ADB Loan No. 3679-MON: Regional Road Development and Maintenance Project

PACKAGE CS4a: PROCUREMENT CONSULTANT (RE-ADVERTISEMENT)

TERMS OF REFERENCE

1. Project Background

The Regional Road Development and Maintenance (RRDM) project financed by the Asian Development Bank (ADB) is being implemented since 2019. The overall objectives of the project are to rehabilitate and maintain the important regional road sections, including Ulaanbaatar-Darkhan-Altanbulag, and Khuiten Valley-Arvaikheer, and to improve the road asset management and to enhance the road safety. The Executing Agency (EA) is the Ministry of Road and Transport

1. Objectives of the assignment:

The EA is seeking to recruit a qualified Procurement Consultant as part of the Project Implementation Unit (PIU) staff on intermittent basis for a total of 3 person-months. Under the supervision of the project coordinator, the consultant will ensure effective implementation of the project procurement plan and work closely with the EA, ADB and other PIU staff. 

• Duties and responsibilities:
• Procure works, goods and consulting services in in accordance with and the project procurement plan approved by ADB and the government, and its updates as per the ADB guidelines;
• Take an active role in the activities of bid evaluation committees (BECs), which includes planning and preparing bid documents, coordinating the preparation of technical specifications  and cost estimates, handling bid evaluations, preparing bid evaluation minutes and reports for submission to ADB’for review, ensuring all activities comply with the project’s procurement plan and ADB’s guidelines and procedures;
• Serve as the secretary in the BECs and consultant selection committees (CSC) and support and provide advice to the BECs on ADB’s Procurement Guidelines (2015), Guidelines on the Use of Consultants (2018), and Bid Evaluation Guide(2018) as required;
• Carry out market surveys in relation to procurement of works, goods and consulting services as required;
• Based on the project documents, and in collaboration with the EA, develop, revise and maintain an up-to-date status of the procurement plan; and submit revisions ADB for review and approval on a regular basis as required;
• Prepare consultant recruitment documents such as consultant selection recruitment notices (CSRNs), request for proposals (RFP), expressions of interest (EOI) evaluation minutes and reports, technical proposal evaluation minutes and reports, draft contracts, and other submission documents for ADB’s review;
• Together with the environmental specialist, ensure that all contracts with civil works contractors incorporate the relevant provisions from the environment management plan (EMP);
• Be responsible for the input of required data into ADB review mission and portfolio reports
• Establish and maintain procurement filing system with all other relevant documents regularly in a systematic manner for ADB and government auditing;
• Ensure key dates and plans of each procurement or recruitment process are strictly followed in coordination with the project director and project coordinator;
• Report progress of the procurement planning on a monthly basis to the ADB, PIU project coordinator and prepare the procurement part of PIU’s quarterly and annual procurement reports

1. Minimum Qualification Requirements:

• Bachelor’s degree in the fields of transport, civil engineering, construction, law, finance, business administration and/or other similar discipline.
• At least 2 years of relevant experience in procurement of works and supply of goods, contract management for projects financed by multilateral financial institutions, including ADB and World Bank or major private sector companies
• Have a strong understanding of all key project processes, including construction and engineering, procurement, and contract management.
• Formal training and accreditation in procurement and familiarity with ADB’s Procurement Guidelines (2015), Consultant Guidelines (2013) and Bid Evaluation Guide (2018) will be an asset
• Fluent oral and written English proficiency
• High professional and personal integrity

Those with less or irrelevant experience need not apply.  The candidates should provide at least 2 reference letters from previous clients as proof of professional experience and work ethics.

1. Schedule and Places of Assignment (chronological and inclusive of travel)
2. Consultant type: Individual
3. Schedule Type: Intermittent

• City and Country: Ulaanbaatar, Mongolia

1. Estimated Start Date: 1 February 2025
2. Estimated End Date: 30 May 2025
3. Total inputs: 66 days (3 months)

1. Output and Milestones Payment

Maximum budget: USD 9,009.00

Deliverable No.1: Handle the procurement of a new package UA2: Rehabilitation of  Ongi Bridge on Khuiten Valley-Arvaikheer Road Section in accordance with ADB procurement guidelines from setting up the BEC and preparation of the draft bidding document until the contract award – Due by 15 March 2025

Payment: 30 percent of contract amount

1.1 Preparation of the draft bidding document – 15%

1.2 Finalization of the bidding document by incorporating comments from EA and ADB, and obtaining ADB approval – 10%

1.3 Bid announcement and evaluation of bids – 30%

1.4 Finalization of the bid evaluation report, submission to ADB, and obtaining approval from ADB – 25%

1.5 Notification of award, contract negotiation, and contract signing – 20%

Deliverable No.2: Handle the procurement of a new package UD1b: Reconstruction of Kharaa Bridge in accordance with ADB procurement guidelines by providing a full support to the BEC members from the start of the bidding process until getting ADB’s approval on the signed contract – Due by 01 April 2025

Payment:  35 percent of contract amount

2.1 Preparation of the draft bidding document – 15%

2.2 Finalization of the bidding document by incorporating comments from EA and ADB, and obtaining ADB approval – 10%

2.3 Bid announcement and evaluation of bids – 30%

2.4 Finalization of the bid evaluation report, submission to ADB, and obtaining approval from ADB – 25%

2.5 Notification of award, contract negotiation, and contract signing – 20%

Deliverable No.3:Update the project procurement plan if required to include any additional works for the project (environmental rehabilitation works and other works as required) and get ADB’s approval; Handle the procurement of the additional works from the start of the bidding process until receipt of ADB’s approval on the signed contract – Due by 01 April 2025

Payment:  35 percent of contract amount

3.1 Preparation of the draft bidding document – 15%

3.2 Finalization of the bidding document by incorporating comments from EA and ADB, and obtaining ADB approval – 10%

3.3 Bid announcement and evaluation of bids – 30%

3.4 Finalization of the bid evaluation report, submission to ADB, and obtaining approval from ADB – 25%

3.5 Notification of award, contract negotiation, and contract signing – 20%

• COUNTERPART SUPPORT

The MRT/PIU will provide the consultant with the office space, table, chairs and access to the internet and office equipment as needed. Relevant documents and other assistance will be provided upon request.

Interested individuals should apply through ADB’s Consulting Service Recruitment Notice (CSRN) following the link no later than 25 January 2025, 23:59 hour (Manila time).

Link:https://selfservice.adb.org/OA_HTML/OA.jsp?OAFunc=XXCRS_CSRN_PROFILE_PAGE&selNo=206517

Off-line expression of interest will not be received and evaluated.

Only short-listed candidates will be contacted and asked to (i) have a job interview with the selection committee; and (ii) provide proof of work experience and original copies diplomas and certificates at the interview.

Contact: Mrs. Odbayar.O, /Monitoring and Evaluation Specialist, PIU/

Phone: 88898211