized at the negotiations if the Contract is awarded (in accordance with legislation if Republic of Belarus) (i) {insert type of tax . e.g., VAT or sales tax} (ii) {e.g., income tax on non-resident experts} (iii) {insert type of tax} Total Estimate for Indirect Local Tax:
Footnote: Payments will be made in the currency expressed above (Reference to ITC 17.5).
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” PUBLIC PUBLIC Section 1.5. Financial Proposal – Standard Forms
FORM FIN-3 BREAKDOWN OF REMUNERATION
When used for Lump-Sum contract assignment, information to be provided in this Form shall only be used to demonstrate the basis for the calculation of the Contract’s ceiling amount; to calculate applicable taxes at contract negotiations; and, if needed, to establish payments to the Consultant for possible additional services requested by the Client. This Form shall not be used as a basis for payments under Lump-Sum contracts Currency: EUR
A. Remuneration
No. Person-month Time Input in {Currency {Currency {Currency {Local Position (as Name 2 Remuneration Person/Month # 1- as in # 2- as in # 3- as in Currency- as in in TECH-6) Rate 4 (from TECH-6) FIN-2} FIN-2} FIN-2} FIN-2}
Key Experts
K-1 [Home ]
[Field ] K-2
Non-Key Experts N-1 [Home ]
N-2 [Field ]
Total Costs [All amounts to be exclusive of VAT, which may be chargeable by the Consultant]
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” PUBLIC PUBLIC RFP4 Financial Proposal – Standard Forms
FORM FIN-4 BREAKDOWN OF REIMBURSABLE EXPENSES
When used for Lump-Sum contract assignment, information to be provided in this Form shall only be used to demonstrate the basis for calculation of the Contract ceiling amount, to calculate applicable taxes at contract negotiations and, if needed, to establish payments to the Consultant for possible additional services requested by the Client. This form shall not be used as a basis for payments under Lump- Sum contracts Currency: EUR
B. [ Reimbursable]
{Local Type of [ Reimbursable Unit {Currency # 1- {Currency # 2- {Currency# 3- N° Unit Quantity Currency- as in Expenses] Cost as in FIN-2} as in FIN-2} as in FIN-2} FIN-2} {e.g., Per diem {Day} {e.g.,allowances**} International {Ticket
flights} } {e.g., In/out airport {Trip} transportation} {e.g., Communication costs between Insert place and Insert place} { e.g., reproduction of {e.g.,reports} Office rent} ...... {Training of the Client’s personnel – if required in TOR} Total Costs
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 54 | P a g e PUBLIC PUBLIC
PART II - REQUIREMENTS
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” PUBLIC PUBLIC Part II. Section 2.1 Terms of Reference
Section 2.1 Terms of Reference
ORSHA WASTEWATER PROJECT Development of GIS and Hydraulic Modelling
1 BACKGROUND The European Bank for Reconstruction and Development (the “EBRD”, or the “Bank”) jointly with Unitary Enterprise "Vitebskoblvodokanal" (the “Company”) supported by the Government of Belarus (the “Government”) and the Regional Executive Committee ("Oblispolkom") developed the Orsha Wastewater Project (the “Project”) under Belarus Water Sector Framework (BWSF). The Project objective is to modernize (to reconstruct) the existing wastewater treatment plant in the city of Orsha (the “City”) to achieve full compliance of the water and wastewater services with the national and EU standards.
The Project funds will be used for financing a series of the Project activities, the development of GIS and hydraulic modelling of the City water supply system is one of them. Works under this component will be fully financed from the EBRD funds. The investments will be procured in accordance with the EBRD Procurement Policies and Rules for Public Sector Projects.
2 UNDERLYING SITUATION Orsha is a city under the district jurisdiction in the Republic of Belarus, capital of the Orsha District in the Vitebsk Region. It is located on the river of Dnepr at inflowing of the river of Orshitsa therein, 80 km south of the city of Vitebsk and 202 km east of the city of Minsk. Total area of the Orsha District serviced by the Company is 1660 km 2. Orsha is a large railway junction, where Minsk–Moscow line crosses the northern Vitebsk line running southward to the cities of Mogilev and Krichev. All the trains from Moscow and Saint Petersburg to the Western Europe pass through Orsha. The city is a junction of significant highways: Moscow–Brest and Saint Petersburg–Odessa. As of 1 January 2017, the City population is 115 938 people. Difference in elevations in the City varies from 153 m to 209 m above sea level. The City residential buildings have 1-10 storeys. The Company is a water distribution and wastewater treatment company in the City and is 100% owned by the Oblispolkom. The Company annually provides circa 7 million m 3 of water to the population (133,000 people) and commercial clients in Orsha and adjacent areas and collects 9 million m 3 of wastewater annually. The water is pumped from 38 artesian wells. Removal of iron plays an important role in the water treatment process due to the specific qualities of the locally pumped water. In late 2000, the Company put in operation several iron removal units, which largely improved the quality of water supplied to the local population. The water is supplied via a 326 km network. The wastewater is collected and transported over a 214 km network boosted by the 13 wastewater pumping stations. The existing wastewater treatment facilities have installed capacity of 57,000 m 3 per day, of which about 60-70 per cent is utilised.
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 56 | P a g e PUBLIC PUBLIC Part II. Section 2.1 Terms of Reference
There are two water intakes – “Yuzhniy” and “Orshitsa” – for the City water supply, as well as 12 isolated artesian water wells, three of which are on stand-by. The two main water intakes supply about 80% of the total volume of water supplied to the City. Orshitsa Water Intake is located 1.5 km north of the City on the left bank of the Orshitsa River at a distance of 100-400 km from the river bed. The water intake includes: - 6 artesian wells, average depth of the wells is 50 m; - a 2 nd elevation pumping station with a capacity of 14.6 thous. m3/day; - a clear water reservoir 6000 m3; - an iron removal unit with a capacity of 24 thous. m3/day.
Yuzhniy Water Intake is located 2 km south of the City on the left bank of the Dnepr River, 3-4 km from the river bed in the area of Nareikovo and Poddubtsy villages. The water intake includes: - 11 artesian wells, average depth of the wells is 77 m; - a 2 nd elevation pumping station with a capacity of 21.6 thous. m3/day; - clear water reservoirs 3000 m3 (two-compartment reservoir 1800 and 1200 m3). Isolated wells: - well in the settlement of Andreevshchina; - well in Parkovaya No. 1 Street. The well is shut-in; - well in Parkovaya No. 2 Street; - well “Zapadnaya” No. 1; - well “Zapadnaya” No. 2; - well “Avtobaza No. 12”; - well “Ochistnye Sooruzheniya”; - well “Lnokombinat No. 2”; - well “Lnokombinat No. 4”; - well “Lnokombinat No. 7”. The well is shut-in; - well “Lnokombinat No. 8”; - well “Lnokombinat No. 9”. The well is shut-in. Water is supplied to the Lnokombinat district from the wells of “Lnokombinat Nos. 2, 4, 8”. The Lnokombinat district is connected with the major water supply system in Sovetskaya Str. All the wells of "Lnokombinat" are equipped with iron removal units. The iron removal units allow reducing iron content in drinking water down to 0.2 mg/l and below, while the norm is 0.3 mg/l. The settlement of Andreevshchina is supplied with water from the well “Andreevshchina” and “Orshitsa” Water Intake. The wells of “Andreevshchina”, “Ochistnye Sooruzheniya” and “Avtobaza No. 12” have a separate water distribution system contour. Coverage with centralised water supply services in the district in general is about 97%, therewith, 90% are connected to the water supply system, about 10500 people, or 7% of the population use street standpipes (data on Orshavodokanal service area, branch of Unitary Enterprise "Vitebskoblvodokanal"). About 3% of the population residing mostly in villages use only public dug wells. In the city of Orsha, the coverage is 100% (including street standpipes). All the private houses can be connected to the water supply system (they are located at a distance of at most 100 m from the street network), but they are not connected for commercial reasons. About 7 thous. people ______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 57 | P a g e PUBLIC PUBLIC Part II. Section 2.1 Terms of Reference
(6%) in the City in Orshavodokanal service area, branch of Unitary Enterprise "Vitebskoblvodokanal", use the street standpipes. In rural area, the street standpipes are used by about 3.5 thous. people, or 19% of the population. In the rural settlements serviced by Orshavodokanal, branch of Unitary Enterprise "Vitebskoblvodokanal", coverage with centralised water supply services varies from 0 to 95%. About 20% of the population here use street dug wells, which are also serviced by Orshavodokanal, branch of Unitary Enterprise "Vitebskoblvodokanal". The water supply system in the City can be generally considered satisfactory. However, the following problems are faced by the Company in the water supply sector: - Risk of secondary contamination of drinking water due to lack of disinfection on the networks; - High hardness of water; - Excessive iron content; - Insufficient capacity of water mains in the central and the west parts of the city; - Low energy efficiency of the water supply system; - High rate of water losses; - High deterioration of pipelines. The wastewater sector faces the following problems: - Poor condition, low efficiency and low automation level of some wastewater pumping stations; - Worn-out of sewers; - Poor physical condition of civil structures and equipment at the WWTP resulting in insufficient effectiveness of treatment; - Lack of sludge treatment. The Company currently does not have a unified map or map boards of water supply and wastewater networks that would fully reflect location of all linear and areal facilities. Some outdated map boards are based on aged data. The Company has no hydraulic model, and the control of water distribution networks and wastewater network is carried out mainly based on empirical experience of the personnel. Such an approach leads to reduction of both general efficiency of day-to-day operation management and efficiency of long-term and everyday planning of required activities. Introduction of GIS and hydraulic models will allow the Company to ensure more accurate fixed asset management, improve the efficiency of emergency response and recovery operations, improve the quality of the customer service. Implementation of this project is necessary for successful implementation of a number of other projects, such as the projects for modernisation of Orshitsa and Yuzhniy Water Intakes, WWTP modernisation, sewers rehabilitation, SCADA introduction and other activities required by the Company. This component involves development of an electronic model of the City water supply system based on the City digital map built on the basis of the geographic information system (GIS). The GIS is an instrument for creation of a single base of the water supply system facilities including account of fixed assets, fixation of the main areal and linear facilities, account of assets changes, etc.
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 58 | P a g e PUBLIC PUBLIC Part II. Section 2.1 Terms of Reference
The hydraulic model will be used for analysis of actual modes and modelling of options for prospective development of the water supply system, introduction of pressure and water flow distribution control system, metering of water consumption by separate water users and in separate water supply zones, calculation of surface runoff inflow for solution of tasks of the operation and technical department, mode adjustment service, emergency dispatch services, etc. It is supposed that formats compatible with the programmes available at the Company will be used. By improving the networks hydraulic modes, implementation of this component will allow to: o reduce water losses; o reduce energy consumption for water and wastewater pumping; o optimise water supply modes and reduce energy consumption; o improve efficiency of fixed assets management and systems development planning.
3 OBJECTIVES The main objective of the Consultant’s work is to develop a digital map and hydraulic model of the water supply system of Orsha, recommend on preparation and consideration of options for the networks modernisation and optimisation of the pumping station modes, as well as elaboration of measures on pressure control and water supply zoning. The Consultant’s assignment will include: a. Preliminary analysis of available maps topographic data; b. Development of a digital map of the water supply system; c. Development of a hydraulic model of the existing water supply system; d. Setting of criteria for assessment and modernization of the existing systems; e. Elaboration of measures on pressure control in the water supply network; f. Demand-based zoning of the water supply system (marking the zones where consumption is measured); g. Provision of recommendations on number, locations and parameters of required metering equipment (flow, pressure) to be supplied and installed under the SCADA project; h. Elaboration of options for the network modernisation and selection of the preferred option.
