Nordic Energy Efficiency & Humanitarian Support Initiative for Ukraine Facility for Energy Saving Credits in Ukraine

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1 Nordic Energy Efficiency & Humanitarian Support Initiative for Ukraine Facility for Energy Saving Credits in Ukraine Framework Contract for Consulting Services on Project Preparation & Implementation Support Terms of References December 2017 NEFCO Energy Savings Credits in Ukraine Specific ToR template Page 1 of 14

2 1 BACKGROUND Ukraine is experiencing an urgent need in improved energy efficiency of communal services, such as district heating, urban water & wastewater and public lighting services due to a sharp rise of gas and electricity prices lately. This need can be effectively addressed through investments in energy efficiency of buildings and other municipal infrastructure. In eastern and southern parts of the country, this acute need in investments is further exacerbated by a damage of buildings and infrastructure in parts of Luhansk and Donetsk Oblasts during the military conflict, whereas in other eastern and southern areas, such as Kharkiv, Dnipropetrovsk, Zaporizhia and Kherson oblasts, an influx of internally displaced persons (IDPs) from the conflict zones has significantly increased a load on municipal services straining the infrastructure and emphasising the need for higher energy efficiency. To assist Ukraine to address these challenges, NEFCO is implementing two funding facilities: a) Nordic energy efficiency and humanitarian support initiative designed to provide fast assistance to municipalities affected by the conflict in one way or another; and b) Facility for Energy Saving Credits designed to provide a small-scale loan financing for energy efficiency improvement in municipally owned buildings and infrastructure. NEFCO's project portfolio currently has more than 200 projects in Ukraine, of which half have been implemented. NEFCO s project portfolio of approved municipal projects is around 100 projects in Ukraine. 1.1 Energy Saving Credit Facility (ESC) The Nordic Environment Finance Corporation s (NEFCO s) Facility for Energy Saving Credits is a loan programme, under the Nordic Environment Development Fund (NMF), which is intended to offer small scale financing primarily for energy saving measures in municipally owned buildings such as schools, day care centres, hospitals and sports facilities as well as street lighting systems The Facility for Energy Saving Credits provides loans to Ukrainian municipalities or municipal companies. The main objective of the Facility is to promote emissions reductions via reduced energy consumption, and the environmental monitoring is mainly focused on the release of carbon dioxide, nitrogen and sulphur oxides as well as volatile compounds. Under the Facility, NEFCO can finance, in local currency, up to 90 percent of the investment costs of any project being financed under the credit programme. The maximum loan amount granted under the Facility is equivalent of EUR 400,000 in local currencies. The repayment of the loan is directly linked to the estimated savings of the investment with a maximum repayment period of 5 years. Up to this date NEFCO has 57 completed and on-going projects in Ukraine within ESC. NEFCO Energy Savings Credits in Ukraine Specific ToR template Page 2 of 14

