SINGLE STAGE OPEN COMPETITIVE SELECTION REQUEST FOR PROPOSALS

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1 SELECTION OF CONSULTANTS SINGLE STAGE OPEN COMPETITIVE SELECTION REQUEST FOR PROPOSALS Reference No.: 842/60811 Selection of Consulting Services for: Tbilisi Solid Waste Project Tbilisi Municipal Solid Waste Strategy (issued on 16 January 2019) Client: The City of Tbilisi Country: Georgia Project: Tbilisi Solid Waste Date: 18 February 2019 CLARIFICATIONS 1 Pursuant to the provisions of Clause 11 Clarification and Amendment of the Instructions to Consultants of the Request for Proposals, the Client hereby issues the following clarifications. Q1. The RFP states that the Municipality of Tbilisi City will be the client, as this is not clear and this is not stated in the Consultancy Contract, please clarify. A1. The Client is the City of Tbilisi: Cover page of the RFP states that client is The City of Tbilisi. According to the Section 1.2. (A. General provisions; 1. Definitions; paragraph (viii)) of the RFP the Client means the executing agency that signs the Contract for the Services with the selected Consultant and according to the article 1 of the Consultancy Contract the Client: means the party to whom the Services under this Consultancy Contract shall be delivered. Q2. What is the level of EBRD s involvement under the Consultancy Contract as this is not clear? A2. Bank s role in the procurement process and administration of the Contract is specified in the EBRD Procurement Policies and Rules. Q3. Please clarify the payment procedure, because it currently appears that Tbilisi City will be the client, yet payment will be from EBRD, but only on request by the client and upon approval by the Bank. A3. The Client shall be accepting the services by issuing relevant Statement of Approval of Consultancy Services. The Bank shall make the actual payment upon receiving Client s instructions accompanied with the copies of Consultant s invoice and Statement of Approval of Consultancy Services.

2 Q4. In what currency would payment be made? A4. Euro Q5. We cannot provide copies of our insurance policy, but we would be able to provide other suitable evidence (broker s certificate) would this be suitable? A5. This shall be evaluated on a case-by-case basis. Please refer to Clause 5.15 for the Insurance requirements. Q6. The limitation of liability in the proposed contract is narrowly drafted and appears to be restricted to liability arising under Clause 5.11(b). Would the client in principle be willing to agree an overarching limitation of liability. A6. The limitation of liability refers only to the Consultant's liability under this Clause 5.11(b) (see Clause 5.11(b). Q7. Could you confirm if as per EBRD procurement procedures, local/national experts can be part of several proposals as long as they are not the lead legal entity? A7. It is acceptable. Q8. We are particularly considering teaming up with a Key Expert 2 - Local Team Leader who potentially would also be presented in our competitor s bid. Please confirm if this approach is acceptable? A8. It is acceptable. Q9. In the CONSULTANT PROFILE it is mentioned that the Consultant team should have specific experience on at least two other similar consultancy contracts within the last 5 years. Does this refer to the proposed experts or to the consulting company submitting the offer? A9. The reference is made to corporate experience. Q10. In the CONSULTANT PROFILE (ToR) position 3 & 4 are named as Solid Waste Engineers. Can you clarify if the experts would necessarily need to be Engineers or can they be experts with other diplomas e.g. Master degrees? A10. In the brackets it is indicated that they could be (technical specialists, waste logistics and recycling experts and expertise in social appraisal). Q11. In the CONSULTANT PROFILE (ToR) position 4. Solid Waste Engineer is mentioned as one expert whereas the evaluation criteria in Section 1.3 mentions plural Solid Waste Engineers. Can you clarify if it is expected to propose more than one expert for position 4 or is that up to the discretion of the bidder? A11. It is up to the discretion of the Consultants to decide number of the experts.

3 Q12. In the CONSULTANT PROFILE (ToR) Can we generally propose additional experts if we think it would be appropriate? A12. Additional non-key experts may be proposed. Q13. Would you please clarify whether the person to be proposed for local team leader should be an expert with Georgian nationality or international expert covering the requirements is also admissible for the position? A13. Term local expert is not limited to the country of origin of the expert. Q14. Concerning insurance policies to be provided for the Project, we would appreciate confirmation from client that insurance policies hired with internationally recognized insurance companies, providing worldwide coverage and with sufficient coverage limits to cover the Services, should be acceptable for this project in case of award. A14. It is acceptable. Q15. In the event of a Consortium with a local Georgian partner, we would like to confirm if the client accepts a certificate of insurance coverage of each members of the Consortium. A15. Insurance certificate should cover each member of the consortium. Q16.If withholding tax applicable to Consultants is excluded from the financial offer of the Consultant. If negative, in the event of a Consultant resident in Spain, the Tax Treaty between Georgia and Spain exempts the Consultant from withholding tax. Could you please confirm that in such a case the Consultant would not deduct any withholding tax? A16. International Treaties ratified by Georgia is integral part of Georgian legislation. Thus, the treaty provisions are applicable in this case. Q17. If VAT charged by local subcontractors of the Consultant is excluded from the financial offer of the Consultant. A17.Please see the Instructions to the consultant (para.25.2). Q18. Referring to ToR chapter 2. d.) Assess the impacts of waste prevention and recycling in terms of environmental, and social impacts alongside to be defined indicators. We understand that it is not in the scope of this assignment to perform an Environmental and Social Impact Assessment. In our understanding within the scope of this assignment the Consultant shall outline the behavior of citizens which has to be changed in the course of the implementation of waste prevention and recycling.