4. SCOPE OF WORKS
The anticipated overall duration of the assignment is 4 months. Stage 1 (digital map, GIS) to be completed within 2 months includes a study of available maps and data, conversion of the collected data in a required format, logging of water and wastewater facilities and other objects in the digital maps (buildings and structures, roads, water bodies, etc.). Stage 2 (hydraulic modelling) to be completed within 2 months involves development and implementation of the hydraulic modelling activities of the city water supply system. ______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 59 | P a g e PUBLIC PUBLIC Part II. Section 2.1 Terms of Reference
In order to achieve the above objective of the assignment, the Consultant, in particular, will perform the following tasks: 1. Development of the digital map including: - Collection and analysis of available maps and data; - Conversion of collected data and filling of identified gaps; - Development of the digital map; - Supply and installation of GIS software at the Company’s workstations; - Training of the Company’s personnel to the GIS and digital map operation procedures. 2. Development of hydraulic models and provision of assistance to enable the Company to select the best water development strategy including: - Development of the hydraulic models; - Correction of the models based on actual data; - Handing-over of hydraulic modelling software and the completed hydraulic models to the Company; - Training of the Company’s personnel to the hydraulic models operation procedures; - Provision of recommendations on number, locations and parameters of required metering equipment (flow, pressure); - Elaboration of measures on pressure control in the water supply network; - Demand-based zoning of the water supply system (marking the zones where consumption is measured); - Setting of criteria for assessment of the system current condition as well as modernization needs and options; - Elaboration of options for modernization of the water system according to the Company’s requirements; - Assessment of the options for the system modernization according to the set criteria; - Reporting.
5. IMPLEMENTATION STAGES AND ARRANGEMENTS
A brief description of the Project broken down by implementation stages is provided below. At the first stage, the Company will provide the Consultant with available data and maps with indicated addresses, which shall be the basis for the Consultant to mark the water supply networks.
Stage 1. Collection and assessment of available maps and data, creation of the digital map (within 2 months after the Date of Commencement)
This stage of the Project includes the following activities:
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 60 | P a g e PUBLIC PUBLIC Part II. Section 2.1 Terms of Reference
Collection of the necessary maps and data, assessment of their completeness and accuracy. Identification of sources for missing data obtaining (if necessary) and conversion of the obtained materials and data into the required format. Creation of the digital map layers related to the water supply system: • Development of the GIS architectural pattern; • Development of the GIS functional model; • Development of the structure of vector maps, layers and object display styles; • Drafting of rules of topological consistency in the GIS; • Development of the structure of semantic data and data entry forms; • Building of an address book; • Logging of data. Objects of the city water supply system shall be displayed on a scaled topographic base map of the City (TBM). The TBM shall include the following data with coordinate references: a. District grids of the city; b. Road network; c. Boundaries of water bodies; d. Green areas; e. Bridges, overpass structures; f. Buildings; g. Railways. The Consultant shall log the following data into the digital map: • Facilities of the water supply system (water intakes, pumping stations, water reservoirs); • Consumers of the water supply services; • Water supply networks; • Address plan of the city (buildings with addresses). The digital map shall allow for: • modification of the digital map layers (topological schemes); • graphical representation of the system facilities with respective references to the city address map and full topological description of the objects cohesion; • identification of the water supply facilities. The GIS shall meet the following requirements: • Multi-user capability (client/server structure); • Possible differentiation of user rights and access rights; • Support of all types of topological relations; • Possibility to work with bitmap objects; • Possibility to develop the system of data export/import in MIF/MID, DXF, SHP formats. ______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 61 | P a g e PUBLIC PUBLIC Part II. Section 2.1 Terms of Reference
Supply of Software and Training
At this stage, the Consultant shall install the GIS to the Company workstations and provide for basic training of the Company’s personnel to work with the GIS. Upon completion of the stage, the Consultant shall install the developed digital map to the earlier prepared workstations of the Company and provide for comprehensive training of the Company’s personnel to the GIS and digital map operation procedures.
Stage 2. Development of the city water supply system hydraulic model (2 months after completion of Stage 1).
The electronic hydraulic model of the city water supply system shall be based on an object- relational database, which data structure describes the directed mathematical graph of the water supply network. Nodes and arcs of the graph shall have additional attribute information necessary for technological calculations and analysis. The hydraulic model shall consist of nodes and branches connecting the nodes. The nodes include the following facilities: pumping stations, chambers, dead-end covers, connections without chambers and consumers. The water supply system hydraulic model shall perform the following tasks: 1. Hydraulic calculation of water supply networks with any degree of looping including hydraulic calculations with simultaneous operation of several water supply stations for one water supply network; 2. Modelling of all types of switchovers on the networks (changing of valve status, switching on / switching off / regulation of groups of pumping units, changes in control settings), including switching over of consumers between water intakes (changing of influence areas of water intakes and pumping stations); 3. Calculation of water balances (by water intakes, zones with metered consumption); 4. Batch editing of the objects parameters (sections of the networks, consumers) using given criteria to model various prospective options; 5. Building of piezometric comparative charts to elaborate and analyse long-term development scenarios.
Development of the Water Supply System Hydraulic Model
This Stage involves the following activities: − Forming of the water supply network scheme including: o Parameters of pipelines (lengths of sections, diameters); o Topographical data (relative elevations of nodal points); o Daily flows and flow dynamics of the pumping stations; o Volumes of consumption at the end consumers according to the database of the consumer department;
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 62 | P a g e PUBLIC PUBLIC Part II. Section 2.1 Terms of Reference
o Collection of data and analysis of daily dynamics of consumption by main consumer groups. Calculation of daily consumption variation factors; − Collection and logging of data on actual condition and control of the systems (day-to-day operation of pumps, valves operation, pressure and flow control); − Modelling of an operation mode for all components of the model; − Trial runs of the model and testing of results. Check of functioning and adjustment of data (elimination of errors); − Preparation of a measurement programme (measurement programme with indication of an address, place of control and controlled parameters). Support and advice to the Company’s personnel during the implementation of the measurement programme; − Comparative analysis of actual and calculated parameters. Identification of the areas of concern. Calculation of actual correction factors for the model. Entering of the correction factors and correction of the model; − Training of the Company’s personnel to work with the created model; The hydraulic model shall be built for a mean day (the pressure head at each node, depth at the node), the flow in each pipe, at intervals of 1 min per 24 h) and shall reflect typical diurnal operation modes of equipment. Each consumer shall be accompanied with a consumption schedule and the required pressure at the point of connection to the networks.
Modernization of Water Supply System
The Consultant shall: o analyze the performance of the system main elements (network, pumping stations) with regard to: • compliance of the working pumping equipment with the requirements of a corresponding zone of the water supply system; • relevance of existing diameters of the networks and operation modes of the pumping units; • analysis of current performance of the water supply networks (list of pipe sections with higher head losses); • analysis of identified problems and respective solutions; o analyse performance of the pumping stations (identify inefficient pumping units and propose enhancement measures); o elaborate an optimal hydraulic mode of the pumping stations operation. Analyse the application of frequency controls, automatic cascade control and performance of pumping units in the parallel operation mode. Provide recommendations on the frequency controls installation or application of the cascade control at the pumping stations; o consider possible rehabilitation and replacement of water mains and distribution pipelines (give a list of pipes with required diameters). Prepare a proposal on installation of pressure set points and automatic pressure control equipment on the city networks;
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 63 | P a g e PUBLIC PUBLIC Part II. Section 2.1 Terms of Reference o identify set points on the distribution network and water mains to ensure pressure and flow control (give a list of the set points with places of installation and controlled parameters); o establish demand-based zoning of the city water supply area (zones with measured consumption) and rank by loss rate; o identify consumers with insufficient pressure and propose measures to solve this problem.
Supply of Software and Training
During Stage 2, the Consultant shall install hydraulic modelling software to the Company’s workstations and provide training of the Company’s personnel to the hydraulic models operation procedures.
6. REQUIREMENTS TO DELIVERABLES COMPOSITION AND CONTENT The Consultant shall submit the following documents to the Client, based on which acceptance certificate of each completed stage will be executed. Stage 1. Data acquisition and assessment. Editing of the GIS and hydraulic model:
− primary data analysis; − completed activities on the GIS editing; − hydraulic modelling; − measurement programme; − calibration results. Stage 2. Water supply system development plan:
− analysis of the water supply system; − activities on the water supply system modernisation; − activities on further development of the water supply hydraulic model. The Consultant shall provide the Company with a software package and operative hydraulic model of the water supply system allowing on-line showing design heads and flows at the network set points. The software package shall allow for automatic calculation of flows and heads changes at the water supply system set points, as well as at the pumping stations when issuing Technical Specifications for new connections and in case of emergency shutdown of the network sections or pumping stations.
7. THE CONSUTANT’S TEAM The Consultant shall be a firm or a consortium of firms with substantive experience and knowledge of the water sector with clear understanding of specifics of project works in the region. The Consultant shall have: - expertise and experience in development of digital maps and hydraulic modelling of water supply systems; - expertise and experience of work on similar assignments in the regions with the ______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 64 | P a g e PUBLIC PUBLIC Part II. Section 2.1 Terms of Reference
climate conditions similar to the ones in the Project area; The Consultant is required to provide independent, impartial technical, cost, management, financial and legal advice, and as such will not be permitted to have a commercial interest in any other contracts or agreements related to the Project. The Consultant shall employ suitably qualified engineers and other professionals, who will be competent to carry out their duties in accordance with responsibilities and/or authorities that are specified in these ToR. The Consultant shall deploy personnel with the required minimum qualifications for the tasks below: - Project management; - Quality assurance; - Development and introduction of digital maps and GIS; - Development and introduction of hydraulic models; - Performance analysis of water supply equipment and networks. The Consultant’s team shall include at least the following specialists with a technical, engineering, hydraulic modelling and water system analysis skills and with at least 10 years of general experience and 5 years of special experience relevant to the position for which they are proposed: i. Project Manager/Water Engineer; ii. Water Engineer; iii. Software, GIS Specialist-Engineer; iv. Hydraulic Engineer; v. Electrical/Automation Engineer. Indicative inputs and required qualifications of the Consultant’s team are presented in the table below. All key personnel shall be fluent in Russian unless specified differently, knowledge of the Belarusian language will be considered an asset, and be computer literate regarding word processing, spreadsheet, etc. If the Consultant’s personnel are not fluent in Russian, the Consultant shall ensure that sufficient number of competent interpreters will be available at the Company’s place. The Consultant’s team shall comprise, but not be limited to, the following key personnel: Indicativ e Input, No. Position Qualification Requirements man- months 1 Project - Minimum B.Sc. degree in water supply management or similar; 3 Manager / Water - Minimum 10 years general experience in projects related to Engineer analysis or assessment of water supply systems; - Minimum 5 years as project manager or team leader in similar projects.
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 65 | P a g e PUBLIC PUBLIC Part II. Section 2.1 Terms of Reference
2 Water - Minimum B.Sc. degree in water engineering; 3 Engineer - Minimum 10 years general experience in design and analysis/assessment of water supply systems; - Minimum 5 years experience in similar projects. 3 Software, - Minimum B.Sc. degree in information technologies; 3 GIS - Minimum 10 years general experience in design, development Engineer of digital maps, geographic data management systems; - Minimum 5 years experience in similar projects. 4 Hydraulic - Minimum B.Sc. degree in water engineering or hydraulic 4 Engineer analysis; - Minimum 10 years general experience in hydraulic modelling; - Minimum 5 years experience in similar projects. 5 Electrical/A - Minimum B.Sc. degree in electrical/automation engineering; 1 utomation - Minimum 10 years general experience in design or management Engineer of waterworks; - Minimum 5 years experience in similar projects.
In addition to the above personnel, the Consultant may provide a sufficient number of non-key technical specialists such as Quality Assurance Expert, administrative and non-technical support staff for backstopping during the entire period of the assignment.
The indicative cumulative time input of the Consultant’s experts will be 14 man-months.