3 1.2 Nordic Energy Efficiency & Humanitarian Support Initiative (NIU) The Nordic energy efficiency and humanitarian support initiative (hereinafter the Initiative ) strives to address the current needs of affected municipalities through a series of interventions aimed at improved energy efficiency and energy savings in communal services to provide some relief to communities at the time of acute deficit of resources. In particular, the support will be focused on social infrastructure (schools, kindergartens and health services facilities), and will channel the investments to such typical energy efficiency improvements as replacement of windows and doors, insulation of walls and ceilings, repair or conversion of heating systems, retrofit of boilers to allow use of available biomass, replacing outdoor and indoor lighting, etc. This may also include the necessary repair or improvement of housing in particularly affected areas to contribute to displaced persons returning to their home areas. Given the Initiative s geographical and social focus, NEFCO will identify and support projects to be funded under the Initiative based on the following criteria: The host municipality is either located in the zone directly affected by military conflict in the east of Ukraine, or its communal/social infrastructure is overstressed due to a significant influx of IDPs from the conflict zone or from Crimea, or both; The proposed project is expected to result in one or more of the following improvements in municipality: o Achievement of energy savings in communal infrastructure freeing resources for addressing the immediate needs of IDPs and overstressed infrastructure; o Better indoor conditions of social facilities in the stressed areas, such as schools, kindergartens and health service facilities; o Better outdoor conditions for population in the stressed areas, such as improved street lighting, roads, sidewalks, etc.; o Improved housing conditions for internally displaced persons. The proposed project should have a clearly pronounced humanitarian aspect to it, i.e. it should be strongly focused on assisting the population suffering from the consequences of military conflict in the east of Ukraine, and of Russian annexation of Crimea; and The host municipality expresses interest in the project and commits to supporting its implementation, and to using the project results for the intended purposes. Proposed typical project size is in the range of 250, ,000 EUR and each project would cover from one to several buildings, depending on identified needs for energy efficiency improvements (not including the war damages). It is anticipated that projects of this size could be launched and implemented in a reasonably short time, given the current urgency of support needed. Up to this date 25 projects have been approved and presented to the Donors. Geographically they are located in 21 cities of the south-east of Ukraine, 12 projects are in the government controlled NEFCO Energy Savings Credits in Ukraine Specific ToR template Page 3 of 14

4 areas of Donetsk and Lugansk regions while the remainder are located in the surrounding regions receiving a major influx of internally displaced persons from the conflict area. A fifth round of 16 projects has been identified and first seven feasibility assessments are now under preparation. The ambition for the fifth round is to strengthen the demonstration effect and where possible provide leveraging of donors funds by combining NIU grants and credit financing, primarily from NEFCOs Energy Saving Credits (ESC) facility. 1.3 Potential risks and risk mitigation A potential risk for realisation of the above-described Facilities is a limited capacity at local level to specify their needs, therefore, a specific activity needs to be carried out to identify needs and opportunities for a fast and substantial improvement of energy efficiency and energy savings in affected municipalities; a particular focus should be made on building upon the already existing NEFCO projects in the subject areas. In addition, particular attention should be paid to cooperation and synergy building with other IFIs active in this area (such as GIZ, USAID, EBRD and others), and to a continuing dialogue with other partners to avoid overlap and coordinate efforts. The volatile safety situation in the area may influence the monitoring of projects to some extent. In certain areas, the consultants may not be able to visit the sites regularly without elevated risk or danger to life and this may limit the possibility of providing the required services. To mitigate possible deterioration of security situation in the subject areas, the proposed projects can be simplified or scaled down should the likelihood of security deterioration be deemed high in certain areas. In such cases, the projects under implementation may continue, but special measures will have to be taken to ensure required transparency and efficiency, such as building upon the earlier established relationships in the region and defining the issues more narrowly. 2 OBJECTIVES 2.1 Objectives of NEFCO s Facilities The objective of the Nordic energy efficiency and humanitarian support initiative is to support the refurbishment and reconstruction of municipal buildings, as well as other municipal infrastructure in the affected or vulnerable areas of Eastern and Southern Ukraine. The main objective of the Facility for Energy Saving Credits is to promote emissions reductions of carbon dioxide, nitrogen and sulphur oxides as well as volatile compounds via reduced energy consumption. NEFCO Energy Savings Credits in Ukraine Specific ToR template Page 4 of 14

5 3 OBJECTIVES OF THE ASSIGNMENT The objectives of the assignment are to provide the following services: Identify and prepare projects to be funded under the ESC and NIU Facility in line with the adopted by NEFCO eligibility criteria, seek NEFCO s approval of selected projects prior to their implementation; Provide the necessary support to municipalities involved with project procurement and implementation; Carry out project implementation monitoring and reporting to NEFCO and municipalities involved; and Monitor a proper closure of projects once completed. 4 SCOPE OF WORK Project identification and preparation Initial screening of applications The Consultant should carry out an initial screening of applications for financing from potential municipal Borrowers to select those that meet the NEFCO eligibility criteria, as defined below. The initially selected list of projects should be agreed with NEFCO prior to further preparation for financing under the Facility. Eligibility Criteria for the project: It is preferable to have maximum possible loan amount up to EUR 400 thousand per project and estimate repayment ability based on the following factors: (1) preliminary planned savings from the project (2) repayment ability of the city and (3) forecast for development budget of the city Complex approach to selection of measures in objects, i.e. single measures should not be scattered between many objects Demonstration and visible effect, improvement of staying conditions, safety on streets and possibility to replicate the project in other places The lowest possible payback time and maximum savings Assessment of PIU efficiency in the city NEFCO Energy Savings Credits in Ukraine Specific ToR template Page 5 of 14

