national domestic biogas and manure programme … financial co-operation with bangladesh national...

German Financial Co-operation with Bangladesh

National Domestic Biogas and Manure Programme BMZ No.: 2006 65 612

REQUEST FOR PROPOSALS

(post-qualification)

Consulting Services

for the

IDCOL Biogas Program Monitoring

Infrastructure Development Company Limited (IDCOL)

Dhaka

September 2014

Letter of Invitation

Infrastructure Development Company Limited (IDCOL) is seeking assistance for consulting services as required (see below). Funds have been earmarked for this project by German Fi-nancial Cooperation via. KfW Development Bank. The Project Executing Agency (PEA) is Infrastructure Development Company Limited (IDCOL) situated at Level-16, UTC Building, 8 Panthapath, Kawran Bazaar, Dhaka, Tele-phone No.: 9102171-8, Fax No.: +880-2-8116663. IDCOL is a development financial institu-tion owned by the Government of Bangladesh.

It will be responsible for the overall supervision and coordination of the Project. The selection of the consultant will also be done by IDCOL, assisted by KfW.

IDCOL is implementing a domestic biogas program in Bangladesh since 2006 with support from SNV-Netherlands Development organization and German Development Bank (KfW). In 2012, the World Bank also joined to support the program. The objective of the IDCOL Biogas Program is to develop and disseminate domestic biogas plants with the ultimate goal to es-tablish a sustainable and commercial biogas sector in Bangladesh. At present, 24 Partner Organizations (POs) comprising NGOs, Micro finance institutes and private companies are implementing the program. More than 33,500 biogas plants have been constructed by the end of April 2014. The program is being implemented in all the districts of Bangladesh. With a view to addressing the technical difficulties faced by biogas customers and thereby improve the overall performance of the program, IDCOL engaged the Centre for Sustainable Environmental Sanitation (CSES) of the University of Beijing to conduct a technical audit of the IDCOL Biogas Program. The organization conducted the audit during 2011-2013. The requested services of the consultants comprise but are not limited to the following:

Conduct technical audits of the Biogas Program for the period December 2014 –November, 2016

Technical and Agricultural Monitoring

Financial Assessment of biogas plant systems implementation

Supporting IDCOL in the implementation of the Action Plan that was developed dur-ing Biogas Audit Bangladesh 2011-2013

For more details see attached ToR.

The Tenderer intends to engage a consulting firm for the project. This firm shall have pro-found experience in biogas technology and financing and its auditing and monitoring. Only firms who meet the following general criteria are encouraged to participate:

Minimum of five years of general experience in the field,

Minimum of two similar assignments completed in last two years, and

Yearly minimum turnover of about EUR 100,000 (BDT 10,000,000). Previous relevant experience in Bangladesh and/or in the region (South Asia) and a com-plete long- and short-term team of experts, including qualified local staff, is imperative. Knowledge of the region and in monitoring is required. The experts shall be experienced in similar works under similar conditions. Efficient management and backstopping staff shall be made available to supervise the team.

Qualified firms are invited to present their bids for consulting services. Consultants

are free to associate themselves with other firms to ensure that all required know-how

and experience are available to them.

The selection will take place under Quality and Cost-based Selection (QCBS). Details of the evaluation process are outlined hereafter (see Section 2 – Conditions of the Tender). The final date for submission of bids is 17:30 hrs (Bangladesh Standard Time) on 26th October, 2014.

All enquiries concerning the tender shall be sent to Infrastructure Development Company Limited (IDCOL) Md. Maidul Islam Officer, Procurement Level-16, UTC Building, 8 Panthapath, Kawran Bazaar, Dhaka Telephone No.: 9102171-8, Fax No.: +880-2-8116663 E-mail: [email protected]

And a copy to KfW at the following address: KfW Bankengruppe Attn.: Dr. Matthias Schmidt Dept. LEb2 Palmengartenstr. 5-9 60325 Frankfurt Germany Tel. + 49 69 7431 -3526 Fax: + 49 69 7431 -2944 Email: [email protected]

After submission, no communication of any type shall be entertained until notification about the result unless called for by the PEA. Attached to this Letter of Invitation please find the following documents:

Conditions of the Tender

Annexures (incl. Terms of Reference; Specimen Contract V044 and the Biogas Audit Bang-ladesh 2011-13 are separate documents) Kindly indicate at your earliest convenience whether you intend to submit a proposal or not to the email addresses above.

mailto:[email protected]

TABLE OF CONTENTS

1 Tender Procedure .............................................................................................................. 6

1.01 General........................................................................................................................... 6

1.02 Project Executing Agency ............................................................................................. 6

1.03 Presentation of Tender ................................................................................................... 6

1.04 Language of the Tender ................................................................................................. 6

1.05 Submission of Tender .................................................................................................... 6

1.06 Validity Period of Tenders ............................................................................................ 7

1.07 Information Visit to Site and Pre-Bid Meeting.............................................................. 7

1.08 Request for Additional Information .............................................................................. 7

1.09 Amendments to the Tender Dossier .............................................................................. 7

1.10 Association .................................................................................................................... 7

2 Contents of the tender ....................................................................................................... 8

2.1 Qualification Documents (envelope 1) .......................................................................... 8

2.2 Contents of the Technical Proposal (envelope 2) ........................................................ 10

2.3 Financial Proposal (envelope 3) .................................................................................. 11

3 Payment Conditions ......................................................................................................... 13

3.1 Currency ...................................................................................................................... 13

3.2 Taxes and Duties ......................................................................................................... 13

3.3 Price Adaptation .......................................................................................................... 13

3.4 Terms of Payment ........................................................................................................ 13

3.5 Guarantees ................................................................................................................... 13

4 Organisation of Services .................................................................................................. 14

4.1 Project Duration ........................................................................................................... 14

4.2 Services Required ........................................................................................................ 14

4.3 Performance of Services .............................................................................................. 14

4.4 Contribution of PEA .................................................................................................... 14

5 Tender Evaluation ........................................................................................................... 15

5.1 General......................................................................................................................... 15

5.2 Qualification ................................................................................................................ 15

5.3 Technical Proposal ...................................................................................................... 16

