Energy Efficiency in the Public Sector - Feasibility Study and Tender Preparation for an ESCO/EnPC Street Lighting Investment Project in Panevezys

Clarification 24/05/2016: The Consultant Profile in the Procurement Notice has been amended.

Project Description:

Lithuania has done much in recent years to reduce its energy intensity. However a market segment with considerable energy efficiency potential is the public sector. This includes public sector buildings such as schools and also street lighting. Estimated potential energy savings range for buildings from 25% with few investments in buildings to as much as 70% for street lighting. It is well understood that many energy saving investments can be repaid through the savings on future energy bills, which means the net effect on the budget can be neutral, and once the investments have been repaid, strongly positive. The European Union has approved under its ELENA facility the development of a programme for improving energy efficiency in the Lithuanian municipality of Panevezys (the City) with a focus on one school building and its street lighting fixtures. The objective is to help the municipality to prepare a transparent, commercially attractive tender for an energy efficiency investment project for each of the two areas. This will help reduce greenhouse gas emissions in Lithuania by improving efficient use of energy.
 

Assignment Description

The European Bank for Reconstruction and Development (EBRD or the Bank) intends to engage a consulting company (the Consultant) to assist in the preparation of tender for an investment project that identifies and defines the scope (project boundaries) of a bankable and commercially viable Energy Saving Company (ESCO) / Energy Performance Contract (EnPC) LED street lighting project, to be prepared and tendered in 2016/2017 (request for proposal issued), to be contracted (signed) between the ESCO and City and supervision of implementation (if started) until 2018 December 31 (the Assignment). The Assignment also includes a number of related tasks including legal review of procurement and contracting of ESCO projects. A minor task, separate from street lighting, is to prepare a feasibility study for the gymnasium “Mintis”.

The expected outcome of the Assignment is that EBRD and Panevezys administration have the required information to make an informed decision on the scope of the planned street lighting project.

The selected Consultant is expected to provide the following services:

1. Define the scope and prepare a feasibility study and investment project of Panevezys street lighting project

Review, summarise and document any road and street development plans, available studies and the City’s investment proposals, and set out the rationale and justification for the Project components and investments. The Consultant shall take into consideration the current technical condition of city streets and other public spaces and other public spaces and related infrastructure.

2. 
   Recommend the set up of a Project Implementation Unit (PIU) in the City and support the City in the process of tendering, supervision of implementation and commissioning

The Consultant will propose to EBRD implementation arrangements

required for successful  EnPC Project completion. This will include

recommendations for the establishment of a Project Implementation Unit

(“PIU”) for the EnPC Project (to be staffed by staff of the City).

3. 
   Legal analysis and preparation of tender package and approval documents

The Consultant shall prepare a legal analysis of the tender process and documents provided by the Central Project & Management Agency (CPMA). The Consultant shall also review additional contract templates provided by the EBRD in English and Lithuanian language, establishing their validity with respect to relevant laws and identifying any key issues which need attention and adjust it so that the contract is fit for purpose in the legal framework in Lithuania. This aims to ensure sufficient interest of competent companies for this tender, informing them about the project and obtaining their feedback.

4. 
   Prepare feasibility study for energy efficiency investments in the gymnasium “Mintis” (building project)
   
   It is expected that this task will use a minor part of available resources as the City will provide the energy audit and technical data.

Status of Selection Process: Interested firms or groups of firms are hereby invited to submit expressions of interest.

Assignment Start Date and Duration: The Assignment is expected to start in July 2016 and has an estimated overall duration of 24 months.

Cost Estimate for the Assignment: EUR 200,000 (exclusive of VAT). Subject to availability of funding, the performance of the selected Consultant and the specific needs of the Bank the Assignment may be extended beyond the current scope. The Consultant must determine whether any VAT would be chargeable on the services and the basis for that determination, without taking into consideration the special status of the Bank as an IFI and state this to the Bank in their response to the Invitation for Expressions of Interest. To the extent that a Consultant incurs input VAT on goods and services purchased in connection with the provision of services (e.g. VAT on airline ticket) which is not otherwise recoverable by the consultant from the local tax authority, the gross cost to the consultant of such expenses shall be treated as a reimbursable expense.

