Implementation, Analytical Support and Technical Support Services for the State Register of Damaged and Destroyed Property (RDDP) — Housing Repair for People's Empowerment Project (HOPE)

REQUEST FOR EXPRESSION OF INTEREST Ministry for Recovery, Infrastructure and Transport of Ukraine (MRIT) Housing Repair for People’s Empowerment Project (HOPE) Implementation, Analytical Support and Technical Support Services for the State Register of Damaged and Destroyed Property (RDDP) OPEN INTERNATIONAL PROCUREMENT PROCEDURE Consultancy Services – Firms Selection Country Ukraine Project ID No. P181200 Assignment Title Implementation, Analytical Support and Technical Support Services for the State Register of Damaged and Destroyed Property (RDDP) Reference No. HOPE-C3-17.3 Selection method Quality and Cost-Based Selection (QCBS) Contract type Time-Based Ukraine has received financing from the World Bank towards the cost of the Housing Repair for People’s Empowerment Project (HOPE) (the “Project”) and intends to apply part of the proceeds for consulting services under Component 3 “Project Management and Capacity Strengthening”. The consulting services (the “Services”) comprise implementation, analytical support and technical support for the State Register of Damaged and Destroyed Property (RDDP or the “Register”). The assignment aims to support the continuous functioning and effective use of the Register and the services implemented on its basis, and to strengthen the Client’s institutional capacity. The Services cover five principal service areas: First-line support and service request analysis: receive, register, classify and analyse user requests; resolve routine issues; escalate matters requiring the Registry Administrator (L2) or the Client (L3); track requests through resolution; and identify recurring issues and best practices. Implementation support: support the roll-out and use of RDDP services and new or updated functionality, update user instructions and collect feedback on implementation. Knowledge Base: maintain, populate, structure and update the RDDP Knowledge Base, including guidance, frequently asked questions and documented resolution practices. User training and methodological support: deliver regular training, webinars and consultations; prepare learning materials; and transfer practical knowledge to users and designated MRIT representatives. Data analytics and dashboards: configure, maintain and develop Power BI dashboards and analytical reports; support data integration, ETL processes and data quality; and transfer dashboards, documentation and configurations to the Client. Duration and contract arrangements The Services are expected to commence upon the contract’s entry into force, and continue until November 30, 2027 . The contract duration may be extended by mutual agreement of the parties in the event of an extension of the Project implementation timelines. The Services shall be provided under a Time-Based contract , with payment based on actual person-hours worked, supported by approved monthly timesheets and Consolidated Reports. Approval is subject to the applicable service levels and reporting requirements specified in the Terms of Reference (ToR). The estimated level of effort is up to 45,360 person-hours . This estimate is indicative and non-binding; the Client has no obligation to utilise the full estimated number of hours. The Consultant shall use Jira Service Management or an equivalent service request management system and other software necessary for the assignment. Microsoft Power BI licences shall be procured and administered by the Consultant as reimbursable costs, subject to the Client’s prior approval and evidence of price reasonableness, in accordance with the ToR and the Contract. L1 ticket receipt, logging, handling and resolution shall be provided from 08:00 to 20:00 on Business Days (12×5) , with escalation and continued monitoring of Critical Tickets as specified in the SLA. Weekly operational reports and monthly consolidated and time and effort reports shall be submitted in accordance with the ToR. Detailed information on the scope, deliverables, reporting, staffing and Service Level Agreement (SLA) is provided in the attached Terms of Reference . Qualification criteria for the Consultant firm The Ministry for Recovery, Infrastructure and Transport of Ukraine (MRIT) (the “Client”) invites eligible consulting firms (the “Consultants”) to indicate their interest in providing the Services. Interested Consultants shall provide information demonstrating the qualifications and relevant experience required to perform the Services. The firm-level criteria are set out below. No. Criterion and Requirement Assessment 1. Financial Capabilities Minimum average annual turnover of USD 600 000 equivalent, calculated as total certified payments received for contracts in progress and/or completed within the last 3 (three) years, divided by 3 (three) years. Pass/Fail 2. Experience in Similar Contracts Successful implementation of 2 contracts within the last 5 years, each of which included: technical support (helpdesk/service desk) of an information system with at least 1,000 active users; at least 1 of the 2 contracts shall have been performed in the area of public registries or the public sector in Ukraine. Experience with public registries developed on the “Diia.Engine Platform”, in particular in terms of their technical support, maintenance, or implementation of changes, will be an advantage. Pass/Fail for mandatory requirements. Diia.Engine experience is an optional advantage for shortlisting 3. Experience with IFIs or Donors Confirmed experience of successful performance of at least one contract within the last 5 (five) years financed by International Financial Institutions (IFIs) or International Donor Organizations, involving the provision of services for the development, implementation, or technical support of information systems, shall be considered an advantage. Optional advantage for shortlisting 4. Experience in Data Analytics and Dashboard Development Confirmed experience in the development and implementation of interactive analytical