8. REPORTING PROCEDURE The Consultant shall provide the Company with information, data and documentation through submission of periodic reports prepared during the course of its service or specific reports prepared at a request of the Company in relation to the assignment (development and introduction of the digital map and hydraulic models). Reporting will be in electronic format [PDF, Word and Excel] and include at least the following:
Report Submission date Inception Report within 2 weeks after mobilisation Monthly Progress Reports monthly (within a week upon completion of every 4th week of the work under the assignment) Draft Final Report within 2 weeks after the assignment completion Final Report within 2 weeks after receiving the Client’s comments Work documents, documents associated Upon request with arising problems
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 66 | P a g e PUBLIC PUBLIC Part II. Section 2.1 Terms of Reference
The Inception Report will cover the period up to the end of the first calendar month and shall include overview of the underlying situation and description of initial activities taken under the assignment. The Consultant shall provide the Client and, when required, the Bank with Monthly Progress Reports describing results of the activities performed in the reporting period with regard to the set tasks, quality assurance, costs, deadlines. The Monthly Progress Report shall include: - Progress to date versus progress in the Consultant’s Work Plan, for each activity, with special reference to progress within the reporting period; - Actual and expected deviations from the Consultant’s Work Plan, and the implications for meeting target completion dates; - Recommendations and/or actions proposed/taken within the Consultant’s authority to mitigate and/or rectify such deviations; - Key personnel changes; - Statement of those items that are not conforming to the Consultant’s Work Plan or to the milestones, and those quality matters that are a cause for concern. In addition, the Consultant shall: - Appropriately document the works progress in Russian; - Prepare a draft Final Report under the Assignment; the Client will provide comments to the Consultant within two weeks after receipt and the Consultant shall provide a finalised version of the Final Report within two weeks after the Client’s comments receiving (the Final Report shall highlight the results and conclusions); and - Appropriately take minutes of all meetings and discussions.
9. PROJECT SCHEDULE It is expected that the Consultant will commence its services in May 2020 . The anticipated overall duration of the assignment is approximately 4 months. Work Schedule Time for Stage Deliverables Completion Stage 1. Collection and assessment of within 2 months . primary data analysis; available materials and data. Editing of after the . completed activities on the GIS the GIS and hydraulic model. commencement editing; Installation of software and training of date . hydraulic modelling; the personnel. . measurement programme; . calibration results. Stage 2. Development of hydraulic within 2 months . analysis of the water supply model of the city water supply system. after completion system; Options for modernization of the water of Stage 1 . activities on the water supply supply system. system modernisation; Installation of software and training of the personnel.
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 67 | P a g e PUBLIC PUBLIC Part II. Section 2.1 Terms of Reference
Time for Stage Deliverables Completion . activities on further development of the water supply hydraulic model.
10. FACILITIES
Facilities to be provided by the Client
The Client will provide furnished and equipped office accommodation for the Consultant’s staff, plus suitable office space for meetings.
The Client in compliance with the applicable legal requirements will also provide access to all relevant information, maps, studies, models, legal documents, etc. at no cost to the Consultant. The Company will deliver the materials in the original version (i.e. not necessarily in English).
Facilities to be provided by the Consultant
The Consultant will be responsible for all local and international transport, living accommodation and expenses for its staff including communications (internet, telephone), materials, printing, report production, and translation.
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 68 | P a g e PUBLIC PUBLIC Part III. Conditions of Contract and Contract Forms
PART III - Conditions of Contract and Contract Forms
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” PUBLIC PUBLIC Part III. Conditions of Contract and Contract Forms. Form of Contract
TIME -BASED FORM OF CONTRACT CONTRACT FOR CONSULTANT ’S SERVICES
Lump-Sum
Republic of Belarus Orsha Wastewater Project
Development of GIS and hydraulic modelling
between
Vitebsk Regional Communal Unitary Enterprise of Water Supply and Sewerage System «Vitebskoblvodokanal»
and
[name of the Consultant]
Dated:
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 70 | P a g e PUBLIC PUBLIC Part III. Conditions of Contract and Contract Forms. Form of Contract
I. Form of Contract
LUMP -SUM (Text in brackets [ ] is optional; all notes should be deleted in final text)
This CONTRACT (hereinafter called the “Contract”) is made the [day] day of the month of [month], [year], between, on the one hand, Vitebsk Regional Communal Unitary Enterprise of Water Supply And Sewerage System Vitebskoblvodokanal (4-3 Zamkovaya Street, 210026 Vitebsk, Belarus), (hereinafter called the “Client”) represented by [name of the Authorized Representative ], acting on the basis of [name of the authorizing document ] and, on the other hand, [name of the Consultant ] (hereinafter called the “Consultant”) represented by [name of the Authorized Representative ], acting on the basis of [name of the authorizing document ]. [Note : If the Consultant consists of more than one entity, the above should be partially amended to read as follows: and, on the other hand, a joint venture consisting of the following entities, each of which will be jointly and severally liable to the Client for all the Consultant’s obligations under this Contract, namely, [name of a member of the Consultant] represented by [name of the Authorized Representative], acting on the basis of [name of the authorizing document] and [name of a member of the Consultant] represented by [name of the Authorized Representative], acting on the basis of [name of the authorizing document] (hereinafter called the “Consultant”).] WHEREAS (a) the Client has requested the Consultant to provide certain consulting services as defined in this Contract (hereinafter called the “Services”); (b) the Consultant, having represented to the Client that it has the required professional skills, and personnel and technical resources, has agreed to provide the Services on the terms and conditions set forth in this Contract; (c) the Client for the purpose of financing Belarus Water Sector Framework, 2nd phase (BWSF) (Orsha Wastewater Project) has received a loan from the European Bank for Reconstruction and Development (hereinafter called the “Bank”) and co-financing grant contributions from the “SIDA” towards the cost of the Services and intends to apply a portion of the proceeds of this loan to eligible payments under this Contract, it being understood (i) that payments by the Bank will be made only at the request of the Client and upon approval by the Bank, (ii) that such payments will be subject, in all respects, to the terms and conditions of the agreement providing for the loan, and (iii) that no party other than the Client shall derive any rights from the agreement providing for the loan or have any claim to the loan proceeds and from the SIDA co-financing grant contributions;
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 71 | P a g e PUBLIC PUBLIC Part III. Conditions of Contract and Contract Forms. Form of Contract
NOW THEREFORE the parties hereto hereby agree as follows: 1. The following documents attached hereto shall be deemed to form an integral part of this Contract: (a) The General Conditions of Contract; (b) The Special Conditions of Contract; (c) The following Appendices: Appendix A: Description of Services Appendix B: Reporting Requirements Appendix C: Personnel and Sub-Consultants – Hours of Work for Key Personnel Appendix D: Cost Estimates in Foreign Currency not applicable Appendix E: Cost Estimates in Local Currency Appendix F: Services and Facilities Provided by the Client Appendix G: Form of Advance Payment Guarantee 2. The mutual rights and obligations of the Client and the Consultant shall be as set forth in the Contract, in particular: (a) the Consultant shall carry out the Services in accordance with the provisions of the Contract; and (b) the Client shall make payments to the Consultant in accordance with the provisions of the Contract. IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be signed in their respective names as of the day and year first above written. For and on behalf of Vitebsk Regional Communal Unitary Enterprise of Water Supply and Sewerage System Vitebskoblvodokanal
[Authorized Representative]
For and on behalf of [name of Consultant]
[Authorized Representative]
[Note : If the Consultant consists of more than one entity, all these entities should appear as signatories, e.g., in the following manner :]
For and on behalf of each of the Members of the Consultant
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 72 | P a g e PUBLIC PUBLIC Part III. Conditions of Contract and Contract Forms. Form of Contract
[name of member]
[Authorized Representative]
[name of member]
[Authorized Representative]
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 73 | P a g e PUBLIC PUBLIC Part III. Conditions of Contract and Contract Forms. Form of Contract
Contents
I. Form of Contract ...... 71 II. General Conditions of Contract ...... 77 II. General Conditions of Contract ...... 77 1. General Provisions...... 77 1.1 Definitions ...... 77 1.2 Law Governing Contract ...... 78 1.3 Language ...... 78 1.4 Notices ...... 78 1.5 Location ...... 78 1.6 Authority of Member in Charge ...... 78 1.7 Authorized Representatives...... 78 1.8 Taxes and Duties ...... 79 1.9 Fraud and Corruption ...... 79 2. Commencement, Completion, Modification and Termination of Contract ...... 80 2.1 Effectiveness of Contract ...... 80 2.2 Commence-ment of Services ...... 80 2.3 Expiration of Contract...... 81 2.4 Modifications or Variations ...... 81 2.5 Force Majeure ...... 81 2.6 Termination ...... 81 3. Obligations of the Consultant ...... 83 3.1 General ...... 83 3.2 Conflict of Interests ...... 83 3.3 Confidentiality ...... 83 3.4 Insurance to be Taken Out by the Consultant ...... 83 3.5 Consultant’s Actions Requiring Client’s Prior Approval ...... 84 3.6 Reporting Obligations ...... 84 3.7 Documents Prepared by the Consultant to be the Property of the Client ...... 84 3.8 Accounting, Inspection and Auditing ...... 84 4. Consultant’s Personnel ...... 85 4.1 Description of Personnel ...... 85 4.2 Removal and/or Replacement of Personnel ...... 85 5. Obligations of the Client ...... 85 5.1 Assistance and Exemptions ...... 85 5.2 Change in the Applicable Law Related to Taxes and Duties ...... 85 5.3 Services and Facilities...... 86 ______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 74 | P a g e PUBLIC PUBLIC Part III. Conditions of Contract and Contract Forms. Form of Contract
6. Payments to the Consultant ...... 86 6.1 Lump-Sum Payment ...... 86 6.2 Contract Price ...... 86 6.3 Payment for Additional Services ...... 86 6.4 Terms and Conditions of Payment ...... 86 6.5 Interest on Delayed Payments ...... 86 7. Good Faith ...... 86 7.1 Good Faith ...... 86 8. Settlement Of Disputes ...... 86 8.1 Amicable Settlement ...... 86 8.2 Dispute Resolution ...... 87 Attachment 1: Bank’s Policy – Corrupt and Fraudulent Practices ...... 89 III. Special Conditions of Contract ...... 91 Attachment 1 to Special Conditions of Contract: ...... 95 Covenant of Integrity – Consultant Contact Sheet ...... 95 IV. Appendices ...... 99 APPENDIX A – TERMS OF REFERENCE ...... 99 1 BACKGROUND ...... 99 2 UNDERLYING SITUATION ...... 99 3 OBJECTIVES ...... 102 4. SCOPE OF WORKS ...... 102 5. IMPLEMENTATION STAGES AND ARRANGEMENTS ...... 103 6. REQUIREMENTS TO DELIVERABLES COMPOSITION AND CONTENT ..... 107 7. REPORTING PROCEDURE ...... 107 8. PROJECT SCHEDULE ...... 108 9. FACILITIES ...... 109 APPENDIX B - KEY EXPERTS ...... 110 APPENDIX C – REMUNERATION COST ESTIMATES ...... 110 APPENDIX D – REIMBURSABLE EXPENSES COST ESTIMATES ...... 110 Appendix F - Services and Facilities Provided by the Client ...... 110 APPENDIX E - FORM OF ADVANCE PAYMENTS GUARANTEE ...... 112
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PUBLIC Part III. Conditions of Contract and Contract Forms
II. General Conditions of Contract
II. General Conditions of Contract 1. GENERAL PROVISIONS 1.1 Unless the context otherwise requires, the following terms whenever used Definitions in this Contract have the following meanings: (a) “Applicable Law” means the laws and any other instruments having the force of law in the Government’s country, or in such other country as may be specified in the Special Conditions of Contract (SC), as they may be issued and in force from time to time. (b) “Bank” means the European bank for Reconstruction and Development, an international intergovernmental organization established pursuant to a multilateral treaty known as the Agreement Establishing the European Bank for Reconstruction and Development signed in Paris on 29 May 1990, with its headquarters at One Exchange Square in London, EC2A 2JN, England. (c) “Consultant” means any private or pu blic entity that will provide the Services to the Client under the Contract. (d) “Contract” means the Contract signed by the Parties and all the attached documents listed in its Clause 1, that is these General Conditions (GC), the Special Conditions (SC), and the Appendices. (e) “Contract Price” means the price to be paid for the performance of the Services, in accordance with Clause 6; (f) “Effective Date” means the date on which this Contract comes into force and effect pursuant to Clause GC 2.1. (g) “For eign Currency” means any currency other than the currency of the Client’s country. (h) “GC” means these General Conditions of Contract. (i) “Government” means the Government of the Client’s country. (j) “Local Currency” means the currency of the Client’s country. (k) “Member” means any of the entities that make up the joint venture/consortium/association, and “Members” means all these entities. (l) “Party” means the Client or the Consultant, as the case may be, and “Parties” means both of them.