6 Preparation of Business Plan For each selected project, the Consultant should prepare energy audit and a business plan in accordance with NEFCO s template based on analysis of collected data during the visits to municipality and facilities of interest. In cases where the business plan or feasibility study has been already prepared, the Consultant should review it from the standpoint of compliance with the below requirements. The business plan should include, but should not be limited to, the following items: Project location and background information on the applicant, such as: Location, year of establishment, main services provided to the community; Size of services provided (number of customers served, volume of services provided, etc.), gender statistics; Initiator s turnover, net profit and balance for the last three years; and Experience with International Financial Institutions (IFIs) and with Nordic organisations, if any. Project purpose and objectives Description of the current situation, including actual energy consumption volumes and operating conditions broken down by sites/objects; Key problem(s) of the institutions/facilities the project aims to address. Brief presentation of the project, including: Main activities/measured/components and their key parameters and details to the extent sufficient for producing TOR for preparation of Project design documentation at later stage of the project; Anticipated project timeline/phases broken down by activities/measures; Estimated project costs broken down by measures/activities/components/sites; Estimated cost savings broken down by measures/activities/components and by cost nature (electricity, heat, fuels, O&M cost, others specifically applicable); Estimated simple payback period broken down by measures tasks/activities/components. Anticipated risks for project implementation. Draft Procurement plan. Assessment of the expected environmental benefits from the project and/or other improvements (emissions and emissions reduction of CO2, NOx, SOx, particulates); NEFCO Energy Savings Credits in Ukraine Specific ToR template Page 6 of 14

7 Assessment of the hazardous waste treatment requirements and procedures for hazardous waste that could originate due to project implementation (e.g. mercury containing lamps, asbestos containing materials); Proposed financing sources breakdown, such as the proposed amounts of NEFCO loan local contribution and grant financing if available; Estimated project overall profitability and payback period 1. The business plan should be agreed with the Applicant and submitted to NEFCO for review, comments and final approval. Preparation to project implementation Following the project approval by NEFCO, the Consultant should: 1. Assist in the communication between the Borrower and NEFCO and in the preparation of the loan documentation for each specific project, including in particular the preparation and drafting of Annex 1 of the loan agreement, consisting of a technical description of the project, implementation schedule, disbursement plan and a description of the Borrower s reporting obligations. 2. Assist the Applicant in preparation of the design documentation. Depending on the availability of the design documentation and intents to have it as part of turn-key contract (-s) one of the following options will be used: a) Design documentation is available. The Consultant shall collect from the Applicant and analyse all available design documentation together with state expertise conclusions related to the project as compared to the Business plan or Feasibility Study. After the visit of Project sites and analysis the Consultant shall develop recommendations for amendments to the design documentation. Recommendations shall be agreed with the Applicant by signing the Design amendments approval protocol and further with Project Monitor. These amendments will be implemented by the design contractor; b) Design documentation is absent, and will be part of turn-key contracts; the Consultant shall visit the Project sites, develop and agree with the Applicant Terms of reference for design documentation in the detail sufficient for inclusion in tender documents for work and goods. c) Design documentation is absent and shall be developed prior to procurement of goods and work. In this case the Consultant shall visit the Project sites, develop and agree with the Applicant Terms of reference for design documentation in the detail sufficient for preparation of separate design documentation. Terms of reference for design documentation upon readiness shall be agreed by from PIU head. All design specifications shall meet requirements of Ukrainian Law and international standards, where appropriate. 1 According to NEFCO criteria it shall be 8 years for projects within ESC facility NEFCO Energy Savings Credits in Ukraine Specific ToR template Page 7 of 14

