REQUEST FOR PROPOSAL: Training Program for Procurement Professionals in the Energy Sector

REQUEST FOR PROPOSAL

Urja Nepal Program

Training Program for Procurement Professionals in the Energy Sector

1. Background

The USAID Urja Nepal Program (Urja Nepal) is supported by the American people through the United States Agency for International Development and implemented by Deloitte Consulting LLP. Urja Nepal aims to create a financially viable electricity sector that provides affordable, reliable, and secure power and enables the entry of private sector investment into the Nepal market through following four objectives:

Objective 1: Utility Performance and Relevant Sector Policies Improved

Objective 2: Advanced Energy Systems Deployed

Objective 3: Increased Private Sector Engagement

Objective 4: Cross Border Electricity Trade between Nepal and its Neighbors Advanced

2. Introduction

Urja Nepal is seeking an organization to conduct a training program aimed at enhancing the procurement capacity of professionals in Nepal’s energy sector. This program is designed to equip procurement professionals in key public sector institutions such as Public Procurement Monitoring Office of Nepal (PPMO), Ministry of Energy, Water Resources and Irrigation (MOEWRI), Department of Electricity Development (DOED), Office of Investment Board of Nepal (OIBN) in Nepal and other relevant government organizations with the necessary knowledge and skills in procurement best practices, contract management, and dispute resolution for energy projects.

3. Scope of Work

The implementing organization will deliver a comprehensive training program designed to enhance procurement knowledge across three distinct areas, with a specific focus on energy projects. The program will cover the following key topics, each addressing critical aspects of procurement:

i) Procurement Fundamentals in the Energy Sector

• Procurement planning, supplier evaluation, and life cycle cost analysis.
• Core principles of contract management and International Commercial Terms (INCOTERMS).
• Understanding the Line of Credit (LC) and its effective application in public procurement.

ii) EPC Contract Model for Infrastructure Projects

• Key components of EPC contracts, including structure, risk allocation, and regulatory frameworks.
• Risk management strategies and negotiation techniques to minimize and allocate risks effectively.
• Best practices for contract administration and dispute resolution.

iii) Contract Management and Dispute Resolution

• Lifecycle stages of contract management, performance monitoring, and compliance.
• Proactive strategies for identifying and addressing potential disputes early.
• Approaches to resolving disputes through mediation, arbitration, and litigation.

4. Training Approach

The program should integrate case studies, practical exercises, and role-playing simulations relevant to energy sector procurement. Participants will gain hands-on experience in managing complex contract situations and effectively resolving conflicts.

5. Deliverables

• Comprehensive training materials including presentations, handouts, case studies, and exercises for each series.
• A summary report including participant feedback, learning outcomes, and suggestions for further improvements.
• Pre-and post-assessments report to measure knowledge gains and assess the effectiveness of the training.
• Certificates need to be provided to participants signifying their enhanced knowledge and skills in procurement and contract management.

6. Proposal Submission

Cost Proposal: No more than two (2) pages long.

Narrative explanation of cost (1-3 paragraphs, as required).

Technical Proposal: (not more than 7 pages)

• Brief background of firm (1/2 page)
• Approach and Methodology of the training (Case studies, practical exercises, and role-playing simulations included)
• CVs of the trainers (1 pages for each candidate)
• Relevant experience of the consultants in similar work including prior work in the topic area(s) (2-3 pages)

The proposal must be submitted by January 31, 2025 (end of day), to be considered in the bidding process.

7. Proposal Evaluation Criteria:

Proposal shall be evaluated based on the following criteria.

Instruction for Proposal Submission

1. Please submit a technical and financial proposal with specific details on the goods and services on the company letterhead via e-mail. The e-mail should be sent to kbasyal@urja-nepal.com & klawati@urja-nepal.com
2. Submit samples of the previous work
3. Please include a copy of your company’s VAT/PAN registration document and tax clearance document 
4. Please include banking details
5. If any specifications differ from those mentioned in our requirements, the vendor should specify those differences in the quotation.
6. Please send your proposal by January 28, 2025, before 5.00 pm

Additional Requirements/Requests (Please detail your response to each requirement to indicate which you can meet or not meet for any reason.)

1. Vendor to accept direct wire transfer.  If not, please mention the other payment mode………………………………………………………………….
2. Vendor should be willing to accept deduction of TDS or other applicable taxes per law.
3. Pricing should be submitted in local currency with explicit information on VAT or other taxes. 
4. Vendors willing to accept payment 5-10 business days after the delivery of the goods/service and successful completion of the job.
5. Please detail any other restrictions, requirements, or relevant considerations………………………. 

Other requirements:

• The bidder is expected to submit proposal in English language only.
• The proposal should clearly outline the role of respective resources according to their fields of expertise for carrying out project requirements.
• The bidder is expected to strictly adhere to the timelines proposed for the project completion. Any delay in any of the deliverable shall be reported and aligned with Urja Nepal in advance. 
• The deliverable must be acceptable to Urja Nepal.
• The different activities shall be documented in a professional manner to be shared with relevant stakeholders for information dissemination.
• The consultant/firm should at all times of the assignment possess the copyrights (licenses in the case of software packages) of the documents, pictures, technical papers, standards used in the study. All documents need to be treated with confidentiality. The bidder may be required to sign a non-disclosure agreement (NDA) that uses an Urja-provided template.

Note: This document does not constitute a commitment on the part of Urja Nepal to fund any proposed project.