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II. General Conditions of Contract (m) “Personnel” means persons hired by the Consultant or by any Sub- Consultants and assigned to the performance of the Services or any part thereof. (n) “SC” means the Special Conditions of Contract by which the GC may be amended or supplemented. (o) “Services” means the work to be performed by the Consultant pursuant to this Contract, as described in Appendix A hereto. (p) “Sub-Consultants” means any person or entity to whom/which the Consultant subcontracts any part of the Services. (q) “In writing” means communicate d in written form with proof of receipt.
1.2 Law This Contract, its meaning and interpretation, and the relation between the Governing Parties shall be governed by the Applicable Law. Contract 1.3 Language This Contract has been executed in the language specified in the SC, which shall be the binding and controlling language for all matters relating to the meaning or interpretation of this Contract. 1.4 Notices 1.4.1 Any notice, request or consent required or permitted to be given or made pursuant to this Contract shall be in writing. Any such notice, request or consent shall be deemed to have been given or made when delivered in person to an authorized representative of the Party to whom the communication is addressed, or when sent to such Party at th e address specified in the SC. 1.4.2 A Party may change its address for notice hereunder by giving the other Party notice in writing of such change to the address specified in the SC. 1.5 Location The Services shall be performed at such locations as are specified in Appendix A hereto and, where the location of a particular task is not so specified, at such locations, whether in the Government’s country or elsewhere, as the Client may approve.
1.6 Authority of In case the Consultant consi sts of a joint venture/ consortium/ association Member in of more than one entity, the Members hereby authorize the entity specified Charge in the SC to act on their behalf in exercising all the Consultant’s rights and obligations towards the Client under this Contract, in cluding without limitation the receiving of instructions and payments from the Client. 1.7 Authorized Any action required or permitted to be taken, and any document required Representatives or permitted to be executed under this Contract by the Client or the Consultant may be taken or executed by the officials specified in the SC.
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II. General Conditions of Contract 1.8 Taxes and The Consultant, Sub-Consultants, and their Personnel shall pay such Duties indirect taxes, duties, fees, and other impositions levied under the Applicable Law as s pecified in the SC, the amount of which is deemed to have been included in the Contract Price. 1.9 Fraud and If the Client determines that the Consultant and/or its Personnel, sub- Corruption contractors, sub-consultants, services providers and suppliers has engaged in corrupt, fraudulent, collusive, coercive, or obstructive practices, in competing for or in executing the Contract, then the Client may, after giving 14 days notice to the Consultant, terminate the Consultant's employment under the Contract, and the provisions of Clause 2 shall apply as if such expulsion had been made under Sub- Clause 2.6.1(c). Should any personnel of the Consultant be determined to have engaged in corrupt, fraudulent, collusive, coercive, or obstructive practice during the execution of the Contract, then that personnel shall be removed in accordance with Sub-Clause 4.2. 1.9.1 Definitions For the purposes of this Sub-Clause, the terms set-forth below are defined as follows: (i) “corrupt practice” is the offering, giving, receiving or soliciting, directly or indirectly, of anything of value to influence improperly the actions of another party 2; (ii) “fraudulent practice” is any act or omission, including a misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, a party to obtain a financial or other benefit or to avoid an obligation 3; (iii) “collusive practice” is an arrangement between two or more parties designed to achieve an improper purpose, including to influence improperly the actions of another party 4; (iv) “coercive practice” is impairing or harming, or threatening to impair or harm, directly or indirectly, any party or the property of the party to influence improperly the actions of a party 5; (v) “obstructive practice” is
2 “Another party” refers to a public official acting in relation to the selection process or contract execution. In this context, “public official” includes World Bank staff and employees of other organizations taking or reviewing procurement decisions. 3 A “party” refers to a public official; the terms “benefit” and “obligation” relate to the selection process or contract execution; and the “act or omission” is intended to influence the selection process or contract execution. 4 “Parties” refers to participants in the selection process (including public officials) attempting to establish bid prices at artificial, non competitive levels. 5 A “party” refers to a participant in the selection process or contract execution. ______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 79 | P a g e PUBLIC PUBLIC
II. General Conditions of Contract (aa) deliberately destroying, falsifying, altering or concealing of evidence material to the investigation or making false statements to investigators in order to materially impede a Bank investigation into allegations of a corrupt, fraudulent, coercive or collusive practice; and/or threatening, harassing or intimidating any party to prevent it from disclosing its knowledge of matters relevant to the investigation or from pursuing the investigation; or (bb) acts intended to materially impede the exercise of the Bank’s inspection and audit rights provided for under Clause 3.8. 1.9.2 Measures to (vi) the Bank will cancel the portion of the loan allocated to a contract be Taken if it determines at any time that representatives of the Borrower or of a beneficiary of the loan were engaged in corrupt, fraudulent, collusive or coercive practices during the selection process or the execution of that contract, without the Borrower having taken timely and appropriate action satisfactory to the Bank to remedy the situation; (vii) the Bank will sanction a Consultant, including declaring the Consultant ineligible, either indefinitely or for a stated period of time, to be awarded a Bank-financed contract if it at any time determines that the Consultant has, directly or through an agent, engaged in corrupt, fraudulent, collusive or coercive practices in competing for, or in executing, a Bank-financed contract;
1.9.3 Commissions The Client will require the successful Consultants to disclose any and Fees commissions or fees that may have been paid or are to be paid to agents, representatives, or commission agents with respect to the selection process or execution of the contract. The information disclosed must include at least the name and address of the agent, representative, or commission agent, the amount and currency, and the purpose of the commission or fee.
2. COMMENCEMENT , COMPLETION , MODIFICATION AND TERMINATION OF CONTRACT 2.1 Effectiveness This Contract shall come into effect on the date the Contract is signed of Contract by both Parties or such other later date as may be stated in the SC. The
date the Contract comes into effect is defined as the Effective Date.
2.2 Commence- The Consultant shall begin carrying out the Services not later than the ment of Services number of days after the Effective Date specified in the SC.
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II. General Conditions of Contract 2.3 Expiration of Unless terminated earlier pursuant to Clause GC 2.6 hereof, this Contract Contract shall expire at the end of such time period after the Effecti ve Date as specified in the SC. 2.4 Modifications Any modification or variation of the terms and conditions of this or Variations Contract, including any modification or variation of the scope of the Services, may only be made by written agreement between the Parties. However, each Party shall give due consideration to any proposals for modification or variation made by the other Party.
2.5 Force Majeure For the purposes of this Contract, “Force Majeure” means an event which 2.5.1 Definition is beyond the reasonable control of a Party and which makes a Party’s performance of its obligations under the Contract impossible or so impractical as to be considered impossible under the circumstances. 2.5.2 No Breach of The failure of a Party to fulfill any of its obligations under the contract Contract shall not be considered to be a breach of, or default under, this Contract insofar as such inability arises from an event of Force Majeure, provided that the Party affected by such an event (a) has taken al l reasonable precautions, due care and reasonable alternative measures in order to carry out the terms and conditions of this Contract, and (b) has informed the other Party as soon as possible about the occurrence of such an event.
2.5.3 Extension of Time Any period within which a Party shall, pursuant to this Contract, complete any action or task, shall be extended for a period equal to the time during which such Party was unable to perform such action as a result of Force Majeure.
2.5.4 Payments During the period of their inability to perform the Services as a result of an event of Force Majeure, the Consultant shall be entitled to continue to be paid under the terms of this Contract, as well as to be reimbursed for additional costs reasonably and necess arily incurred by them during such period for the purposes of the Services and in reactivating the Service after the end of such period.
2.6 Termination 2.6.1 By the Client The Client may terminate this Contract in case of the occurrence of any of the events specified in paragraphs (a) through (f) of this Clause GC 2.6.1. In such an occurrence the Client shall give a not less than thirty (30) days’ written notice of termination to the Consultant, and sixty (60) days’ in the case of the event referred to in (e).
(a) If the Consultant does not remedy a failure in the performance of their obligations under the Contract, within thirty (30) days after
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II. General Conditions of Contract being notified or within any further period as the Client may have subsequently approved in writing; (b) If the Consultant becomes insolvent or bankrupt; (c) If the Consultant, in the judgment of the Client has engaged in corrupt or fraudulent practices in competing for or in executing the Contract; (d) If, as the result of Force Majeure, the Consultant is unable to perform a material portion of the Services for a period of not less than sixty (60) days; (e) If the Client, in its sole discretion and for any reason whatsoever, decides to terminate this Contract; (f) If the Consultant fails to comply with any final decision reached as a result of arbitration proceedings pursuant to Clause GC 8 hereof. 2.6.2 By the The Consultants may terminate this Contract, by not less than thirty (30) Consultant days’ written notice to the Client, such notice to be given after the occurrence of any of the events specified in paragraphs (a) through (c) of this Clause GC 2.6.2: (a) If the Client fails to pay any money due to the Consultant pursuant to this Contract and not subject to dispute pursuant to Clause GC 7 hereof within forty-five (45) days after receiving written notice from the Consultant that such payment is overdue; (b) If, as the result of Force Majeure, the Consultant is unable to perform a material portion of the Services for a period of not less than sixty (60) days; (c) If the Client fails to comply with any final decision reached as a result of arbitration pursuant to Clause GC 8 hereof. 2.6.3 Payment upon Upon termination of this Contract pursuant to Clauses GC 2.6.1 or GC Termination 2.6.2, the Client shall make the following payments to the Consultant: (a) payment pursuant to Clause GC 6 for Services satisfactorily performed prior to the effective date of termination; (b) except in the case of termination pursuant to paragraphs (a) through (c), and (f) of Clause G C 2.6.1, reimbursement of any reasonable cost incident to the prompt and orderly termination of the Contract, including the cost of the return travel of the Personnel and their eligible dependents.
