REQUESTFORPROPOSAL(RFP)

Allinterested

DATE: October23,2014

REFERENCE:RFPUKR/2014/063

DearSir/Madam:

WekindlyrequestyoutosubmityourProposaltoconductenergyauditoftheimplementedpilot
projectswithinGEF/UNDPprojectTransformingtheMarketforEfficientLighting

PleasebeguidedbytheformattachedheretoasAnnex2,inpreparingyourProposal.

Proposalsmaybesubmittedonorbefore23:59(Kyivtime)Thursday,November06,2014and
viaemailtotheaddressbelow:

UnitedNationsDevelopmentProgramme
tenders.ua@undp.org
ProcurementUnit

YourProposalmustbeexpressedintheEnglishorUkrainian,andvalidforaminimumperiodof
90days.

In the course of preparing your Proposal, it shall remain your responsibility to ensure that it
reachestheaddressaboveonorbeforethedeadline.Proposalsthat arereceivedbyUNDPafterthe
deadline indicated above, for whatever reason, shall not be considered for evaluation. If you are
submittingyourProposalbyemail,kindlyensurethattheyaresignedandinthe.pdfformat,andfree
fromanyvirusorcorruptedfiles.
NB. The Offeror shall create 2 archive files (*.zip format only!): one should include technical
proposal,anotheroneshouldincludefinancialproposalandbeencryptedwithpassword.Bothfiles
shouldbeattachedtotheemailletter.

During evaluation process only technically compliant companies will be officially asked by UNDP
procurement unit via email to provide password to archive with financial proposal. Please do not
includethepasswordeithertoemailletterortechnicalproposalanddisclosebeforeofficialrequest.
Messages should not exceed 5 MB in size. Offers larger than 5 MB should be split into several
messagesandeachmessagesubjectshouldindicatepartxofybesidesthemarkingmentionedin
theannouncementandthesolicitationdocuments.Messageslargerthan5Mbwillnotbedelivered.
Allelectronicsubmissionsareconfirmedbyanautomaticreply.
TheOfferorshallmarktheemailletter/s:
Subjectofthemessageshouldinclude:RFPUKR/2014/063andthenameoftender:Conducting
energyauditoftheimplementedpilotprojectswithinGEF/UNDPprojectTransformingtheMarket
forEfficientLighting
Bodyofthemessageshouldinclude:Nameoftheofferor
Archivefilesshouldbemarkedas:TechnicalproposalandFinancialproposal
Note:iftheemaillettersorachievefilesarenotmarkedaspertheinstructionsinthisclause,the
procuring UNDP entity will not assume responsibility for the Proposals misplacement or premature
opening.

Servicesproposedshallbereviewedandevaluatedbasedoncompletenessandcomplianceofthe
ProposalandresponsivenesswiththerequirementsoftheRFPandallotherannexesprovidingdetailsof
UNDPrequirements.

TheProposalthatcomplieswithalloftherequirementsmeetsalltheevaluationcriteriaandoffers
thebestvalueformoneyshallbeselectedandawardedthecontract.Anyofferthatdoesnotmeetthe
requirementsshallberejected.

AnydiscrepancybetweentheunitpriceandthetotalpriceshallberecomputedbyUNDP,and
theunitpriceshallprevailandthetotalpriceshallbecorrected.IftheServiceProviderdoesnotaccept
thefinalpricebasedonUNDPsrecomputationandcorrectionoferrors,itsProposalwillberejected.

Nopricevariationduetoescalation,inflation,fluctuationinexchangerates,oranyothermarket
factorsshallbeacceptedbyUNDPafterithasreceivedtheProposal.AtthetimeofAwardofContractor
PurchaseOrder,UNDPreservestherighttovary(increaseordecrease)thequantityofservicesand/or
goods,byuptoamaximumtwentyfivepercent(25%)ofthetotaloffer,withoutanychangeintheunit
priceorothertermsandconditions.

AnyContractorPurchaseOrderthatwillbeissuedasaresultofthisRFPshallbesubjecttothe
GeneralTermsandConditionsattachedhereto.ThemereactofsubmissionofaProposalimpliesthatthe
ServiceProvideracceptswithoutquestiontheGeneralTermsandConditionsofUNDP,hereinattachedas
Annex3.

Please be advised that UNDP is not bound to accept any Proposal, nor award a contract or
Purchase Order, nor be responsible for any costs associated with a Service Providers preparation and
submissionofaProposal,regardlessoftheoutcomeorthemannerofconductingtheselectionprocess.


UNDPsvendorprotestprocedureisintendedtoaffordanopportunitytoappealforpersonsor
firmsnotawardedaPurchaseOrderorContractinacompetitiveprocurementprocess.Intheeventthat
you believe you have not been fairly treated, you can find detailed information about vendor protest
proceduresinthefollowinglink:
http://www.undp.org/content/undp/en/home/operations/procurement/protestandsanctions/

UNDPencourageseveryprospectiveServiceProvidertopreventandavoidconflictsofinterest,
bydisclosingtoUNDPifyou,oranyofyouraffiliatesorpersonnel,wereinvolvedinthepreparationof
therequirements,design,costestimates,andotherinformationusedinthisRFP.

UNDPimplementsazerotoleranceonfraudandotherproscribedpractices,andiscommittedto
preventing,identifyingandaddressingallsuchactsandpracticesagainstUNDP,aswellasthirdparties
involvedinUNDPactivities.UNDPexpectsitsServiceProviderstoadheretotheUNSupplierCodeof
Conductfoundinthislink:http://www.un.org/depts/ptd/pdf/conduct_english.pdf

ThankyouandwelookforwardtoreceivingyourProposal.

