Procurement Notices

The objective of project, “Implementing an integrated “Ridge to Reef” approach to enhance ecosystem services, to conserve globally important biodiversity and to sustain local livelihoods in the FSM” is “to strengthen local, State and National capacities and actions to implement integrated ecosystem based management through “ridge to reef” approach on the High Islands of the four States of the FSM

To achieve this objective, the project focuses on: enhancing and strengthening conservation and protected areas (Component 1) Integrated Ecosystems Management and Rehabilitation on the High Islands of the FSM to enhance Ridge to Reef Connectivity (Component 2); Management Effectiveness enhanced within new and existing PAs on the High Islands of FSM as part of R2R).Refer to Annex 1 –Terms of Reference for details.

The primary responsibility of the Inception Technical Advisor (ITA) is to assist the Government of the Federated States of Micronesia and the Project Implementation Unit (PIU) in successfully initiating the start-up phase of the project. The ITA – will play a critical role in ensuring that the R2R FSM project kick-starts effectively and efficiently during its first 2 months of implementation by providing the needed leadership and support to the Project Implementation Unit and the project stakeholders. The ITA will act as the interim Technical Advisor until a fulltime Chief Technical is recruited for the project.  Detailed objective of the position is described below. Refer to Annex 1 -Terms of Reference  for details.

Qualifications:

Educational Qualifications:

• Minimum Masters degree in development studies, environmental science, natural resource management and/or related field

Experience

• At least 5 years of experience in developing and implementing community-based Integrated Water Resource Management (IWRM), Locally Management Marine Protected Areas, Biodiversity Conservation, Sustainable Land management and has a good idea on challenges and opportunities for technical and behavioral evidences of water, biodiversity, and land management-related development impacts,
• Experience working on climate change, measuring effectiveness of marine conservation, biological diversity, water sector vulnerability, and M&E of project impacts, and knowledge of effective / innovative tools in this area
• At least 5 years of working experience  in FSM and/or or small island nations
• Experience in developing and / or implementing GEF,UNDP project and/or other development agency  supported projects
• Excellent inter‐personal, communication and negotiating skills
• Proven track record of project management and project team experience working with government, NGOs, and other key stakeholders

Competencies:

• Demonstrates integrity and commitment to UN principles and values and ethical standards
• Strong interpersonal and communication skills
• Ability to work well as part of a multi‐cultural team and displays gender, religion, race, nationality and age sensitivity and adaptability;
• Ability for team working;
• Self‐management, emotional intelligence and conflict management;
• Analytical and strategic thinking/results orientation
• Experience in participating and following the project cycle, creative capacity solving problems
• Computer literacy (e.g. Microsoft Word, Excel, and Power Point) is a prerequisite.
• Ability to engage various partners and stakeholders and builds strong relationships with clients and other stakeholders
• Demonstrates strong commitment and patience to deal with competing deadlines, demands, and interests

Evaluation

Cumulative analysis

The proposals will be evaluated using the cumulative analysis method with a split 70% technical and 30% financial scoring. The proposal with the highest cumulative scoring will be awarded the contract. Applications will be evaluated technically and points are attributed based on how well the proposal meets the requirements of the Terms of Reference using the guidelines detailed in the table below:

When using this weighted scoring method, the award of the contract may be made to the individual consultant whose offer has been evaluated and determined as:

a) responsive/compliant/acceptable, and

b) having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

* Technical Criteria weighting; 70%

* Financial Criteria weighting; 30%

Only candidates obtaining a minimum of 49 points in the Technical Evaluation would be considered for the Financial Evaluation. Interviews may be conducted as part of technical assessment for shortlisted proposals.

Offerors must send the following documents.

1. Signed  P11 form including names of at least 2 referees
2. Cover letter setting out:

• How the proposer meets the qualifications and experience required.

iii) Completed template for confirmation of Interest and Submission of Financial Proposal

Consultant must send a financial proposal based on a Lump Sum Amount. The total amount quoted shall be all-inclusive and include all costs components required to perform the deliverables identified in the TOR, including professional fee, travel costs, living allowance (if any work is to be done outside the IC´s duty station) and any other applicable cost to be incurred by the IC in completing the assignment. The contract price will be fixed output-based price regardless of extension of the herein specified duration. Payments will be done upon completion of the deliverables/outputs.

In general, UNDP shall not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources

In the event of unforeseeable travel not anticipated in this TOR, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and the Individual Consultant, prior to travel and will be reimbursed.