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II. General Conditions of Contract 3. OBLIGATIONS OF THE CONSULTANT 3.1 General 3.1.1 Standard of The Consultant shall perform the Services and carry out their obligations Performance hereunder with all due diligence, efficiency and economy, in accordance with generally accepted professional standards and practices, and shall observe sound management practices, and employ appropriate technology and safe and effective equipment, machinery, materials and methods. The Consultant shall always act, in respect of any matter relating to this Contract or to the Services, as faithful advisers to the Client, and shall at all times support and safeguard the Client’s legitimate interests in any dealings with Sub-Consultants or third Parties. 3.2 Conflict The Consultant shall hold the Client’s interests paramount, without any of Interests consideration f or future work, and strictly avoid conflict with other assignments or their own corporate interests. 3.2.1 Consultants not to The payment of the Consultant pursuant to Clause GC 6 shall constitute Benefit from the Consultant’s only payment in connection with this Contract or the Commissions, Discounts, etc. Services, and the Consultant shall not accept for their own benefit any trade commission, discount, or similar payment in connection with activities pursuant to this Contract or to the Servi ces or in the discharge of their obligations under the Contract, and the Consultant shall use their best efforts to ensure that the Personnel, any Sub-Consultants, and agents of either of them similarly shall not receive any such additional payment. 3.2.2 Consultant and The Consultant agrees that, during the term of this Contract and after its Affiliates not to termination, the Consultant and any entity affiliated with the Consultant, be Otherwise Interested in as well as any Sub-Consultants and any entity affiliated with such Sub- Project Consultants, shall be disqualified from providing goods, works or services (other than consulting services) resulting from or directly related to the Consultant’s Services for the preparation or implementation of the project. 3.2.3 Prohibition of The Consultant shall not engage, and shall cause its Personnel as well as Conflicting its Sub-Consultants and their Personnel not to engage, either directly or Activities indirectly, in any business or professional activities which would conflict with the activities assigned to them under this Contract. 3.3 Confidentiality Except with the prior written consent of the Client, the Consultant and the Personnel shall not at any time communicate to any person or entity any confidential information acquired in the course of the Services, nor shall the Consultant and the Personnel make public the recommendations formulated in the course of, or as a result of, the Services.
3.4 Insurance to The Consultant (a) shall take out and maintain, and shall cause any Sub- be Taken Out by Consultants to take out and maintain, at their (or the Sub-Consultants’, as the Consultant the case may be) own cost but on terms and conditions approved by the ______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 83 | P a g e PUBLIC PUBLIC
II. General Conditions of Contract Client, insurance against the risks, and for the covera ge, as shall be specified in the SC; and (b) at the Client’s request, shall provide evidence to the Client showing that such insurance has been taken out and maintained and that the current premiums have been paid. 3.5 Consultant’s The Consultant shall obtain the Client’s prior approval in writing before Actions Requiring taking any of the following actions: Client’s Prior Approval (a) entering into a subcontract for the performance of any part of the Services, (b) appointing such members of the Personnel not listed by name in Appendix C, and (c) any other action that may be specified in the SC.
3.6 Reporting (a) The Consultant shall submit to the Client the reports and documents Obligations specified in Appendix B hereto, in the form, in the numbers and within the time periods set forth in the said Appendix. (b) Final reports shall be delivered in CD ROM in addition to the hard copies specified in said Appendix. 3.7 Documents (a) All plans, drawi ngs, specifications, designs, reports, other Prepared by the documents and software submitted by the Consultant under this Consultant to be Contract shall become and remain the property of the Client, and the the Property of Consultant shall, not later than upon termination or expiration of this the Client Contract , deliver all such documents to the Client, together with a detailed inventory thereof. (b) The Consultant may retain a copy of such documents and software. Restrictions about the future use of these documents, if any, shall be specified in the SC.
3.8 Accounting, 3.8.1 The Consultant shall keep, and shall cause its Sub-consultants to Inspection and keep, accurate and systematic accounts and records in respect of the Auditing Contract, in accordance with internationally accepted accounting principles and in such form and detail as will clearly identify relevant time changes and costs. 3.8.2 The Consultant shall permit, and shall cause its Sub-consultants to permit, the Bank and/or persons appointed by the Bank to inspect its accounts and records relating to the performance of the Contract and the submission of the Proposal to provide the Services, and to have such accounts and records audited by auditors appointed by the Bank if requested by the Bank. The Consultant’s attention is drawn to Clause 1.9.1 which provides, inter alia, that acts intended to materially impede the exercise of the Bank’s inspection and audit rights provided for under
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II. General Conditions of Contract Clause 3.8 constitute a prohibited practice subject to contract termination (as well as to a determination of ineligibility pursuant to the Bank’s prevailing sanctions procedures.).
4. CONSULTANT ’S PERSONNEL 4.1 Description of The Consultant shall employ and provide such qualified and experienced Personnel Personnel and Sub-Consultants as are required to carry out the Services. The titles, agreed job descriptions, minimum qualifications, and estimated periods of engagement in the carrying out of the Services of the Consultant’s Key Personnel are described in Appendix C. The Key Personnel and Sub-Consultants listed by title as well as by name in Appendix C are hereby approved by the Client.
4.2 Removal (a) Except as the Client may otherwise agree, no changes shall be and/or made in the Key Personnel. If, for any reason beyond the Replacement of reasonable control of the Consultant, such as retirement, death, Personnel medical incapacity, among others, it becomes necessary to replace any of the Key Personnel, the Consultant shall provide as a replacement a person of equivalent or better qualifications.
(b) If the Client finds that any of the Personnel have (i) committed serious misconduct or have been charged with having committed a criminal action, or (ii) have reasonable cause to be dissatisfied with the performance of any of the Personnel, then the Consultant shall, at the Client’s written request specifying the grounds thereof, provide as a replacement a person with qualifications and experience acceptable to the Client.
(c) The Consultant shall have no claim for additional costs arising out of or incidental to any removal and/or replacement of Personnel.
5. OBLIGATIONS OF THE CLIENT 5.1 Assistance and The Client shall use its best efforts to ensure that the Government shall Exemptions provide the Consultant such assistance and exemptions as specified in the SC.
5.2 Change in the If, after the date of this Contract, there is any change in the Applicable Applicable Law Law with respect to taxes and duties which increases or decreases the Related to Taxes cost incurred by the Consultant in performing the Services, then the and Duties remuneration and reimbursable expenses otherwise payable to the Consultant under this Contract shall be increased or decreased accordingly by agreement between the Parties, and corresponding adjustments shall be made to the amounts referred to in Clauses GC 6.2 (a) or (b), as the case may be.
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II. General Conditions of Contract 5.3 Services and The Client shall make available free of charge to the Consultant the Facilities Services and Facilities listed under Appendix F.
6. PAYMENTS TO THE CONSULTANT
6.1 Lump-Sum The total payment due to the Consultant shall not exceed the Contract Payment Price which is an all inclusive fixed lump-sum covering all costs required to carry out the Services described in Appendix A. Except as provided in Clause 5.2, the Contract Price may only be increased above the amounts stated in Clause 6.2 if the Parties have agreed to additional payments in accordance with Clause 2.4. 6.2 Contract Price (a) The price payable in foreign currency/currencies is set forth in the SC. (b) The price payable in local currency is set forth in the SC. 6.3 Payment for For the purpose of determining the remuneration due for additional Additional services as may be agreed under Clause 2.4, a breakdown of the lump- Services sum price is provided in Appendices D and E. 6.4 Terms and Payments will be made to the account of the Consultant and according Conditions of to the payment schedule stated in the SC. Unless otherwise stated in the Payment SC, the first payment shall be made against the provision by the Consultant of an advance payment guarantee for the same amount, and shall be valid for the period stated in the SC. Such guarantee shall be in the form set forth in Appendix G hereto, or in such other form, as the Client shall have approved in writing. Any other payment shall be made after the conditions listed in the SC for such payment have been met, and the Consultant has submitted an invoice to the Client specifying the amount due. 6.5 Interest on If the Client has delayed payments beyond fifteen (15) days after the due Delayed Payments date stated in the Clause SC 6.4, interest shall be paid to the Consultant for each day of delay at the rate stated in the SC.
7. GOOD FAITH 7.1 Good Faith The Parties undertake to act in good faith with respect to each other’s rights under this Contract and to adopt all reasonable measures to ensure the realization of the objectives of this Contract.
8. SETTLEMENT OF DISPUTES 8.1 Amicable The Parties agree that the avoidance or early resolution of disputes is Settlement crucial for a smooth execution of the Contract and the success of the assignment. The Parties shall use their best efforts to settle amicably all
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II. General Conditions of Contract disputes arising out of or in connection with this Contract or it s interpretation. 8.2 Dispute Any dispute between the Parties as to matters arising pursuant to this Resolution Contract that cannot be settled amicably within thirty (30) days after receipt by one Party of the other Party’s request for such amicable set tlement may be submitted by either Party for settlement in accordance with the provisions specified in the SC.
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PUBLIC Part III. Conditions of Contract and Contract Forms
II. General Conditions Attachment 1: Bank’s Policy – Corrupt and Fraudulent Practices
The Bank requires that Borrowers/Clients (including beneficiaries of Bank loans), as well as Tenderers, suppliers, sub-suppliers, contractors, sub-contractors, concessionaires, consultants and sub-consultants under Bank financed contracts, observe the highest standard of ethics during the procurement and execution of such contracts. In pursuance of this policy, the Bank: (a) defines, for the purposes of this provision, Prohibited Practices as one or more of the following: (i) a coercive practice which means impairing or harming, or threatening to impair or harm, directly or indirectly, any party or the property of the party to influence improperly the actions of a party;
(ii) a collusive practice which means an arrangement between two or more parties designed to achieve an improper purpose, including to influence improperly the actions of another party;
(iii) a corrupt practice which means the offering, giving, receiving or soliciting, directly or indirectly, of anything of value to influence improperly the actions of another party;
(iv) a fraudulent practice which means any act or omission, including a misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, a party to obtain a financial or other benefit or to avoid an obligation;
(v) a misuse of the Bank’s resources which means improper use of the Bank’s resources, committed either intentionally or through reckless disregard;
(vi) an obstructive practice which means (i) destroying, falsifying, altering or concealing of evidence material to a Bank investigation, which impedes the Bank’s investigation; (ii) making false statements to investigators in order to materially impede a Bank investigation into allegations of a Prohibited Practice; (iii) failing to comply with requests to provide information, documents or records in connection with a Bank investigation; (iv) threatening, harassing or intimidating any party to prevent it from disclosing its knowledge of matters relevant to a Bank investigation or from pursuing the investigation; or (v) materially impeding the exercise of the Bank’s contractual rights of audit or inspection or access to information; and
(vii) a theft which means the misappropriation of property belonging to another party.
(b) will reject a proposal for award if it determines that the tenderer, supplier, sub- supplier, contractor, sub-contractor, concessionaire, consultant or sub-consultant
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recommended for award has engaged in Prohibited Practices in competing for the Contract in question; (c) will cancel the portion of the Bank financing allocated to a Contract for goods, works, services or concessions if it at any time determines that Prohibited Practices were engaged in by representatives of the Borrower/Client or of a beneficiary of the Bank financing during the procurement or the execution of that Contract, without the Borrower/Client having taken timely and appropriate action satisfactory to the Bank to remedy the situation; (d) may declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded a Bank-financed Contract if it at any time determines that the firm has engaged in Prohibited Practices in competing for, or in executing, a Bank-financed Contract; (e) reserves the right, where a Borrower/Client or a firm has been found by the final judgement of a judicial process in a member country or by the enforcement (or similar) mechanism of another international organisation, including Mutual Enforcement Institutions to have engaged in Prohibited Practices; (i) to cancel all or part of the Bank financing for such Borrower/Client; and (ii) to declare that such a firm is ineligible, either indefinitely or for a stated period of time, to be awarded a Bank-financed Contract; and (f) will have the right to require that, in contracts financed by the Bank, a provision be included requiring suppliers, sub-suppliers, contractors, sub-contractors, concessionaires, consultants and sub-consultants to permit the Bank to inspect their accounts and records relating to the performance of the Contract and to have them audited by auditors appointed by the Bank.
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III. Special Conditions of Contract
Number of Amendments of, and Supplements to, Clauses in the GC Clause General Conditions of Contract
1.1(a) The law of the Republic of Belarus shall apply to the rights and responsibilities of the Parties hereto. This Contract shall be construed in compliance with the law of the Republic of Belarus.
1.3 This Contract has been executed in English and Russian. All correspondence shall be in the English language accompanied with translation into the Russian language The English language shall be the binding and controlling language for all matters relating to the meaning or interpretation of this Contract.