5.4 Financial Proposal ....................................................................................................... 16

5.5 Final Evaluation ........................................................................................................... 16

5.6 Consulting Contract ..................................................................................................... 17

6 Other ................................................................................................................................. 18

6.1 Unsuccessful Tenderers ............................................................................................... 18

6.2 Cancellation of Tender ................................................................................................ 18

7 Special Conditions of Tender (SCT) .............................................................................. 19

List of Annexes Annex A: Terms of Reference

Annex B: Model of Presentation of CVs

Annex C: Staffing List

Annex D: Model of the Financial Proposal

Annex E: Standard Consulting Contract Model (V044) [Separate Document]

Annex F: Biogas Audit Bangladesh 2011-2013 [Separate Document]

Request for Proposals Bangladesh IDCOL Biogas Program Monitoring Consultant

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Conditions of Tender

1 Tender Procedure

1.01 General

The rules of the present post-qualification Tender follow the principles of the KfW “Guidelines for the Assignment of Consultants in Financial Cooperation with Developing Countries”. These Conditions of Tender contain the General Conditions (Chapter 1 including 6) and the Special Conditions of Tender (SCT) for the particular tender (Chapter 7). The Special Condi-tions of Tender are referred to in the text by “SCT” and summarised in Chapter 7.

The “Guidelines for the Assignment of Consultants in Financial Co-operation” can be ob-tained from the internet at:

https://www.kfw-entwicklungsbank.de/International-financing/KfW-Development-Bank/Service/Download-Center/%C3%9Cberblickspublikationen/Richtlinien/index.html

1.02 Project Executing Agency

The Project Executing Agency subsequently called PEA is indicated in the SCT.

1.03 Presentation of Tender

The Tender shall be submitted in one package containing three clearly marked separate and sealed envelopes: one with “Qualification Documents”, one with "Technical Proposal" and one with “Financial Proposal“. The Financial Proposal shall be wax sealed and no financial information shall be contained in the Technical Proposal. The package shall display the following information:

the address where Tenders have to be sent;

the title of the call for Tenders as indicated in the invitation letter;

the Tenderer’s name;

the following words clearly visible: „Call for Tenders – Not to be opened by the Postal Service“.

Only the Information about the Bidder (Qualification Documents) will be opened immediately

after expiry of the deadline for submission.

Bids for Services will be opened at a later date. Price Quotations remain sealed until this

technical evaluation is completed and approved.

The opening of the proposals and their evaluation is governed by KfW’s “Guidelines for the Assignment of Consultants”.

1.04 Language of the Tender

The proposals as well as all communication related to the present Tender shall be prepared in the language indicated in the SCT.

1.05 Submission of Tender

Tenders shall be sent by courier in one (1) clearly marked and signed original and one (1) copy, or delivered in person, against confirmation of receipt, to the address indicated in the SCT.




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The deadline for receipt of Tenders is specified in the SCT. All Tenders received after that deadline will be rejected automatically without being evaluated. One extra copy of the Tenders shall be directly forwarded to each of the addresses and at the date indicated in the SCT (PEAs).

1.06 Validity Period of Tenders

As stated in the SCT.

1.07 Information Visit to Site and Pre-Bid Meeting

Tenderers are invited to carry out an information visit to the site in order to familiarise them-selves with the local conditions - especially with respect to the distribution systems - relevant for the execution of the services to be provided. Interviews can be arranged with the PEAs. Tenderers shall contact the addresses indicated in the SCT in due time before the visit to announce themselves and to allow for appropriate arrangements. It is understood that all information visits to the site are at the Tenderer’s own expense and risk.

1.08 Request for Additional Information

Any question, communication or requests for additional information concerning this call for Tenders are only permitted in writing and up to three (3) weeks before the deadline for the submission of the proposals. Such requests are to be sent to the address indicated in the SCT. All bidders shall be notified in writing, simultaneously and in good time, no later than 14 cal-endar days prior to expiry of the deadline for submission of bids, of the Client’s responses to queries raised by individual bidders prior to expiry of the deadline for submission of bids.

1.09 Amendments to the Tender Dossier

Any change made to the Tender dossier during the Tender period by the PEA will be com-municated forthwith in writing to all prospective Tenderers who have been provided with the Tender documents, together with notice of any extension of the Tender period which the PEA in accordance with KfW may consider necessary to enable Tenderers to take account of such a change.

1.10 Association

International Consultants are requested to associate with local companies (consortium) or subcontract them. Consultants are also free to associate themselves with other firms so that all required know-how and experience are available to them.


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2 Contents of the tender

2.1 Qualification Documents (envelope 1)

Bidders must provide following information indicating that they are qualified to perform the

services by submitting the following information in English language:

(i) Covering Letter, comprising the firm’s name, address, contact person, tele-phone, fax and email if applicable mention the association for this project.

(ii) Presentations of firm(s) (maximum 10 pages), inclusive clear statements of type, property and key task of the association, if applicable.

(iii) Statements and Declarations:

a) Statement on affiliations of any kind with other firms which may present a conflict of interest in providing the envisaged services.

b) In case of an association – Declaration(s) of association duly signed by the partners and specifying clearly the type of association and the lead firm; and in-tended contractual arrangement.

Declaration on associated firms: In a duly signed declaration the Tenderer (in case of an association one separate declaration for each member) has to reveal any links with other firms and give a binding declaration that should he be awarded the contract the firms with which he is associated will not intend to take part in the project in any other form.

c) Declaration to observe the highest standard of ethics during execution of the contract. Applicants should be aware that any fraudulent or corrupt activities dis-qualify them immediately from participation in the selection process and will be subject to further legal investigation. The said declaration shall be submitted and duly signed according to the form hereunder:

Declaration of Undertaking

We underscore the importance of a free, fair and competitive procurement process that pre-cludes abusive practices. In this respect we have neither offered nor granted directly or indi-rectly any inadmissible advantages to any public servant or other person nor accepted such advantages in connection with our bid, nor will we offer or grant or accept any such incen-tives or conditions in the present procurement process or, in the event that we are awarded the contract, in the subsequent execution of the contract. We also declare that no conflict of interest exists in the meaning of the kind described in the pertinent Guidelines.

