Procurement Notices

Project Description and Objectives

The Department of the Interior and Local Government (DILG) and the Department of Budget and Management (DBM) in partnership with the Provincial Local Government Units (PLGUs) are implementing the Conditional Matching Grant to Provinces (CMGP) for Road Repair, Rehabilitation, and Improvement of Local Roads in 78 provinces. The Program has a total budget of P18.03 Billion for FY 2017 General Appropriations Act (GAA) under the Local Government Support Fund (LGSF). Aside from this, the DILG budget also has an allocation of P564.256 Million for FY 2017 intended to support the governance reform, quality assurance, and monitoring of road projects of the PLGUs. The Program addresses the underinvestment in local roads, and improvement of national-local roads connectivity to increase economic activity, and improve public access to facilities and services in the provinces. 

The Program, however, is not only a road engineering intervention, it is also a governance reform program in local roads management (LRM) and public financial management (PFM). Thus, in partnership with DILG, UNDP has launched a project “Paving the Roads to SDGs through Good Governance (Roads2SDGs)” which aims to provide support to the governance reform and quality assurance components of CMGP through the ‘Road to SDGs’ framework. This framework will anchor the prioritization, planning, design, implementation, and maintenance of infrastructure projects to the achievement of the SDGs, incorporating the elements of partnership building, climate change and disaster risk reduction, gender mainstreaming, and citizen participation for transparency and accountability.

The Governance Reform aspect to be covered by the Roads2SDGs aims to further enhance and strengthen the existing capacities, skills, processes and systems of PLGUs in LRM and PFM, among others, so that PLGUs themselves are able to more effectively plan, design, implement, and maintain their local roads network.

As the CMGP Program will be implemented nationwide for six years from 2017 to 2022, it is best to map out plans and strategies for the successful implementation and achievement of the targeted reforms and aligning them with the Sustainable Development Goals (SDGs). These reforms, guided by the SDGs, will be incorporated into a document that shall be called the Provincial Governance Reform Roadmap to the SDGs (PGRR2SDGs) of the PLGUs. The formulation of this document is clearly stated in Section 5.6.1 of the DILG-DBM Joint Memorandum Circular No. 2017-002, dated 26 April 2017, to wit:

“The Provincial Government shall prepare a Governance Reform Roadmap (PGRR) for a term of six (6) years (2017-2022) to achieve the reform targets.”

With the integration of the Sustainable Development Goals into the PGRR, as a result of the partnership between CMGP/DILG and UNDP, the PGRR will incorporate / integrate / mainstream the SDGs into the PGRR in seven (7) reform areas.

In June 2018, the Roads2SDGs Project conducted a series of activities leading to the crafting of the Guidelines for the Formulation of Provincial Governance Reform Roadmap (PGRR), together with the Workshop and Facilitation Guidelines to help prepare UNDP, DILG-CMGP and Provincial LGUs in the roll-out and conduct of Workshops for the Provincial Governance Road Reform Roadmaps to SDGs (PGRR2SDGs).

Subsequently, the Roads2SDGs engaged the services of Governance and Institutional Development Specialist (GIDS) deployed in all the 16 regions outside the National Capital Region (NCR) to assist 78 provincial local government units in the crafting, finalization, and eventual adoption of their respective PGRRs -- to facilitate provincial assessment sessions, facilitate the PLGU workshops pertaining to PGRRs, and to coach and help the LRMTs in the entire process of formulating/finalizing/adopting the PGRRs.

The entire process (from the conduct of Provincial Assessment Workshops, to the PGRR Formulation Workshops, the subsequent mentoring for the refinement and eventual approval of the PGRRs) has been initially piloted and rolled out to twenty-one (21) provinces from July-October 2018. As the PGRR Formulation processes are progressing in the pilot provinces, the full roll-out to all the other 57 provinces immediately followed and is also progressing.

There is a need to engage the professional services of a Governance Expert cum Facilitator, who shall be referred hereinafter as Vendor, to usher in the smooth staging of Roads2SDGs Workshops, and to ensure that the Workshop objectives and deliverables are achieved. The Vendor shall be  engaged on-call to run and facilitate a series of three (3) other related governance workshops, as needed, in the next five months.