Funding Source: It is expected that the Assignment will be funded with funds provided by the European Union within the framework of Intelligent Energy Europe II, and allocated to the EBRD-ELENA (European Local Energy Assistance) Facility. Please note selection and contracting will be subject to the availability of funding.

Eligibility: There are no eligibility restrictions.

Consultant Profile: Corporate services are required. The Consultant will be a firm or group of firms with a strong track record of previous project experience in implementing energy efficiency projects in the public sector in Lithuania or other European countries (preferably in the buildings sector and street lighting). The Consultant shall preferably have a network of established contacts among relevant stakeholders and public authorities, preferably in dealing with energy efficiency in Lithuania or other European countries at national, regional and municipal level. In addition, the Consultant should be aware of the current state and expected future developments with regards to the development of the state policy concerning energy efficiency in street lighting in Lithuania. The Consultant should also have international experience of EnPC contracting for energy efficiency, in street lighting and other energy efficiency projects.

The Consultant’s expert team is expected to include key experts as follows:

Key Expert 1: Team Leader/Technical expert with preferably 5 years’ relevant expertise in the full cycle of the implementation of energy efficiency projects in street lighting projects (project design, tendering, implementation and measurement and verification (M&V) in Europe, ideally with experience in ESCO projects.
Key Expert 2: Legal expert with preferably 5 years’ relevant expertise in Lithuania public administration, particularly finance, contracting and procurement.
Key Expert 3: Financial expert with preferably 5 years’ relevant expertise in financing mechanisms for energy efficiency including, but not limited to ESCO projects, refinancing, factoring and the financial modelling of such projects.

The key experts shall preferably have good Lithuanian language skills.

The Consultant may include non-core team members for specific tasks, including but not limited to:

• international legal expertise in EnPC contracting;
• technical expertise relating to EnPC contracting including energy auditing;
• training in field of energy efficiency in street lighting and buildings.

 
Submission Requirements: In order to determine the capability and experience of Consultants seeking to be selected for this Assignment, the information submitted should include the following:

1. 
   Company/group of firms’ profile, organisation and staffing (max. 2-4 pages).
2. Details of previous project experience or similar assignments particularly undertaken in the previous five years, including information on contract value, contracting entity/client, project location/country, duration (mm/yy to mm/yy), expert months provided (if different from duration) , main activities, objectives.
3. CVs of key experts who could carry out the Assignment detailing qualifications, experience in similar assignments, particularly assignments undertaken in the previous five years, including information on contracting entity/client, project location/country, duration (mm/yy to mm/yy), expert months provided, assignment budget, main activities, objectives.
4. Completed Consultant Declaration Form and Contact Sheet, the template for which is available from the following weblink:

http://www.ebrd.com/pages/workingwithus/procurement/notices/csu/contact_sheet.doc.

The above information should not exceed 20 pages excluding CVs and contact sheet.

The complete expression of interest (including CVs, Consultant Declaration and Contact Sheet) should be submitted, in English and Lithuanian electronically through e-Selection, to reach the Bank not later than the closing date. The expression of interest shall be one file per language (pdf). The EBRD reserves the right to reject applications of firms submitting more than one file. Only if the permissible file size is exceeded (4MB), the Consultant may split the expression of interest into further files.

Bank Contact Person:

James Yoo

European Bank for Reconstruction and Development
One Exchange Square
London EC2A 2JN
Tel: +44 20 7338 6369

Email: YooJ@ebrd.com (submissions should be sent through eSelection and not to this email address)

Notes:

1. The selection will normally be made from responses to this notification only. Consultants will not be asked to submit a proposal. The highest-ranked Consultant will be selected from a shortlist and be invited to negotiations for the contract, subject to availability of funding.
2. The shortlist criteria are:

(a) Firm’s previous project experience in energy efficiency projects in the public sector preferably in the buildings sector and street lighting, and international experience in EnPC contracting for energy efficiency (preferably in the street lighting sector) (30%)

(b) Firm’s previous project experience in Lithuania and/or Europe with a network of established contacts among relevant stakeholders and public authorities preferably in dealing with energy efficiency in Lithuania or other European countries at national, regional and municipal level (20%)

(c) CV of Key Experts (50%)