We also underscore the importance of adhering to minimum social standards ("Core Labour Standards") in the implementation of the project. We undertake to comply with the Core La-bour Standards ratified by the country of Bangladesh.

We will inform our staff about their respective obligations and about their obligation to fulfil this declaration of undertaking and to obey the laws of the country of Bangladesh.

We also declare that our company/all members of the consortium has/have not been in-cluded in the list of sanctions of the United Nations, nor of the EU, nor of the German Gov-ernment, nor in any other list of sanctions and affirm that our company/all members of the consortium will immediately inform the client and KfW if this situation should occur at a later stage.

We acknowledge that, in the event that our company (or a member of the consortium) is added to a list of sanctions that is legally binding upon the client and/or KfW, the client is enti-


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tled to exclude our company/the consortium from the procurement procedure and, if the con-tract is awarded to our company/the consortium, to terminate the contract immediately if the statements made in the Declaration of Undertaking were objectively false or the reason for exclusion occurs after the Declaration of Undertaking has been issued.

(Place) (Date) (Name of company) (Signature(s))

(iv) Independently certified statement of financial capacity of the lead consultant and all associated partners showing the necessary turnover of more than 0.1 m EUR (10m BDT) (Balance sheet, statement of turnover or annual tax statement or profit and loss account all of the last three years).

(v) List of project references shown as below (EU-Format) covering the last 5 years (i.e. projects started 2010 onwards including ongoing) and strictly related to the envisaged services (minimum 2, maximum 5 references).

Presentation of Project References Please complete a table using the format below to summarize the major relevant projects re-lated to this project carried out in the course of the past 5 years (or ongoing) by the legal en-tity or entities making this application. The number of references to be provided must not ex-ceed 5 for the entire application.

Ref (maxi-mum 15)

Project title …

Name of legal en-tity

Coun-try

Over-all pro-ject value (EUR)

Propor-tion car-ried out by legal entity (%)

No of staff pro-vided

Name of cli-ent

Origin of fund-ing

Dates (start/end)

Name of partners if any

… … … … … … … … …

Description of project Type of services provided

… …

(vi) Brief CVs (specimen see Annex B) on personnel proposed for backstopping and home office support.

(vii) List of available personnel structure for the envisaged services with informa-tion about education, professional experience, regional experience, years with firm, specific project-related experience and experience in similar posts (no CVs are asked for at this stage). This list (see Annex C) shall allow a profound judge-ment on the consultants’ general ability to provide the required personnel having the specific experience for the project in case of an offer. Personal belongs to the firm or have a long cooperation gets more points.

Interested consultants are requested to submit concise and clear but substantial docu-ments and to adhere to the above structure. Non-compliance with this invitation or faulty information shall lead to non-qualification. Any surplus of information not specific to the material requested will be penalized.


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Insertion of a register, separating the different sections of the Information about the bid-der and showing pertinent headings, is welcome.

2.2 Contents of the Technical Proposal (envelope 2)

The Technical Proposal shall contain, but not necessarily be limited to: a) Critical Analysis of Project Objectives and Terms of Reference (TOR) The Tenderer is explicitly encouraged to present a detailed critical analysis and the Ten-derer’s interpretation of the project’s objectives and the TOR. This might encompass critical comments and doubts about the suitability, consistency and feasibility of individual aspects and the concept as a whole, if any. The methodology suggested must take constructive ac-count of these. b) Proposed Concept and Methods This section will contain:

Conceptual and methodological approach proposed to carry out the services. In this context, the Tenderer is explicitly encouraged not to repeat the TOR but to show the suitability of his concept in regard to the TOR and his comments made on these;

A working programme (bar chart) showing clearly the different project phases as well as the main tasks planned, their duration and their interactions. The chart shall also include milestones, deadlines for discussions, decisions and submission of reports;

A staffing schedule (bar chart) showing clearly times and places of effective assignment for each professional. The chart shall be completed or accompanied by a table stating the precise periods of duty for each professional by places of assignment. These periods shall be broken down to each project phase. In this table the assignment of expatriate and local staff will be treated separately. The Tenderer is encouraged to include junior staff in his team subject to appropriate guidance provided by senior professional staff and the application of adequate junior rates. If certain tasks are not exclusively performed at site, the Tenderer has to describe how the execution and co-operation between site and home office staff is assured;

A statement of work organisation and an organisation chart showing the Tenderer’s internal organisation as well as the interactions with the PEA and KfW as well as with other stakeholders. Responsibilities within the project team have to be defined;

Envisaged back-up services by the home office for the team working locally on technical and administrative questions that could arise during project implementation as well as for the controlling and monitoring of the work;

Procedures for quality control management of services (reports, documents, drawings), including those prepared by associates, sub-consultants and local partners, before submission to the PEA and KfW. Plain reference to ISO 9001 is not considered to be adequate;

Planned logistics and facilities for the execution of the services.

The Tenderer is invited to comment those items of the above mentioned fields that require additional explanation. The texts and information should be compiled and presented in a way that is related to the project. Tenderers shall refrain from long explanations in the style of a textbook. The presentation of diagrams, tables and graphics is preferred. c) Key Staff The Tenderer is advised to compose his team using staff proposed in his qualification docu-ments.


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The Tenderer shall provide a detailed description of tasks to be performed by each team member (including back-up staff in the home office) as well as details on the selection and experience of the proposed members with regard to their tasks. Furthermore, the Tenderer shall provide updated short (max. 5 pages) curricula vitae (CV) of the proposed key staff according to the model given in Annex B. Key staff should have ade-quate education, professional experience and experience in the region. Unless stipulated otherwise in the SCT, region includes the country and neighbouring countries with similar political, socio-economic and cultural conditions. It is particularly expected that international key staff has project- and job/post-related experience and has completed similar tasks in similar projects of similar magnitude and with international financing. The CV shall indicate whether the proposed staff member is part of the Tenderer’s permanent personnel or not. Key staff presented in the Tenderer’s proposal may not be replaced without the prior ap-proval of the PEA and KfW. The Tenderer shall only replace staff with a person of equal or better qualification. d) Sub-Contractors The Tenderer will clearly specify the services to be carried out by sub-Contractors other than those being part of the Consulting association. This basically includes all additional services like topographical and soil survey, drilling works, pumping tests, sampling and laboratory analyses, etc. He shall indicate the firms to whom he intends to sub-contract such services.

