EDR/EOI-1/2024
Consultancy Service for Strategic Plan Development
Project Title: Consultancy Service for Strategic Plan Development

1. Background:

The Ethio-Djibouti Standard Gauge Railway Share Company (EDR) is seeking a consultancy firm to assist in the development of a ten-year strategic plan (2025-2034). EDR was established in April 2017 to operate and maintain the Addis Ababa – Djibouti Standard Gauge Railway Line. As EDR transitions to managing its operations independently, the need for a new strategic plan has arisen to ensure sustainability and profitability.

Therefore, Ethio-Djibouti Standard Gauge Railway Share Company would like to invite interested and qualified bidders for the consultancy service in strategic plan preparation of our Railway, and we invite eligible companies to submit sealed per-qualification application for Expression of interest.

• Purpose and Objective of the Consultancy Work:

The selected consultant will work closely with EDR’s Board of Directors and Executive Management to develop a new strategic framework that considers the current internal and external operating environment. The main objectives of this consultancy engagement include defining the scope of the Strategic Plan Development process, conducting consultative forums with key stakeholders, and drafting the Strategic Plan for validation and approval.

• Scope of the Work:

The consultant will be responsible for determining the best approach to implement the strategic plan, conducting situational analysis (through appropriate tools), conduct stakeholder mapping, set strategic issues (vision, mission, values, objectives, pillars of excellence); goals, targets, activities, and implementation strategies of the plan including action plan, human resource development strategy needs to achieve the strategic plan, sustainability plan (programs and projects), financial requirements and Investment plan, risk analysis and management approaches, monitoring, evaluation and reporting framework to enable effective tracking of the strategic plan.

The scope of work will cover all railway stations and maintenance workshops along the railway line in Ethiopia and Djibouti.

• Application process:

Interested companies/firms/ must fill in the EDR qualification applications and submit relevant documents/information/ as to demonstrate that they are eligible to provide the required consultancy service. The result of the EOI qualification evaluation will be used for identification of the successful company to carry out the above indicated assignment.

The application should consider the following application procedures & documents.

1. The applicant shall bear all costs related to preparation and submission of this Expression of interest based on the scope of the work. EDR will not be responsible or liable for those costs regardless of the result of the selection process.
2. All the pages of the EOI submitted must be numbered and signed by authorized person.
3. Incorrect, incomplete, and inadequate application may lead to rejection of  the application.
4. All documents must be submitted in English language.
5. Applicants may be requested to clarification on submitted document,
6. EDR has the right to reject the application without, communicating the Consultancy company
7. EDR shall not provide to applicants related to shortlisting & selection process, in this respect, EDR decision shall be, final and binding for all applicants.
8. EDR has planed , after the selection process finalized to pay majority of the portion by ETB. After this EOI and selection process is finalized, EDR will highly encouraged for the consultants submitted their financial offer above 50% in Ethiopian Birr (ETB).
9. Both International and Local companies are invited to participate in this EOI.
10. Submission of documents shall as per the requirements in this EOI.
11. Interested applicants may obtain further information at address Below:

Ethio-Djibouti Standard Gauge Railway Share Company (EDR)

Furi Lebu Railway Station, office Building, Corporate Planning and Program Management or Procurement and Logistics Departments

Telephone No. +2519 14764276, +251920 615718

• Participants:

Prospective National & International companies who are legally registered we are invited to participate in the Expression of Interest (EOI). The applicants shall not be blacklisted in any governmental organization. Competent applications meeting all requirements should be submitted all necessary documents in sealed envelope by courier on June 04, 2024 on the Address below.

• Duration of the Work:

consultancy assignment is expected to last three months and two weeks from the date of contract signing. But The completion date of the assignment shall depend on the requirement of the projects, and which will be determined during signing of the contract agreement.

• Requirements for Submission of Expression of Interest (EOI)

The EOI shall contain following documents:

• A cover letter for submission of expression of interest
• If joint venture, legal documents for the joint venture formation shall be submitted by the companies.
• Registration by Procurement Agency (if applicable).
• Complete organization profile, Company capacity statement, Financial, Manpower and equipment
• Registration Certificate from the Government Authority.
• License with Latest renewal of 2024 G.C.
• Tax clearance certificate that works to date of the submission of the EOI
• Attorney for the certification of the Authority,
• Financial flow statement approved by official Auditing entity,
• EOI document should be prepared in English language.
• The Deadline for document submission shale be on June 04,2024 At 5:00P.M.
• The Ethio – Djibouti Railway Share Company reserves its rights to reject any or all bids.
• A covering letter for EOI typed in organizations letter head with official seal. There should be a subject head, the reference no of EOI notice and clear indication of the name and address of the company.
• Works contracting Process

From short list records, companies/firms will be selected to provide the consultancy service for the development of the Ethio- Djibouti railway share company 10-year strategic plan. The basis for selection for the /companies /firms will be evaluation result of company/firm and their willingness to participate in that regard.