Country: Lithuania

Business sector: Sustainable Resources and Climate Change

Project number: 64889

Funding source: ELENA Facility

Contract type: Consultancy Services

Notice type: Invitation for expressions of interest (CSU)

Issue date: 18 May 2016

Closing date: 17 Jun 2016   at  23:59   London

Project Description:

Lithuania has done much in recent years to reduce its energy intensity. However a market segment with considerable energy efficiency potential is the public sector. This includes public sector buildings such as schools and also street lighting. Estimated potential energy savings range for buildings from 25% with few investments in buildings to as much as 70% for street lighting. It is well understood that many energy saving investments can be repaid through the savings on future energy bills, which means the net effect on the budget can be neutral, and once the investments have been repaid, strongly positive. The European Union has approved under its ELENA facility the development of a programme for improving energy efficiency in the Lithuanian municipality of Panevezys (the City) with a focus on one school building and its street lighting fixtures. The objective is to help the municipality to prepare a transparent, commercially attractive tender for an energy efficiency investment project for each of the two areas. This will help reduce greenhouse gas emissions in Lithuania by improving efficient use of energy.

Assignment Description

The European Bank for Reconstruction and Development (EBRD or the Bank) intends to engage a consulting company (the Consultant) to assist in the preparation of tender for an investment project that identifies and defines the scope (project boundaries) of a bankable and commercially viable Energy Saving Company (ESCO) / Energy Performance Contract (EnPC) LED street lighting project, to be prepared and tendered in 2016/2017 (request for proposal issued), to be contracted (signed) between the ESCO and City and supervision of implementation (if started) until 2018 December 31 (the Assignment). The Assignment also includes a number of related tasks including legal review of procurement and contracting of ESCO projects. A minor task, separate from street lighting, is to prepare a feasibility study for the gymnasium “Mintis”.

The expected outcome of the Assignment is that EBRD and Panevezys administration have the required information to make an informed decision on the scope of the planned street lighting project.

The selected Consultant is expected to provide the following services:

1. Define the scope and prepare a feasibility study and investment project of Panevezys street lighting project

Review, summarise and document any road and street development plans, available studies and the City’s investment proposals, and set out the rationale and justification for the Project components and investments. The Consultant shall take into consideration the current technical condition of city streets and other public spaces and other public spaces and related infrastructure.

2. Recommend the set up of a Project Implementation Unit (PIU) in the City and support the City in the process of tendering, supervision of implementation and commissioning

The Consultant will propose to EBRD implementation arrangements required for successful EnPC
Project completion. This will include recommendations for the establishment of a Project
Implementation Unit (“PIU”) for the EnPC Project (to be staffed by staff of the City).
3. Legal analysis and preparation of tender package and approval documents

The Consultant shall prepare a legal analysis of the tender process and documents provided by the Central Project & Management Agency (CPMA). The Consultant shall also review additional contract templates provided by the EBRD in English and Lithuanian language, establishing their validity with respect to relevant laws and identifying any key issues which need attention and adjust it so that the contract is fit for purpose in the legal framework in Lithuania. This aims to ensure sufficient interest of competent companies for this tender, informing them about the project and obtaining their feedback.

4. Prepare feasibility study for energy efficiency investments in the gymnasium “Mintis” (building project)

It is expected that this task will use a minor part of available resources as the City will provide the energy audit and technical data.
Status of Selection Process: Interested firms or groups of firms are hereby invited to submit expressions of interest.
Assignment Start Date and Duration: The Assignment is expected to start in July 2016 and has an estimated overall duration of 24 months.

Cost Estimate for the Assignment: EUR 200,000 (exclusive of VAT). Subject to availability of funding, the performance of the selected Consultant and the specific needs of the Bank the Assignment may be extended beyond the current scope. The Consultant must determine whether any VAT would be chargeable on the services and the basis for that determination, without taking into consideration the special status of the Bank as an IFI and state this to the Bank in their response to the Invitation for Expressions of Interest. To the extent that a Consultant incurs input VAT on goods and services purchased in connection with the provision of services (e.g. VAT on airline ticket) which is not otherwise recoverable by the consultant from the local tax authority, the gross cost to the consultant of such expenses shall be treated as a reimbursable expense.