The P11 form and Template for confirmation of interest and Submission of Financial Proposal is available under the procurement section of UNDP Fiji website (www.pacific.undp.org)

A. Background:

The objective of project, “Implementing an integrated “Ridge to Reef” approach to enhance ecosystem services, to conserve globally important biodiversity and to sustain local livelihoods in the FSM” is “to strengthen local, State and National capacities and actions to implement integrated ecosystem based management through “ridge to reef” approach on the High Islands of the four States of the FSM

To achieve this objective, the project focuses on: enhancing and strengthening conservation and protected areas (Component 1) Integrated Ecosystems Management and Rehabilitation on the High Islands of the FSM to enhance Ridge to Reef Connectivity (Component 2); Management Effectiveness enhanced within new and existing PAs on the High Islands of FSM as part of R2R)

The project is part of the Pacific R2R program on “Pacific Islands Ridge-to-Reef National Priorities - Integrated Water, Land, Forest & Coastal Management to Preserve Ecosystem Services, Store Carbon, Improve Climate Resilience and Sustain Livelihoods”.  It is consistent with three of the GEF-5 focal areas including Biodiversity, International Waters, and Land Degradation, and is designed to advance FSM’s work towards achieving national and international priorities in these key focal areas through a comprehensive Ridge to Reef approach.  As such, the project will deliver directly on: the Convention on Biological Diversity (CBD)’s Programme of Work of Protected Areas (PoWPA) of the Aichi Targets and the National Biodiversity Strategy and Action Plan (NBSAP 2012 – 2016); the UN Convention to Combat Desertification (CCD)’s National Action Programme (NAP).

The R2R FSM Project is a 5 year project, implemented by the Office of Environment and Emergency Management (OEEM).

B. The primary responsibility of the Inception Technical Advisor (ITA) is to assist the Government of FSM and the Project Implementation Unit (PIU) in successfully initiating the start-up phase of the project. The ITA – will play a critical role in ensuring that the R2R FSM project kick-starts effectively and efficiently during its 2 months of implementation by providing the needed leadership and support to the Project Implementation Unit and the project stakeholders. The ITA will act as the interim Technical Advisor until a fulltime Chief Technical is recruited for the project.  Detailed objective of the position is described below.

Scope of Work Key responsibilities include:

Technical Advice

• Support the Project Implementation Unit  (PIU) with preparations and facilitation of inception workshop and project board meeting (includes workshop program, presentations, facilitation of some sessions, pre-inception stakeholder discussions and outline of inception workshop)
• Review  of the approved Project Document  and verify the validity of proposed interventions  and implementation approaches vis-a’-vis prevailing development contexts that were not present at the time of project formulation;
• Support the Project Coordinator and the Project Management Unit in development of relevant Terms of Reference and mobilization of qualified national/international experts and organizations, as needed, to provide specific technical consultancy services required to achieve project results and targets.
• Based on the review in a) identify capacity building needs, if any, for the PMU staff, government officials, local NGO’s and island communities, which were not envisaged in original Project Document;
• Based on the review in a) verify potential synergies with existing development activities in FSM, and liaison with other development partners (e.g. SPC, USP & SPREP). This will include providing a list of contact persons/organizations and potential technical support and/or collaboration;
• ToRs developed for key consultancies / goods and services / outer island missions to be procured in 2016
• Draft/update discuss and get endorsement of MOU with key partners – i.e. fisheries, agriculture, home affairs, etc.

Project Management

• Based on the assessment of the implementation progress, in consultation with UNDP, advise PMU on areas that require adaptive management or reorientation of project strategies wherever relevant and if necessary;
• Based on the new data and information, assist the project team update the Project work plan, baseline (if there are any changes), adjust / detail indicators in the project log frame, as necessary and assist the PC to regularly monitor risks and update risk log of the Project as required;
• Provide a list of  recommendations/suggestions which will assist the PIU revise  key documents including current 2016 Annual / 2016  - 2017 Multi-year Work Plan and Project Logical Framework;

Monitoring and Reporting

• Provide a list of  recommendations/suggestions  which will assist the PIU compile documents including  a Procurement  Plan ( 2016 – 2017) and a Monitoring and Evaluation Plan  (including management of risks);
• In consultation with UNDP, support the Project Coordinator develop quarterly, annual, Project steering committee briefing, technical working group monitoring and reporting, and other reporting templates; provide quality control.
• Establish / update M&E framework with supporting tracking sheets; provide trainings to project staff on the data collection, monitoring and reporting of progress;
• Based on the above analysis, provide guiding notes for the project team and key stakeholders on key R2R technical issues to help in smooth project implementation and delivery of results.