• Key Deliverables:
  The key deliverable include an inception report, comprehensive document review and analysis, draft Strategic Plan, final Strategic Plan document, training session for EDR Council members, and review sessions at each stage.
• Confidentiality of Information:
  All documents and data collected during the consultancy will be treated as confidential and used solely for the assignment. Information shared by EDR shall remain the property of EDR and not be disclosed to third parties without permission.
• Provisions by EDR:
  EDR will support the strategic plan development process by providing office space, arranging venues for discussions and training, administrative support, necessary data and information, and establishing an internal working team to oversee the process.
• Expert Profile:
  Qualified and experienced consultants with expertise in Transport Planning, Railway Engineering, Strategic Planning, Organizational Development, or related fields are invited to apply. Consultants is encouraged to have a minimum of 10 years of experience in strategic planning document preparation and experience in the railway transportation sector. Experienced strategic planning development of at least five organizations; at least Two in the transport sector including Railway Companies.
• Minimum eligibility criteria

Firms service providers minimum eligibility criteria are as under:

Table 1: Eligibility Criteria

S/N	Criteria	Verification Documents	Requirement
1	Nationality (Ethiopian or Abroad)	Registration certificate	Must meet
2	Firm Profile /Relevancy to the Assignment/	Company profile document	Must meet
3	Previous Experience of Conducting Similar Tasks related with railway	Contract agreement testimonies	Must meet
4	Academic and Professional Qualification of the Consultant Key Staff (CV)	License and CV of the staffs	Must meet
5	Methodology and Timeliness of the Proposed Task	Submitted Proposal	Must meet
6	Licensing and Membership to Professional Body	Certificate	Must meet
7	Suitability of training delivery program	Certificate	Must meet
8	Financial profitability of the last three years	Financial report	Must meet

1. Medium of Communication:
   The strategic plan document should be prepared in English, and all communication and document review discussions will be conducted in English.

ANNEXES:

ANNEX: Company profile contents

TABLE 1-GENERAL INFORMATION

• Name of the Company
• Address
• Phone Number
• Fax Number
• Email Address
• Address of Other Offices if any
• Name and Designation of the Contact Person
• Legal Status (Provide certified copies of Registration)
• Registration number
• Place of Registration
• Principal place of business
• VAT Registration number
• Provide certified copies

TABLE 2- COMPANY EXPERIENCE IN LAST THREE YEARS

• Starting Month/ Year
• & Ending Month/ Year
• Client
• Description of services
• Contract Amount

Remarks (Provide documentary evidence)

TABLE 3 – SIMILAR EXPERIENCE IN LAST THREE YEARS

• Year
• Client
• Description of works
• Contract Amount
• Remarks (Provide documentary evidence)
• Please include copies of completion certificates issued by former clients and / or
• performance appreciation /evaluation letters from former clients providing their contact details and approval to contact them.

 TABLE 4-ONGOING COTRACTS (If any)

• Client
• Description of Contracts
• Location
• Amount
• % of Completion (Provide documentary evidence)

TABLE 5-ADEQUACY OF WORKING CAPITAL

• Source of credit line
• Amount
• Remarks (Provide documentary evidence)
• Please provide proof of financial competency and audited financial statements for the last three financial years.

TABLE 6- LIST OF PERMANENTLY EMPLOYED STAFF

• Name
• Designation Qualification
• No. of Years of Experience
• Provide an organizational chart and detailed CVs for key management and technical Personnel in the Organization

TABLE 7-ANY OTHER INFORMATION

• In addition to the required information, Companies may provide brochures and other Related documents.

I, the undersigned, warrant that the information provided in this form is correct and, in the event of changes, details will be provided as soon as possible:

Interested consultancy firms are invited to submit their Expression of Interest by [Deadline, June 04, 2024 ].  

Ethio-Djibouti Standard Gauge Railway, EDR

Furi Lebu Railway Station, office Building, Procurement and Purchasing Department.

Share Company EDR

Telephone No.

+251-976-54-46-36, +251-920-61-57-18

Thank you for your interest in supporting EDR’s strategic planning process!!!