2.3 Financial Proposal (envelope 3)

Based on the quantities of staff and other services the Tenderer shall submit a Financial Pro-posal. All rates will be in the currency indicated in the SCT. In case of construction supervi-sion or training projects the Tenderer shall assume a contract period as indicated in the SCT for the purpose of a fair evaluation and comparison of the staff input and related costs. The Financial Proposal shall be on a lump-sum basis. The Financial Proposal shall contain the following information and be structured as detailed in Annex D. a) Cost of Personnel for international and local/regional staff including monthly home office rate, including salary, social charges and overhead cost, bonus, vacation and sick leave, home office cost, all medical examinations, professional training, back-up services from home office (professional, personal and administrative), cost of IT equipment, company's professional insurance, risk and profit. b) Allowance and accommodation for expatriates (hotel rent or provision of flat/house with provision of furniture and equipment through rent or purchase) and, if necessary, for local staff (per month). c) International Travel Cost contain international air fares, including complementary travel cost (e.g. transfer cost to and from air-ports, visa, airport tax, excess baggage and / or air freight, medical expenses, visa, etc.) as a lump sum item per round trip. air fares for inspection flights, if any d) Cost for Local Transport contain

lease or rent of project vehicles or depreciation cost of vehicles owned by the Ten-derer as lump sum item per month of operation (for acquisition of vehicles under the project budget and the related procedures refer to item g) hereunder);

running cost of own or leased/rented vehicles as a monthly lump sum item per car in-cluding gasoline, oil, tires and other consumables, all risk insurance, maintenance and repair costs as well as costs for driver. Private use of official vehicles during off-


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duty time (if allowed) has to be specified in the Financial Proposal and a deduction of 20 % on the running cost has to be accounted for;

cost for local air, road and rail travel, if any, as a lump sum item;

taxi costs for local transport demand peaks. e) Cost for the Local Project Office shall be offered as monthly lump sums, consisting of

office rent;

office operation cost (include cleaning, electricity, water, heating, air conditioning, in-surance, telecommunication, international and local freight, etc. and all office con-sumables).

f) Production of Reports shall be offered as lump sum item of a specific report covering costs for report production (including freight and local distribution) as specified in the TOR or in the Technical Proposal. The cost of progress photographs, whether specifically taken and used for the reports or not, are included in the relevant lump sum item as well. The lump-sum in-cluded as well the production of draft and final reports. g) Procurement of equipment: The Financial Proposal shall include procurement of all office and work equipment like vehicles (other than leased/rented or owned by the Tenderer), furni-ture, appliances, survey, measuring and test instruments etc., which the Tenderer deems necessary for the execution of the project and which, after termination of his services, will be handed over to the PEA taking into account normal wear and tear under the operational con-ditions of the project. h) Miscellaneous cost includes all expenses that might not be covered by the above catego-ries. These costs should be expressed as lump sum items (preferably). The following exam-ples may fall under miscellaneous cost:

additional services

acquisition of town maps, aerial photographs, satellite images;

rental of Project equipment (e.g. for geophysical surveys);

topographical and soil surveys for sites;

workshop/factory inspection cost;

study tours for counterpart personnel;

preparation and management of workshops and seminars;

training measures through third parties;

other budgets/provisional sums for various items, services or other expenses as already indicated in the model of statement of costs – if any.

No other cost items except those stated above will be accepted in the Financial Proposal and considered for payment. If the Tenderer regards an important cost component not covered by the above instructions, he may ask permission to include such item. Such a request shall reach the PEA and KfW not later than three weeks before submission date. The result will be communicated as a circular letter to all Tenderers. Unless otherwise stated in the SCT no taxes have to be indicated in the Financial Pro-posal.


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3 Payment Conditions

3.1 Currency

All payments will be made in the currency (currencies) indicated in the SCT.

3.2 Taxes and Duties

The Tenderer shall prepare his offer under the assumption that he and his foreign staff shall be exempted from all taxes, duties, levies and other charges as stipulated in the Standard Consulting contract of KfW.

3.3 Price Adaptation

Unless otherwise indicated in the SCT all unit and lump sum rates presented in the Finan-cial Proposal, shall be considered fixed for a period of two (2) years. For services beyond that date, price adjustment will be accepted applying the following escalation formula: Pn = Po * (0.15 + 0.85 * In / Io) Pn = new revised price Po = original price In = new index of the month the respective services are rendered Io = original index of the month the validity expires Price adjustment will be calculated using the index stipulated in the SCT.

3.4 Terms of Payment

The Tenderer shall assume for the preparation of his Financial Proposal that payments will be made in the following sequence: Advance Payment: After signature of the contracts the Consultant may claim a 15% of the

total sum of both contracts together as advance payment, payable as stipulated in the SCT.

Interim Payments: The Consultant shall be entitled to receive interim payments which shall be paid as follows: - 20% after submission of inception report & acceptance by IDCOL and KfW - 25% after submission of the draft report for phase 1 & acceptance by IDCOL and KfW - 20% after submission of the draft report for phase 2 & acceptance by IDCOL and KfW.

Final Payment: Balance of 20% after submission of the final combined report and ac-ceptance by IDCOL and KfW as well as completion of Tasks 3.2 and 3.3 in Annex A – Terms of Reference.

All invoices for interim and final payments including the corresponding reports have to be ap-proved by the PEA and KfW. If the Tenderer requests changes in the disbursement schedule, he has to justify such a re-quest adequately in his Proposal. The final payment procedures will be defined during the contract negotiations.

3.5 Guarantees

Neither a tender guarantee nor a performance guarantee is required.


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4 Organisation of Services

4.1 Project Duration

The duration of the project from commencement of services until presentation of the draft fi-nal report is indicated in the SCT. Approval periods for review and comments by PEA and KfW are indicated in the SCT. These are included in the project completion period.

