Procurement Notices

TERMS OF REFERENCE

Technical Consultant to Conduct ClimEx.db Survey Trainings and Data Integration with CBMS  (National Consultant)

A. Project Title: Resilience and Preparedness toward Inclusive Development (RAPID) Program

B.      Project Description 

The Resilience and Preparedness toward Inclusive Development (RAPID) is a capacity development program in support of the long-term recovery of Local Government Units (LGUs) and communities in Yolanda-affected areas. It is administered by the United Nations Development Programme (UNDP) - Philippines Inclusive and Sustainable Development Unit (ISD) and the Australian Government Department of Foreign Affairs and Trade (DFAT).

RAPID aims to strengthen the approaches and actions on Disaster Risk Reduction (DRR) and Climate Change Adaptation (CCA) at the local level by capacitating its target LGUs and communities on climate change and disaster risk assessments and mainstreaming these outputs in development formulation and preparedness planning. The project is being initiated to municipalities located along the coastline of San Pedro Bay and Leyte Gulf which are: Tacloban City, Palo, Tanauan, Tolosa, Mayorga, MacArthur and Abuyog in Leyte, Basey and Marabut in Samar, and Lawaan and Balangiga in Eastern Samar.

The Program has seven project outputs and these are as follows:

1. Climate/ disaster risk and vulnerability assessments produced as basis for “climate/disaster proofing” of 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.

For Output 1, the development of a Climate and Disaster Risk Tools aims to determine the nature and extent of risks by analyzing potential hazards and evaluating existing conditions of vulnerability and adaptive capacity. This output relies heavily on the establishment of the Climate and Disaster Exposure Database (ClimEx.db)—a system that enable users to collect, manage and visualize data required to assess risks and vulnerability of households, buildings and production areas to hazards. It has three platforms, these are: (1) a mobile survey tool to collect data; (2) a desktop application for viewing, analyzing, and generating tables and charts from the gathered data; and (3) a server to upload and store all collected data.  ClimEx.db, along with the different hazard, land use, and natural resource maps will be utilized as inputs for the formulation of the Climate and Disaster Risk Assessments (CDRAs) which will then be used as bases in development planning and disaster risk reduction management.

At present, enumeration survey by the RAPID partner LGUs to populate the ClimEx database has been completed. Exposure data is already accessible to these LGUs for analysis and usage. Realizing the potential and the diverse possible application of ClimEx.db as baseline data and as an information library to different plans, the RAPID program is targeting the integration of the data generated from the ClimEx.db to that coming from the CBMS.

The Community-Based Monitoring System or CBMS is an organized process of data collection and processing at the local level. The collected data is to be incorporated in the local planning, program implementation and impact monitoring. The Department of the Interior and Local Government (DILG) was assigned as the lead agency to provide capacity building support to LGUs on the operation and use of CBMS.

The municipality of Salcedo in Eastern Samar is a coastal town frequented by typhoons. Needless to say, it did not escape the devastation brought about by Super Typhoon Yolanda. Unlike the twelve RAPID partner LGUs, Salcedo has their CBMS household level data at hand making it a viable municipality to be a pilot for data merging and complementation.

In relation to the establishment of the ClimEx.db and its application to the 12 municipalities, there is a need to study the CBMS process to put forward possible integration of the two databases. This initiative will show that LGUs may have an alternative approach to view their standing CBMS survey data which is by means of Qlik Sense – ClimEx.db’s prescribed data visualization and analytics tool. To initiate integration and complementation, a sample LGU with an existing CBMS survey, in this case Salcedo, should implement the ClimEx.db process. The collected survey files from the ClimEx.db will be harmonized with Salcedo’s present CBMS data using the Qlik Sense software.

Entry points where ClimEx.db and CBMS could complement each other should be identified to maximize available data. Similarities should also be recognized to avoid duplication and for future reference. For this purpose, an engagement of a technical consultant to achieve the targets stated above along with the actual data integration of the two systems is needed.