8 Following the project approval, signature of loan agreement and completion of TOR for design documentation according to one of the options above, the Consultant shall prepare relevant procurement documents and assist the respective borrowers in carrying out the procurement, in keeping with NEFCO Procurement Guidelines and Recommended Tender Documents. As a rule, open tendering should be used, however, for the small-sized projects the simplified methods (such as selective tendering, shopping procedures or local competitive tendering), could be used to allow for a fast procurement while ensuring competition. However, the Consultant should seek NEFCO s prior approval for the use of each particular simplified method of procurement for a particular project. Wherever the use of local competitive tendering (i.e. in line with national procurement procedures) for a particular project(s) is deemed beneficial and justified vis-à-vis the NEFCO Procurement Guidelines then the procurement process and contracting should be carried out in line with Ukrainian legislation (subject to prior NEFCO s approval). Support to project procurement The Consultant should support the Borrowers in project procurement through fulfilling the following activities: Preparation of project procurement, financing and implementation plans. A project procurement plan (incl. procurement strategy) shall be prepared and agreed with the PIU and seeking NEFCO s no-objection; Assisting the Borrower with procurements under particular projects, in line with NEFCO Procurement Guidelines and procedures outlined in this Terms of References; Assisting with preparation/verification of design documents, drafting of tender documents (including the employer s requirements and technical specification). Tender Process In line with the procurement strategy the Consultant will: Prepare and assist to publish a procurement notification and invitation; Coordinated with the Municipality and/or the PIU to ensure that pre-tender meetings and site visits are arranged appropriately; Co-ordinate the issue of tender documents and prepare answers to all enquiries from potential tenderers; Formulate and issue all clarifications and amendments to the tender documents; Coordinate the reception of tenders, tender opening procedure, attend tender opening meetings, and ensure that tender results are properly recorded. The Consultant shall take into consideration that project needs may require procurement of several lots, each requiring preparation of separate package of tender documentation, tender procedure, evaluation NEFCO Energy Savings Credits in Ukraine Specific ToR template Page 8 of 14

9 report and all related assistance to the Applicant in connection with this. It is should be also noted that in case of unsuccessful tenders, re-tenders may take place; Assist in Preparation of a detailed report on the evaluation and comparison of tenders, in accordance with the evaluation criteria set forth in the tender documents and provide specific reasons on which award recommendation is made. Seeking NEFCO s no-objection to tender evaluation report; Assist the Borrower with contract negotiation and conclusion, seeking NEFCO s noobjection to contractor nomination and to final contract (including the submittal of the copies of signed contracts to NEFCO by the borrower). Assist the Borrower and NEFCO in obtaining tax and vat exemption for the project. Hereunder preparation of documentation including application to the competent authority (currently the Ministry of Economic Development and trade) and formal procurement plan including sub-contractors and obtaining of no-objection from the Beneficiary (currently the respective Regional Administration). Contract finalisation The Consultant will assist the PIU to finalize contracts and award contracts to the successful tenderer. In this respect the Consultant will: Ensure that the terms and conditions of any contract entered into between the Municipality and a Contractor are not materially different from those on which the tender was invited; Prepare draft Notification of Award for the Municipality, which will specify the sum which the Municipality will pay to the Contractor in consideration of the execution and completion of the Works and the remedying of any defects therein by the Contractor; Prepare a draft agreement incorporating all understandings between the parties and ensure compliance with the requirements of the tender documents; Advise the Municipality whether the performance and the advance payment securities provided by the Contractors, including their source, are acceptable; Assist the Municipality in carrying out a contract finalization meeting with the successful Contractors and or drafting minutes of negotiations, if deemed necessary and appropriate. Commencement of Work on Site The Consultant in cooperation with the PIU will have the following obligations: Upon commencement of Works, in accordance with the terms of the Work Contracts, execute and deliver Commencement Certificates and obtain the countersignatures of the Contractors. NEFCO Energy Savings Credits in Ukraine Specific ToR template Page 9 of 14