4.2 Services Required

The services must in all respect satisfy the requirements laid down in the Terms of Reference (TOR) given in Annex A which will be part of the Consulting Contract. The preparation of the Tenderer‘s proposal includes a critical verification of these services and, if necessary, their completion or modification according to the Tenderer’s own assessment of the local situation and his professional experience in order to achieve the set project objectives. In this context, the local standards and laws will be respected.

4.3 Performance of Services

The Consultant shall coordinate all his activities with the project directors designated by the PEA. All official communications to the PEA concerning the project are to be addressed si-multaneously to KfW. Unless stipulated otherwise in the SCT the Consultant will render his services in the project country. He will integrate the staff of the PEA as much as possible in his daily work in order to ensure a maximum of know-how transfer. In case services are to be performed outside the project country, the Tenderer shall submit detailed proposals in his technical offer.

4.4 Contribution of PEA

The Tenderer will take into account in his financial proposal that the PEA will

provide the Tenderer with all the available information, documents, maps, aerial photographs, etc. in his possession and necessary for the completion of his services, free of charge, for the duration of the project;

ensure that the Tenderer has all the necessary permits to obtain further documents, maps and aerial photographs;

support the Tenderer in obtaining all the necessary working permits, residence permits and import licences;

bear all taxes and other public charges accruing to the Consultant within the country of assignment in connection with the conclusion and execution of this agreement;

In order to successfully carry out his tasks, the PEA will ensure that the consultant will be authorised to participate in all meetings related to the execution of the project. He shall have full access to all relevant documents, minutes, accounts, etc.

provide other contributions as stipulated in the SCT.


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5 Tender Evaluation

5.1 General

The selection of the Consulting firm for the execution of services will be made in accordance with the latest KfW’s "Guidelines for the Assignment of Consultants".

5.2 Qualification

The evaluation procedure for the qualification process will follow the latest version of the KfW „Guidelines for Assignment of Consultants in Financial Co-operation Projects“. Only finan-cially capable firms which have submitted the necessary statements (see § 2.1 (iii and iv) above: statements and declarations) satisfying the set conditions will be evaluated. Specific evaluation criteria and their individual weight are presented in the following table:

Criteria Maximum Score

1. Evidence of relevant experience gained by consultants during the past seven years (experience of the firm)

40

1.1 Experience in handling similar projects (monitoring of biogas programmes)

30

1.2 Experience under various working-conditions in developing countries

05

1.3 Experience with working-conditions in the country or region (South Asia; i.e. Afghanistan, Bhutan, India, Nepal, Pakistan, and Sri Lanka) preferably in the same sector.

05

2. Suitability for this specific project (experience of the avail-able experts)

60

2.1 Assessment of available technical expertise specific to this pro-ject (refer to the listed key personnel).

25

2.2 Assessment of the personnel structure in regard to the tasks expected (additional personnel).

20

2.3 Assessment of the key personnel in permanent employment and always available to monitor the team and provide back-up services from the home office.

10

2.4 Form of the application documents: Are they complete, concise and related to the project?

05

Total 100

Only companies having reached a minimum of 70 points will be eligible for further evaluation; firms not qualified will be informed accordingly. If more than five Bidders achieve that total, the five with the highest number of points will be post-selected.

The PEAs is not bound to select any consultant. The preparation and the submission of the qualification document is the responsibility of the applicant and no relief or consideration can be given for errors and omissions. After opening the qualification documents until preparation of the short-list of the qualified consultants, no communication of any type shall be enter-tained unless called for by KfW.


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5.3 Technical Proposal

The envelopes containing the price quotations will remain sealed, and will only be opened with KfW’s approval for those bidders who have achieved at least 70% of the points to be awarded in the assessment of the qualification documents and are among the five selected bidders with the highest number of points. Financial Proposals remain sealed until the technical evaluation is completed. The quality of each technical proposal will be evaluated on a scale of 0 to 100 points, accord-ing to the criteria given in the SCT, which will be examined in accordance with the require-ments as indicated in the Terms of Reference. If there are minor omissions in relation to the ToR, points will be deducted. Omissions that considerably restrict comparison with other bids can cause the bidder to be excluded. Tenders are also rejected if the declarations required in Article 2.1 have not been submitted.

5.4 Financial Proposal

After evaluation of the Technical Proposal, the Financial Proposals of those Tenderers will be opened whose technical Proposal achieved a minimum score of 75 points. Optional offers of services will only be included in the assessment of price quotations if all bidders were requested to submit such offers in accordance with the terms of the invitation to tender. Any items missing in individual offers will be added. This will be done on the basis of the most expensive unit price of all tenders. If foreign and local currencies are accepted (see SCT) local costs will be converted to Euro at the exchange rate of the submission date and that total cost will be used for the financial evaluation.

5.5 Final Evaluation

For the purpose of a combined evaluation the Technical Proposal of a Tenderer will be weighted 70% as follows: PT = 70 * T/To, with PT = attributed score for Technical Proposal, T = Tenderer's score in the technical evaluation, To = highest 'technical' score of all Tenderers. The Financial Proposal of a Tenderer will be weighted 30% as follows: PF = 30 * Co/C, with PF = attributed score for the Financial Proposal (points), C = Tenderer's corrected price of the Financial Proposal, Co = lowest corrected Financial Proposal. The total score of the Tender is P = PF + PT. Generally, the combined evaluation will be made without optional costs. The Tenderer who submitted the proposal with the highest combined score, will be invited for contract negotiations.


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5.6 Consulting Contract

The bid for services, as well as the financial proposal, on which the decision to award the contract was based, is an essential part of the consulting contract, with any additions or amendments resulting from the contract negotiations. Fees and unit rates that were taken into account in evaluating the price quotation are, in prin-ciple, not subject to negotiation. The draft contract shall be prepared according to the model contract form in Annex E (Sepa-rate Document) provided by KfW which standardises the contents and formal requirements for consulting contracts, and which should be used wherever possible. The contract with the selected Tenderer will come into force upon signing by the PEA and the Tenderer, having obtained No Objection from KfW.