Sincerelyyours,

Mr.KostyantynKiva
OperationsManager
10/23/2014

Annex1

DescriptionofRequirements

ContextoftheRequirement.
Projectname:
BriefDescriptionofthe
RequiredServices
ListandDescriptionof
ExpectedOutputstobe
Delivered

PersontoSupervisethe
Work/Performanceofthe
ServiceProvider
FrequencyofReporting
ProgressReporting
Requirements

Locationofwork
Expecteddurationofwork
Targetstartdate
Latestcompletiondate
TravelsExpected
SpecialSecurityRequirements
FacilitiestobeProvidedby
UNDP(i.e.,mustbeexcluded
fromPriceProposal)
ImplementationSchedule
indicatingbreakdownand
timingofactivities/sub
activities
Namesandcurriculumvitae
ofindividualswhowillbe
involvedincompletingthe
services

CurrencyofProposal

TransformingtheMarketforEfficientLighting
ConductingenergyauditoftheimplementedpilotprojectswithinGEF/UNDP
projectTransformingtheMarketforEfficientLighting

OverallObjective:
Theultimateobjectiveofthecurrentcontractisto evaluatetechnical
parametersoftheimplementedpilotprojects,includingenergysaving
effect, and to develop recommendations regarding possibility to
replicatesuccessfulcasesonsimilarobjectsnationwide.

UNDPProjectManager
AccordingtoTORattached
AccordingtoTORattached

ExactAddress
AtContractorsLocation
5weeks
November2014
December2014
n/a
n/a
TheProjectwillnotprovideanyfacilities,equipment,support
personnel,supportservicesorlogistic

Required
NotRequired

Required
NotRequired
UnitedStatesDollarsPreferredduetopossiblefluctuationof
nationalcurrency
Euro
LocalCurrencyUAH
Incasebothcurrenciesareprovidedinthefinancialproposal,UNDP
willuseUSDasperNovember2014officialUNOREfortheevaluation
purposes.Seedetailsathttp://treasury.un.org

ValueAddedTaxonPrice
Proposal

ValidityPeriodofProposals
(Countingforthelastdayof
submissionofquotes)

PartialQuotes

PaymentTerms1

mustbeinclusiveofVATandotherapplicableindirecttaxes(VAT
shouldbeclearlyindicatedinseparateline)
mustbeexclusiveofVATandotherapplicableindirecttaxes
60days
90days

120days
In exceptional circumstances, UNDP may request the Proposer to
extend the validity of the Proposal beyond what has been initially
indicatedinthisRFP.TheProposalshallthenconfirmtheextensionin
writing,withoutanymodificationwhatsoeverontheProposal.
Notpermitted
Permitted

Outputs/Percentage/Timing
ConditionforPaymentRelease
30% of the total amount shall be Withinthirty(30)daysfromthedateof
paid upon finalization and meetingthefollowingconditions:
a) UNDPswrittenacceptance(i.e.,
approvalofdetailedmethodology
notmerereceipt)ofthequalityof
andworkplan
theoutputs;and
40%willbepaiduponprovisionof b) ReceiptofinvoicefromtheService
Provider.
energyauditprotocols

30%willbepaiduponsubmission

ofroundtableminutes

Person(s)toreview/inspect/
approveoutputs/completed
servicesandauthorizethe
disbursementofpayment

TypeofContracttobeSigned

CriteriaforContractAward

CriteriafortheAssessmentof
Proposal

UNDPProjectManager

PurchaseOrder
InstitutionalContract
ContractforProfessionalServices
LongTermAgreement
OtherTypeofContract
LowestPriceQuoteamongtechnicallyresponsiveoffers
HighestCombinedScore(basedonthe70%technicalofferand
30%priceweightdistribution)
FullacceptanceoftheUNDPContractGeneralTermsandConditions
(GTC).Thisisamandatorycriteriaandcannotbedeletedregardlessof
thenatureofservicesrequired.NonacceptanceoftheGTCmaybe
groundsfortherejectionoftheProposal.
TechnicalProposal
ExpertiseofFirm/OrganizationsubmittingProposal26%
ProposedWorkPlanandApproach44%

UNDP preference is not to pay any amount in advance upon signing of contract. If the Service Provider strictly
requires payment in advance, it will be limited only up to 20% of the total price quoted. For any higher percentage,
or any amount advanced exceeding $30,000, UNDP shall require the Service Provider to submit a bank guarantee
or bank cheque payable to UNDP, in the same amount as the payment advanced by UNDP to the Service Provider.

Personnel30%
The contract shall be awarded to the offeror with the lowest quoted
priceamongtechnicallyresponsiveoffers.
For the purposes of this competitiveprocess, a technically responsive
offerisanofferthatpassestheminimumtechnicalscoreof70%(420
pointsoutof600).

UNDPwillawardthecontract
to:

AnnexestothisRFP

ContactPersonforInquiries
(Writteninquiriesonly)2

Offerswhichfailtopasstheminimumtechnicalscorewillnotbefurther
considered.

OneandonlyoneServiceProvider
OneormoreServiceProviders,dependingonthefollowingfactors:
FormforSubmissionofProposal(Annex2)
GeneralTermsandConditions/SpecialConditionsAvailable
throughtheLink:
http://www.undp.org/content/undp/en/home/operations/procureme
nt/how_we_buy/contract_terms/
DetailedTORandEvaluationCriteria(Annex3)
Contractforprofessionalservicestemplate(Annex4)
ProcurementUnit
UNDPUkraine
procurement.ua@undp.org
AnydelayinUNDPsresponseshallbenotusedasareasonforextendingthedeadlinefor
submission,unlessUNDPdeterminesthatsuchanextensionisnecessaryandcommunicatesa
newdeadlinetotheProposers.

Documentstobesubmittedin DullyfilledinandSignedFormforSubmissionofProposal(Annex2)
proposal
BusinessLicenses(CopiesofState/Taxregistrationdocuments)and
otherCertificates(ifany)
Otherlicensesorcertificates(ifany);
Financialstatements(Copiesofincome/balancestatementsforlast
2years)
CVsofproposedteammembers
Copiesofvalidcertificatesofenergyauditors
Referenceletters(atleastthree)

This contact person and address is officially designated by UNDP. If inquiries are sent to other person/s or
address/es, even if they are UNDP staff, UNDP shall have no obligation to respond nor can UNDP confirm that the
query was received.