10 Preparation of documentation After the project approval by NEFCO, the Consultant shall assist NEFCO and the Borrower in drafting the Annex 1 to loan agreement. In addition, the Consultant shall prepare progress reports, as specified in Annex 2 to the loan agreement, as well as any other documentation that may be reasonably requested by the NEFCO and its Monitoring Consultant. Support to project implementation The Consultant should support the Borrowers in project implementation through fulfilling the following activities: Supporting the Borrower with contract administration, works and goods testing and acceptance, participate in the interim and final acceptance of works and goods; Assisting the Borrower with preparation and submission of the disbursement requests issued under the projects implementation; Reviewing the project progress and identifying the issues posing risks of project implementation delays and/or costs overruns, and proposing risk alleviation measures. Inform the Borrower and NEFCO in case of significant deviation from the implementation plan, as well as adjust the implementation plan according to these deviations and approve it by Borrower and NEFCO. Environment and Safety Check that the Contractors take all steps required by the Work Contracts to ensure that proper pollution control and other environmental protection measures are taken and notify the City if the Contractors are not taking the said measures and advise the City of what further measures should be taken to comply with the said Work Contracts. 5 REPORTING REQUIREMENTS Under each individual assignment, the Consultant will be required to deliver the following reports: Tender Evaluation report Upon completion of the procurement procedure (for each of the project lots separately) the Consultant should prepare a draft Tender Evaluation Report 2 and submit to the City s management for approval and NEFCO for no-objection, prior to issuing the notification of award. TheReportshould include, but not be limited to, the following items: Receipt and opening of tenders; 2 Please, refer to NEFCO Tender Evaluation Guide for Works, Goods and Related Services with Appendixes thereof NEFCO Energy Savings Credits in Ukraine Specific ToR template Page 10 of 14

11 Preliminary examination of tenders; Substantially non-responsive tenders; Correction of arithmetic errors; Currency conversion; Adjustment for non-material deviations; Tenders subject to detailed evaluation; Evaluation and comparison of tenders; Lowest evaluated responsive tender; Post-qualification; Award recommendation Procurement report (First progress Report) Before the first disbursement in individual assignment, the Consultant should prepare and submit to NEFCO the Procurement Report that should include, but not be limited to, the following items: Update on project status, highlighting any developments that might impact project timeline and costs Procurement completed, process description and information on the main contracts concluded Cost update relative to investment budget Updated implementation schedule as compared to initial plan. Progress Reports Before each disbursement irrespectively from the number of contracts the Consultant should submit to NEFCO the Progress Report that should include, but should not be limited to, the following items: Project progress, including the percentage completion achieved Update on main contracts and contract amendments, if any Update on percentage of equity financing achieved Update on project costs, identified risks of cost overruns, if any Update on project saving and payback period Update on project timing schedule, anticipated project delays, if any Recommendations on implementation risks mitigation Conclusion on borrower s readiness for tranche disbursement The relevant Progress Report shall also be provided to the Project Monitor (if ready by that time) before their site visit. Completion report Within maximum two months since project completion (and before the third disbursement of loan funds), the Consultant should submit to NEFCO the Completion Report including a description of the environmental effects of the project as well as the fulfilment of other objectives of the project, as described in the Business plan and checks of all other supporting documentation, as required in the loan agreement. The Completion Report should include (but should not be limited to) the following items: Overview of the overall project completion as compared to the plan; NEFCO Energy Savings Credits in Ukraine Specific ToR template Page 11 of 14