Knowledge Management & Partnership

• Support the Project Implementation Unit (PIU) with communications Support Project Management unit with knowledge management and communications (drafting two press releases, one feature articles and at least one talk back shows).
• Support project manager / communication officer develop SOP for communication – i.e. keep news clippings of press releases, feature articles.  Record and file talk back shows.  Track participants (by male, female, and children)
• Share information and reports to strengthen R2R FSM’s linkage and contribution to the Regional R2R Project and overall Pacific R2R Program.

It is critically important for the ITA to carry out these tasks while keeping key stakeholders (officers of the Office of Environment and Emergency Management, Department of Resources and Development, PIU staff and community members) fully involved but at the same time taking a technical (and sometimes managerial) lead.

It is critically important for the ITA to carry out these tasks while keeping key stakeholders fully involved but at the same time taking a technical (and sometimes managerial) lead.

D.      Expected Outputs and Deliverables

The ITA is expected to deliver the following product by the end of the consultancy:

Deliverable 1: Pre-Inception Workshop & Project Board Meeting Deliverables Package[1]

• Inception Workshop and Project Board Meeting Agenda and Invitation Letters
• Inception Workshop and Project Board Meeting Presentation Package
• Pre-inception stakeholder discussions briefing notes and notes from the meeting (participant of the meeting, key discussion and agreements, next steps)
• Updated Log Frame / Strategic Results Framework (within the Project Document) with updated baselines / indicators
• Updated Annual/Multi-year  Work Plan for 2016 and 2017 to be presented and endorsed at the Inception Workshop and Board
• Inception Workshop Press Release and/or local media coverage (radio, newsletter, etc)

Deliverable 2: Post-Inception Workshop & Project Board Meeting Deliverables Package[2]

• Inception Workshop Report
• Project Board Meeting Report
• Endorsed updated Annual / Multi-Year Work Plan
• ToRs developed for key consultancies / goods and services / outer island missions to be procured in 2016
• Letter of Agreement / Memorandum of Understanding updated and/or signed in close collaboration with UNDP and Implementing Partner, with key partners of the project - i.e. fisheries, agriculture, home affairs, etc.
• Communications SOP
• Recommended Practical Steps / Action Plan for Project Acceleration and Delivery Targets
• List of Major Procurements / Big Ticket Items

E.       Payment Schedule

• 20 % paid upon contract signing  and acceptance of work plan (no later than 2 weeks after signing of contract)
• 10%Paid upon pre-mission report outlining how task will be achieved  (no later than 3 weeks after signing of contract)
• 30% paid upon submission and acceptance of Deliverable 1 (no later than 1 month after contract signing)
• 40% paid upon submission and acceptance of Deliverable 2 (no later than 2 months after contract signing)

F.       Institutional Arrangement

• The consultant will be monitored, overseen and supervised by UNDP Multi Country Office Fiji in close cooperation with the Office of Environment and Emergency Management.
• The consultant is expected to produce a final report upon successful completion of activities according to the agreed schedules.
• The consultant is expected to provide his/her own computer.

G.     Duration of the Work

• The consultancy is for 35 days months commencing no later than July 22 and completion no later than September 15
• The consultant shall be engaged to undertake the consultancy working concurrently according to a planned schedule to be completed by the latest September 15.
• The consultant is expected to propose a work layout, plan, budget and timelines to achieve the expected outputs with the appropriate methodology.

H.      Duty Station

The consultant will be home based but expected to spend at least 20 days in FSM. Consultant is expected to bring computer, software, etc. The PIU will organise office space in Tuvalu. The PIU will provide transportation (air and/or boat) outside of Pohnpei based on Government and/or UNDP travel policies

1. Supervision / Reporting
2. The ITA will report directly to UNDP Head of Resilience and Sustainable Development Unit and/or her/his representative and UNDP Regional Technical Specialist/Advisor based in Suva, Fiji / Bangkok, Thailand.
3. The ITA will support, supervise, train and mentor the PIU staff.
4. The ITA will also provide regular reporting to Director of Environment and any other relevant key government stakeholders together with the Project Coordinator.
5. The ITA will supervise, guide, management, and monitor progress and deliverables of the team members comprising of national and international experts.
6. The ITA is expected to produce a final report upon successful completion of activities according to the agreed schedules. The consultant is expected to provide his/her own computer.