OtherInformationRelatedto
theRFP

AdministrativeRequirements:

SubmittedofferswillbereviewedonPassorFailbasisto
determinecompliancewiththebelowformalcriteria/requirement/s:
Offersmustbesubmittedwithinthestipulateddeadline
OffersmustmeetrequiredOfferValidity
Offershavebeensignedbytheproperauthority
Offersincluderequestedcompany/organizationdocumentation,
includingdocumentationregardingthecompany/organizationslegal
statusandregistration
Offersmustcomplywithgeneraladministrativerequirements:
a) Properlyregisteredcompany/organization;
b) Atleast3yearsofworkingexperience.
Otherinformationisavailableonhttp://www.undp.org.ua/en/tenders;
Fortheinformation,pleasecontactprocurement.ua@undp.org

Annex2

FORMFORSUBMITTINGSERVICEPROVIDERSPROPOSAL

(ThisFormmustbesubmittedonlyusingtheServiceProvidersOfficialLetterhead/Stationery4)

[insert:Location].
[insert:Date]

To:
[insert:NameandAddressofUNDPfocalpoint]

DearSir/Madam:

We,theundersigned,herebyoffertorenderthefollowingservicestoUNDPinconformity
withtherequirementsdefinedintheRFPdated____________,andallofitsattachments,aswell
astheprovisionsoftheUNDPGeneralContractTermsandConditions:
A.

QualificationsoftheServiceProvider

BRIEFCOMPANYPROFILE
TheServiceProvidermustdescribeandexplainhowandwhytheyarethebestentitythatcandeliverthe
requirementsofUNDPbyindicatingthefollowing:

Fullregistrationname

Yearoffoundation

Legalstatus

IfConsortium,pleaseprovidewrittenconfirmationfromeach
member

Legaladdress

Actualaddress

Bankinformation

VATpayerstatus

Contactpersonname

Contactpersonemail

Contactpersonphone

This serves as a guide to the Service Provider in preparing the Proposal.

Official Letterhead/Stationery must indicate contact details addresses, email, phone and fax numbers for
verification purposes

Company/Organizationscoreactivities
Profiledescribingthenatureof
business,fieldofexpertise,licenses,
certifications,accreditations(Ifany);
BusinessLicensesRegistration
Papers,TaxPaymentCertification,etc

Pleaseindicatehere

EDRPOU,IDtaxnumber
CopiesofStateregistrationandTaxregistrationshouldbe
attached

LatestAuditedFinancialStatementor
Financialresults(20112012)

CopiesofincomestatementandbalancesheettoindicateIts
financialstability,liquidity,creditstanding,andmarket
reputation

TrackRecordperformedwithinthelast
5years

PleaseindicateheretheListofclientsforsimilarservicesas
thoserequiredbyUNDP,indicatingdescriptionofcontractscope
(includingtitlesofdocumentsdevelopedandanalysisprepared),
contractduration,contractvalue,contactreferences;

CertificatesandAccreditation

PleaseindicatehereapplicableincludingQualityCertificates,
PatentRegistrations,EnvironmentalSustainabilityCertificates,
etc.

Pleaseprovidecontactdetailsofat
least3previouspartnersforreference

Pleaseattachthesignedreferencelettersifany.

CompanyisnotintheUNSecurity
Council1267/1989List,UN
ProcurementDivisionListorOtherUN
IneligibilityList.

Yes/No(Pleasechoose)

Otherrrelevantinformation

B.

ProposedMethodologyfortheCompletionofServices

TheServiceProvidermustdescribehowitwilladdress/deliverthedemandsoftheRFP;providingadetailed
description of the essential performance characteristics, reporting conditions and quality assurance
mechanismsthatwillbeputinplace,whiledemonstratingthattheproposedmethodology,andexpected
deliverables; implementation schedule for each deliverable/output; will be appropriate to the local
conditionsandcontextofthework.Pleaseindicate:
Detaileddescriptionofactivitiestobeundertakentoachievetheexpectedresultsintheformof
proposal, comprising of at least the following sections: activities to be undertaken/tasks to be
carried out; expected results/deliverables by activities; implementation schedule (workplan) for
each deliverable/output; managing structure during activity performance; quality assurance
mechanism;reporting.
TheOfferorshouldprovidethelistanddescriptionofprevioussimilarworksand/orprojectssimilar
totheannouncedtermsofreference(certificateinanyformattoconfirmexperienceinexecuting
similarcontractsspecifyingthenamesofcustomersandthelistingtheprojectsites);.
TheOfferorshouldprovidethedescriptionofinternalprojectmanagementcontrolmechanisms.

C.

QualificationsofKeyPersonnel

IfrequiredbytheRFP,theServiceProvidermustprovide:
a) NamesandqualificationsofthekeypersonnelthatwillperformtheservicesindicatingwhoisTeam
Leader,whoaresupporting,etc.;
Min.team:
Teamleader:
Educationbackground:Advanceduniversitydegreeinenergy/environmental/managementorother
relatedsphere;

Atleast5yearsofexperiencerelatedtoenergyefficiencyandrenewableenergy;

Piecesofresearches,publicationsandwrittenreportswouldbeanimportantasset;

KnowledgeofregulationsonenergyauditinUkraine;

Experienceinconductingresearchandpreparationofpublications/reports;

Experienceinimplementingenergysavingprojects;

Managerialexperienceatleast3years;

Languages:FluencyinRussian/Ukrainian,Englishwouldbeanadvantage.

KeyExperts(atleast2keyexpertsseniorexpertandjuniorexpert)
SeniorExpert:

Educationbackground:Advanceduniversitydegreeinenvironmental,technicalorotherrelatedsphere

Experienceinconductingenergyaudits;

Atleast5yearsofpracticalexperienceintheenergyfield;

Shouldhavecertificationinenergyaudit;

Academicexperience;

Languages:fluencyinUkrainian,knowledgeofEnglishwouldbeanadvantage.

JuniorExpert:

Educationbackground:Advanceuniversitydegreeinenvironmental,technicalorotherrelatedsphere

Experienceinconductingenergyaudits;

Shouldhavecertificationinenergyaudit;

b)
c)
d)

Languages:Ukrainian/RussianandEnglishasanadvantage.
CVsdemonstratingqualificationsmustbesubmittedifrequiredbytheRFP;
Copiesofvalidcertificatesofenergyauditorsand
Pleaseindicatethatallproposedpersonnelareavailablefortheentiredurationofthecontract.

Parts D E should be included to the financial proposal in

password protected separate archive!!!
D.