1.4 The addresses are: Client: Vitebsk Regional Communal Unitary Enterprise of Water Supply and Sewerage System Vitebskoblvodokanal (4-3 Zamkovaya Street, 210026 Vitebsk, Republic of Belarus) Attention: to Ms. Elena Puko, Head of PIU Tel/Fax: +375 29 118 07 92 / +375 21 268 00 26 E-mail: [email protected]
Consultant:
Attention: Facsimile: E-mail:
1.6 {The Member in Charge is [insert name of member] } Note : If the Consultant consists of a joint venture/ consortium/ association of more than one entity, the name of the entity whose address is specified in Clause SC 1.6 should be inserted here. If the Consultant consists only of one entity, this Clause SC 1.6 should be deleted from the SC.
1.7 The Authorized Representatives are:
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For the Client: Ms. Elena Puko, Head of PIU For the Consultant:
1.8 The Consultant, the Sub-Consultants and the Personnel shall pay such taxes, duties, fees and other impositions as may be levied under the Applicable Law, where their amount is deemed to be included into the Contract price.
2.1 The Effective Date is the date of Contract signing.
2.2 The Services shall commence in two weeks upon the Contract effectiveness or such other time period as the parties may agree on in writing.
2.3 The time period shall be 5 months or such other period as the Parties may agree upon in writing
3.4 The risks and the coverage shall be as follows: (c) professional liability insurance, with a minimum coverage of not less than the value of the Contract; (d) employer’s liability and workers’ compensation insurance in respect of the Personnel of the Consultant and of any Sub-Consultants, in accordance with the relevant provisions of the Applicable Law, as well as, with respect to such Personnel, any such life, health, accident, travel or other insurance as may be appropriate.
3.7 (b) The Consultant shall not use these documents and software for purposes unrelated to this Contract without the prior written approval of the Client.
5.1 Not applicable
6.2(a) Not applicable
6.2(b) The amount in EUR ______
6.4 The accounts are: for foreign currency or currencies: [insert account] (including correspondent bank details for payments in EUR) for local currency: [insert account]
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 92 | P a g e PUBLIC PUBLIC III. Special Conditions of Contract
The Consultant shall bear all the fees and any other expenses related to the transfer of the payments to the Consultant’s account. Payments shall be made according to the following schedule:
a) Twenty (20) percent of the Contract Price as Advance payment shall be paid within 2 weeks upon the effective date against the submission of an Advance payment guarantee. b) Twenty (40) percent of the lump-sum amount shall be paid upon submission of the 1-st stage deliverables as indicated in Appendix A, para 8, and signature of a respective Certificate of the work (services) performed by the Client. c) Thirty (30) percent of the lump-sum amount shall be paid upon submission of the 2-nd stage deliverables as indicated in Appendix A, para 8, and signature of a respective Certificate of the work (services) performed by the Client. d) Ten (10) percent of the lump-sum amount shall be paid upon submission of the Assignment Completion Report as indicated in Appendix A, para 7, and signature of the Certificate of the work (services) performed by the Client. e) The Advance payment guarantee shall be released when the total payments reach sixty (60) percent of the lump-sum amount.
6.5 The interest rate is a Refinancing Rate of the National Bank of The Republic of Belarus.
8.2 Disputes shall be settled by arbitration in accordance with the following provisions:
(a) In the case of a local Consultant, arbitration proceedings will be conducted in accordance with the Laws of the Republic of Belarus. The arbitration will take place in the International arbitration court (IAU) under the Belarusian chamber of Commerce and industry of the Republic of Belarus (Minsk), the official language for arbitration purposes shall be Russian. (b) In the case of foreign Consultant, arbitration proceedings shall be conducted in accordance with the rules of procedure for arbitration of the United Nations Commission on International Trade Law (UNCITRAL) as in force on the Effective Date of this Contract. There shall be one arbitrator and the appointing authority for the purposes of UNCITRAL Rules shall be “Belarus International Arbitrage” - International Arbitration Court of the Republic of Belarus. The
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arbitration shall take place in Minsk and the official language for arbitration purposes shall be English.
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 94 | P a g e PUBLIC PUBLIC Part III. Conditions of Contract and Contract Forms
Attachment 1 to Special Conditions of Contract: Covenant of Integrity – Consultant Contact Sheet
To: Vitebsk Regional Communal Unitary Enterprise of Water Supply and Sewerage System Vitebskoblvodokanal 4-3 Zamkovaya Street, 210026 Vitebsk, Republic of Belarus
We declare and covenant that neither we nor anyone, including any of our directors, employees, agents, joint venture partners, consultants or sub-contractors, where these exist, acting on our behalf with due authority or with our knowledge or consent, or facilitated by us, has engaged, or will engage, in any Prohibited Practice (as defined below) in connection with the consultant selection process or in the execution of contract for provision of services for the Tender №OWP- 5 “Development of GIS and Hydraulic Modelling” (Orsha Wastewater Project) (the “Contract”) and covenant to so inform you if any instance of any such Prohibited Practice shall come to the attention of any person in our organisation having responsibility for ensuring compliance with this Covenant.
We shall, for the duration of the consultant selection process and, if we are successful with our proposal, for the duration of the Contract, appoint and maintain in office an officer, who shall be a person reasonably satisfactory to you and to whom you shall have full and immediate access, having the duty, and the necessary powers, to ensure compliance with this Covenant.
We declare and covenant that, except for the matters disclosed in this Covenant of Integrity:
(v) we, our subsidiaries and affiliates, and all of our directors, employees, agents or joint venture partners, where these exist, have not been convicted in any court of any offence involving a Prohibited Practice in connection with any tendering or competitive selection process or provision of works, goods or services during the ten years immediately preceding the date of this Covenant; (vi) none of our directors, employees, agents or a representatives of a joint venture partner, where these exist, has been dismissed or has resigned from any employment on the grounds of being implicated in any Prohibited Practice; (vii) we, our subsidiaries and affiliates and our directors, employees, agents or joint venture partners, where these exist, are not prohibited from participation in a tendering or competitive selection procedure on the grounds of having been found by the final judgement of a judicial process or a finding by the enforcement (or similar) mechanism of another international organisation to have engaged in a Prohibited Practice; (viii) we, our subsidiaries and affiliates, as well as any subcontractors, or suppliers or affiliates of the subcontracts or supplier are not subject to any sanction imposed by resolution of the United Nations Security Council.
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” PUBLIC PUBLIC III. Special Conditions of Contract - Attachment 1
If applicable, provide full disclosure of any convictions, dismissal, resignations, exclusions or other information relevant to Articles i) ii) iii) or (iv) in the box below.
Name of Entity Required to beReason Disclosure is Required 6 Disclosed
For the purpose of this Covenant, the terms set forth below define Prohibited Practices as:
(i) a coercive practice which means impairing or harming, or threatening to impair or harm, directly or indirectly, any party or the property of the party to influence improperly the actions of a party;
(ii) a collusive practice which means an arrangement between two or more parties designed to achieve an improper purpose, including to influence improperly the actions of another party;
(iii) a corrupt practice which means the offering, giving, receiving or soliciting, directly or indirectly, of anything of value to influence improperly the actions of another party;
(iv) a fraudulent practice which means any act or omission, including a misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, a party to obtain a financial or other benefit or to avoid an obligation;
(v) a misuse of the Bank’s resources which means improper use of the Bank’s resources, committed either intentionally or through reckless disregard;
(vi) an obstructive practice which means (i) destroying, falsifying, altering or concealing of evidence material to a Bank investigation, which impedes the Bank’s investigation; (ii) making false statements to investigators in order to materially impede a Bank investigation into allegations of a Prohibited Practice; (iii) failing to comply with requests to provide information, documents or records in connection with a Bank investigation; (iv) threatening, harassing or intimidating any party to prevent it from disclosing its knowledge of matters relevant to a Bank investigation or from pursuing the investigation; or (v) materially impeding the exercise of the Bank’s contractual rights of audit or inspection or access to information; and
(vii) a theft which means the misappropriation of property belonging to another party.
Following the submission of our Technical Proposal, we grant the project financier, the Bank and/or persons appointed by them, the right of inspection of our, and any proposed subcontractors, accounts and records and permission to have any such accounts and records
6 For each matter disclosed, provide details of the measures that were taken, or shall be taken, to ensure that neither the disclosed entity nor any of its directors, employees or agents commits any Prohibited Conduct in connection with the consultant selection process for this Contract. ______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 96 | P a g e PUBLIC PUBLIC III. Special Conditions of Contract - Attachment 1 audited by auditors appointed by the Bank, if required by the Bank. We accept to preserve these records generally in accordance with applicable law but in any case for at least six years from the date of substantial performance of the Contract.
We further declare that no affiliate of the Borrower/Client is participating in our Proposal in any capacity whatsoever.
Name:
In the capacity of:
Signed:
Duly authorised to sign for and on behalf of:
Date:
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Contact Sheet
Full legal name of Lead Organisation/ Individual:
Trading Name (if different from above) :
Country of Registration:
Address of registered office:
Postal address (if different from above) :
Telephone number (including country code):
Fax number (including country code):
Main contact person for this Proposal:
Main contact person’s position in the Organisation:
Contact person’s email address:
Alternate contact person:
Alternative E-mail:
Website of the Organisation:
Important Notes: Any change in the addresses, phone numbers, fax numbers and in particular e-mail addresses, must be notified in writing to the Borrower/Client. The Borrower/Client will not be held responsible in the event that they ca not contact the Consultant using any of the above details. It is the sole responsibility of the Consultant to ensure that it monitors its telephone and fax numbers and its postal and e-mail addresses. In particular, the Borrower/Client shall proceed on the assumption that the e-mail address(es) is constantly monitored, that your security settings permit the Borrower/Client’s e-mails to be received and that the e-mail address is capable of receiving attachments (particularly PDF and Microsoft Word).
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” PUBLIC PUBLIC
IV. Appendices
APPENDIX A – TERMS OF REFERENCE
1 BACKGROUND The European Bank for Reconstruction and Development (the “EBRD”, or the “Bank”) jointly with Unitary Enterprise "Vitebskoblvodokanal" (the “Company”) supported by the Government of Belarus (the “Government”) and the Regional Executive Committee ("Oblispolkom") developed the Orsha Wastewater Project (the “Project”) under Belarus Water Sector Framework (BWSF). The Project objective is to modernize (to reconstruct) the existing wastewater treatment plant in the city of Orsha (the “City”) to achieve full compliance of the water and wastewater services with the national and EU standards.
The Project funds will be used for financing a series of the Project activities, the development of GIS and hydraulic modelling of the City water supply system is one of them. Works under this component will be fully financed from the EBRD funds. The investments will be procured in accordance with the EBRD Procurement Policies and Rules for Public Sector Projects.
2 UNDERLYING SITUATION Orsha is a city under the district jurisdiction in the Republic of Belarus, capital of the Orsha District in the Vitebsk Region. It is located on the river of Dnepr at inflowing of the river of Orshitsa therein, 80 km south of the city of Vitebsk and 202 km east of the city of Minsk. Total area of the Orsha District serviced by the Company is 1660 km 2. Orsha is a large railway junction, where Minsk–Moscow line crosses the northern Vitebsk line running southward to the cities of Mogilev and Krichev. All the trains from Moscow and Saint Petersburg to the Western Europe pass through Orsha. The city is a junction of significant highways: Moscow–Brest and Saint Petersburg–Odessa. As of 1 January 2017, the City population is 115 938 people. Difference in elevations in the City varies from 153 m to 209 m above sea level. The City residential buildings have 1-10 storeys. The Company is a water distribution and wastewater treatment company in the City and is 100% owned by the Oblispolkom. The Company annually provides circa 7 million m 3 of water to the population (133,000 people) and commercial clients in Orsha and adjacent areas and collects 9 million m 3 of wastewater annually. The water is pumped from 38 artesian wells. Removal of iron plays an important role in the water treatment process due to the specific qualities of the locally pumped water. In late 2000, the Company put in operation several iron removal units, which largely improved the quality of water supplied to the local population. The water is supplied via a 326 km network. The wastewater is collected and transported over a 214 km network boosted by the 13 wastewater pumping stations. The existing wastewater treatment facilities have installed capacity of 57,000 m 3 per day, of which about 60-70 per cent is utilised.
