REQUESTFOREXPRESSIONSOFINTEREST

SAINT LUCIA RENEWABLE ENERGY SECTOR DEVELOPMENT PROJECT

Assignment Title: Consulting Services – Procurement and Contract

Management Officer

Saint Lucia is receiving financing from the World Bank towards the Renewable Energy Sector Development Project (RESDP) and intends to apply part of the proceeds for consulting services for engagement of a Procurement and Contract Management Officer.

The consulting services (“the Services”) of a PROCUREMENT and CONTRACT MANAGEMENT OFFICER to provide adequate procurement expertise to the Renewable Energy Sector Development Project, in accordance with the Financing Agreements and World Bank Procurement Regulation for IPF Borrowers, under the Project. The Procurement and Contract Management Officer will be engaged on a full-time basis and will work within the Project Implementation Unit within the Ministry of Infrastructure, Ports, Transport, Physical Development and Urban Renewal and will and report to the Project Manager. The Procurement and Contract Management Officer will also liaise and work closely with the Department of Finance, the Ministry of Finance, Economic Development and the Youth Economy, The Exploration Management Consultant, The World Bank and the Accounts Section of the Ministry of Infrastructure, Ports, Transport, Physical Development and Urban Renewal. The Procurement and Contract Management Officer will be responsible for the efficient discharge of the procurement processes throughout the implementation of the RESDP. The Procurement and Contract Management Officer will be engaged on a full-time basis and is expected to commence the assignment no later than October 30, 2021 and will be based at the Ministry of Infrastructure, Ports, Transport, Physical Development and Urban Renewal. A performance evaluation after the first six months of services rendered will be done; Engagement can cover a period of up to four years subject to annual performance reviews

(Details on the Terms of Reference may be obtained by accessing www.finance.gov.lc and www.govt.lc/consultancy).

The Consulting Services also include :

In undertaking the assignment, the Procurement and Contract Management Officer will efficiently manage the procurement processes throughout the implementation of the RESDP. To this end, the Procurement and Contract Management Officer will undertake the following tasks:

• Draft and update the PPSD and Procurement plan. Upload the procurement plan in STEP. Record all procurement exchanges and activities in STEP.
• Bidding and Selection Process:

o Draft, coordinate, review and/or assist in the preparation of the following solicitation documents:

• Invitation to Quotes and Purchase Orders for procurement of goods using Request for Quotations
• Bidding Documents and Request for Proposals
• Request for Expression of Interest and Request for proposal o Request no-objection via STEP (Systematic Tracking of Exchanges in Procurement) to procurement activities where necessary.