C.Scope of Work

The consultant is expected to perform the following duties:

1. Work closely with DILG, CBMS Network, Salcedo LGU and UNDP-RAPID to obtain sample data and have a working knowledge with CBMS and the ClimEx.db development process.
2. Review ClimEx.db’s mobile application survey questionnaire and perform revisions and updates if necessary in preparation for the enumeration survey in Salcedo.
3. Perform a comparative analysis on the entire data collection process of the CBMS and the ClimEx.db from field data gathering to uploading in the server (data generation, reporting, consolidation, feedbacking and management). Discuss on how the data is being transmitted back to the municipality. Include what data types and formats the two programs could generate and distribute to the LGUs. Furthermore, review and compare the respective roles, engagement and participation of LGUs, community members and other major stakeholders in the conduct, processing, analysis and utilization of the data collected.
4. Map out similarities in the questionnaire by identifying analogous items having the same choices and answers. Furthermore, look into the format of the answers to provide ways on how to merge data and/or guidance on how to possibly link the two.
5. Provide a detailed documentation on how the CBMS data was utilized and how it helped the LGU with their development plans and other municipal needs.
6. Assist in all groundwork and preparatory activities before the training and for the ClimEx.db survey.
7. Conduct a full-scale ClimEx.db process training with Salcedo LGU. These trainings should comprise:

• Lectures regarding the ClimEx.db questionnaire, definition of survey jargons and other technical terminologies in layman’s term;
• Comprehensive run-throughs and hands-on activities of the ClimEx.db mobile application. Its operation procedures, design of user interface, survey logic, data management, and other necessary attributes;
• Discussions and presentations on the uses and functions of the ClimEx.db desktop application and how to navigate the software. These should also involve exercises re exporting to CSV files and other supplementary features that might be relevant to the LGUs; and
• Mock survey and interview to ensure that all participants were able to completely understand the questionnaire and operate the mobile tool.

      8. Update and improve the existing ClimEx.db manuals/ guidebooks and survey protocols.

      9. Troubleshooting and monitoring of technical problems that may arise from Salcedo’s survey. These may include but not limited to glitches in the application.

      10. Study Salcedo’s CBMS household data and the collected ClimEx.db survey data to devise integration strategy and be able to design a customized dashboard containing the linked data from the two systems using ClimEx.db’s Qlik Sense software.

      11.Draft a ClimEx.db-CBMS data complementation manual/ guidebook containing a detailed procedure of the integration process.

D.      Expected Outputs and Deliverables

E.       Institutional Arrangement

For the duration of the contract, the consultant shall report to the UNDP through the Inclusive and Sustainable Development (ISD) Unit in the delivery of the terms of reference. Reporting is output-based and all reports must be submitted to UNDP-ISD. Final outputs should be formally accepted by the UNDP-ISD before any payment is made.

F.      Duration of the Work

To undertake the tasks, procedures, and expected outputs, the consultant shall be engaged for a period equivalent to three (3) months. Effectivity of the engagement will be upon signing of the contract and will be valid until all outputs have been delivered and accepted. The target start-of-work date is December 17, 2018 and the expected completion date is March 17, 2019.

G.      Duty Station

           The position will be based in Manila to allow accessibility and availability for discussions and reporting on progress of activities as may be required by the UNDP. Though the consultant will not be required to report regularly, status reports and feedbacks on the outputs shall be expected from time to time.

           Also, he/ she should be able to travel and do field works and monitoring activities in the municipality of Salcedo, Eastern Samar. Travel expenses during trainings and monitoring visits are all included in the contract price.

H.     Qualifications of the Successful Individual Contractor    

The applicant should possess the following qualifications and must obtain a passing score of at least 70 points.

I.     Scope of Price Proposal and Schedule of Payments

The proposed contract price is based on a lump sum amount. Payment will be made in installments based on the following milestones/ outputs:

J.    Recommended Presentation of Offer

1. Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP (See attached);
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 (see attached);
3. Financial Proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided (see attached).

K.      Criteria for Selection of the Best Offer

Combined Scoring Method:

Qualifications (70%) -Candidate must obtain a minimum passing score of 70 out of 100 points (see Qualifications table above)

Financial Proposal (30%)

Please email applications to procurement.ph@undp.org by 7 December 2018. Please make sure emails do not exceed 4MB, and that the abovementioned requirements.

Kindly also refer to the attachments to this Procurement Notice:

1) 2018 Letter of Confirmation of Interest and Availability and Financial Proposal (template)

3) P11 Personal History Form (template)

4) UNDP General Conditions for Individual Contractors