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” PUBLIC PUBLIC Part III. Section 2.1 Terms of Reference
There are two water intakes – “Yuzhniy” and “Orshitsa” – for the City water supply, as well as 12 isolated artesian water wells, three of which are on stand-by. The two main water intakes supply about 80% of the total volume of water supplied to the City. Orshitsa Water Intake is located 1.5 km north of the City on the left bank of the Orshitsa River at a distance of 100-400 km from the river bed. The water intake includes: - 6 artesian wells, average depth of the wells is 50 m; - a 2 nd elevation pumping station with a capacity of 14.6 thous. m3/day; - a clear water reservoir 6000 m3; - an iron removal unit with a capacity of 24 thous. m3/day.
Yuzhniy Water Intake is located 2 km south of the City on the left bank of the Dnepr River, 3-4 km from the river bed in the area of Nareikovo and Poddubtsy villages. The water intake includes: - 11 artesian wells, average depth of the wells is 77 m; - a 2nd elevation pumping station with a capacity of 21.6 thous. m3/day; - clear water reservoirs 3000 m3 (two-compartment reservoir 1800 and 1200 m3). Isolated wells: - well in the settlement of Andreevshchina; - well in Parkovaya No. 1 Street. The well is shut-in; - well in Parkovaya No. 2 Street; - well “Zapadnaya” No. 1; - well “Zapadnaya” No. 2; - well “Avtobaza No. 12”; - well “Ochistnye Sooruzheniya”; - well “Lnokombinat No. 2”; - well “Lnokombinat No. 4”; - well “Lnokombinat No. 7”. The well is shut-in; - well “Lnokombinat No. 8”; - well “Lnokombinat No. 9”. The well is shut-in. Water is supplied to the Lnokombinat district from the wells of “Lnokombinat Nos. 2, 4, 8”. The Lnokombinat district is connected with the major water supply system in Sovetskaya Str. All the wells of "Lnokombinat" are equipped with iron removal units. The iron removal units allow reducing iron content in drinking water down to 0.2 mg/l and below, while the norm is 0.3 mg/l. The settlement of Andreevshchina is supplied with water from the well “Andreevshchina” and “Orshitsa” Water Intake. The wells of “Andreevshchina”, “Ochistnye Sooruzheniya” and “Avtobaza No. 12” have a separate water distribution system contour. Coverage with centralised water supply services in the district in general is about 97%, therewith, 90% are connected to the water supply system, about 10500 people, or 7% of the population use street standpipes (data on Orshavodokanal service area, branch of Unitary Enterprise "Vitebskoblvodokanal"). About 3% of the population residing mostly in villages use only public dug wells. In the city of Orsha, the coverage is 100% (including street standpipes). All the private houses can be connected to the water supply system (they are located at a distance of at most 100 m from the street network), but they are not connected for commercial reasons. About 7 thous.
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 100 | P a g e PUBLIC PUBLIC Part III. Section 2.1 Terms of Reference people (6%) in the City in Orshavodokanal service area, branch of Unitary Enterprise "Vitebskoblvodokanal", use the street standpipes. In rural area, the street standpipes are used by about 3.5 thous. people, or 19% of the population. In the rural settlements serviced by Orshavodokanal, branch of Unitary Enterprise "Vitebskoblvodokanal", coverage with centralised water supply services varies from 0 to 95%. About 20% of the population here use street dug wells, which are also serviced by Orshavodokanal, branch of Unitary Enterprise "Vitebskoblvodokanal". The water supply system in the City can be generally considered satisfactory. However, the following problems are faced by the Company in the water supply sector: - Risk of secondary contamination of drinking water due to lack of disinfection on the networks; - High hardness of water; - Excessive iron content; - Insufficient capacity of water mains in the central and the west parts of the city; - Low energy efficiency of the water supply system; - High rate of water losses; - High deterioration of pipelines. The wastewater sector faces the following problems: - Poor condition, low efficiency and low automation level of some wastewater pumping stations; - Worn-out of sewers; - Poor physical condition of civil structures and equipment at the WWTP resulting in insufficient effectiveness of treatment; - Lack of sludge treatment. The Company currently does not have a unified map or map boards of water supply and wastewater networks that would fully reflect location of all linear and areal facilities. Some outdated map boards are based on aged data. The Company has no hydraulic model, and the control of water distribution networks and wastewater network is carried out mainly based on empirical experience of the personnel. Such an approach leads to reduction of both general efficiency of day-to-day operation management and efficiency of long-term and everyday planning of required activities. Introduction of GIS and hydraulic models will allow the Company to ensure more accurate fixed asset management, improve the efficiency of emergency response and recovery operations, improve the quality of the customer service. Implementation of this project is necessary for successful implementation of a number of other projects, such as the projects for modernisation of Orshitsa and Yuzhniy Water Intakes, WWTP modernisation, sewers rehabilitation, SCADA introduction and other activities required by the Company. This component involves development of an electronic model of the City water supply system based on the City digital map built on the basis of the geographic information system (GIS). The GIS is an instrument for creation of a single base of the water supply system facilities including account of fixed assets, fixation of the main areal and linear facilities, account of assets changes, etc.
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The hydraulic model will be used for analysis of actual modes and modelling of options for prospective development of the water supply system, introduction of pressure and water flow distribution control system, metering of water consumption by separate water users and in separate water supply zones, calculation of surface runoff inflow for solution of tasks of the operation and technical department, mode adjustment service, emergency dispatch services, etc. It is supposed that formats compatible with the programmes available at the Company will be used. By improving the networks hydraulic modes, implementation of this component will allow to: o reduce water losses; o reduce energy consumption for water and wastewater pumping; o optimise water supply modes and reduce energy consumption; o improve efficiency of fixed assets management and systems development planning.
3 OBJECTIVES The main objective of the Consultant’s work is to develop a digital map and hydraulic model of the water supply system of Orsha, recommend on preparation and consideration of options for the networks modernisation and optimisation of the pumping station modes, as well as elaboration of measures on pressure control and water supply zoning. The Consultant’s assignment will include: i. Preliminary analysis of available maps topographic data; j. Development of a digital map of the water supply system; k. Development of a hydraulic model of the existing water supply system; l. Setting of criteria for assessment and modernization of the existing systems; m. Elaboration of measures on pressure control in the water supply network; n. Demand-based zoning of the water supply system (marking the zones where consumption is measured); o. Provision of recommendations on number, locations and parameters of required metering equipment (flow, pressure) to be supplied and installed under the SCADA project; p. Elaboration of options for the network modernisation and selection of the preferred option.
6. SCOPE OF WORKS
The anticipated overall duration of the assignment is 4 months. Stage 1 (digital map, GIS) to be completed within 2 months includes a study of available maps and data, conversion of the collected data in a required format, logging of water and wastewater facilities and other objects in the digital maps (buildings and structures, roads, water bodies, etc.). Stage 2 (hydraulic modelling) to be completed within 2 months involves development and implementation of the hydraulic modelling activities of the city water supply system. ______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 102 | P a g e PUBLIC PUBLIC Part III. Section 2.1 Terms of Reference
In order to achieve the above objective of the assignment, the Consultant, in particular, will perform the following tasks: 3. Development of the digital map including: - Collection and analysis of available maps and data; - Conversion of collected data and filling of identified gaps; - Development of the digital map; - Supply and installation of GIS software at the Company’s workstations; - Training of the Company’s personnel to the GIS and digital map operation procedures. 4. Development of hydraulic models and provision of assistance to enable the Company to select the best water development strategy including: - Development of the hydraulic models; - Correction of the models based on actual data; - Handing-over of hydraulic modelling software and the completed hydraulic models to the Company; - Training of the Company’s personnel to the hydraulic models operation procedures; - Provision of recommendations on number, locations and parameters of required metering equipment (flow, pressure); - Elaboration of measures on pressure control in the water supply network; - Demand-based zoning of the water supply system (marking the zones where consumption is measured); - Setting of criteria for assessment of the system current condition as well as modernization needs and options; - Elaboration of options for modernization of the water system according to the Company’s requirements; - Assessment of the options for the system modernization according to the set criteria; - Reporting.
7. IMPLEMENTATION STAGES AND ARRANGEMENTS
A brief description of the Project broken down by implementation stages is provided below. At the first stage, the Company will provide the Consultant with available data and maps with indicated addresses, which shall be the basis for the Consultant to mark the water supply networks.
Stage 1. Collection and assessment of available maps and data, creation of the digital map (within 2 months after the Date of Commencement)
This stage of the Project includes the following activities:
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Collection of the necessary maps and data, assessment of their completeness and accuracy. Identification of sources for missing data obtaining (if necessary) and conversion of the obtained materials and data into the required format. Creation of the digital map layers related to the water supply system: • Development of the GIS architectural pattern; • Development of the GIS functional model; • Development of the structure of vector maps, layers and object display styles; • Drafting of rules of topological consistency in the GIS; • Development of the structure of semantic data and data entry forms; • Building of an address book; • Logging of data. Objects of the city water supply system shall be displayed on a scaled topographic base map of the City (TBM). The TBM shall include the following data with coordinate references: h. District grids of the city; i. Road network; j. Boundaries of water bodies; k. Green areas; l. Bridges, overpass structures; m. Buildings; n. Railways. The Consultant shall log the following data into the digital map: • Facilities of the water supply system (water intakes, pumping stations, water reservoirs); • Consumers of the water supply services; • Water supply networks; • Address plan of the city (buildings with addresses). The digital map shall allow for: • modification of the digital map layers (topological schemes); • graphical representation of the system facilities with respective references to the city address map and full topological description of the objects cohesion; • identification of the water supply facilities. The GIS shall meet the following requirements: • Multi-user capability (client/server structure); • Possible differentiation of user rights and access rights; • Support of all types of topological relations; • Possibility to work with bitmap objects; • Possibility to develop the system of data export/import in MIF/MID, DXF, SHP formats.
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Supply of Software and Training
At this stage, the Consultant shall install the GIS to the Company workstations and provide for basic training of the Company’s personnel to work with the GIS. Upon completion of the stage, the Consultant shall install the developed digital map to the earlier prepared workstations of the Company and provide for comprehensive training of the Company’s personnel to the GIS and digital map operation procedures.
Stage 2. Development of the city water supply system hydraulic model (2 months after completion of Stage 1).
The electronic hydraulic model of the city water supply system shall be based on an object- relational database, which data structure describes the directed mathematical graph of the water supply network. Nodes and arcs of the graph shall have additional attribute information necessary for technological calculations and analysis. The hydraulic model shall consist of nodes and branches connecting the nodes. The nodes include the following facilities: pumping stations, chambers, dead-end covers, connections without chambers and consumers. The water supply system hydraulic model shall perform the following tasks: 11. Hydraulic calculation of water supply networks with any degree of looping including hydraulic calculations with simultaneous operation of several water supply stations for one water supply network; 12. Modelling of all types of switchovers on the networks (changing of valve status, switching on / switching off / regulation of groups of pumping units, changes in control settings), including switching over of consumers between water intakes (changing of influence areas of water intakes and pumping stations); 13. Calculation of water balances (by water intakes, zones with metered consumption); 14. Batch editing of the objects parameters (sections of the networks, consumers) using given criteria to model various prospective options; 15. Building of piezometric comparative charts to elaborate and analyse long-term development scenarios.