Scope of Work

The Vendor (Facilitator-Resource Person) is expected to perform the following:

1. Moderate/facilitate the conduct of Roads2SDGs governance-related workshops while also contributing as resource person to introduce some of the Workshop topics, on call as demanded;

2. Employ various methodologies to ensure interaction and participation through presentations, hands-on practical exercises, structured learning exercises, and open forum; animate the groups in producing their respective group outputs;

3. Prepare and submit an Activity/Workshop Report (per activity), attaching therein all the training outputs/deliverables.

4. Perform other tasks, as may be deemed necessary, in line with this TOR, and as may be agreed with the Project Manager.

Expected Outputs and Deliverables

1. Electronic copies of powerpoint presentation materials and related literature tailor-fit for the Orientation-Training for PGRR for different audiences;

2. Actual sessions as topic resource-person on Facilitation and Coaching/Mentoring Styles and Techniques;

3. Activity Report with training outputs/deliverables as attachments including the recommendations (if any) that would surface during the pre and post workshop meetings. 

Institutional Arrangements

1. The Vendor shall directly coordinate and work with the Roads2SDGs Project Manager for institutional and substantive matters pertaining to the activities. Administrative and other logistical concerns for these activities shall be coordinated beforehand with the assigned Roads2SDGs Project Assistants. The Roads2SDGs shall provide meals, and accommodation arrangements for the Vendors during these activities.

2. The Vendor’s presentations, related literature, and other inputs to the workshop report must be furnished to the Activity Documenter and provide a copy to the Roads2SDGs PMO.

3. The Vendor is expected to work with other resource persons, the UNDP and DILG-CMGP PMO, and shall closely coordinate and collaborate with them throughout the course of the training and shall ensure the inclusion of all agreements and concerns that transpired during the activities.

4. The Project Manager may assign additional specific tasks during the conduct of the training, but this will be limited to facilitation-related and/or discussion tasks that are related to the activity design of the current activities.

5. Accommodation and meals outside the covered days of the training will be included in the total contract package which also covers the travel costs of the Vendor to and from the training venue.

Duration of Work

1. The Vendor shall be engaged for 12 days spread through November 19, 2018 until March 30, 2019.

2. The target start and completion dates, and the venues of the workshops are indicated in the matrix above but may change depending on what have been finalized and sealed by UNDP Procurement Unit and other logistical considerations.

Duty Station

1. As the Vendor shall be engaged as expert facilitator-resource person for governance-related workshops and related facilitation works, the Vendor is required to attend all the Workshops all preparatory and post-Workshop meetings, as necessary, to polish the flow of program, templates, and guidelines.

2. Inasmuch as the engagement with the Vendor is output-based, the Vendor’s individual duty station during the report writing shall be his/her residence.

Qualifications of the Successful Individual Contractor

Criteria for Selection of the Best Offer

To select the best offer for this post, the combined scoring method will be used where the qualifications and methodology will be weighted a maximum of 70%, and combined with the price offer which will be weighted a maximum of 30%.

Scope of Price Proposal and Schedule of Payments

The Vendor shall be paid the total amount is all-inclusive to cover for the actual professional services rendered for the pre, during and post activity meetings and activities inclusive of allowances for land transport, air tickets, meals during travel  and other expenses of the Vendor to perform his/her tasks and accomplish the deliverables for this engagement.

Payments shall be processed and paid in tranches upon acceptance by the Roads2SDGs Project Manager of the following deliverables submitted by the Vendor:

 In the event that the Vendor does not deliver the expected outputs within the prescribed timelines and/or when the outputs are not satisfactorily completed, UNDP has the right to terminate or withhold the Vendor’s service fee for the said engagement.

Recommended Presentation of Offer

To ensure the use of the same criteria for all the offers, the applicants are requested to present the following documents for uniformity:

1. Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP as shown in the Annex;

2. Personal CV or P11, 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. Brief description of why you consider yourself as the most suitable for this assignment;

4. Financial Proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided. If an Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP. 

Kindly submit your proposal to procurement.ph@undp.org.

In view of the volume of applications UNDP receives, only shortlisted offerors will be notified.