Objective and Purpose of the Assignment
1. The Asian Development Bank (ADB) has approved a Regional Transaction Technical Assistance Facility (TA 9631-REG), for project preparation support and capacity building. This includes, beside other projects, the proposed Manila Metro Rail Transit Line 4: N. Domingo Station to Taytay Station (hereafter the MRT4). For which TA 9631 shall support project preparation activities, initial project implementation activities, and capacity building measures, through an engagement of different TA consultants.
2. The MRT4 is a proposed railway public mass-transit system intended to serve the eastern side of Metro Manila including the highly populated areas of the province of Rizal. The public transport system is approximately 15.56 km long, on an elevated viaduct, with 11 stations and 2 provisional stations (future), linking the eastern side of Metro Manila and the Rizal province. Starting at N. Domingo Station, in Quezon City, close to the LRT Line 2, and ending at Taytay Station in Rizal Province.
3. The Department of Transport (DOTr) is the executing agency for the project implementation, through a project management office (PMU/DOTr). However, ADB will act as the executing agency for the TA consultants, which are engaged to support the project preparation under TA 9631.
Scope of Work
4. The Procurement Specialist will be responsible to (i) support/assist the DOTr with the procurement of the project’s Advanced Early Works (utility relocation), Early Works (site clearance), the Civil Works package(s), and the Systems/Rolling Stock package(s), in line with ADB procurement policies, the Procurement Regulations for ADB Borrowers, and National/Government Procurement regulations; (ii) support DOTr in formulizing the projects procurement strategy, preparation and implementation of the project’s procurement plan; (iii) assist DOTr in preparing the financial and contractual bid documentation, bid eligibility criteria, bid advertisement, response to bidders’ queries, financial bid evaluation, and Bid Evaluation Reports, recommendation for first -ranked bidders, and during contract negotiations; train DOTr staff on ADB procurement requirements, procedures, contract management, and e-procurement system solutions.
5. A Detailed Engineering and Design Consultant firm (hereinafter, “DEDC”) has been engaged for this project and mobilized in December 2021, to develop the projects design, to prepare a procurement strategy, and to prepare the technical bid documents for the different works packages. The Procurement Specialist under TA 9631 shall directly support DOTr and therefore will need to liaise and coordinate with the DEDC, review the DEDC’s submissions in respect of the procurement strategy and technical bid documents, shall advise and prepare financial and contractual section of the bid documents, and shall support DOTr during the financial bid evaluation process.
6. Beside this a Shadow Operation Consultant (SOC) will be engaged to advise on all operational and maintenance (O&M) aspects, including O&M related procurement matters.
7. The procurement process for the MRT4 implementation shall be split in different and subsequent works packages, such as the
1. Advanced Early Works package(s) – Utility relocation
2. Early Works package(s) – Site Clearance
3. Civil Works package(s)
4. Railway Systems and Train (RS&T) package(s)
Detailed Tasks and/or Expected Output
8. In close coordination with the DEDC, the SOC, the DOTr (PMU/DOTr), and the ADB project officer(s).
The Procurement specialist’s key activities, including but not limited to, are the following:
1. Support formulizing the project’s procurement strategy
(i) The Procurement Specialist shall support DOTr in reviewing and developing the project procurement strategy, procurement implementation plan, bid packaging, and coordinate bidding process and packaging concerning all commercial, contractual, technical, planning, interface, and operational aspects. The procurement strategy (initially developed by the DEDC) shall be based on a procurement option analysis and a procurement risk assessment with proposed mitigation measures, to (i) attract qualified, national and international contractors, manufactures, and service providers, (ii) ensure and promote a highlycompetitive environment, and (iii) an open international competition, with focus on value for money, state-of-the-art technologies, and to maximize life-cycle costs (LCC) / total costs of operation (TCO) merits.
(ii) The review of the DEDC’s strategic procurement planning shall include a market environment assessment, of international market circumstances, competition assessment, system/proprietary constrains and risks, as well as local market capacities, potentials, and opportunities to foster local manufacturing and service industry developments. A review of SOC’s proposed measures to ensure a strategic maintenance material and spare part sourcing (national and international), an obsolesce risk assessment and related mitigation measures, the transport mode/system specific market conditions, an option and risk assessment. And furthermore, a comparison of the most appropriate Standard Bidding Documents (SBD) and contract form/conditions; an option analysis for initial and/or long-term maintenance contracts of systems/rolling stock suppliers; as well as customs, regulatory, and policy background assessments, etc.