dashboards for data visualization in at least one public sector project or comparable institutional/client-facing project implemented within the last 5 (five) years, using specialized business intelligence tools, including Power BI or functionally equivalent platforms. Pass/Fail 5. Experience in Knowledge Base Development and Maintenance Confirmed experience in creating, populating and maintaining a structured Knowledge Base for a technical support system in at least 1 project within the last 5 (five) years. Pass/Fail 6. Experience in Training for Government Bodies or Large User Groups Confirmed experience in organizing and delivering training activities (webinars, training sessions) for employees of central or local government bodies, commissions, notaries, or other large user groups with a total number of participants of at least 500 persons. Pass/Fail 7. Mobilization Capacity and Operational Readiness The Consultant shall demonstrate the organizational and operational capacity to mobilize the required team and commence service delivery within 10 calendar days of contract signing. To confirm this, the Consultant shall provide a concise mobilization plan and staffing availability confirmation. Pass/Fail The requirements above reproduce the firm qualification criteria in the ToR. Mandatory qualification requirements shall be assessed on a Pass/Fail basis. Experience described as an advantage is not a mandatory qualification requirement. For a JV, the combined assessment rules set out under “Associations and conflict of interest” shall apply. The Pass/Fail assessment shall apply to the JV as a whole. The mobilization plan and staffing availability confirmation shall cover the JV’s proposed service delivery arrangements, identifying the responsibilities and resources of the relevant members. Key Experts will not be evaluated at this stage of the procurement process. Individual CVs and full Technical and Financial Proposals are not required with the EOI. Key personnel qualifications will be reviewed at the proposal stage in accordance with the RFP and the ToR. Information to be included in the Expression of Interest To demonstrate its qualifications and experience, each Consultant shall submit: A letter expressing interest in the assignment, identifying the Consultant and any proposed association, and providing the name and contact details of the authorised representative. A description of the firm’s core business, organisation, technical and managerial capacity, and staffing resources relevant to the Services. Information substantiating average annual turnover under Criterion 1, including certified payment amounts for the last three years, the calculation of the average and supporting financial records. Relevant contract/project references demonstrating compliance with the mandatory experience requirements and, where provided, experience described in the ToR as an advantage. Each reference shall state the project title, client, country/location, funding source, objectives and a brief description of the project, contract value, commencement and completion dates, current status, the firm’s role and percentage share of participation in the contract (both in percentage and monetary terms), and the functions and outputs actually delivered. Any affiliated or parent firm and its role shall be identified separately. Supporting evidence for the cited assignments, such as relevant contract extracts, completion or acceptance certificates, client references or other documents confirming successful performance and the claimed experience. References shall clearly identify the information-system user numbers, public-sector/registry context, BI tools, Knowledge Base activities and training participant numbers, as applicable. A concise mobilization plan and staffing availability confirmation demonstrating the ability to commence service delivery within 10 calendar days of contract signing. The qualifications and experience summary below, with clear cross-references to supporting contracts, documents and EOI pages. For a JV, each member shall provide its own supporting financial information under Criterion 1, and the EOI shall include the combined turnover calculation for the JV. Each contract or project reference and each training participant total claimed under Criteria 2–6 shall identify the JV member whose experience is being relied upon, its role and the services it actually performed. The qualifications and experience summary table shall identify the relevant JV member or members and cross-reference their supporting evidence. The same contract or project may be referenced under more than one criterion where it demonstrates the respective experience. The relevant scope and the Consultant’s own contribution shall be clearly identified. Qualifications and experience summary Each Consultant shall complete the following table. Reference numbers used in this table shall match those in the EOI and supporting documents. Experience described as an advantage shall be identified separately from mandatory requirements. No. Criterion and Requirement Compliance and References 1. Financial Capabilities Minimum average annual turnover of USD 600 000 equivalent, calculated as total certified payments received for contracts in progress and/or completed within the last 3 (three) years, divided by 3 (three) years. [insert] 2. Experience in Similar Contracts Successful implementation of 2 contracts within the last 5 years, each of which included: technical support (helpdesk/service desk) of an information system with at least 1,000 active users; at least 1 of the 2 contracts shall have been performed in the area of public registries or the public sector in Ukraine. Experience with public registries developed on the “Diia.Engine Platform”, in particular in terms of their technical support, maintenance, or implementation of changes, will be an advantage. [insert] 3. Experience with IFIs or Donors Confirmed experience of successful performance of at least one contract within the last 5 (five) years financed by International Financial Institutions (IFIs) or International Donor Organizations, involving