CostBreakdownperDeliverable*

Deliverables
[listthemasreferredtointheRFP]

PercentageofTotalPrice
(Weightforpayment)

Price
(LumpSum,
AllInclusive)
incl.VAT

10

1
Deliverable1
2
Deliverable2
3
.

Totalincl.VAT
*Thisshallbethebasisofthepaymenttranches

E.

100%

CostBreakdownbyCostComponent[ThisisonlyanExample]:
DescriptionofActivity

I.PersonnelServices
1.ServicesfromHomeOffice
a.Expertise1
b.Expertise2
2.ServicesfromFieldOffices
a.Expertise1
b.Expertise2
3.ServicesfromOverseas
a.Expertise1
b.Expertise2
II.OutofPocketExpenses
1.TravelCosts
2.DailyAllowance
3.Communications
4.Reproduction
5.EquipmentLease
III.Othercosts
Indicatedetailedbreakdownhere
Totalnotincl.VAT
VAT(ifapplicable)
GrandTotalincl.VAT

Remunerationper TotalPeriodof No.of

UnitofTime,excl. Engagement Personnel
VAT(indicate
currency)

TotalRate,
excl.VAT
(indicate
currency)

[NameandSignatureoftheServiceProviders
AuthorizedPerson]
[Designation]
[Date]

11

Annex3

TermsofReference(TOR)
Energyauditoftheimplementedpilotprojects
withinGEF/UNDPprojectTransformingtheMarketforEfficientLighting

1. Servicesrequired:Energyauditoftheimplementedpilotprojects
2. Category:ConsultingService
3. Duty Station and expected places of travel: Kyiv, Berdyansk, Dobrotvir, Nesheriv cities and
Sadzhavavillage
4. Duration:5weeksstartingfromNovember2014
5. Background
5.1. RelevantProjectBackground
Thelightingsectorconsumessignificantamountsofenergy,whereassubstantialsavings,from75%to
90% compared with conventional practices, can be achieved through the use of new energy efficient
technologies.Atthenationallevel,severalOECDanddevelopingcountrieshavepreparedandenacted
EnergyEfficientLighting(EEL)programsaimedatphasingoutincandescentlampsandotherinefficient
technologies. Such programs reduce energy use by 30% within 5 to 7 years, while quality and even
quantityoflightingisenhanced.Representativesoftheleadinglightingmanufacturersannouncedtheir
support for this ambitious market transformation calling for a coordinated effort among all countries
worldwide.

Despite the fact that Ukraine offers one of the worlds greatest potentials for energy savings and
greenhouse gas (GHG) emission reductions in the lighting sector, the country has so far not achieved
significantimprovementsinenergysavingsfromenergyefficiencyinlighting.

TheoverallobjectiveofUNDP/GEFProjectTransformingtheMarketforEnergyEfficientLightingisto
facilitatethemarketstransitionovertoEElightingtechnologies,byremovingtheexistingimpediments,
contributingtherebythereductionofGHGemissions.

OneoftheProjectgoalsistodevelopandimplementenergyefficientlightingdemonstrationprojects

Relevanceofthestudy

A number of pilot projects were implemented during 20122014 years in order to demonstrate
advantages of energyefficient lighting technologies and thus to lead to reduction of greenhouse
emissions.Inparticulartheseare:

12

PilotProjectinSadzhavaVillageofBogorodchanyRajonofIvanoFrankivskOblastMainStreet
Lighting,replacementof15incandescentstreetbulbswithLEDfixtures
Pilot Project in Berdyansk city of Zaporizhya Region, replacement of 500 incandescent park
lightingbulbswithCFL
PilotProjectinLuganskcity,Installingof6SmartLightingUnitsanddisseminatingof2300CFLs
PilotProjectinDobrotvircityofLvivOblast,replacementofinteriorpublicbuildingstaircaselights
(66pcs)withLEDinfourbuildings
PilotProjectinNesherivvillageofKyivOblast,replacementof75incandescentstreetbulbswith
LEDfixturesandinstallingof4LEDprojectorsonculturalbuilding
PilotProjectinGorlivkacityofDonetskOblast,replacementof780incandescenttrafficlighting
bulbswithCFLs,Installingof5SmartLightingUnits
PilotProjectinUNDPCountryOfficeconferenceroom,replacementof13TFLwithLED
Theultimateobjectiveofthecurrentcontractistoevaluatetechnicalparametersoftheimplemented
projects, including energy saving effect, and to develop recommendations regarding possibility to
replicatesuccessfulcasesonsimilarobjectsnationwide.

6. Objectives,scopeandresultsofstudy
6.1. Overallobjective

ThemainresponsibilityoftheContractoristoconductenergyauditsofimplementedpilotsinlinewith
Ukrainianlegalandregulatoryrequirements.

6.2. Scopeofworks:

Obtainnecessarydocumentsanddatarelatedtopreviousandcurrentenergyconsumptionofthe
auditedobjects;
Conduct the field visits to Kyiv, Berdyansk, Dobrotvir, Nesheriv cities and Sadzhava village for
energyauditpurposes;
ConductthedocumentarydeskreviewofGorlivkaandLuhanskPilotProjects;
DevelopthethecomparativeanalysisofenergysavingforPilots;
ProviderecommendationonthemostenergysavingapproachfornewPilots;
DevelopthevalidenergyauditprotocolandconclusionsinlinewithUkrainianrequirementfor
suchdocuments;
PresenttheauditresultstoStakeholdersincludingtherepresentativesofMinistryofEcologyand
NaturalResourcesofUkraine,NationalAgencyonEnergyEfficiency,etc.

6.3. Majorfocusoftheanalysis:
Developmentofthoroughreportonenergyauditofpilotprojects

6.4. Deliverables:

Comprehensiveenergyauditreportontheimplementedpilotprojects.
TheReportforeachpilotprojectshouldincludethefollowinginformation:

13

detaileddescriptionofpilot;
baselinesituation;
technicalsolutionimplementedbyeachPilotProject;
economicalanalysisofthecostofmodernizationsandenergysavingsobtainedasaresultofPilot
projectsimplementations;
estimationofenergysavingsforecastedforthe5,10and20yearsperiod;
energyauditprotocols;
estimationofenvironmentaleffect;
presentationofthemainfindingstoStakeholders.