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6 Other

6.1 Unsuccessful Tenderers

After the evaluation of the Technical Proposals, Tenderers that have not achieved the mini-mum required score will be notified in writing. Their Financial Proposals will be returned un-opened. After the successful Tenderer has been notified of the Award of Contract, the remaining Ten-derers will be informed in writing that their proposal remained unsuccessful.

6.2 Cancellation of Tender

The tender procedure may be cancelled, prior to awarding the Contract, without thereby in-curring any liability to the Tenderers, and notwithstanding the stage in the procedures leading to the conclusion of the Contract, if

there was no adequate competition;

none of the bids for services achieved the required minimum number of points;

fundamental technical or financial aspects on which the invitation to tender was based have changed significantly prior to award of the contract; or

the price quotations are obviously and clearly excessive. In that case the alternative is either to hold a new tender procedure, with or without prequalification, or to com-mence negotiations on the price with the bidder who came first.

In the event of cancellation of the Tender procedure, Tenderers shall be notified thereof by KfW. Such Tenderers shall not be entitled to compensation.


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7 Special Conditions of Tender (SCT)

GCT 1.02 Infrastructure Development Company Limited (IDCOL)

GCT 1.04 The language of the proposal and of all communication is English unless oth-erwise stated in the letter of invitation.

GCT 1.05 The proposal (one original and one copy) shall be sent to the following ad-dress or handed over before the date and time indicated in the invitation letter or in the advertisement

Infrastructure Development Company Limited (IDCOL) Md. Maidul Islam Officer, Procurement Level-16, UTC Building, 8 Panthapath, Kawran Bazaar, Dhaka Telephone No.: 9102171-8, Fax No.: +880-2-8116663 With a copy to Kreditanstalt für Wiederaufbau Attn: Dr. Matthias Schmidt Dept. LEb2 Palmengartenstrasse 5-9 60325 Frankfurt, Germany

One extra copy shall be sent to the following address or handed over:

KfW Office Dhaka Mr. Tazmilur Rahman Road 90, House 10/C Gulshan 2 Dhaka 1212 Bangladesh +880 96 66 77 73 33

The decisive date and place for submission of proposals (deadline) is 17:30 hrs Dhaka time on 26th October, 2014 at IDCOL’s address. The copies to KfW shall reach their destinations on the same calendar day.

GCT 1.06 The period of validity of the Tenders counted from the deadline for receipt of Tenders is 180 days.

GCT 1.07 No site visit is foreseen

GCT 1.08 Requests for additional information shall be sent to the following addresses:

Infrastructure Development Company Limited (IDCOL) Md. Maidul Islam Officer, Procurement Level-16, UTC Building, 8 Panthapath,


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Kawran Bazaar, Dhaka Telephone No.: 9102171-8, Fax No.: +880-2-8116663

with copy to: Kreditanstalt für Wiederaufbau Attn: Dr. Matthias Schmidt, Abt. LEb5 Palmengartenstrasse 5-9 60325 Frankfurt, Germany [email protected]

All cost for obtaining information/data and preparation/submission of the ten-der document, meetings, negotiations, etc. in relation with the tender shall be borne by the consultants.

At any time, PEA either at its own initiative or in response to clarifications re-quested by an interested consultant may clarify this invitation. Such informa-tion shall be sent in writing by facsimile or e-mail to all parties, which have in-formed PEA about their participation.

GCT 2.01 Regional countries are Afghanistan, Bhutan, India, Nepal, Pakistan, Sri Lanka.

GCT 3.01 The currency of the proposal shall be EURO (EUR)

GCT 3.03 For price adjustments of foreign currency costs the index of the living costs in Germany (Fachserie 17: Verbraucherpreisindex) as published in the latest version at the date of adjustment by the German Federal Statistics Office (Sta-tistisches Bundesamt) will be used. Only applicable if project duration > 2 years.

GCT 3.04 The advance payment is due within 30 days upon entry into effect of the con-tracts, against presentation of an invoice.

GCT 3.04 All payments to the Consultant shall follow the Direct Disbursement Procedure (KfW to Consultant).

GCT 4.1 The project duration from the date of commencement of services is expected to be approximately 24 months.

GCT4.1 The approval period for documents and reports shall be two (2) weeks.

GCT 4.4 The PEA will provide office space as required for the consultant.

GCT 5.2 The consultants’ bid for services must show that the Terms of Reference and their objective have been fully understood and that the methods and resources proposed are suitable and will be employed appropriately to fulfil the tasks re-quired. In drawing up the bid for services, the applicants shall observe the Terms of Reference, any particular requirements in the Request for Proposals and the assessment criteria as shown in the table below. In assessing the Bid for Services (Technical Proposal) value will be attached to brief and precise statements. The texts and information should be compiled and presented in a way that is related to the project. Tenderers shall refrain from long explanations in textbook style. The documents should be complete, clear, and arranged in a well-readable manner. The presentation should in-clude diagrams, tables and graphics as far as possible.

The technical evaluation will be made using the following criteria and maxi-mum points:

mailto:[email protected]


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1. Concept and methodology 50

1.1 Clarity and completeness of the tender 05

1.2 Critical analysis of the project objectives and the TOR 05

1.3 Proposed concepts and methods (15 of 40 points)

and for

Project of Work (05)

Staffing Schedule (10)

Monitoring and coordination mechanisms (05)

Completeness and appropriateness of proposed team (05)

40

2. Qualifications of proposed staff 50

2.1 Biogas technology and program expert (TL) 14

2.2 Civil engineer 09

2.3 Environmental sanitation expert 09

2.4 Agricultural biogas and slurry expert 09

2.5 Institutional and socio-economic expert 09

Total (maximum) 100

GCT 5.4 The currency shall be Euros only.