Funding Source: It is expected that the Assignment will be funded with funds provided by the European Union within the framework of Intelligent Energy Europe II, and allocated to the EBRD-ELENA (European Local Energy Assistance) Facility. Please note selection and contracting will be subject to the availability of funding.

Eligibility: There are no eligibility restrictions.

Consultant Profile: Corporate services are required. The Consultant will be a firm or group of firms with a strong track record of previous project experience in implementing energy efficiency projects in the public sector in Lithuania or other European countries (preferably in the buildings sector and street lighting). The Consultant shall preferably have a network of established contacts among relevant stakeholders and public authorities, preferably in dealing with energy efficiency in Lithuania or other European countries at national, regional and municipal level. In addition, the Consultant should be aware of the current state and expected future developments with regards to the development of the state policy concerning energy efficiency in street lighting in Lithuania. The Consultant should also have international experience of EnPC contracting for energy efficiency, in street lighting and other energy efficiency projects.

The Consultant’s expert team is expected to include key experts as follows:

Key Expert 1: Team Leader/Technical expert with preferably 5 years’ relevant expertise in the full cycle of the implementation of energy efficiency projects in street lighting projects (project design, tendering, implementation and measurement and verification (M&V) in Europe, ideally with experience in ESCO projects.
Key Expert 2: Legal expert with preferably 5 years’ relevant expertise in Lithuania public administration, particularly finance, contracting and procurement.
Key Expert 3: Financial expert with preferably 5 years’ relevant expertise in financing mechanisms for energy efficiency including, but not limited to ESCO projects, refinancing, factoring and the financial modelling of such projects.

All key experts are expected to have good Lithuanian language skills.

The Consultant may include non-core team members for specific tasks, including but not limited to:

• international legal expertise in EnPC contracting;
• technical expertise relating to EnPC contracting including energy auditing;
• training in field of energy efficiency in street lighting and buildings.

Submission Requirements: In order to determine the capability and experience of Consultants seeking to be selected for this Assignment, the information submitted should include the following:

1. Company/group of firms’ profile, organisation and staffing (max. 2-4 pages).

2. Details of previous project experience or similar assignments particularly undertaken in the previous five years, including information on contract value, contracting entity/client, project location/country, duration (mm/yy to mm/yy), expert months provided (if different from duration) , main activities, objectives.

3. CVs of key experts who could carry out the Assignment detailing qualifications, experience in similar assignments, particularly assignments undertaken in the previous five years, including information on contracting entity/client, project location/country, duration (mm/yy to mm/yy), expert months provided, assignment budget, main activities, objectives.

4. Completed Consultant Declaration Form and Contact Sheet, the template for which is available from the following weblink:

http://www.ebrd.com/pages/workingwithus/procurement/notices/csu/contact_sheet.doc.
The above information should not exceed 20 pages excluding CVs and contact sheet.

The complete expression of interest (including CVs, Consultant Declaration and Contact Sheet) should be submitted, in English and Lithuanian electronically through e-Selection, to reach the Bank not later than the closing date. The expression of interest shall be one file per language (pdf). The EBRD reserves the right to reject applications of firms submitting more than one file. Only if the permissible file size is exceeded (4MB), the Consultant may split the expression of interest into further files.

Bank Contact Person:

James Yoo
European Bank for Reconstruction and Development
One Exchange Square
London EC2A 2JN
Tel: + 44 20 7338 6369
Email: YooJ@ebrd.com (submissions should be sent through eSelection and NOT to this email address)
Notes:

1. The selection will normally be made from responses to this notification only. Consultants will not be asked to submit a proposal. The highest-ranked Consultant will be selected from a shortlist and be invited to negotiations for the contract, subject to availability of funding.

2. The shortlist criteria are:

(a) Firm’s previous project experience in energy efficiency projects in the public sector preferably in the buildings sector and street lighting, and international experience in EnPC contracting for energy efficiency (preferably in the street lighting sector) (30%)

(b) Firm’s previous project experience in Lithuania and/or Europe with a network of established contacts among relevant stakeholders and public authorities preferably in dealing with energy efficiency in Lithuania or other European countries at national, regional and municipal level (20%)

(c) CV of Key Experts (50%)