Selection of a Procurement Specialist to support PIU

REQUEST FOR EXPRESSIONS OF INTEREST

(CONSULTING SERVICES – INDIVIDUAL CONSULTANT SELECTION)

Kingdom of Lesotho

Lesotho Lowlands Water Development Project II

Credit No.: 6403 and 6402

Assignment Title: Procurement of the Services of a Procurement Specialist

Reference No.: LLWDP II/PIU/01 (B) 2

A. The Kingdom of Lesotho has received financing from the World Bank and the European Investment Bank toward the cost of the Lesotho Lowlands Water Development Project II and intends to apply part of the proceeds for consulting services.

B. The consulting services (“the Services”) include assistance of a Procurement Specialist to the Project Implementation Unit of the Lesotho Lowlands Water Development Project Phase II.

C. Procurement Specialist with a multiple Donor funding experience is required to:

• Undertake the procurement functions of the Lesotho Lowlands Water Development Project Phase II (LLWDP II) in implementing the Project including identifying initial procurement needs, developing a Procurement Plan and other documents required to manage the project procurement and organizing procurement operations;
• Provide on the job training /coaching to identified procurement staff through hands on training by fully participation in the procurement activities;
• Prepare the Procurement section of the Project Implementation Manual (together with the Project Management Consultant);
• Procure goods, works and services conducted in accordance with the provisions of the Procurement Regulations for IPF for items financed by the World Bank, Guide to Procurement for projects financed by the EIB, the Government of Lesotho Procurement Guidelines for items financed by the GoL and procurement regulations of other funding agencies involved for items funded by them;
• Guide LLWDP II Staff so that technical specifications and terms of reference are prepared for the planned activities;
• Liaise with LLWDP II Staff so that documents are signed in accordance with agreed procedures and on time;
• Provide support and guidance to the staff of the LLWDP II in obtaining the necessary clearance from the World Bank/EIB in awarding contracts and follow up actions;
• Prepare, verify and periodically update of Procurement Plans and entry of the same into various electronic portals such as STEP;
• Carry out procurements as per the Procurement Plan;
• Maintain reporting procurement system in accordance with the provisions of the Project Implementation Manual;
• Support the LLWDP II Project Manager of LLWDP II in his responsibility of monitoring contracts execution, including but not limited to the following:
• Preparation and publication of procurement notices and contract awards as applicable under various Funders procurement methods and under the Kingdom of Lesotho;
• Provide support to the Evaluation Committee in the terms described in the provisions for the Evaluation Committee;
• Preparation of bidding documents, requests for proposals and other documents based on the sample forms approved for the Project, and selection process, including pre-bid or pre-proposal meetings/conferences, clarifications, bid opening, report writing, etc.;
• Provision of administrative and procedural support in evaluation of technical and financial evaluation of bids and preparation of bid evaluation reports in accordance with the Project Operation Manual provisions;
• Provision of administrative and procedural support of technical and financial proposals of consultants and preparation of technical and financial evaluation reports in accordance with the Project Operation Manual provisions;
• Preparation of contracts in full conformity with the forms approved for the Project;
• Facilitation of contract negotiations and signing;
• General contract administration and monitoring;
• Verification of payment documents under contracts or the supply of goods, works and services;
• Preparation of monthly, quarterly and annual budget and reports;
• Deal with procurement and contract data management for the project – Filing system. Establish a central procurement filing system (both electronically and manually), and ensure all related documents are included in the respective files, to ensure ease of retrieval of information, the ease of following the trail of procurement by independent external auditors or authorized agents; and also for tracing of documents taken by other stakeholders;
• Establish a performance monitoring database and tracking system for all suppliers/contractors and consultants, for efficiency and timeliness in the delivery of outputs from the services providers and provide support and guidance on how to prepare regular periodic procurement reports;
• Administer contracts in accordance with the respective contract agreements including review of payment certificates, physical inspection and testing, receipt and transfer of the goods to the Client, submission of consultants' reports and closing of respective contracts;
• Monitor, follow up and analyze procurement plan implementation and suggest remedial action, including alternative approaches to quicker project implementation.
• Participate in Project Management Team meetings;
• Ensure that contract closure procedures are followed and final reports produced;
• Monitor the implementation of service - and supply contracts as per the signed contracts;
• Keep an up to date and accurate register of all the project assets; and
• Attend to claims and litigation to contracts and procurement

D) It envisaged that this assignment will be completed in Twenty-Four (24) months from the date of signing the contract which will be in the second week of July 2023.

E) The detailed Terms of Reference (TOR) for the assignment can be found at the following website www.llwdp.co.ls/tenders or can be obtained at the address given below or by email to [email protected]

Lesotho Lowlands Water Development Project II

788/9, Fairview Avenue,

Lower Thetsane, Maseru

Kingdom of Lesotho

F) The Ministry of Natural Resources – Water, now invites eligible individual Consultants to indicate their interest in providing the Services. Interested Consultants should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services. The shortlisting criteria are:

• Master’s Degree in Procurement or Economics, Public Administration, Business Administration, Finance, Law, Engineering or related field; with some training in procurement;
• At least ten years’ experience in procurement with projects financed by one or more Development Partners including the World Bank, EU/EIB and government, in developing and managing procurement in systems applying international standards. Knowledge of Lesotho Government procurement procedures will be an added advantage;
• Demonstrable extensive experience in procurement of water works that include intakes structures, water treatment works, conveyance systems, reservoirs and reticulation networks;
• Demonstrated ability to work collaboratively with domestic and international stakeholders and counterparts;
• Oral and written fluency in English;
• Superior organizational and time management skills;
• Demonstrable strong computer skills with Microsoft Applications and other software is an added advantage;
• Demonstrable ability to produce informative reports for the client – Sample table of contents for monthly, quarterly and annual reports prepared to be submitted with the CV;
• Demonstrated high experience in contract management of high value projects;
• Knowledge of the Systematic Tracking of Exchanges in Procurement (STEP) of the World Bank is a must OTHER REQUIREMENTS

• Must have the ability to work under pressure
• Must have the ability to meet deadlines
• Must have interpersonal skills
• Must have the ability to work with different groups of people
• Must have excellent writing skills REFERENCES

Verifiable references from three organizations worked for in the past 5 years and membership in recognized procurement-related institute such as CIPS, etc.

The contract to be entered into will be a time-based type for fees. It will also provide for reimbursables for expenses incurred by the consultant in executing the contract. The consultant’s proposal shall show separately, daily rates under consultant’s fees, and a list of priced reimbursables (expenses to be reimbursed, e.g., travel, accommodation, etc.)

The attention of interested Consultants is drawn to Section III, paragraphs, 3.14, 3.16, and 3.17 of the World Bank’s “Procurement Regulations for IPF Borrowers” November 2020 as amended from time to time, setting forth the World Bank’s policy on conflict of interest in addition, please refer to the following specific information on conflict of interest related to this assignment: paragraph 3.17 of the Procurement Regulations.

A Consultant will be selected in accordance with the Individual Consultant (IC) method set out in the Procurement Regulations.

Further information can be obtained at the address below during office hours 0900 to 1700 hours Lesotho time

Expressions of interest must be delivered in a written form to the address below in person, or by e-mail in a readable format (WORD or PDF) by April 20, 2023 at 1500 hours Lesotho time.

Attn: Procurement Office

Lesotho Lowlands Water Development Project II

788/9, Fairview Avenue,

Lower Thetsane, Maseru

Kingdom of Lesotho

Tel: (+266) 22 32 4555

E-mail: [email protected]