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ANNEXURE

Annex A - Terms of Reference

National Domestic Biogas and Manure Programme BMZ No.: 2006 65 612

Tender for Consulting Services

for the

IDCOL Biogas Program Monitoring

Infrastructure Development Company Limited

Dhaka

1. OBJECTIVES OF THE PROJECT / BACKGROUND Infrastructure Development Company Limited (IDCOL) is seeking assistance for consulting services as required (see below). Funds have been earmarked for this project by German Fi-nancial Cooperation via. KfW Development Bank. IDCOL is implementing a domestic biogas program in Bangladesh since 2006 with support from SNV-Netherlands Development organization and German Development Bank (KfW). In 2012, the World Bank also joined to support the program. The objective of the IDCOL Biogas Program is to develop and disseminate domestic biogas plants with the ultimate goal to es-tablish a sustainable and commercial biogas sector in Bangladesh. At present, 24 Partner Organizations (POs) comprising NGOs, Micro finance institutes and private companies are implementing the program. More than 33,500 biogas plants have been constructed by the end of April 2014. The program is being implemented in all the districts of Bangladesh. The Project Executing Agency (PEA) is the Infrastructure Development Company Limited (IDCOL) situated at Level-16, UTC Building, 8 Panthapath, Kawran Bazaar, Dhaka, Tele-phone No.: 9102171-8, Fax No.: +880-2-8116663. IDCOL is a development financial institu-tion owned by the Government of Bangladesh. It will be responsible for the overall supervi-sion and coordination of the Project. With a view to addressing the technical difficulties faced by biogas customers and thereby improve the overall performance of the program, IDCOL engaged the Centre for Sustainable Environmental Sanitation (CSES) of the University of Beijing to conduct a technical audit of the IDCOL Biogas Program. The organization conducted the audit during 2011-2013. For a summary, see table below:


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Action Plan Outline as developed in Biogas Audit Bangladesh 2011-13

2. SCOPE OF WORK The services shall address but are not limited to the following key areas: The requested services of the consultants comprise but are not limited to the following:

Conduct technical audits of the Biogas Program for the period December 2014 – November, 2016

Technical and Agricultural Monitoring

Financial Assessment of biogas plant systems implementation

Supporting IDCOL in the implementation of the Action Plan that was developed during Biogas Audit Bangladesh 2011-2013

For more details see chapter below.

3. TASKS OF THE CONSULTANT The tasks listed hereunder may not be comprehensive but the Consultant is expected to per-form at least the following services / Scope of work


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3.1 Technical and Agricultural Monitoring Prepare monitoring questionnaires for (i) “Quality Check” and (ii) “Plant Performance Analy-sis” and (iii) “POs performance audit” based on the Biogas Audit Bangladesh 2011-2013 [An-nex F, Separate Document]. Prepare a standardized documentation system for the key results related to the IDCOL im-proved plant completion report database. Technical analysis and monitoring of regionally randomly sampled household sized biogas plants, built at least by 3 Partner Organizations (POs), per quarter (1) at least 25 plants, con-sidering 64 districts during 8 quarter periods; technical analysis and monitoring of these plants will refer to compliance with technical and agricultural specifications of components and appliances, and installation as set by the Technical Biogas Committee of IDCOL. Quarterly inspection and performance analysis of at least 15 newly built biogas plant systems during their first year of operation of at least 3 POs. The sample rate over all POs is based on their yearly-announced targeted installation rate, and in equal geographical distribution in at least 2 of the 7 divisions of Bangladesh. Quality inspection and performance analysis of at least 25 biogas plant systems after at least 3 years of operation, randomly sampled in the same districts as per activity (b), of at least 3 POs per quarter. Total number of inspected biogas plant systems should be at least 260 in each phase from at least 6 POs; in total at least 520 biogas plant systems in 24 months. Preparation of quarterly statistical evaluations of repair work and faults over the entire moni-toring period, and as reported by the visited owner and user families. 3.2 Financial Assessment of biogas plant systems implementation Evaluation of the implementation of the loan and subsidy scheme compared to the annual planned construction figures at annually visited 6 Lending and Construction Partner Branch offices (LCPOs). Documentation of the observed and reported collection and payment procedures of the field monitored LCPOs, and their customer relations. Annually one (In phase 1, Grameen Shakti and in phase 2, RSF, two of the biggest POs in terms of installation performance) audit of loan, subsidy and pre-/post-payment money flow between all actors for the selected LCPO. 3.3 Support to IDCOL Support IDCOL in the implementation of the Action Plan developed during Biogas Audit Bangladesh 2011-2013. Detailed initial financial and operational planning (delivered within the first quarterly report), and one participatory annual re-planning of the “Action Plan” to be provided for implementa-tion decisions to IDCOL (see table in Ch. 1 above) Training of IDCOL’s quality inspectors during field missions for technical and agricultural monitoring in all aspects of household biogas technology, specifically bio-slurry storage, preparation and application; convenient siting of a biogas plant in the family farm; quality con-


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trol and plant completion counter-checks and performance tests; feedback to the supervisors, plant constructors and designers to improve their tasks; improve plant construction safety and biogas use safety. Training of IDCOL and LCPO staff in socio-economic topics, gender-specific approaches, and methodologies for awareness creation and social marketing as well as in market oriented sustainable business development strategies. Support to the strategic program development to make it fit for a massive dissemination of smallest appropriate household biogas systems, considering design improvements, introduc-tion of prefabricated biogas plants, diversification of biogas appliance models, private sector development, value chain development; enhanced owner and user training; 3.4 Monitoring Report The team will prepare an inception report 6 weeks after commencement of services and separate reports for both phases. Draft final reports will be submitted to IDCOL 12 months af-ter commencement of services, respectively and final reports two months later, respectively. A combined final report will be submitted one month after the final report for phase 2 has been accepted. Three quarterly reports for both 1st phase and 2nd phase on technical, agricultural, social and financial issues, due one month after the end of each quarter, are to be prepared in each phase for the first three quarters. The report of the fourth quarter of each phase will be sub-mitted as part of the annual report, which combines the findings of all quarterly reports. 3.5 Work schedule The team leader will further develop and submit the detailed work schedule as submitted in the winning bid in consultation with IDCOL after preparation of the inception report.

4. CONSULTANT PROFILE The consultant is expected to set up a team with profound experience in biogas technology and financing and its auditing and monitoring. Only firms who meet the following general criteria are encouraged to participate:

Minimum of five years of general experience in the field,

Minimum of two similar assignments completed in last two years, and

Yearly minimum turnover of about EUR 100,000 (BDT 10,000,000). Previous relevant experience in Bangladesh and/or in the region (South Asia) and a com-plete long- and short-term team of experts, including qualified local staff, is imperative. Knowledge of the region and in monitoring is required. The experts shall be experienced in similar works under similar conditions. Efficient management and backstopping staff shall be made available to supervise the team.