7. Methodology,TimingandLogistics

7.1. Methodology
To accomplish the task the Contractor shall use approved state methodology and tools to
completeenergyauditofpilotprojects.AlsotheContractorshouldhaveacertifiedemployeefor
suchactivity.
7.2. CommencementDateandPeriodofExecution:ThisassignmentwillcommenceinNovember
2014 and will remain effective during 1 month (as mentioned in the Tentative Workplan
below).
7.3. Allexpensesrelatedtotheimplementationofthecontractwillbecoveredbytheselected
company
8. Requirements

8.1. General:TheentityshouldhavelegalstatusinUkraineandhastherightstooperatewithin
Ukrainianterritory.

8.2. CompanyCompetence:

Technicalandhumancapacitytoconductrequiredmeasurements;
Atleast5yearsofexperienceinconductingenergyaudits,preferablyintheareaofpowersupply,
energyefficiency;
Experienceincooperationwithinternationalorganizationswouldbeanasset;
Companyshouldemployatleastonecertifiedenergyauditor,secondonewillbeanasset;
PracticalexperienceofworkingwithstateandlocalauthoritiesindifferentregionsofUkraine;
FamiliaritywithUkrainianstateenergyauditprocedures;

Qualificationsoftheexperts

Teamleader
Educationalbackground:Advanceduniversitydegreeinenergy/environmental/management
orotherrelatedsphere

14

 Professionalexperience:
Atleast5yearsofexperiencerelatedtoenergyefficiencyandrenewableenergy
Piecesofresearches,publicationsandwrittenreportswouldbeanimportantasset;
KnowledgeofregulationsonenergyauditinUkraine;
Experienceinconductingresearchandpreparationofpublications/reports;
Experienceinimplementingenergysavingprojects;
Managerialexperienceatleast3years;
Languageskills::FluencyinRussian/Ukrainian,Englishwouldbeanadvantage.

Keyexperts:(atleast2keyexpertsseniorexpertandjuniorexpert)
Seniorexpert
Educationbackground:Advanceduniversitydegreeinenvironmental,technicalorotherrelated
sphere
Professionalexperience:
Experienceinconductingenergyaudits
Atleast5yearsofpracticalexperienceintheenergyfield;
Shouldhavecertificationinenergyaudit.
Languageskills:fluencyinUkrainian,knowledgeofEnglishwouldbeanadvantage.
Juniorexpert
Educationbackground:Advanceduniversitydegreeinenvironmental,technicalorotherrelated
sphere
Professionalexperience:

Experienceinconductingenergyaudits;

Shouldhavecertificationinenergyaudit.
Languageskills:fluencyinUkrainian,knowledgeofEnglishwouldbeanadvantage.
8.3. Management
TheContractorwillberesponsibleformanagingtheprocessofthetask,itshumanresources,logisticsand
expendituresrelatedwiththetasksintermsoftimeandadequacyincloseconsultationswiththeUNDP.
Thecontractingagencywillwork,throughadeputedrepresentative,TeamLeader,closelywiththeUNDP
ProjectManagerinUkraineandtheLocalconsultantonProjectimplementation.
workprogress reporting/monitoring meeting will be held with the Contractor on a monthly basis,
howeverUNDPmayrequestinformationaboutcurrentstudystance.UNDPProjectManagerinUkraine
willbethefinalauthoritytocontrolthequalityandevaluatethework.

9. Reports

9.1.
Reportingrequirements:
The Contractor shall provide the Studys interim progress reports and a final report (in soft and hard
copies)incorporatingfinalrecommendationsinUkrainianaccompaniedbyauthor'ssummaryinEnglish.
InterimandFinalReportsshallincludeallresultsinfullcompliancewiththeTermsofReferenceandin
accordancewiththeWorkPlan.
Itisimperativetoincludeintotheforegoingreportsthefollowing:charts,quantitativeandqualitative
commentsfortheworkscarriedout,aswellastoupdatethereofandmakechangestheretoifnecessary.

15

Theinformation(results)mustberelevant,reliable,appropriateandobjective.FinalReportandSummary
Reportshallbeexecutedinamannerthatwouldrequirenofurtherediting.

UseofDocuments/Reports:
Noreportsand/ordocumentsshallbepublished,circulatedordistributedtoanythirdpartywithoutprior
approvalofUNDP.

TentativeWorkPlan

ITEM
ACTIVITY
PERIOD(followingthesignatureofthe
contract)
1.
Development and approval by the Project of 1Weeks
detailedmethodologyandworkplan.
Creation of report on Methodology for
estimatingenergysavings

2.
Conductingbaselinesurveyofpilots.
2Weeks
3.

Finalizingenergyauditprotocolandconclusion. 4Weeks

4.

Holdroundtable

5Weeks

SubmissionofProposalsshallbecomprisedinthefollowingdocumentsinUkrainian,RussianorEnglish:
Proposalsubmissionform;
DeclarationbyContractorandDisclosureRequirements;
Questionnaireforms;
Copydocumentsconfirmingstateregistrationofyourcompany;
Listofsimilarstudiestothisassignmentexecutedinthelast3yearsandcontactdetails(emails)
ofyouclientsforreferencecheck;
ClearpresentationoftheMethodologyandapproachandaWorkPlan;
ListofpersonnelproposedfortheassignmentandtheirCVsasperthequalificationsrequiredin
theTORattached:
TeamLeader
KeyExperts
ThePriceschedule
ValidCertificateofenergyauditor

ProposedPaymentSchedule

The payment to Contractor will be made in three (3) installments upon completion of the following
phases:

30%ofthetotalamountshallbepaiduponfinalizationandapprovalofdetailedmethodologyand
workplan;
40%willbepaiduponprovisionofenergyauditprotocols;

16

30%willbepaiduponsubmissionofroundtableminutes.

LanguageoftheProposal
TheProposalspreparedbytheContractorandallcorrespondenceanddocumentsrelatingtotheProposal
exchangedbytheContractorandprocuringUNDPentityshallbewritteninUkrainian,RussianorEnglish.
Any printed literature furnished by the Contractor may be written in another language so long as
accompanied by an English translation of its pertinent passages in which case, for purposes of
interpretationoftheProposal,theEnglishtranslationshallgovern.

