Terms of Reference for PROCUREMENT SPECIALIST (CONSULTANT) OF THE EAPP – PROJECT IMPLEMENTATION UNIT (PIU)

 TECHNICAL SUPPORT TO THE EASTERN AFRICA POWER POOL

 

  

Position:    Procurement Specialist of the EAPP – PIU

Ref No.   ET-EAPP-85436-CS-INDV             

Organization:    Eastern Africa Power Pool (EAPP)

 

A.   Project Background and Objectives

The Eastern Africa Power Pool (EAPP) is a regional institution established in 2005 to coordinate cross-border power trade and grid interconnection among nations of the Eastern Africa region. The EAPP currently has eleven (11) member countries (Burundi, Democratic Republic of Congo (DRC), Djibouti, Egypt, Ethiopia, Rwanda, Kenya, Libya, Sudan, Tanzania, and Uganda), and fifteen utilities.

The Council of Ministers (COM) is the supreme governing body of EAPP that provides strategic guidance and oversight. The Steering Committee (SC), which consists of Chief Executive Officers (CEOs) of the member utilities, is the executive arm responsible for policy formulation and monitoring of execution. The day-to-day activities are handled by a General Secretariat located in Addis Ababa, Ethiopia.

The Independent Regulatory Board (IRB) is EAPP’s organ for regional regulation and reports directly to the COM. The IRB is composed of the heads of the national regulatory authorities / commissions in each member country.

The objectives of the EAPP are to:

i.      Secure power supply for the countries in the region;

ii.    Optimize the usage of energy resources available in the region by working out a regional investment scheme in power generation, transmission and distribution taking into account the environment effects;

iii.  Increase power supply in the region in order to increase access rate of the population to electricity in Eastern Africa;

iv.  Reduce electricity production cost in the region by using power system interconnection and increase power exchange between countries;

v.    Provide efficient coordination between various initiatives taken in the field of power production and transmission, as well as exchange in the region;

vi.  Create, in the framework of New Economic Partnership for African Development (NEPAD), a conducive environment for investment in order to facilitate the financing of regional integration projects in power generation and transmission; and

vii.    Facilitate, in the long term, the development of the electricity market in the region

 

Total power demand in the EAPP member countries in 2015 was forecasted to be 315 TWh according to EAPP’s 2014 Regional Master Plan, which is based on EAPP member countries’ latest national master plans. Demand in the region has doubled over the previous ten years, and is expected to grow at 9% per annum over the next decade. The 2014 EAPP Regional Master Plan also established that 54% of existing and committed supply in the region is coming from thermal resources.

The proposed Regional Interconnector Project consists of a Series of Projects to connect the electricity grids of Tanzania and Zambia, strengthening transmission infrastructure to enable cross-border power exchange between the Eastern and Southern Africa regions, and enhance technical capacity of the Eastern Africa Power Pool (EAPP) to perform and coordinate intra- and inter-regional electricity trade to enable access and deliver electricity in an economically efficient and environmentally sustainable way.

The proposed Program will (i) connect transmission grids of Tanzania and Zambia to create the first high voltage link between the EAPP and the Southern African Power Pool (SAPP) for bi-directional regional power trade, (ii) strengthen the capacity of respective utilities in Tanzania and Zambia to plan for, and participate into intra- and inter-pool power trade in EAPP and SAPP, and (iii) enable the extension of distribution networks to allow expansion of energy access to unserved and under-served areas of each respective country. In addition, the Program will advance regional integration between Eastern and Southern Africa, while accruing tangible economic benefits to both countries through enhancing power supply options and increasing revenues from power trade.

Power trade can address key energy challenges in Africa, including the continent’s chronic need for adequate availability of generation capacity to address supply shortages at least cost. The regional integration of Africa’s power systems would facilitate large-scale development of the region’s cost-effective and clean energy sources. Regional transmission interconnections, supported by legal frameworks for electricity trade, would allow the countries in the region accessing the benefits of diverse primary generation sources and thereby optimize the costs related to electricity service provision. For instance, countries with small domestic markets will be able to access much larger regional markets, thus leveraging economies of scale for development of large domestic generation resources. Improved reserve margins and the possibility to access regional supplies for serving peak demand will enable importing countries to defer and/or reduce/avoid large and lumpy investments in domestic generation, greatly reducing the internal fiscal burden.

The SAPP is already mostly interconnected, while interconnections among EAPP members are growing. SAPP is the most advanced pool in the continent consisting of nine (out of twelve) interconnected members and with an established institutional structure. Tanzania, Malawi, and Angola are the only member countries not yet interconnected to the SAPP grid. In comparison, EAPP has eleven member countries with relatively limited interconnection and trade (high voltage links are operational between Ethiopia-Sudan, Ethiopia-Djibouti, Libya-Egypt). However, with ambitious generation developments in Ethiopia and planned transmission interconnectors (such as Ethiopia-Kenya, and the proposed Tanzania-Zambia), EAPP have built up ambitions of substantially expanding power trade.

The proposed interconnection is the last component of the Ethiopia-Kenya-Tanzania-Zambia (EKTZ) transmission corridor that is being developed in a phased manner. The corridor development has been identified as one of the priority power infrastructure projects for Africa designated by Program for Infrastructure Development in Africa.  This regional power corridor is key for materializing the potential for power trade between the SAPP and EAPP and improving energy security and quality of supply in the region. As mentioned above, the PPA between Ethiopia and Kenya is already in place and between Ethiopia and Tanzania is being negotiated.