Development of the Water Supply System Hydraulic Model
This Stage involves the following activities: − Forming of the water supply network scheme including: o Parameters of pipelines (lengths of sections, diameters); o Topographical data (relative elevations of nodal points); o Daily flows and flow dynamics of the pumping stations; o Volumes of consumption at the end consumers according to the database of the consumer department;
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o Collection of data and analysis of daily dynamics of consumption by main consumer groups. Calculation of daily consumption variation factors; − Collection and logging of data on actual condition and control of the systems (day-to- day operation of pumps, valves operation, pressure and flow control); − Modelling of an operation mode for all components of the model; − Trial runs of the model and testing of results. Check of functioning and adjustment of data (elimination of errors); − Preparation of a measurement programme (measurement programme with indication of an address, place of control and controlled parameters). Support and advice to the Company’s personnel during the implementation of the measurement programme; − Comparative analysis of actual and calculated parameters. Identification of the areas of concern. Calculation of actual correction factors for the model. Entering of the correction factors and correction of the model; − Training of the Company’s personnel to work with the created model; The hydraulic model shall be built for a mean day (the pressure head at each node, depth at the node), the flow in each pipe, at intervals of 1 min per 24 h) and shall reflect typical diurnal operation modes of equipment. Each consumer shall be accompanied with a consumption schedule and the required pressure at the point of connection to the networks.
Modernization of Water Supply System
The Consultant shall: o analyze the performance of the system main elements (network, pumping stations) with regard to: • compliance of the working pumping equipment with the requirements of a corresponding zone of the water supply system; • relevance of existing diameters of the networks and operation modes of the pumping units; • analysis of current performance of the water supply networks (list of pipe sections with higher head losses); • analysis of identified problems and respective solutions; o analyse performance of the pumping stations (identify inefficient pumping units and propose enhancement measures); o elaborate an optimal hydraulic mode of the pumping stations operation. Analyse the application of frequency controls, automatic cascade control and performance of pumping units in the parallel operation mode. Provide recommendations on the frequency controls installation or application of the cascade control at the pumping stations; o consider possible rehabilitation and replacement of water mains and distribution pipelines (give a list of pipes with required diameters). Prepare a proposal on installation of pressure set points and automatic pressure control equipment on the city networks; ______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 106 | P a g e PUBLIC PUBLIC Part III. Section 2.1 Terms of Reference o identify set points on the distribution network and water mains to ensure pressure and flow control (give a list of the set points with places of installation and controlled parameters); o establish demand-based zoning of the city water supply area (zones with measured consumption) and rank by loss rate; o identify consumers with insufficient pressure and propose measures to solve this problem.
Supply of Software and Training
During Stage 2, the Consultant shall install hydraulic modelling software to the Company’s workstations and provide training of the Company’s personnel to the hydraulic models operation procedures.
8 REQUIREMENTS TO DELIVERABLES COMPOSITION AND CONTENT The Consultant shall submit the following documents to the Client, based on which acceptance certificate of each completed stage will be executed. Stage 1. Data acquisition and assessment. Editing of the GIS and hydraulic model:
− primary data analysis; − completed activities on the GIS editing; − hydraulic modelling; − measurement programme; − calibration results. Stage 2. Water supply system development plan:
− analysis of the water supply system; − activities on the water supply system modernisation; − activities on further development of the water supply hydraulic model. The Consultant shall provide the Company with a software package and operative hydraulic model of the water supply system allowing on-line showing design heads and flows at the network set points.
The software package shall allow for automatic calculation of flows and heads changes at the water supply system set points, as well as at the pumping stations when issuing Technical Specifications for new connections and in case of emergency shutdown of the network sections or pumping stations.
9 REPORTING PROCEDURE The Consultant shall provide the Company with information, data and documentation through submission of periodic reports prepared during the course of its service or specific reports prepared at a request of the Company in relation to the assignment (development and introduction of the digital map and hydraulic models). Reporting will be in electronic format [PDF, Word and Excel] and include at least the following:
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Report Submission date Inception Report within 2 weeks after mobilisation Monthly Progress Reports monthly (within a week upon completion of every 4th week of the work under the assignment) Draft Final Report within 2 weeks after the assignment completion Final Report within 2 weeks after receiving the Client’s comments Work documents, documents associated Upon request with arising problems
The Inception Report will cover the period up to the end of the first calendar month and shall include overview of the underlying situation and description of initial activities taken under the assignment. The Consultant shall provide the Client and, when required, the Bank with Monthly Progress Reports describing results of the activities performed in the reporting period with regard to the set tasks, quality assurance, costs, deadlines. The Monthly Progress Report shall include: - Progress to date versus progress in the Consultant’s Work Plan, for each activity, with special reference to progress within the reporting period; - Actual and expected deviations from the Consultant’s Work Plan, and the implications for meeting target completion dates; - Recommendations and/or actions proposed/taken within the Consultant’s authority to mitigate and/or rectify such deviations; - Key personnel changes; - Statement of those items that are not conforming to the Consultant’s Work Plan or to the milestones, and those quality matters that are a cause for concern. In addition, the Consultant shall: - Appropriately document the works progress in Russian; - Prepare a draft Final Report under the Assignment; the Client will provide comments to the Consultant within two weeks after receipt and the Consultant shall provide a finalised version of the Final Report within two weeks after the Client’s comments receiving (the Final Report shall highlight the results and conclusions); and - Appropriately take minutes of all meetings and discussions.
10 PROJECT SCHEDULE It is expected that the Consultant will commence its services in May 2020 . The anticipated overall duration of the assignment is approximately 4 months.
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 108 | P a g e PUBLIC PUBLIC Part III. Section 2.1 Terms of Reference
Work Schedule Time for Stage Deliverables Completion Stage 1. Collection and assessment of within 2 months . primary data analysis; available materials and data. Editing of after the . completed activities on the GIS the GIS and hydraulic model. commencement editing; Installation of software and training of date . hydraulic modelling; the personnel. . measurement programme; . calibration results. Stage 2. Development of hydraulic within 2 months . analysis of the water supply model of the city water supply system. after completion system; Options for modernization of the water of Stage 1 . activities on the water supply supply system. system modernisation; Installation of software and training of . activities on further development the personnel. of the water supply hydraulic model.
11 FACILITIES
Facilities to be provided by the Client
The Client will provide furnished and equipped office accommodation for the Consultant’s staff, plus suitable office space for meetings.
The Client in compliance with the applicable legal requirements will also provide access to all relevant information, maps, studies, models, legal documents, etc. at no cost to the Consultant. The Company will deliver the materials in the original version (i.e. not necessarily in English).
Facilities to be provided by the Consultant
The Consultant will be responsible for all local and international transport, living accommodation and expenses for its staff including communications (internet, telephone), materials, printing, report production, and translation.
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 109 | P a g e PUBLIC PUBLIC Part III. Section 2.1 Terms of Reference
APPENDIX B - KEY EXPERTS
[Insert a table based on Form TECH-6 of the Consultant’s Technical Proposal and finalized at the Contract’s negotiations. Attach the CVs (updated and signed by the respective Key Experts) demonstrating the qualifications of Key Experts. ]
Hours of Work for Key Experts of the Consultant: from 9 am to 6 pm, with 1 hour of lunch break. 5-days working week from Monday to Friday. Days-off – Saturday and Sunday.
One working (billable) day shall be equivalent to 8 working hours.
One working month shall be equivalent to twenty-two (22) working (billable) days.
The time spent by the Experts on provision of Services shall be determined by the number of working days actually spent by the Experts for provision of Services, including the necessary travel time.
APPENDIX C – REMUNERATION COST ESTIMATES
1. Monthly rates for the Experts:
[Insert the table with the remuneration rates. The table shall be based on Form FIN-3 of the Consultant’s Proposal and reflect any changes agreed at the Contract negotiations, if any. The footnote shall list such changes made to Form FIN-3 at the negotiations or state that none has been made. ]
APPENDIX D – REIMBURSABLE EXPENSES COST ESTIMATES
1. [Insert the table with the reimbursable expenses rates. The table shall be based on Form FIN-4 of the Consultant’s Proposal and reflect any changes agreed at the Contract negotiations, if any. The footnote shall list such changes made to Form FIN-4 at the negotiations or state that none has been made. ]
2. All reimbursable expenses shall be reimbursed at actual cost, unless otherwise explicitly provided in this Appendix, and in no event shall reimbursement be made in excess of the Contract amount.
APPENDIX F - SERVICES AND FACILITIES PROVIDED BY THE CLIENT
The Client will provide furnished and serviced office accommodation for the Consultant’s staff, plus suitable office space for meetings. The Client in compliance with the applicable legal requirements will also provide access to all relevant information, maps, studies, models, legal documents etc., at no cost to the
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 110 | P a g e PUBLIC PUBLIC Part III. Section 2.1 Terms of Reference
Consultant. The Company will deliver the materials in the original version (i.e. not necessarily in English).
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 111 | P a g e PUBLIC PUBLIC Part III. Section 2.1 Terms of Reference
APPENDIX E - FORM OF ADVANCE PAYMENTS GUARANTEE
Bank Guarantee for Advance Payment
______[Bank’s Name, and Address of Issuing Branch or Office]
Beneficiary: Vitebsk Regional Communal Unitary Enterprise of Water Supply and Sewerage System Vitebskoblvodokanal (4-3 Zamkovaya Street, 210026 Vitebsk, Republic of Belarus)
[Name and Address of Client]
Date: ______
ADVANCE PAYMENT GUARANTEE No.: ______
We have been informed that ______[name of Consultant or a name of the Joint Venture, same as appears on the signed Contract] (hereinafter called "the Consultant") has entered into Contract No. ______[reference number of the contract] dated ______with you, for the provision of ______[brief description of Services] (hereinafter called "the Contract").
Furthermore, we understand that, according to the conditions of the Contract, an advance payment in the sum of _____ [insert currency] ______[insert amount in figures] ( ) [insert currency and amount in words] is to be made against an advance payment guarantee.
At the request of the Consultant, we ______[name of bank] hereby irrevocably undertake to pay you any sum or sums not exceeding in total an amount of ______[insert currency] ______[amount in figures] ( ) [insert currency and amount in words] 1 upon receipt by us of your first demand in writing accompanied by a written statement stating that the Consultant are in breach of their obligation under the Contract because the Consultant have used the advance payment for purposes other than toward providing the Services under the Contract.
It is a condition for any claim and payment under this guarantee to be made that the advance payment referred to above must have been received by the Consultant on their account number ______at ______[name and address of bank] .
The maximum amount of this guarantee shall be progressively reduced by the amount of the advance payment repaid by the Consultant as indicated in copies of certified monthly statements which shall be presented to us. This guarantee shall expire, at the latest, upon
1 The Guarantor shall insert an amount representing the amount of the advance payment and denominated either in the currency(ies) of the advance payment as specified in the Contract, or in a freely convertible currency acceptable to the Client.
______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 112 | P a g e PUBLIC PUBLIC Part III. Section 2.1 Terms of Reference our receipt of the monthly payment certificate indicating that the Consultant has made full repayment of the amount of the advance payment, or on the __ day of ______, 2___, 2 whichever is earlier. Consequently, any demand for payment under this guarantee must be received by us at this office on or before that date.
This guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No. 758, except that article 15(a) is hereby excluded.
______[signature(s)]
Note: All italicized text is for indicative purposes only to assist in preparing this form and shall be deleted from the final product.
2 Insert the expected expiration date. In the event of an extension of the time for completion of the Contract, the Client would need to request an extension of this guarantee from the Guarantor. Such request must be in writing and must be made prior to the expiration date established in the guarantee. In preparing this guarantee, the Client might consider adding the following text to the form, at the end of the penultimate paragraph: “The Guarantor agrees to a one-time extension of this guarantee for a period not to exceed [six months][one year], in response to the Client’s written request for such extension, such request to be presented to the Guarantor before the expiry of the guarantee.” ______RFP: Orsha Water Project. Tender OWP-5 “Development of GIS and Hydraulic Modelling” 113 | P a g e PUBLIC