EvaluationCriteria
SummaryofTechnicalProposalEvaluationForms
1.
ExpertiseofFirm/Organization
2.
ProposedMethodology,PlanandApproachtoImplementation
3.
ManagementStructureandKeyExperts
Total

Pointsobtainable
155
263
182
600

TechnicalProposalEvaluation
ExpertiseofFirm/Organization
ReputationofOrganizationandStaff/Credibility/Reliability/Industry Standing
Companyprofile(30points);
Financial stability (data of balance sheet, profit and loss statement, cash flow
statement)(40pointsmax);
Availablereferencesfromatleastthreepreviousclients.
Excellentreputation30points,good20points,satisfactory15points,weak10
points.
1.2 Professionalexperienceoftheentity:
Experienceinconductingenergyaudits,preferablyintheareaofpowersupply,energy
efficiency(10points);
Practicalexperienceofworkingwithstateandlocalauthoritiesindifferentregionsof
Ukraine;(15points).
Previoussuccessfulsimilarworks(energyaudits)and/orprojects5clients/assignments
10points,610clients/assignments15points,morethan10clients/assignments20
points.;
1.4 Qualityassuranceproceduresinplace,warranty
TotalforExpertiseoftheFirm/Organization
1.1

TechnicalProposalEvaluation
ProposedMethodology,PlanandApproachtoImplementation
2.1 Isthemethodologicalapproachsuggestedappropriateforthetaskandcorrespondsto
theTOR?

Points
obtainable
100

45

10
155
Points
obtainable
100

17

2.2

Arethedifferentcomponentsoftheassignmentadequatelyweightedrelativetoone
another?
2.3 Istheproposedworkplandetailedandrealisticandpromiseefficientimplementationto
theproject?
TotalforProposedMethodology,PlanandApproachtoImplementation

93
70
263

ManagementStructureandKeyExperts
3.1

TeamLeader

72

GeneralQualification

15

Managerialexperienceatleast3years.3years3pointsand
1pointforeachadditionalyearupto10

10

15

Piecesofresearches,publicationsandwrittenreports

10

KnowledgeofregulationsonenergyauditinUkraine

Experienceinconductingresearchandpreparationof
publications/reports
LanguageQualifications(Ukrainian 5points,English 5points)

10

72

3.2

Seniorexpert

SubScore
55

20

25

10

10

65

GeneralQualification
Atleast5yearsofexperienceinenergyfield(5years15
pointsand1pointforeachadditionalyearupto10)

Experienceinconductingenergyaudits

Universitydegreeinenergy/environmental/managementor
otherrelatedsphere(Masters5points.PHD10points)
LanguageQualifications(Ukrainian5points,English5points)

3.3

Juniorexpert

45

65

Atleast5yearsofexperiencerelatedtoenergyefficiencyand
renewableenergy(5years10pointsand1pointforeach
additionalyearupto15)

Universitydegreeinenergy/environmental/managementor
otherrelatedsphere(Masters5points.PHD10points)
Experienceinimplementingenergysavingprojects

SubScore
62

GeneralQualification
Universitydegreeinenergy/environmental/managementor
otherrelatedsphere(Masters5points.PHD10points)

10

SubScore

35

18

Experienceinconductingenergyaudits

25

LanguageQualifications(Ukrainian5points,English5points)

10

45

TotalforManagementStructureandKeyExperts

182

Annex4
ModelContractforProfessionalConsultingServices
betweenUNDPandaCompanyorotherentity5
Date_____________

DearSir/Madam,
Ref.:______/_______/______[INSERTPROJECTNUMBERANDTITLEOROTHERREFERENCE]

The United Nations Development Programme (hereinafter referred to as "UNDP"), wishes to engage your
[company/organization/institution],dulyincorporatedundertheLawsof_____________[INSERTNAMEOFTHE
COUNTRY] (hereinafter referred to as the "Contractor") in order to perform services in respect of ___________
[INSERTSUMMARYDESCRIPTIONOFTHESERVICES](hereinafterreferredtoasthe"Services"),inaccordancewith
thefollowingContract:
1.ContractDocuments
1.1

ThisContractissubjecttotheUNDPGeneralConditionsforProfessionalServicesattachedheretoasAnnexI.
TheprovisionsofsuchAnnexshallcontroltheinterpretationofthisContractandinnowayshallbedeemedto
havebeenderogatedbythecontentsofthisletterandanyotherAnnexes,unlessotherwiseexpresslystated
undersection4ofthisletter,entitled"SpecialConditions".

1.2

TheContractorandUNDPalsoagreetobeboundbytheprovisionscontainedinthefollowingdocuments,
whichshalltakeprecedenceoveroneanotherincaseofconflictinthefollowingorder:
a)

thisletter;

b)theTermsofReference[ref.......dated........],attachedheretoasAnnexII;

c)theContractor'stechnicalproposal[ref......,dated........],asclarifiedbytheagreedminutesofthenegotiation
meeting6[dated........],bothdocumentsnotattachedheretobutknowntoandinthepossessionofbothparties.

1.3

AlltheaboveshallformtheContractbetweentheContractorandUNDP,supersedingthecontentsofanyother
negotiationsand/oragreements,whetheroralorinwriting,pertainingtothesubjectofthisContract.

2.

ObligationsoftheContractor

This model contract is intended for services (studies, consultancies by firms, etc) to be obtained from companies as well as from NGOs,
Universities, etc. It is not to be used for procuring goods or works. Any substantial deviations to the text should be made in consultation with BOM.

6
If there are updates to the technical proposal or correspondence exchanged in clarification of certain aspects, reference them too, provided that
they are fully acceptable to UNDP. Otherwise, aspects which resolution is pending should be dealt with in this letter itself or in the Terms of
Reference, as appropriate.

19

2.1

TheContractorshallperformandcompletetheServicesdescribedinAnnexIIwithduediligenceandefficiency
andinaccordancewiththeContract.

2.2

TheContractorshallprovidetheservicesofthefollowingkeypersonnel:

NameSpecializationNationalityPeriodofservice

...............................................

