Procurement Notices

1.       Project Background:

UNDP in close collaboration with Ministry of Agriculture and Fisheries launched “Building Shoreline Resilience of Timor-Leste to Protect Local Communities and Their Livelihoods” project with the funding support of the Global Environmental Facility (GEF).  The objective of the project is to strengthen the resilience of coastal communities by the introduction of nature-based approaches to coastal ecosystem conservation and shoreline protection integrated with strengthening the livelihoods and adaptation capacity of vulnerable coastal community.  

As the development challenges of coastal areas are complex and cross-sectoral; the project will be implemented in close collaboration with Ministry of Agriculture and Fisheries, Ministry of Commerce, Industry and Environment; Ministry of Public Works, Ministry of Social Solidarity, University of Timor Leste(UNTL), NGOs and private enterprise.  

Poor catchment management, deforestation, conversion to agricultural land, and existing inappropriate agriculture practices (e.g. slash and burn and free livestock grazing), have led to a rapid degradation of catchments and watersheds in Timor-Leste and increases in flash-floods, which have downstream impacts on rivers, estuaries and coastal ecosystems, causing more erosion and prolonged coastal inundations.

A viable solution to coastal protection must therefore also exhibit the strong connectivity of catchments and coastal ecosystems, by including effective soil conservation and watershed management in protecting mangroves and coastal areas. This is especially relevant in Timor-Leste, given the country’s steep terrain and extensive deforestation. 

Improved upstream watershed management, reforestation and restoration of degraded lands, is needed to reduce excessive sediment loads to downstream coastal waterways, and areas that cause siltation of natural pond, mud-marsh and wetland systems, as well as in some places contributing to coastal accretion. Therefore, comprehensive plans for the restoration and protection of such natural systems within a broader landscape are essential for coastal resilience.

Long-term resilience of coastal areas demands comprehensive approaches that examine and address risk acceleration factors at a broader coastal landscape and catchment area. Consequently, small scale micro-watershed and natural pond/wetland restoration measures with the engagement of local district, sub-district and suco authorities and residing communities will be implemented. The project will support communities in preparing local afforestation, soil and water conservation plans using participatory processes through assessing the effects of climate change on their livelihoods. Specific attention will be paid to degraded areas, the protection of water catchment areas and the potential for soil and water conservation techniques.

Moreover, the project will systematically strengthen the synergistic relationship between communities, mangroves and coastal ecosystems and ensure that coastal communities in Timor Leste have economic incentives to maintain and safeguard these protective natural systems as well as improved livelihoods as part of enhancing their climate change adaptation capacity and build resilience. This will be achieved through community-led adaptation interventions integrated with sustainable land management activities, that include livelihoods diversification options (such as agroforestry, fisheries, intensive gardening, fruit trees plantation and others.

In line with this, UNDP would like to invite experienced local NGOs and CBOs to submit a project proposal to partner in the implementation of ‘Integrated Community Based Livelihoods Strengthening and Sustainable Land Management child-project.  

Project Target site:

2.       Scope of the Intervention: The overall aim of the project should be to restore the existing and rehabilitate the degraded ecosystem and land in the targeted sucos/municipalities through community based participatory land use planning approach integrated with agro-forestry and other community livelihoods enhancement intervention that emphasizes natural regeneration and restoration.

·         Promote and practice Participatory Land Use Planning (PLUS) approach as a key methodology to ensure high participation and ownership of the local authorities and the larger community.

·         Upscaling of successful reforestation efforts with diversity of tree species, promoting agroforestry

·         Rehabilitation and protective measures of wetland and estuary areas;

·         Land works such as contour/swale building and small-scale bio-engineering for reducing runoff and soil loss and providing enhanced water-access for agricultural and agro-forestry use, as well as for infiltration to restore springs and aquifers.

·         Securing steep slopes with ‘pioneer’ deep root vegetation (e.g. grasses such as vetiver), to support the establishment of slower-growing agro-forestry species, using integrated land management-approaches.

·         Knowledge sharing/awareness raising activities targeted at various age groups, these will include:

§  Promotion of nature-based risk reduction practices in communities

§  Support in integrating ecosystem services and adaptation in to sucos development plan

§  Organize events for children and youth such as involvement in tree planting, soil and water conservation activities

§  Prepare Education materials: children’s book, leaflets, brochures and video in Tetum, or Portuguese and English languages

3.       Main Tasks and Deliverables: The Grantee main responsibilities include:

1. Target Area and Beneficiaries identification: conduct participatory selection of direct and indirect beneficiaries of the project intervention as well as degraded areas for biological and physical soil and water conservation/bio-engineering work upstream biodiversity restoration/rehabilitation and other disaster risk such as erosion, land slide, etc.  controlling measures.
2. Promote and practice Participatory Land Use Planning (PLUS) approach as a key methodology to ensure high participation and ownership of the local authorities and the community at large.
3. Community consultation and identification of target groups and relevant livelihoods options in the selected Sucos.
4. Community mobilization, organization (forming groups and cooperatives), training and provision of materials and start-up micro-capital to engage in different income generating activities
5. Provide regular technical support and supervision of community groups/cooperatives on the performance of their livelihoods activities
6. Community consultation, sensitization and awareness raising on climate change, ecosystem and natural resources management, etc.
7.  Mobilize the community and engage stakeholders to implement the planed project activities
8. Engage with local government and partners the entire project period
9. Implement planned activities as per quarterly and Annual Work Plan,
10.  Prepare and submit periodic reports such as monthly, quarterly, and annual both financial and activities accomplishment
11. Documentation and sharing of best practices, organize learning and sharing events, plan for scale-up and replication of successful practices
12. Monitoring and Evaluation,
13. Facilitate annual audit
14. Others as deemed relevant

4.      Who may Submit Proposals: experienced national or subnational NGO, CSOs or CBOs who have track records of implementing similar projects and have proven grant management capacity.  