• Input/upload, update and maintain procurement processes for each activity / contract on STEP and in the Procurement Plan (excel format) ensure appropriate notes are made for reallocation of funds, discontinuation of activities etc.
• Prepare General Procurement Notice / Specific Procurement Notices and ensure approval is sought for advertising space in the newspapers from the Cabinet Secretary.
• Attend and record Minutes of Bid Opening and promptly send to the Bank and the bidders/consultants.
• Prepare all forms for the evaluation and selection of consultants, contractors and suppliers.
• Review for compliance the evaluation reports form works, goods, services and non-consulting services
• Table evaluation reports for approval by the relevant authority (Permanent Secretary, Departmental Tenders Board, and Central Tenders Board) to allow for award of all contracts, o Preparation of letters to contractors/suppliers and consultants regarding award of contract, discharge of bid securities, performance securities
• Prepare notification of intent to award and or award of contracts, letters to unsuccessful bidders and publication of award of contracts.
• Prepare response to complaints where necessary. o Ensure the timely submission of signed contracts to the World Bank, Audit, Accountant General, Director of Finance and the implementing agencies and to confirm receipt
• Review and provide feedback on the database of suppliers maintained to facilitate procurement under request for quotation procedures.
• Review and signoff on the List of Contracts (Goods, Works and Consultant’s Services) procured under the various Projects to be included into the Financial Statements
• Work with the Project Manager to coordinate Site Visits, Pre-bid Meetings and Pre-proposal Conferences
• Engage the appropriate technical officer including the – Safeguards, Technical Team MIPTPDUR and the EMC on procurement activities
• Review and maintain filing system for management of procurement processes
• Provide guidance to fiduciary administrative staff with preparation of correspondence
• Ensure adherence with safeguards in preparation of the Procurement Document
• Monitoring and Reporting o Assist in      the updating    of the   PPSD and            Procurement   Section Operational Manual o Work with Financial Management team to ensure that the Procurement Plan, Budget Estimates and Financial Statements are in agreement (for both planned and actual)
• Use the approved work plans for updating of the procurement plan.
• Obtain, integrate, and input information on status of contracts (Contract Register, Procurement Plan).
• Ensure that goods/services/works are procured in accordance with the approved PPSD and the Procurement Plan. o Follow up with Suppliers and Contractors for invoices for works and services completed/in progress. This includes visiting Project Site to monitor progress of works and services. o Verify and monitor deliverables against Contracts o Attend Project review meetings with Donor Agencies to discuss project status.
• Review and sign off on the Contracts and Fixed Assets Register for Project assigned maintained by the Fiduciary Admin Officer o Ensure labeling of all Fixed Assets procured o Participate in and contribute to Post Procurement Reviews.
• Review            and      sign off on        reports prepared          by   the Fiduciary Administrative Staff assigned to the incumbent o Review and sign off procurement files maintained by Fiduciary Admininistrative Staff
• Facilitate regular (e.g., weekly) reporting to the Bank, DIPE procurement status including achievements, delays and challenges,
• Ensure timely updating and reporting of procurement activities to facilitate reporting by FM and Project Manager
• Overall Administration related to Procurement Process o Ensure accurate filing of Project related correspondence, including providing guidance to Administrative team regarding the maintenance and security of Project records
  • Supervise the collation and dispatch of all procurement correspondence
  • Procure equipment and other related office supplies for the PIU and MIPTPDUR
• Review all Contracts including purchase orders for completeness and compliance with operations manual
• Undertake other specific tasks, within the competence of the incumbent, as may be required under the Projects
• Take responsibility for professional development by attending webinars, online and on the job training
• Update and maintain work plan on assigned duties and provide regular feedback to the Project Manager.
• Implementation.
  • Ensure close out of all project processes and activities (by returning all guarantees, bid securities, pay out of retention, completion of snags) and documenting lessons learned and best practices at the national and regional level to build capacity throughout project implementation. o Assist with preparation of the Implementation Completion Report o Perform any other activities identified during project preparation and implementation that are required to ensure successful implementation of the Project.
  • Maintain integrity and confidentiality in the discharge of services and of all documents and information made available in the discharge of these services.
  • Execute all services to the best ability and in accordance with approved DIPE code of ethics
  • Ensure that project activities are carried out with special attention and sensitivity paid to vulnerable groups, which here in will include women, youth, elderly as well as the socio-economically and geographically marginalized.

The Ministry of Infrastructure, Ports, Transport, Physical Development and Urban Renewal now invites eligible individual consultants (“Consultants”) to indicate their interest in providing the Services. Interested Individual Consultants should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services; (Curriculum Vitae, description of similar assignments, etc). Interested Consultants should have the following requisite minimum qualifications and professional experiences listed below for undertaking the assignment.

Qualifications and Experience Requirements The successful candidate must have:

1. Bachelors Degree in Procurement, Accounting, Finance, Business Administration, Engineering, Law or related field with 5 years of related working experience.
2. Demonstrated knowledge of and experience in public procurement. iii.            Experience in management of contracts.

4. Excellent interpersonal skills and ability to work across a wide range of stakeholders.
5. Excellent written and communication skills.
6. Ability to communicate effectively in writing and orally;
7. Knowledge of World Bank procurement and financial management guidelines would be an asset
8. Must be of high integrity, transparent, and accountable.

The attention of interested Consultants is drawn to paragraph 3.14 of the World Bank’s Procurement Regulations for IPF Borrowers, Procurement in Investment Project Financing: Goods, Works, Non Consulting and Consulting Services, August 2018, setting forth the World Bank’s policy on conflict of interest.

A Consultant will be selected in accordance with the Individual Consultants (IC) method set out in the World Bank’s Procurement Regulations for IPF Borrowers, Procurement in Investment Project Financing: Goods, Works, Non Consulting and Consulting Services, August 2018.

Further information can be obtained at the address below during office hours 8:00 a.m. - 4:00 p.m. (0800 to 1600 hours).

Expressions of interest must be delivered to the address below (in person, or by mail, or by e-mail) by September 21, 2021.

Project Implementation Unit

Ministry of Infrastructure, Ports, Physical Development and Urban Renewal

Ground Floor, Sir Stanislaus James Bldg

Waterfront Castries

Saint Lucia

Tel: 758-468-6361/69

E-mail: est@govt.lc