4 A18. As detailed in TASK 2, the Consultant is expected to develop specific, reasonable and comparable recycling scenarios and to define indicators allowing the subsequent assessment of the environmental, social and economic impacts of these scenarios. Q19. Task 1. The task to Update the waste composition data of different waste generators in the City including different spatial types and housing is not clear how this should be achieved. Does the update mean waste composition analyses or is the update done based on existing data? In case of analyses will it be possible to continue waste analyses during the next phases of the project, so that a wider base of results could be used for the update of waste composition data? A19. The update can be done based on existing data. However, if the data is not available or deemed insufficient, the Consultant would be expected to carry out waste composition analysis. It is possible to continue waste analysis during the next phases of the Project. In any case, the Consultant shall ensure to acquire reasonable and good quality data as a baseline for future projections and inputs in developing the recycling scenarios. Q20. Task 2 The task also requires to evaluate recycling targets as set out in the European Union directives.. and at national / regional level that form a basis for the definition of specific recycling scenarios. We believe that only one set of targets can be used as a basis for any strategy so does the Strategy implement EU waste management targets, or the Georgian National Waste Management Strategy ( NWMS - Objective O.5, Target T.5.2 targets for recycling of paper, plastics, glass, metals; Objective O.7, Target T.7.2 targets for recycling of packaging, waste oils, WEEE etc. via EPR schemes - set for ) and Action Plan? Also, the chapter 4.2 of the National Waste Management Action Plan sets clearly, that The AP is in line with EU policies but the timing and social-economic situation of the country are to be carefully considered for the implementation of each Target, so it sounds reasonable to adhere to the targets set in the NWMS/AP? A20. The Consultant shall develop different scenarios for waste prevention and recycling and shall carry out a sustainability assessment (assessing environmental, social and economic impacts) of these scenarios. The scenario development shall include, for example, a maximum scenario that reflects the targets set out in the circular economy package of the EU (the amended waste Directives such as Directive (EU) 2018/851 and 852). Another scenario may be a national target scenario, while other may be mixed and may consider a stepwise increase of specific recycling rates. Different scenarios for collection systems and other system infrastructure may also be proposed. The Consultant shall present the results of the waste prevention and recycling scenarios and their sustainability assessment (impacts), as well as the cost and revenue analysis (results of Tasks 2 and 3) at a workshop to the City. The City will then select preferred strategies to implement. Q21. Task 4 The ToR specify that the Action Plan also shall include recommendations for an adjustment of the reporting requirements for waste generators and subsequent stakeholders in the waste management chain according to the National Waste Management Strategy. Reporting requirements are usually based on national legislation, so the Strategy/AP can hardly divert from the valid legislation. All actions related to the Objective O.8 and Tasks T.8.1

