Procurement Notices

TERMS OF REFERENCE

FIELD COORDINATOR FOR COMMUNITY-BASED DISASTER RISK REDUCTION AND MANAGEMENT IN 90 BARANGAYS IN LEYTE AND SAMAR

A. Project Title

Resilience and Preparedness toward Inclusive Development (RAPID) Program

B. Project Description 

The RAPID Program is a capacity development program supporting the long-term recovery of identified Local Government Units (LGUs) and communities in Yolanda (Haiyan)-affected areas in the islands of Leyte and Samar by having their disaster and climate risks mitigated and mainstreamed into land use and development planning, programming, regulatory, and other implementation processes.

It aims to address the institutional capacity and individual competency gaps of key players on disaster risk reduction and management of natural hazards including those aggravated by climate change. It also aims to raise the awareness and competencies of decision makers and communities in the target areas about the impacts of natural hazards on lives, properties and the economy, and that the changing climate brings extreme weather events that can trigger and exacerbate the impacts of future hazard events. These stakeholders include local chief executives, relevant departments and offices working on disaster risk reduction, climate change, and development, and communities.

RAPID covers 12 municipalities located along the coastline of the Leyte Gulf: Tacloban City, Palo, Tanauan, Tolosa, Mayorga, MacArthur, Dulag, and Abuyog in Leyte, Basey and Marabut in Western Samar, and Lawaan and Balangiga in Eastern Samar. It is funded by the Australian Government through the Australian Embassy in the Philippines – Department of Foreign Affairs and Trade (DFAT) and is administered and implemented by the United Nations Development Programme (UNDP) Philippine Country Office through its Project Management Unit (PMU).

The activities of RAPID are designed to enable the target LGUs to come up with better plans, policies, and regulatory measures that take into account major challenges that affect the wellbeing of the population, including climate and disaster risks. It has 7 outputs:

1. Climate/disaster risk and vulnerability assessments produced as a basis for “climate/disaster proofing” future development in the target areas.
2. Priority disaster mitigating measures such as community-based and managed early warning systems (CBMEWS), contingency plans, re-engineering standards, and other resilience building interventions developed and implemented.
3. Competencies of local governments and critical partners improved to deal with the disaster risks of multi-hazards, including those from climate change and general level of awareness and competencies of vulnerable communities and other local stakeholders increased to deal with disaster and climate change risks.
4. Disaster Risk Reduction (DRR) and Climate Change Adaptation (CCA) mainstreamed into land use, socio-economic plans, and investment programs at the national and local level.
5. Risk sharing/transfer mechanisms developed and showcased.
6. Knowledge management on Disaster Risk Reduction and Management and Climate Change Adaptation developed and implemented.
7. Competencies of barangays and communities improved to deal with the disaster risks of multi-hazards, including those from climate change; and general level of awareness and competencies of vulnerable communities and other local stakeholders increased to deal with disaster and climate change risks.

Item 7 pertains to the Community Based Disaster Risk Reduction and Management (CBDRRM) component of the program. CBDRRM is a process in which at risk communities are actively engaged in the identification, analysis, treatment, monitoring, and evaluation of disaster risks in order to reduce vulnerabilities and enhance capacities. RAPID recognizes the urgency of developing the capacities of all the stakeholders involved in the recovery and rebuilding back of Yolanda-affected areas, and as such there is a need to fast-track the capacity development process especially for the frontliners: the barangays. Under the program, the CBDRRM shall be a package of targeted capacity-building interventions to be provided to this lowest, but very important group of stakeholders, especially in terms of their preparedness capacity to either avoid or lessen the impacts of natural hazards and shoring up their capacities, avoiding disasters in the process.

UNDP is in need of the services of a Field Coordinator who will provide administrative services in the field for the implementation of the CBDRRM.

C. Scope of Work

The Field Coordinator shall lead the provision of support services in the field for the implementation of the CBDRRM. He/she will provide overall administrative functions for the capacity building program, including but not limited to:

1. Providing administrative support for the implementation of capacity building activities, including coordination with stakeholders, preparation of materials and supplies, securing venues, and other logistical requirements;
2. Facilitating coordination with key offices and individuals such as Mayors’ Offices, local Disaster Risk Reduction and Management Offices, barangays, and other relevant groups;
3. Providing support and assistance in travel and accommodation arrangements of participants as needed, related to the implementation of the CBDRRM;
4. Preparing monitoring reports on the status of activities, administrative services rendered, outputs supported, resources delivered, any bottlenecks encountered, next steps to be taken, and any decision inputs that need to be considered by the PMU in relation to the CBDRRM;
5. Assisting in the wrap-up and conclusion of the CBDRRM;
6. Overseeing the progress of activities and ensuring sound strategies and judicious use of resources for the timely completion of outputs, together with the Technical Experts and the PMU.

The Field Coordinator must support the achievement of the following results:

1. Consensus among barangays and other stakeholders on the strategic approach to disaster avoidance and mitigation and long-term adaptation to climate change developed.

This will be achieved through consultations that shall serve as a platform for inclusive engagement of all stakeholders. LGUs and the barangay leadership, together with the communities in vulnerable locations such as coastal areas will be actively involved in the development of strategies and options, starting with situation, capacity, and risk analyses. These consultations with various stakeholders will help facilitate the conduct of subsequent CBDRRM activities.

2. Competencies on Community-Based Disaster Risk Reduction and Management of the identified communities enhanced.

This output is expected to be attained through a series of trainings on CBDRRM to be undertaken for identified communities, using national standards, particularly the mandated manual of the Office of Civil Defense (OCD). These activities are meant to increase the capacities of highly vulnerable barangays on disaster prevention/mitigation, preparedness, response, and recovery/rehabilitation.The training shall incorporate various participatory activities including risk assessments up to action planning.