12 Summary of project results, providing a comparison between targets set and actual achievements; Actual project costs versus the investment budget; Results of tests on completion and assessment of impact of deviations on project results, such as savings, emission reductions, payback period; Recommendations, as appropriate, for future activities. Other reports The Consultant is also obliged to prepare and submit the ad-hoc reports and/or short project status reports on various aspects of the assignment, if/when and as requested by NEFCO. Submission of reports The Consultant should prepare all reports in English (and in Ukrainian when requested by municipal Borrowers) and submit them in digital MS Word format to Project Monitor for approval and to NEFCO for no objection (and to municipal Borrowers when requested). Ad hoc reports may need to be prepared in English language only. 6 DURATION & IMPLEMENTATION ARRANGEMENTS Duration of the Assignment The assignment is planned to commence o/a February 2018, and to last for 3 three years thereafter, with possibility of extension. The expected time line for the individual assignments are i) approximately 3 months for preparation of BP and ii) approximately one to two years for PIU support. The consultant should be fully aware and take into consideration that participation in this Project will demand a very flexible work plan since the duration of the Project may be prolonged or reduced by several months (e.g. due to time needed to receive loan, guarantees, tax exemption approvals from Governmental bodies or sessions of city councils or in connection of long tender procedures, including cases of re-tenders etc), while the actual work load will remain fairly unchanged. The Assignment will not require consultant s full-time presence in the cities. Implementation Arrangements The Consultants selected for implementation of this assignment will be responsible for all office running and communication costs, and for the provision of computer and office equipment, office supplies and maintenance, and local transportation required by the Consultant s staff throughout the term of the assignment. The Consultant will additionally be responsible for all international and local transport, living accommodation and expenses for its staff, together with communications materials, training materials, printing, report production and translation, renting measurement equipment, if necessary. 7 PERSONNEL REQUIREMENTS The Consultant shall nominate qualified key experts for carrying out the individual assignments, NEFCO Energy Savings Credits in Ukraine Specific ToR template Page 12 of 14

13 as/when needed, that should have the following specific qualifications: Energy Efficiency Expert - Team Leader: At least 3 years of proven experience in energy efficiency project identification, preparation and management, in particular, in NEFCO and/or EBRD projects. Experience of work with municipal projects and public buildings would be an advantage. Procurement Expert: At least 3 years of experience in procurement preparation and execution in projects financed by Multilateral Development Banks and other IFIs, in particular, in NEFCO and/or EBRD projects. Experience of work with municipal projects and public buildings would be an advantage. The above experts should collectively comply with the following requirements: At least 5 years of experience in the municipal infrastructure development projects with strong focus on energy efficiency aspects; Strong knowledge of project cycle management, in particular for development projects financed by Multilateral Development Banks and/or other IFIs; At least one of the two key experts should be proficient in English while at least one key expert should be proficient in Ukrainian/Russian. Other Experts: The Consultant shall also nominate other short-term experts for the assignment, as follows: Local civil engineer (for energy efficiency in buildings) and/or Local electrical engineer (for street lighting projects); Local coordinator responsible for (1) financial, administration and organizational matters related to projects assigned by NEFCO, (2) reporting, (3) consultancy agreements and assignments, (4) communication with municipalities, NEFCO and other stakeholders. Local environmental expert, upon request Local Technical Supervision/Norm Compliance Expert At least 2 years of proven experience in civil and/or industrial construction supervision, monitoring. Inclusion of Technical Supervision & Norm Compliance Expert may not be applicable if the Task only includes the preparation of a business plan. Each of the above experts should have at least 3 years of experience with energy efficiency projects. Experience of work with municipal projects and public buildings would be an advantage. NEFCO Energy Savings Credits in Ukraine Specific ToR template Page 13 of 14

14 The Consultant is requested to submit CVs of all experts which could be involved in the projects including permanent, outsourced and local experts. Experts person-days The number of person-days allocated to each of the above-listed experts is indicated in the budget for each individual assignment. Involvement of key experts in other tasks to be carried out simultaneously with the proposed NEFCO task shall be indicated (project name, location, expected Expert involved time schedule). NEFCO Energy Savings Credits in Ukraine Specific ToR template Page 14 of 14

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