5 and T.8.2 in the NWMS are earmarked for the national Ministry of Environment (MENPR). Is it expected just to copy the respective passages from the NWMS/its Guidelines for Waste Data Collection and Reporting to the City Strategy? A21. The Consultant shall, in collaboration with the City, provide solutions (translated into an Action Plan) to meet the national reporting and monitoring requirements. The tasks in the National Waste Management Strategy are generic and will need to be elaborated further. The Consultant shall investigate the existing data and which requirements need to be elaborated. Questions to be tackled: where and how the data for different waste generators is collected, how the data is aggregated and reported to the next level, how can the data be used for monitoring and enforcement purposes at the City level and what is needed in order to do so, etc. Q22. Task 4 The task also says that The consultant will assist the regulator entities in implementation and sets up a monitoring plan for implementation. Does implementation refers to the Action Plan developed within the project? If yes, could you clarify what kind of assistance is expected (trainings, guidance documents, some toolkits...)? A22. The Consultant shall develop the monitoring plan, in order to enable the Client and the Consultant to efficiently monitor the implementation of the Action Plan. The Consultant is expected to assist the Client in all aspects of the Action Plan implementation including trainings, guidance documents, some toolkits, etc., as necessary and appropriate. Q23. We ask for your tender documents. A23. The RFP document is available and shall be downloaded using the link included in the Procurement Notice. No other documents are provided to the prospective consultants. Q24. We kindly ask to provide us with RFP documentation in order to enable us to present a bid in a scope and format, which includes all information which you need for evaluation. A24. See the answer for Q23. Q25. Section 1.4. Technical Proposal Standard Forms: Q25. A: In TECH-3 it states that the total number of pages for combined forms TECH-3(FTP) and TECH-4 (FTP) should not exceed 40. And, later, it states that tech 4 must have a maximum of 40 on its own. Therefore, we would like to know if the maximum number of 40 pages refers only to TECH-4 (if so, what would be the limit of TECH-3 pages?) or the sum of TECHs 3 and 4. Q25. B: On the other hand, in the TECH-6 states that the limit is of 5 pages. We understand that this page limit refers to each of the CVs of the experts proposed, but we would appreciate it if you confirmed it. A25. TECH-3(FTP) and TECH-4(FTP) shall not in total exceed 40 pages. Each CV in TECH-6 shall not exceed 5 pages.

6 Q26. Consultant profile: In point 4 on page 69 of "Section 2.1 Terms of Reference" a Solid Waste Engineer is requested (singular) and in contrast, in section Evaluation Criteria is about Solid Waste Engineers (plural). Could you please clarify if there is need a single expert or a group of experts for this specific position? A26. See the answer for Q11. Q27. Can you please clarify how many person should be included in the Pool of local experts for the Tblisi Solid Waste Project? A27. The Consultants shall at their own discretion decide the number of local experts. Q28. At the stage of the offer with the following documents mentioned in the ToR would be very helpful for this: 1. Waste Management Code of Georgia and the National Waste Management Strategy ( ) adopted in year Municipal Waste Management Plan, developed with the help of CENN Caucasus. 3. The Feasibility Study that was carried out by GWCC-INTERIVAL ZT GmbH. A28. Please note the following (The reports shall be sent to the Consultants via - Please send a request by !): 1. NWMAP and WMC are public documents. You can find its official Georgian on the website of Legislation herald of Georgia year Municipal Waste Management Plan is being developed. 3. The Feasibility Study that was carried out by GWCC-INTERIVAL ZT GmbH. with the consent of the EBRD we are sharing this Report, however, the Consultant are expected not to share it with any third parties. Q29.The requested Key Experts No3 (Solid Waste Engineers), No4 (Solid Waste Engineers with experience in scenario building and sustainability assessment) and No5 (Pool of Local Experts) are stated in plural (refer to ToR and Evaluation Criteria). Question: Do we understand correctly that this means that several persons can be proposed for each of these Key Expert positions, and that firstly each person nominated for one Key Expert position will be evaluated against the criteria for the respective position, and secondly the average score of all nominated persons will be used as score for the respective Key Expert position? A29. That is correct. Q30. According to the ToR chapter 1: The Tbilisi Municipal Solid Waste Strategy ( the Strategy ) is envisaged to be based on the Waste Management Code of Georgia and the National Waste Management Strategy ( ) adopted in 2016 Question: We kindly ask to provide the Waste Management Code of Georgia and the National Waste Management Strategy ( ) adopted in These base data would be essential for preparing the proposal, and endeavoring to give each bidder equal information level.

7 A30. See answer to Q28. Q31. According to the ToR chapter 1: Within the Project, another Technical Cooperation (TC) component aims to develop a Stakeholder Engagement and Stakeholder Participation Programme, which will also include public awareness raising components. In addition, different international organizations are providing different technical assistance components to the Government of Georgia and the City of Tbilisi. For example, the EU is funding technical assistance on the implementation of an Extended Producer Responsibility Scheme (EPR). Furthermore, Tbilisi City is working on 5 year the Municipal Waste Management Plan, which was developed with the help of CENN Caucasus. The consultants shall consider the outcomes of the Plan while working on the below assignment: According to ToR chapter 3, Task 1; A): As part of the Project preparation, the Bank has conducted a Feasibility Study (the FS ) to verify that the Project is bankable. The Feasibility Study was carried out by GWCC- INTERIVAL ZT GmbH. In June 2018, the Bank has launched the Environmental and Social Due Diligence of the Project, and the results shall be available by September 2018 Question: Is it allowed that a Consultant who has been or who is still involved in one of above mentioned assignments/cooperation/assistances, submits a proposal for the current assignment: Tbilisi Solid Waste Project Tbilisi Municipal Solid Waste Strategy, as that could constitute a conflict of interest respectively would give unfair information level advantage to the respective Consultant? A31. The Consultant may participate only in one assignment related to the Project. However, involvement of the Consultant in any previous completed assignment does not represent a conflict of interest and does not limit the Consultant s eligibility to participate in the current selection. Q32. According to the ToR, Section 1.4. Technical Proposal Standard Forms, Checklist of Required Forms: The page limit for TECH 6 (Team Composition, Key Experts Inputs, and attached Curriculum Vitae (CV)) is limited with 5 pages. Question: It seems quite unrealistic to prepare Team Composition, Key Experts Inputs, and attached Curriculum Vitae (CV) for TECH 6 on only 5 pages. We kindly ask for clarification. A32. See answer to Q25. Q33. According to ToR chapter 3, Task 1; A): In June 2018, the Bank has launched the Environmental and Social Due Diligence of the Project, and the results shall be available by September Question: Is the Environmental and Social Due Diligence of the Project already completed, and can it be made available? A33. With the consent of the EBRD we are sharing this Report, however, the Consultant are expected not to share it with any third parties. Q33. According to ToR chapter 3, Task 4: The consultant will assist the regulator entities in implementation and sets up a monitoring plan for implementation.