3. Barangay Disaster Risk Reduction and Management Committee(s) (BDRRMC) established/reactivated and Barangay Disaster Risk Reduction and Management Plan(s) (BDRRMP) produced.

Barangays shall be assisted in the formation/re-activation of their Barangay Disaster Risk Reduction and Management Committees. Barangay Disaster Risk Reduction and Management Plans (BDRRMP) shall also be produced in a participatory manner.In doing so, effective participation of sectoral and marginalized groups will be ensured.The BDRRMP will serve as the embodiment of people's actions vis-a-vis the risks they face.The BDRRMC is expected to have accountability for overseeing the development and implementation of a BDRRMP, including the approval of the Plan by the Barangay Development Council through a resolution and appropriation of budget for community-based disaster risk reduction activities and investments.

The capacity building shall be provided to 90 barangays in the 12 LGUs covered by RAPID, and the Field Coordinator shall work with the Technical Experts in providing administrative support for the conduct of the CBDRRM in all of the 90 barangays. An initial list of barangays, identified in terms of presence/absence of prior CBDRRM interventions and BDRRM plans, population density, and risk is attached in the Annexes (Annex A).

D. Expected Outputs and Deliverables

The Field Coordinator is expected to produce the following outputs:

1. Progress reports on the administrative services rendered shall be submitted every month to the PMU until the conclusion of the engagement. It should also include the outputs that have been supported and the resources delivered by the Field Coordinator.

The table below summarizes the expected outputs and deliverables for this engagement:

E. Institutional Arrangement

1. The Field Coordinator will be directly responsible to the PMU, through the Project Manager and the CBDRRM focal staff. Approval of strategic decisions and outputs must be sought from them, being the key individuals responsible for supervision and oversight of the project.
2. Monthly progress reporting shall be required by the PMU from the Field Coordinator. The Field Coordinator is expected to provide relevant updates on the status of activities, administrative services rendered, outputs supported, resources delivered, any bottlenecks encountered, next steps to be taken, and any decision inputs that need to be considered by the PMU in relation to the CBDRRM.
3. The Field Coordinator is expected to work closely with the Technical Experts to ensure proper coordination and implementation of activities, and to maximize resources whenever and wherever applicable, noting that the CBDRRM is expected to be complete by 31 December 2018.
4. The Field Coordinator is expected to liaise with the Technical Experts to set up the logistical requirements needed to perform the work. He/she is expected to secure and deliver the necessary requirements provided by the Technical Experts through activity designs, such as venues, food and refreshment, supplies and materials, and accommodation needed by the target population in the conduct of the CBDRRM activities.
5. The Field Coordinator may, at his/her discretion, hire staff to augment manpower needs. The remuneration, and other costs associated with the additional manpower shall be charged under the Field Coordinator’s contract and not to RAPID or UNDP.
6. All logistical requirements and preparations, including travel, related to the implementation of CBDRRM activities shall be coordinated with the Technical Experts for proper facilitation and shall be charged under the budget of the CBDRRM as per RAPID’s Annual Work Plan.

F. Duration of the Work

1. The duration of work is 3 months, from October to December 2018. RAPID will close its operations by 31 December 2018, and the simultaneous conduct of the CBDRRM in all of the 90 barangays and the volume of activities will require the complementation services of the Field Coordinator to maximize the time.
2. The engagement shall start when the contracts have been awarded, and preparatory meetings can begin. The actual field work shall begin after the conduct of the Inception Meeting.
3. The CBDRRM shall be complete once all outputs have been produced, submitted, and accepted, and all due payments have been made, in accordance with the TOR and the contract.
4. An indicative lead time for the review of outputs and processing of payments upon receipt is 5 days.

G. Duty Station

The Field Coordinator’s duty station will be in the target areas in the provinces of Leyte and Samar. However, it will be preferred if the Field Coordinator is stationed in Tacloban City, Leyte.

H. Qualifications of the Successful Individual Contractor

Interested applicants should bear the following minimum qualifications:

I. Competencies Required

Interested applicants must be able to effectively secure resources; work well with minimal supervision; be familiar with project areas; and have highly efficient coordination skills.

J. Scope of Price Proposal and Schedule of Payments

Individuals who wish to apply for the post must submit a Lump Sum Amount price proposal. It should be all-inclusive (all costs--professional fees, travel costs, living allowances, communications, consumables, etc.) that could possibly be incurred by the Contractor are already factored into the final amounts submitted in the proposal and the contract price is fixed regardless of changes in the cost components. Payments shall be made according to the following schedule:

K. Recommended Presentation of Offer

Submission of proposals is open to all interested and qualified individuals. The proposal shall contain both technical and financial components. The proposal must include the:

1. Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP (use attached);
2. Personal CV or P11 form (see attached P11 UNDP Personal History Form), indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
3. Financial Proposal indicating the all-inclusive fixed total contract price, supported by a breakdown of costs, using the template provided by UNDP (use attached).

I. Criteria for Selection of the Best Offer

The proposals will be evaluated on both technical and financial aspects using the Lowest Price method to determine the best offer. The award shall be made to most qualified and responsive individual who will offer the lowest price.

J. Annexes to the TOR

A. Indicative List of 90 Target Barangays

Please submit the following documents by 5 October 2018. Send your application to procurement.ph@undp.org and make sure each email transmission is no more than 4MB.

1. Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP (use attached);
2. Personal CV or P11 form (see attached P11 UNDP Personal History Form), indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
3. Financial Proposal indicating the all-inclusive fixed total contract price, supported by a breakdown of costs, using the template provided by UNDP (use attached).