2.3

Any changes in the above key personnel shall require

____________________________________[NAMEandTITLE],UNDP.

2.4

TheContractorshallalsoprovidealltechnicalandadministrativesupportneededinordertoensurethetimely
andsatisfactoryperformanceoftheServices.

2.5

TheContractorshallsubmittoUNDPthedeliverablesspecifiedhereunderaccordingtothefollowingschedule:

[LISTDELIVERABLES]

e.g.

[INDICATEDELIVERYDATES]

Progressreport

../../....

Finalreport

../../....

prior

written

approval

of

2.6

AllreportsshallbewrittenintheEnglishlanguage,andshalldescribeindetailtheservicesrenderedunderthe
Contractduringtheperiodoftimecoveredinsuchreport.AllreportsshallbetransmittedbytheContractorby
_________[MAIL,COURIERAND/ORFAX]totheaddressspecifiedin9.1below.

2.7TheContractorrepresentsandwarrantstheaccuracyofanyinformationordataprovidedtoUNDPforthepurpose
of entering into this Contract, as well as the quality of the deliverables and reports foreseen under this Contract in
accordancewiththehighestindustryandprofessionalstandards.

OPTION1(FIXEDPRICE)

3.

PriceandPayment7

3.1

InfullconsiderationforthecompleteandsatisfactoryperformanceoftheServicesunderthisContract,UNDP
shallpaytheContractorafixedcontractpriceof________[INSERTCURRENCY&AMOUNTINFIGURESAND
WORDS].

3.2

ThepriceofthisContractisnotsubjecttoanyadjustmentorrevisionbecauseofpriceorcurrencyfluctuations
ortheactualcostsincurredbytheContractorintheperformanceoftheContract.

3.3

Payments effected by UNDP to the Contractor shall be deemed neither to relieve the Contractor of its
obligationsunderthisContractnorasacceptancebyUNDPoftheContractor'sperformanceoftheServices.

3.4

UNDP shall effect payments to the Contractor after acceptance by UNDP of the invoices submitted by the
Contractortotheaddressspecifiedin9.1below,uponachievementofthecorrespondingmilestonesandfor
thefollowingamounts:

MILESTONE8

AMOUNT

TARGETDATE

7
This version of section 3 is to be used for fixed price contracts. Fixed price contracts should normally be used when it is possible to estimate with
reasonable accuracy the costs of the activities which are the subject of the Contract.

If an advance payment is granted, define the first milestone as "upon signature of the contract by both parties". Please note that advance payments
should be granted only in exceptional cases, and that they must comply with UNDP policies and procedures.

20

Upon.....

......

./../....

Invoicesshallindicatethemilestonesachievedandcorrespondingamountpayable.

OPTION2(COSTREIMBURSEMENT)

3.

Priceandpayment9

3.1

InfullconsiderationforthecompleteandsatisfactoryperformanceoftheServicesunderthisContract,UNDP
shallpaytheContractorapricenottoexceed__________[INSERTCURRENCY&AMOUNTINFIGURESAND
WORDS].

3.2

Theamountcontainedin3.1aboveisthemaximumtotalamountofreimbursablecostsunderthisContract.
TheBreakdownofCostsinAnnex_______[INSERTANNEXNUMBER]containsthemaximumamountspercost
categorythatarereimbursableunderthisContract.TheContractorshallreflectinhisinvoicestheamountof
theactualreimbursablecostsincurredintheperformanceoftheServices.

3.3

TheContractorshallnotdoanywork,provideanyequipment,materialsandsupplies,orperformanyother
serviceswhichmayresultinanycostsinexcessoftheamountunder3.1orofanyoftheamountsspecifiedin
theBreakdownofCostsforeachcostcategorywithoutthepriorwrittenagreementof_________________
[NAMEandTITLE],UNDP.

3.4

Payments effected by UNDP to the Contractor shall be deemed neither to relieve the Contractor of its
obligationsunderthisContractnorasacceptancebyUNDPoftheContractor'sperformanceoftheServices.

3.5

The Contractor shall submit invoices for the work done every ___________ [INSERT PERIOD OF TIME OR
MILESTONES].

OR

3.5.

TheContractorshallsubmitaninvoicefor______________________[INSERTAMOUNTANDCURRENCYOF
THEADVANCEPAYMENTINFIGURES&WORDS]uponsignatureofthisContractbybothpartiesandinvoices
fortheworkdoneevery______________[INSERTPERIODOFTIMEORMILESTONES].10

3.6
Progress and final payments shall be effected by UNDP to the Contractor after acceptance of the invoices
submitted by the Contractor to the address specified in 9.1 below, together with whatever supporting

documentation of the actual costs incurred is required in the Breakdown of Costs or may be required by

UNDP. Such payments shall be subject to any specific conditions for reimbursement contained in the
BreakdownofCosts.
4.

Specialconditions11

4.1 The responsibility for the safety and security of the Contractor and its personnel and property, and of
UNDPspropertyintheContractorscustody,restswiththeContractor.
4.1.1.

Security

9
This version of section 3 is to be used for cost reimbursement contracts. Normally, cost reimbursement contracts should be used when it is not
possible to estimate with reasonable accuracy the total costs of the activities which are the subject of the Contract.

10
This clause should be used if an advance payment is granted. Please note that advance payments should be granted only in exceptional cases, and
that they must comply with UNDP policies and procedures. Any advance which represents 30% or more of the proposed total contract value must
be cleared by the Office of Finance and Administration prior to contract signature, with the exception of contracts below $50,000.

11

Under this Section, you may propose special clauses in order to adapt the model contract to the specific situation. In this sample clause 4, several
clauses of common use are given. If they are not required, they should be deleted. If there are no special conditions, please choose the alternative
version of 4 in order to conform to clause 1.1.

21

TheContractorshall:
(a) putinplaceanappropriatesecurityplanandmaintainthesecurityplan,takingintoaccountthe
securitysituationinthecountrywheretheservicesarebeingprovided;
(b) assumeallrisksandliabilitiesrelatedtotheContractorssecurity,andthefullimplementationof
thesecurityplan.
4.1.2

4.2

UNDPreservestherighttoverifywhethersuchaplanisinplace,andtosuggestmodificationstotheplan
whennecessary.Failuretomaintainandimplementanappropriatesecurityplanasrequiredhereunder
shallbedeemedabreachofthiscontract.Notwithstandingtheforegoing,theContractorshallremain
solelyresponsibleforthesecurityofitspersonnelandforUNDPspropertyinitscustodyassetforthin
paragraph4.1above.