8 Run a pilot scheme based on the selected scenario for a few weeks with limited participants and identify potential issues in disseminating the scenario to the whole service area. Question: We kindly ask to define the term assist the regulator entities in implementation more precisely. Is it e.g. meant to provide assistance only for a pilot scheme with limited participants or for the whole Project area? Taking into consideration that according to ToR chapter 4 the deliverable/milestone Implementation support period should be provided within Weeks 28 to 78 after commencement date which comprises a period of nearly 12 months, a clarification of this task would endeavor each bidder to understand the equal implementation requirement and effort of this task. A33. The first part of the question these are two different tasks. The Consultants is expected to assist the regulator entities in implementation and sets up a monitoring plan for implementation. On as separate note, the Consultants will run a pilot scheme based on the selected scenario for a few weeks with limited participants and identify potential issues in disseminating the scenario to the whole service area. So the answer is no. Assisting to implement refers to the entire Action Plan. The Pilot scheme could refer to a certain scenario of waste separation or recycling. Second part of the question the implementation should start as soon as action Plan is approved. The Consultant is expected to assist the client on each step of the Plan. Q34. In Section 1.4, the RfP states that a maximum of 2 pages is required for Tech 3A On the Terms of Reference and 40 pages for Tech 4. However, the footnote reads: For the FTP, the total number of pages for combined forms TECH-3(FTP) and TECH-4 (FTP) should not exceed 40, which appears to contradict the first bit. A34. See answer to Q25. Q35. Is the limit for Team Composition, Key Experts Inputs, and attached Curriculum Vitae (CV) really 5 pages as it is stated in TECH-6? It seems to be really short of space. A35. See answer to Q25. Q36. Submission of proposal is only accepted by mail or by hand. However, do all signatures have to be in original for the two original copies or is it valid with electronic signatures? A36. The original shall be bear original signature(s) only. Electronic signature will be accepted in the copies. Q37.On page 66 of the TOR, under Task 4 : Action Plan for the implementation of selected waste prevention activities and recycling scenarios, there is a sub-task as follows: Within this Task, the Consultant shall among other things:. Run a pilot scheme based on the selected scenario for a few weeks with limited participants and identify potential issues in disseminating the scenario to the whole service area. Question: The scope and extent of this sub-task is not entirely clear, but could represent a significant investment in man-time and resources, depending upon the interpretation. Could you please define in more detail the scope of this sub-task?

9 A37. See answer to Q33. Q38.On page 66 of the TOR, under Task 4: The Action Plan also shall include recommendations for an adjustment of the reporting requirements for waste generators and subsequent stakeholders in the waste management chain according to the National Waste Management Strategy of Georgia. Question: Can you please provide the National Waste Management Strategy of Georgia? A38. See answer to Q28. Q39.On page 62 of the TOR : On the EU is funding technical assistance on the implementation of an Extended Producer Responsibility Scheme (EPR). Furthermore, Tbilisi City is working on 5 year the Municipal Waste Management Plan, which was developed with the help of CENN Caucasus. Question: Can you please provide a report or additional information on an Extended Producer Responsibility Scheme (EPR) Technical Assistance and the Municipal Waste Management Plan, developed by CENN Caucasus? A39. See answer to Q28. Q40. In order to prepare more competitive and high-quality proposal, we kindly ask you to extend the deadline for submission of the proposals for two weeks (by March 8 th, 2019). A40. The deadline for submission of proposals is extended until 1 March 2019 at 16:00 local time.