The World Bank is providing a US$10million grant for Technical Assistance to EAPP under the Tanzania-Zambia Regional Interconnector Project. The Technical Assistance will (i) facilitate knowledge sharing between SAPP and EAPP (South-South exchange); and (ii) help design and operationalize a market operator for the EAPP to facilitate short-term power trade. This component may also support measures to facilitate interconnection of EAPP and SAPP, such as grid code harmonization, and putting in place the legal and regulatory mechanisms. The precise scope is outlined in the Tan-Zam Regional Interconnector Project Appraisal Document and is closely aligned with the ongoing Bank executed Multi Donor Trust Fund (MDTF) support to the EAPP Secretariat.

The EAPP is looking for a Consultant (Procurement Specialist) who can strengthen EAPP’s Procurement capacity during the initial stages of the Project’s implementation.  The position will be funded under the IDA Grant to EAPP. 

B. OBJECTIVES OF THE ASSIGNMENT:

The Procurement Specialist will:

·  Provide guidance to the EAPP on procurement aspects of the Project’s operation and ensure the maintenance of sound Procurement arrangements consistent with agreements, manuals and project documents;

·  Finalize the draft Procurement Manual of EAPP;

·  Prepare standard procurement/bidding documents for procurements financed from EAPP’s own resources

·  Assist EAPP in the establishment of a dedicated procurement sub-unit to handle and coordinate its procurement activities

·  Prepare Guidelines for Internal and External Procurement Audit of EAPP procurement transactions;

·  Through tailor made class room based and on-the job trainings, build the capacity of the PMU’s Procurement Staff in procurement and contract management; and

·  Be very pro-active in providing solutions where obstacles and difficulties are encountered in all aspects of the procurement.

C.  SCOPE OF WORK

The scope of the assignment includes the following tasks:

The Consultant shall do everything necessary to assist the EAPP to achieve the above stated objectives, and in so doing, shall carry out all necessary tasks, including but not necessarily limited to the following:

 

·      Finalize/update the draft Procurement Manual of EAPP;

·      Prepare standard procurement/bidding documents for procurements financed from EAPP’s own resources

·      Assist EAPP in the establishment of a dedicated procurement sub-unit to handle and coordinate its procurement activities

·      Prepare Guidelines for Internal and External Procurement Audit of EAPP procurement transactions;

·      Prepare Annual Procurement Plans in consultation with the World Bank and the EAPP;

·      Develop, implement and periodically update the Project Procurement Plan;

·      Ensure that procurement is carried out in accordance with World Bank guidelines and procedures;

·      Prepare and manage the issuing of Solicitation Documents for all procurements;

·      Prepare requests for procurement adverts and have them published locally, and where appropriate, internationally;

·      Manage the receipt and opening of bids and proposals;

·      Take responsibility for receiving formal bids and bid guarantees and keeping them safely;

·      Guide/assist the Procurement Evaluation Committees in the evaluation of bids and prepare Evaluation Reports;

·      Prepare all requests for approvals of procurement activities to the World Bank;

·      Provide inputs on procurement for the development / updating of the Project Operation Manual;

·      Provide guidance/assistance in the management, completion of contracts and preparation of contract amendments;

·      Prepare procurement contracts and guide/assist in their management;

·      Maintain a database of all procurement activities for the project;

·      Prepare monthly, quarterly and annual procurement reports;

·      Establish a procurement tracking system and monitor procurement activities including dispatch of procurement documents, short-landings, damages and necessary arrangements for insurance;

·      Ensure timely receipt of invoices, reports, goods and services;

·      Ensure efficient and timely management and completion of contracts, and preparation of contract amendments;

·      Develop, design and execute a procurement filing and record management system;

·      Facilitate Internal and External Procurement Audits;

·      Develop and deliver a sustainable Capacity Building Program for the EAPP Procurement Staff; and undertake any other functions directly related to the efficient execution of procurement

D.  DELIVERABLES/SPECIFIC OUTPUTS EXPECTED FROM CONSULTANT

The consultant shall deliver the following outputs:

 

·      Annual Procurement Plans;

·      Bidding Documents, Evaluation Reports and Contract Documents;

·      Inputs on procurement for the development/update of the Project Operations Manual;

·      Updates on EAPP Procurement Manual;

·      Standard Bidding/Procurement Documents for EAPP;

·      EAPP internal and external procurement Audit Guidelines;

·      Established EAPP Procurement Sub-Unit;

·      EAPP staff trained on procurement;

·      Progress reports on all procurement activities; and

·      Training materials developed for Procurement Capacity Building of EAPP staff.

D. REQUIRED QUALIFICATIONS/COMPETENCES

The following skills are essential for this work: 

·      Academic specialization:  The consultant should have a minimum of Bachelors/Master’s Degree in Business Administration, Economics, law, Engineering or any other relevant field from a recognized university.

·      Professional experience:  S/he should have relevant work/practical experience of at least five years for applicants with MA/MSc degree or seven years for applicants with BA/BSc degree as a Procurement Specialist. The candidate should have demonstrated experience in projects financed by external donors such as the World Bank. Communication and training skills are essential.

·      Training Requirement: The consultant should have taken training on public procurement

·      Having experience with EAPP or other similar utilities will be an added advantage.

E.  MANAGEMENT PROCEDURES

Contractually, the Procurement Specialist will report to the Project Manager of the PIU and work closely with other PIU staff.  The Procurement Specialist shall also work closely with the World Bank’s Energy Sector Task Team Leader (Ethiopia) and other designated World Bank staff and consultants.

F. RESPONSIBILITY OF THE EMPLOYER

The Employer will be availing office furniture, office equipment, stationery materials and communication facilities and other materials required by the Procurement Specialist to perform his/her duties as specified in this TOR.

G. DURATION OF THE ASSIGNMENT

The duration of the assignment/service is for three years, subject to 6 months’ probation period with satisfactory performance before confirmation. Continuation to the second and third years will be subject to satisfactory performance evaluated yearly. Expected start date: July 2019.