AuditsandInvestigations
EachinvoicepaidbyUNDPshallbesubjecttoapostpaymentauditbyauditors,whetherinternalorexternal,
ofUNDPortheauthorizedagentsoftheUNDPatanytimeduringthetermoftheContractandforaperiod
ofthree(3)yearsfollowingtheexpirationorpriorterminationoftheContract.TheUNDPshallbeentitled
toarefundfromtheContractorforanyamountsshownbysuchauditstohavebeenpaidbytheUNDPother
thaninaccordancewiththetermsandconditionsoftheContract.Shouldtheauditdeterminethatanyfunds
paidbyUNDPhavenotbeenusedaspercontractclauses,thecompanyshallreimbursesuchfundsforthwith.
Wherethecompanyfailstoreimbursesuchfunds,UNDPreservestherighttoseekrecoveryand/ortotake
anyotheractionasitdeemsnecessary.

4.2.1

4.3

TheContractoracknowledgesandagreesthat,atanytime,UNDPmayconductinvestigationsrelatingto
any aspect of the Contract, the obligations performed under the Contract, and the operations of the
Contractorgenerally.TherightofUNDPtoconductaninvestigationandtheContractorsobligationto
complywithsuchaninvestigationshallnotlapseuponexpirationorpriorterminationoftheContract.
The Contractor shall provide its full and timely cooperation with any such inspections, postpayment
audits or investigations. Such cooperation shall include, but shall not be limited to, the Contractors
obligation to make available its personnel and any documentation for such purposes and to grant to
UNDPaccesstotheContractorspremises.The Contractorshallrequireitsagents,including,butnot
limitedto,theContractorsattorneys,accountantsorotheradvisers,toreasonablycooperatewithany
inspections,postpaymentauditsorinvestigationscarriedoutbyUNDPhereunder.

Antiterrorism
TheContractoragreestoundertakeallreasonableeffortstoensurethatnoneoftheUNDPfundsreceived
underthisContractareusedtoprovidesupporttoindividualsorentitiesassociatedwithterrorismandthat
the recipients of any amounts provided by UNDP hereunder do not appear on the list maintained by the
Security Council Committee established pursuant to resolution 1267 (1999). The list can be accessed via
http://www.un.org/Docs/sc/committees/1267/1267ListEng.htm.Thisprovisionmustbeincludedinallsub
contractsorsubagreementsenteredintounderthisContract.

4.4

Theadvancepaymenttobemadeuponsignatureofthecontractbybothpartiesiscontingentuponreceipt
andacceptancebyUNDPofabankguaranteeforthefullamountoftheadvancepaymentissuedbyaBankand
inaformacceptabletoUNDP.12

4.5

The amounts of the payments referred to under section 3.6 above shall be subject to a deduction of
___________________________[INSERTPERCENTAGETHATTHEADVANCEREPRESENTSOVERTHETOTAL

12

This clause must be used when an advance payment of $50,000 or more is granted to the Consultant and may be used for payments under $50,000
when appropriate. Please note that advance payments should be exceptional, whatever their amount and must comply with UNDP Financial
Regulations and Rules.

22

PRICEOFTHECONTRACT]%(...percent)oftheamountacceptedforpaymentuntilthecumulativeamountof
thedeductionssoeffectedshallequaltheamountoftheadvancepayment.13
4.6

Owingto[..........................],Article(s)[.........]oftheGeneralConditionsinAnnexIshallbeamendedtoread/be
deleted.14

5.

Submissionofinvoices

5.1

AnoriginalinvoiceshallbesubmittedbymailbytheContractorforeachpaymentundertheContracttothe
followingaddress:

5.2

InvoicessubmittedbyfaxshallnotbeacceptedbyUNDP.

6.

Timeandmannerofpayment

6.1

Invoicesshallbepaidwithinthirty(30)daysofthedateoftheiracceptancebyUNDP.UNDPshallmakeevery
efforttoacceptaninvoiceorsoadvisetheContractorofitsnonacceptancewithinareasonabletimefrom
receipt.

6.2

AllpaymentsshallbemadebyUNDPtothefollowingBankaccountoftheContractor:

[NAMEOFTHEBANK],[ACCOUNTNUMBER],[ADDRESSOFTHEBANK]
7.

Entryintoforce.Timelimits.

7.1

TheContractshallenterintoforceuponitssignaturebybothparties.

7.2

TheContractorshallcommencetheperformanceoftheServicesnotlaterthan______[INSERTDATE]andshall
complete the Services within _____________ [INSERT NUMBER OF DAYS OR MONTHS] of such
commencement.

7.3

AlltimelimitscontainedinthisContractshallbedeemedtobeoftheessenceinrespectoftheperformanceof
theServices.

8.

Modifications

8.1 AnymodificationtothisContractshallrequireanamendmentinwritingbetweenbothpartiesdulysignedbythe
authorizedrepresentativeoftheContractorand__________[NAMEANDTITLE]UNDP.
9.

Notifications

ForthepurposeofnotificationsundertheContract,theaddressesofUNDPandtheContractorareasfollows:

FortheUNDP:
___________________[INSERTCONTRACTREFERENCE&NUMBER]
FortheContractor:
[INSERTNAME,ADDRESSANDTELEX,FAXANDCABLENUMBERS]
If the above terms and conditions meet with your agreement as they are typed in this letter and in the Contract
Documents, please initial every page of this letter and its attachments and return to this office one original of this
Contract,dulysignedanddated.
Yourssincerely,
[INSERTNAMEANDTITLE]

13

This clause must be used when an advance payment is granted (whatever the amount) in a cost reimbursement contract. A payment upon signature
is considered an advance payment.

14

This is a sample clause for the rare cases where there is a conflict with a provision of the General Conditions which does not involve privileges
and immunities, arbitration or some other fundamental aspects of the UNDP legal status. All such changes to the General Conditions shall require
consultation with OLPS/BOM.

23

For[INSERTNAMEOFTHECOMPANY/ORGANIZATION]

24