Call for Proposals: Selection of a Company to Carry Out Thermal Insulation Works

I. General description

Expert-Grup is an independent think tank that implements the project “First Swallows” - part of the technical assistance project for improving energy efficiency and security in the Republic of Moldova, implemented in partnership with the Ministry of Energy of the Republic of Moldova with the support of the Government of Slovakia (provided through the Slovak Agency for International Development Cooperation - SlovakAID), the Embassy of the Kingdom of the Netherlands in the Republic of Moldova and the Energy Community Secretariat. 

“First Swallows” is a pilot project for the energy efficiency improvement and modernisation of residential apartment blocks in which homeowners’ associations have been established. “First Swallows” was launched in order to test, step by step, the process of energy efficiency improvement and modernisation of apartment blocks and to improve the working procedures that will underpin the activity of the Energy Efficiency Fund in the Residential Sector of the Republic of Moldova” (FEERM), implemented by the National Centre for Sustainable Energy and approved by the Government on 10 April 2024: https://gov.md/ro/content/guvernul-aprobat-programul-de-finantare-fondul-pentru-eficienta-energetica-sectorul

Under the project, thanks to the funding provided by the Government of Slovakia under the initiative “Supporting the Republic of Moldova in addressing the energy crisis and the energy poverty crisis - providing funding to increase the energy efficiency of the building at: 3A Ștefan cel Mare Street, Bălți, Republic of Moldova”, the respective apartment block in the city of Bălți was selected. Its energy efficiency will be improved through thermal insulation of the walls, roof and basement and the performance of related works, in accordance with the energy audit and the project documentation. The apartment block is in a satisfactory condition, but a number of works are needed to increase its energy efficiency, owing to the low thermal resistance of the building envelope.

The homeowners’ association that manages the block in Bălți benefited from an energy audit provided under the “First Swallows” project. According to the energy audit, this apartment block is energy inefficient. Energy resource savings after the implementation of the proposed set of energy efficiency measures will exceed 35%. 

After all the measures have been implemented, the following results are expected: 

• Normalisation of the microclimate parameters in the premises; 
• Reduction of the negative impact of high humidity levels on the protective and insulating structures; 
• Achievement of maximum savings and reduction of energy resource costs. Energy resource savings after the implementation of the proposed set of energy efficiency measures will exceed 35%. 

II. Objectives and purposes of the thermal insulation

All specialised companies interested in carrying out this project are invited to participate in the tender. The general purpose of the assignment is to carry out the thermal insulation of the apartment block in Bălți municipality, 3A Ștefan cel Mare Street.

The works must be carried out in accordance with the terms of reference and the execution project, which can be obtained from Expert-Grup.

The following aspects will be taken into account under the project:

1. The works must be carried out in strict compliance with the execution project (ME, OLC, PT, SA) and the bills of quantities
2. Strict observance of the project completion deadline - 31.10.2024
3. Occupational safety must be rigorously observed
4. The salaries of all workers must be paid officially
5. The financial situation of the company
6. Good reputation of the company and of the persons involved
7. The company is willing to supply the goods and services without VAT
8. The colour scheme of the façades, the cladding of the plinth and of the access stairs with ceramic tiles will be specified on site with the beneficiary. All design-related elements must be agreed with the beneficiary.

III. Contract duration

The period for carrying out the works is 01.06.2024-31.10.2024.

IV. Eligibility criteria

To qualify, the company must meet the following criteria: 

• relevant and positive experience in construction, thermal insulation works and the related works required in this project;
• capacity to deliver the project on time (experience, human resources, equipment, machinery, etc.);
• absence of significant debts to the state budget;
• robust financial statements; 
• good reputation of the company and of the persons involved.

The evaluation of the offers will be carried out in three stages: 

• Stage 1: Analysis of the technical offers against the specified eligibility criteria, including verification of compliance with the call for proposals. 
• Stage 2: Analysis of the financial offers.
• Stage 3: Negotiation stage.

The evaluation score will be the sum of the score obtained for the technical offer (50%) and for the financial offer (50%). 

In the first stage, the technical offer submitted by each bidder will be checked to determine whether it is complete with regard to the minimum compliance requirements. The minimum qualifying score for the technical offer is 75 points out of a maximum of 100.

V. Application process and structure of the offer 

Interested companies will submit the technical offer and the financial offer in 2 separate files attached to the same email. 

The technical offer will contain the following documents: 

1. Brief description of the company (company name, address, contact person and telephone number; core activity, period of activity)
2. Registration certificate, extract from the State Registration Chamber (ASP) indicating the founders
3. List and CVs of the key persons who will be involved in the project (for persons who work on the basis of a professional attestation certificate (e.g. site supervisor) - copies of their certificates/authorisations are to be submitted); 
4. If the company intends to subcontract other companies, it must submit the list of partner companies (for subcontracted amounts exceeding 10% cumulatively of the budget per subcontractor). In this case, the list of key persons of the subcontractors is to be submitted.
5. List of apartment blocks for which thermal insulation has been carried out in the last 5 years (if the company has not carried out such works on apartment blocks, it should indicate the list of clients and works carried out in the last 5 years);
6. Declaration on own responsibility;
7. Balance sheet and profit report for 2022 and 2023;
8. Certificate from the tax authority on debts/absence of debts to the state budget

The financial offer will be submitted in MDL or EUR at zero VAT rate, in a separate password-protected file.  Expert-Grup will provide  all the supporting documents necessary for delivery at the zero VAT rate. The financial offer will be detailed by completing the form received from Expert Grup upon request. 

The offer must be submitted in Romanian or English. 

• Expert Grup may request additional information if necessary.
• Expert Grup may cancel/repeat the tender if it considers it necessary.
• The submission of an offer does not constitute a commitment by Expert-Grup in any way.
• Expert -Grup may enter into negotiations with the winner of the tender, during which Expert-Grup reserves the right to reduce the volume of works/certain categories of works

Interested persons may request the project documentation, the declaration and the form for the financial offer and the bills of quantities at: procurari@expert-grup.org . In the email, please indicate the name of the requesting company. 

Procedure for submitting offers and deadlines: 

Deadline for submitting offers: 15 May 2024, 19:00. Offers are to be submitted by courier to: 3 V. Pârcălab Street, Chișinău, MD-2012, Republic of Moldova or by e-mail to procurari@expert-grup.org. Additional information or clarifications can be obtained by telephone: 022 999 314 / 79 033 684. Contact person: Iulia Sîrghi-Zolotco, Director of the Administrative, Financial and Communication Service of Expert-Grup.

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The project is implemented by Expert-Grup within the technical assistance project for improving energy efficiency and security in the Republic of Moldova, implemented in partnership with the Ministry of Energy of the Republic of Moldova and the National Centre for Sustainable Energy with the support of the Embassy of the Kingdom of the Netherlands in Moldova, the Government of Slovakia (provided through the Slovak Agency for International Development Cooperation - SlovakAid) and Energy Community.