(iii) The strategic procurement plan shall be developed by the Procurement Specialist in coordination with the DEDC and the SOC and shall be presented to PMU/DOTr and ADB to discuss and to seek approval from PMU/DOTr. On which package specific procurement plans shall be developed to specify potential recommendations/requirements for prequalification processes for the different procurement packages, the specific bidding procedures, such as (i) 1S1E (one-stage-one-envelop), as foreseen for advanced early works package(s) or minor works, supply, or service contracts, (ii) 1S2E (one-stage-two-envelop) and/or (iii) 2S2E (two-stage-two-envelop) procedures, foreseen for larger and more complex Civil Works and/or RS&T (EPC) contract packages.
(iv) The Consultant shall prepare and regularly update procurement plans based on the agreed procurement strategy, based on the actual progress of the design works, and approval progress.
2. Procurement support to DOTr
(i) The Procurement Specialist shall -under the direction of the PMU/DOTr- advise on, support, and monitor the bidding process for the different works packages:
1. Advanced Early Works package(s) – Utility relocation
2. Early Works package(s) – Site Clearance
3. Civil Works package(s)
4. Railway Systems and Train (RS&T) package(s)
(ii) The Procurement Specialist shall (i) prepare bidding documents with regard to commercial and eligibility criteria, integrate technical bidding documents from the DEDC, the SOC, etc., and (ii) develop and identify contract key date and milestone schedule for all procurement packages, including corresponding penalties or liquidated damages (LD), in accordance with the overall ‘procurement strategy’ for the MRT4 project and any updates or revisions thereof.
(iii) The Procurement Specialist shall support DOTr in preparing of the different works/contract packages the tender documents based on the FIDIC suite of contracts, including but not limited to the Instructions to bidders (ITB), Bid Data Sheet, Evaluation and Qualification Criteria, Bidding Forms, Specifications/Employer’s Requirements, General Conditions of Contract (GCC), Particular Conditions of Contract (PCC), and all related bid and contract forms, schedules, and attachments.
(iv) For each contract, the Procurement Specialist shall propose amendments to standard clauses as appropriate and provide optional clauses, where required. The Procurement Specialist shall propose the criteria, and thereafter the features or the sub-criteria to be considered and evaluated to obtain the optimum value for money, and accordingly the weights to be given to each of those criteria/sub-criteria during the bid evaluation process. The bid evaluation criteria shall be based on a merit point approach.
The Consultant shall seek approval from DOTr and ADB to finalize Bidding Documents including but not limited to the procurement, commercial, and contractual conditions such as ITB, Bid Data Sheet, GCC and PCC, including forms, schedules, attachments.
(v) The Procurement Specialist shall consolidate the bidding documents for the different tender packages, including all technical documentation, Specifications and/or Employer’s requirements, prepared by the DEDC.
(vi) The materials and workmanship specifications shall recognize and promote the use of locally sourced materials, products, systems, and skills, wherever practicable and appropriate. These specifications shall recognize and provide appropriate coverage for likely local sources of key materials, such as fill, cement, aggregate and rock, key products and key services.
3. Tender assistance and support
(i) During the tender process, the Procurement Specialist shall (i) provide support for international tender notifications and bid advertisements, (ii) lead, coordinate, and manage the tender Q&A process, by collecting and consolidating bidders questions and inquiries, separation of technical, financial, and eligibility questions, (iii) distributing questions to concerned consultants/parties (e.g., DEDC, SOC, and PMU/DOTr) and integrating/consolidating answers/responses from concerned consultants/parties, and (iv) prepare bid bulletins and bid addenda, including updated bid documents from concerned consultants/parties (e.g., DEDC, SOC, and PMU/DOTr).
(ii) The Procurement Specialist shall lead and summarize the bid evaluation, including integration of the DEDC’s technical evaluation reports and recommendation reports from the SOC (if any), undertake eligibility and financial assessments, and prepare the overall recommendation report.
(iii) The Procurement Specialist shall further support the PMU/DOTr during contract negotiations, which may require preparation of contract documents, schedules, programs, etc. and may also include updates of different bidding documents.
(iv) The Procurement Specialist shall pay particular attention on procedural transparency and secure confidentiality of information, and strict adherence of ADB’s and the government’s guidelines for procurement.
9. Other relevant tasks and responsibilities may be assigned to the Procurement Specialist throughout the contract duration by the ADB Project Team Leader. Please refer to the attached TOR for details.
Minimum Qualification Requirements
10. Relevant Bachelors’ degree with preferably 10 or more years’ work experience in international bidding and procurement of large-scale and complex contracts; preferably FIDIC contract conditions, preferably railway project experience, familiar with ADB or multilateral development bank (MDB) procurement regulations, excellent analytical skills and working experience in ADB developing member countries; prior experience of ADB projects in the Philippines is a preference. Excellent written and verbal communications skills in English are essential.
Deadline of Submitting EOI: 08-Jun-2022 11:59 PM Manila local time