The consultant team must have the capability to provide essential parts of their work in Ben-gali language. General project management and backstopping capabilities are taken for granted.


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5. REPORTING The consultant will report to IDCOL and KfW by preparing the following reports: Inception Report: due within four weeks after the start of the assignment, the inception re-port will make a detailed proposal for the framework of implementation. Before proceeding to the fieldwork, the Monitoring Team shall submit two copies of the incep-tion report containing information collected from desk study and the detailed work plan to the PEA and one electronic copy to KfW. The Consultant shall discuss with IDCOL prior to pre-paring the report details for the proposed work including the methodology. Quarterly Progress Report: The Quarterly Progress Report will describe all activities per-formed and results achieved within the reported period. It will report the state of planned / implemented activities and assess their results’ implications on the implementation of the Project. Draft final report: one month prior to the end of the consulting services, a draft final report will detail all activities performed and results achieved, covering all aspects of the scope of work. Moreover, the report will include recommendations relevant for further developing the project, make a statement on the probability of the sustainability of the developed / imple-mented activities as well as identify further steps to be taken by the PEA and the need for fur-ther assistance, if any. Final Report: due two weeks after RB and KfW have submitted their comments on the draft final report. Of every draft report, three copies have to be submitted to IDCOL as per time schedule. The team will also present each draft report in a workshop to be arranged by IDCOL and will submit five copies of the final report incorporating suggestions from the final workshop and an electronic copy (on CD in word and excel files) to IDCOL, and one electronic to KfW. All comments by PEA and KfW must be given not later than two weeks after receipt of the report. Otherwise, the report is deemed accepted as is. In addition and if necessary on an ad hoc basis, the consultant shall report on all circum-stances that might jeopardise the achievement of the overall objective and the project results. All reports as well as all other communication must be submitted in English language to PEA and KfW at the same time. The reports should be limited to 30 pages (plus annexes) except for the Quarterly Progress Reports which should be limited to 10 pages (plus annexes). Each report shall contain an executive summary. It will also highlight any problems or issues that require urgent attention (including early warnings) with proposals as to how these can best be addressed.

6. TIME SCHEDULE The duration of the services is estimated to be up to 24 months (i.e. until 30/Nov/2016 latest). The tasks will be conducted in two phases: 1st phase will start from December 2014 and 2nd phase from December 2015.

7. BUDGET The maximum total budget will be Euro 195,000.


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Annex B

Presentation of Curricula Vitae The comprehensive Curricula Vitae of the definitely assigned personnel shall be presented in the form as shown below: 1. Family name: 2. First names: 3. Date of birth: 4. Nationality: 5. Civil status: 6. Education:

Institution

Date: from (month/year) to (month/year)

Degree(s) or Diploma(s) obtained

7. Language skills mark 1 (worst) to 5 (best) for competence:

Language Reading Speaking Writing

8. Membership of professional bodies: 9. Other skills: 10. Present position: 11. Years within the firm: 12. Key qualifications (relevant to the project): 13. Specific country experience:

Country Date: from (month/year) to (month/year)

14. Professional experience record (projects):

Date: from - to (month/year)

Location

Company

Position

Description

add more projects …

15. Others (e.g. publications):


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Annex C

Staffing List

List of available personnel structure for the envisaged services in tabular form (no CVs) Name, education, professional experience, regional experience, years with firm, specific project-related experience and experience in similar posts


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Annex D Model for Financial Proposal – Cost Break-down SUMMARY Amount (EUR)

1. – Foreign personnel

2. – Allowances for foreign staff

2. – Local personnel

Sub-Total – Staff cost

4 – Local transport

5 – Project office

6 – Reports and documents

Sub-Total Logistics (Local transport, Project office, Reports and documents) Total - Fixed Costs

International travel costs

Equipment costs

Miscellaneous costs

Total – Reimbursable Costs

Grand Total

1. Foreign Personnel Unit Quantity Unit Rate (EUR)

Amount (EUR)

1.1 Team Leader month ...

1.2 NN month ...

1.3 … month …

1.4 ... month ...

Sub-total Foreign Personnel 2. Allowance, Accommodation, Complementary Travel Costs for Foreign Personnel

2.1 Allowance & Accommodation - Long-term staff

month ...

2.2 Allowance & Accommodation - Short-term staff

month ...

Sub-total Allowance and Accommodation 3. Local Personnel (incl. allowances and accommodation)

3.1 NN month ...

3.2 … month ...

3.2 ... month ...

Sub-total Local Personnel 4. Local Transport

4.1 Vehicle lease/rent or use of own vehicles month ...

4.2 Vehicle O&M incl. driver, assurance, repairs month ...

4.3 Other local transport (short-term, peak) day …

4.4 Local flights flight ...

Sub-total Local Transport

5. Project Office

5.1 Office rent month ...

5.2 Office operation month ...

Sub-Total Project Office 6. Reports and Documents

6.1 ... (Type of reports/documents to be stated) rep./doc. ...

6.2 ... ... ...

6.3 ... ... ...

6. ... ... ...

Sub-Total Reports and Documents

7. International Travel (Reimbursable)

7.1 International return flights flight ...

7.2 Complementary travel costs flight …

7.3 …. other international flights flight …


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Sub-Total International Travel– (Reimbursable)

8. Equipment (Reimbursable)

8.1 .. … …

8… other. equip. to be handed over/consumed ... ...

Sub-Total Equipment (Reimbursable)

9. Miscellaneous and Optional items/services

9.1 … … …

9… other miscellaneous items/services …

9… miscellaneous budget / contingencies … …

Sub-Total Total Miscellaneous and Optional Items / Services

Grand Total


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Annex E Model Contract for Consulting Services New V044 model contract to be sent separately


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Annex F Biogas Audit Bangladesh 2011-2013 (Volumes 1 and 2) (separate document)