the provision of services for the development, implementation, or technical support of information systems, shall be considered an advantage. [insert] 4. Experience in Data Analytics and Dashboard Development Confirmed experience in the development and implementation of interactive analytical dashboards for data visualization in at least one public sector project or comparable institutional/client-facing project implemented within the last 5 (five) years, using specialized business intelligence tools, including Power BI or functionally equivalent platforms. [insert] 5. Experience in Knowledge Base Development and Maintenance Confirmed experience in creating, populating and maintaining a structured Knowledge Base for a technical support system in at least 1 project within the last 5 (five) years. [insert] 6. Experience in Training for Government Bodies or Large User Groups Confirmed experience in organizing and delivering training activities (webinars, training sessions) for employees of central or local government bodies, commissions, notaries, or other large user groups with a total number of participants of at least 500 persons. [insert] 7. Mobilization Capacity and Operational Readiness The Consultant shall demonstrate the organizational and operational capacity to mobilize the required team and commence service delivery within 10 calendar days of contract signing. To confirm this, the Consultant shall provide a concise mobilization plan and staffing availability confirmation. [insert] Associations and conflict of interest Consultants may associate with other firms to enhance their qualifications, provided that the total number of firms in the association (including joint venture partners and/or sub-consultants) shall not exceed 3 (three) entities and shall indicate clearly whether the association is in the form of a joint venture and/or a sub-consultancy. In the case of a joint venture, all partners shall be jointly and severally liable for the entire contract, if selected. The EOI shall identify the proposed roles and the firm responsible for each cited assignment. The qualifications of sub-consultants shall not be taken into account in evaluating the Consultant for shortlisting. For a joint venture (JV), the requirements under Criteria 2-7 shall be assessed on the basis of the combined qualifications and experience of all JV members. No JV member shall be required individually to meet the full requirements under these criteria. For Criterion 1, the JV’s average annual turnover shall be calculated by adding the total certified payments received by all JV members over the same three-year period specified in the criterion and dividing that sum by three. For contracts previously performed as a member of another JV, only payments attributable to the respective member’s own participation shall be included. For Criteria 2, 4, 5 and 6, qualifying contract and project references and training participant totals of JV members may be combined. Each reference shall satisfy the applicable requirements of the relevant criterion. Separate contracts or projects shall not be combined to satisfy a requirement that must be met within a single contract or project. The same contract, project or training activity shall not be counted more than once under the same criterion solely because more than one JV member participated in it. Experience gained under a previous JV contract shall be assessed on the basis of the services actually performed by the respective member, supported by appropriate evidence. Participants are responsible for conducting their own due diligence to identify institutional or other relationships between the Consultant, joint venture members or sub-consultants and entities involved in Project management or implementation, including MRIT, the Registry Administrator and entities involved in developing or operating the RDDP. In particular, participation of state-owned enterprises or institutions as joint venture members or sub-consultants may raise conflict-of-interest or eligibility issues where an institutional relationship with the Project Implementing Agency, Ministry for Recovery, Infrastructure and Transport of Ukraine (MRIT) , is relevant under paragraphs 3.17(d) and 3.23(b)(iii) of the Procurement Regulations. Such relationships shall be fully disclosed in the EOI. Failure to disclose relevant information, or identification of a conflict of interest or ineligibility under the Procurement Regulations, may result in rejection of the EOI. 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 for Goods, Works, Non-Consulting and Consulting Services, Fourth Edition, November 2020 (the “Procurement Regulations”), setting forth the World Bank’s policy on conflict of interest, and paragraph 3.18 concerning unfair competitive advantage. Selection method A Consultant will be selected in accordance with the Quality and Cost-Based Selection (QCBS) method set out in the Procurement Regulations. The relative weights of technical quality and cost, the minimum technical proposal score and the proposal evaluation criteria will be specified in the RFP. Submission details EOIs shall be submitted by email to info@hope.mindev.gov.ua , with a copy to hope.mdct@gmail.com The email subject line shall be: HOPE-C3-17.3 – Implementation, Analytical Support and Technical Support Services for the State Register of Damaged and Destroyed Property (RDDP) . Deadline for submission: November 24, 2026, 14:00 (Kyiv time). EOIs shall be submitted in the English language . The length of the EOI shall not exceed 50 pages including all supporting documents. Further information may be obtained during office hours, 09:00–18:00 (Kyiv time) , by email at info@hope.mindev.gov.ua with a copy to hope.mdct@gmail.com Ministry for Recovery, Infrastructure and Transport of Ukraine (MRIT) Project Management Team – HOPE Attention: Oleksandr KOLIEINIKOV Address: 14 Beresteiskyi Avenue, Kyiv, 00015, Ukraine Attachment: Terms of Reference for HOPE-C3-17.3. is available at the link: https://docs.google.com/document/d/1ODd3o1oh8lG0FXv2eMtzsrhm0X30w_G8/edit?usp=sharing&ouid=115173350929590357042&rtpof=true&sd=true