5.       Competencies:

• Demonstrated capacity for strategic thinking and expertise in mangroves and coastal landscape management

·                     Proven experiences in working with community-led initiatives, community mobilization

·                     Proven capacity to implement and achieve set target

·                     Strong community mobilization, awareness raising and organizing capacity

·                     Strong presentation and facilitation skills.

·                     Excellent command of English with exceptional writing, presentation, communication and facilitation skills.

6.       Budget: The maximum amount per grant award for such project will be limited to $50,000, with applicants required to provide a detailed budgetary estimate through both annual work plan and quarterly detail activity implementation plan. Administrative cost (logistical, staff salary and other related costs should be within 15% - 20% of the total budget). UNDP will evaluate performance of the grantee and fund release is result based

7.       Project Period: March - Dec 2018

8.       Organizations can apply for one or more Districts based on their expertise and presence in certain districts in implementing similar projects

9.       Contact: for more information, contact Mr. Ivo Cancio at ivo.cancio@undp.org,  Phone no. 78022992 or Mr. Roni Pati Tpoi, at roni.tpoi@undp.org , Phone no. 78616921/78059295    Completed proposals should be received (sealed hard and soft copy) by UNDP Caicoli, Dili, Timor Leste no later than ( 15 February2018)

Note: Please ensure that a project proposal and all attachments are legible. All supporting documents (attachments) should also have the name of the project on them. Keep a copy of your proposal for your own records as the one you submit will not be returned.

Annex 1 : Proposal Out line and Content

1. Applicant

Name of Organization: _____________________________________________________

Established _________________ Number of members ______________Number of similar projects implemented_________ and ongoing _______

Mailing Address:              ______________________________________________________

Physical Address:             ______________________________________________________

Telephone:                         ______________________________________________________

Fax:                                        _____________________ E-Mail: _________________________

Project Title                     ______________________________________________________

Principal Officer:              ______________________________________________________ 

(Name and Position)

Project Contact/Manager: _______________________________________________ 

(Name and Position)

Proposed Starting Date: _______________ Expected Project Duration ______________________

1. Project Proposal Content

·         Background/ introduction 

·         Project rationale      

·         Design principles and strategic considerations            

·         Project Objective, Outcomes and Outputs/activities

·         Key indicators, risks and assumptions            

·         Cost-effectiveness  

·         Sustainability            

·         Replicability                               

·         Project logical Framework (please use the annexed standard template)

·         Total Budget and Work plan (please use the annexed standard template)

·         Management Arrangements

·         Monitoring and Evaluation Framework

·         Stakeholder Involvement Plan           

·         Compliance with UNDP Safeguards

·         Exit strategy

·         Legal Context

·         Annexes     

1. Proposed Budget

·         Fund Requested-UNDP: _____________                  

·         Fund from other sources including own contribution: _____________

·         Total project cost: ______________

1. Organizational Background and Capacity to implement the Propose Project (max 1 page)

This section should clearly demonstrate that the proposing organization has the experience, capacity, and commitment to implement successfully the proposed project. Among the issues to be covered in this section include:

·         Nature of the proposing organization – Is it a community-based organization, national or sub-national NGO?

·         Purpose and core activities of the organization

·         Organizational approach (philosophy) for project implementation, i.e. how does the organization deliver its projects?

·         Length of existence and project management experience

·         Organizational structure, governance and administrative framework: number of paid staff members, volunteers, if any.

·         Membership and affiliation to associations or umbrella organizations

·         Legal status - registration with government approved authority

·         Target population group (women, local communities, youth, etc.)

·         Previous experience relevant to the proposed project including: projects addressing issues of Climate Change Adaptation, Agro-forestry, Land Degradation, Sustainable land and Forest Management, Coastal Biodiversity loss and Pollution of Water Resources. Experience in implementing projects that focus on environment and natural resources management and sustainable development at community level.

1. Proposed Methodology and Approach to implement the Project (max 2pages)

·         Provide a description of organizational structure and readiness to implement the project

·         Provide suggested work plan and timetable. This section may be presented in graphical (table) form and can be attached as an annex. It should indicate the sequence of all major activities and implementation milestones, including targeted beginning and ending dates for each step

·         Describe how stakeholders and communities will be involved in target setting and implementation of the project  

1. Quality of Personnel and Suitability for the implementation of the Project - CVs

·         This section should demonstrate proven in-house experience – evidence that the applicant can successfully implement the project

·         Provide information on team composition and task assignments, and attached CVs/resume of key experts

·         Details of current staff and qualifications: organizational structure that indicate the total number of professional, administrative and support staff etc.

1. Additional information

·         Provide additional information or description of resources supporting your organization’s qualification for the proposed assignment, including any recommendations, certificates, award, brochures, pamphlets etc. the grantee wishes to attach.

Annex 2. Technical Evaluation Criteria

Evaluation forms for technical proposals are presented below. The obtainable number of points specified for each evaluation criterion indicates the relative significance or weight of the item in the overall evaluation process.

The Technical Proposal Evaluation Forms are: Form 1: Expertise of Organization Submitting Proposal; Form 2: Proposed Work Plan and Approach; Form 3: Personnel.

Note: The score weights and points obtainable in the evaluation sheet are tentative and may be changed depending on the need or major attributes of technical proposal.

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