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Individual Consultants: Long Term Agreement (LTA) for on-call Event Documenters (For Filipino Nationals Only)
Procurement Process :Other
Office :UNDP - PHILIPPINES
Deadline :28-Mar-19
Posted on :01-Mar-19
Development Area :CONSULTANTSCONSULTANTS
Reference Number :53744
Link to Atlas Project :
00039051 - Organizational Effectiveness towards Development Outputs
Documents :
General Terms & Conditions
P11 Form
Offeror's Letter
Overview :

UNDP partners with people at all levels of society to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. With offices in more than 170 countries and territories, we offer global perspective and local insight to help empower lives and build resilient nations.

Working in the Philippines for over 40 years already, UNDP continues to strengthen the country’s capacities at the national and local levels to promote democratic governance, sustainable management of natural resources, climate change adaptation, disaster risk reduction and management, and resilience and peacebuilding. In all its programmes, UNDP integrates human rights and gender equality, advocating that everyone should have equal access to the benefits of development

In supporting various projects and programmes, UN/UNDP conducts various workshops / events across the Philippines.  The size and duration of the workshops / events may vary from small (10 resources and half a day) to large (100 resources and 5 days).  In this context, UNDP Philippines is looking to contract multiple facilitators who are based in different parts of the country to ensure the successful preparation and facilitation of the workshops.

Under the Long-Term Agreement (LTA) event documenters will be empaneled for different regions based on their current location (duty station) and these LTAs can be availed of by other UN agencies in Philippines under same terms and conditions.

 

Duties and Responsibilites

LTA Objective and Set-up

The overall objective to set up these Long-Term Agreement (On Call) Contract is to facilitate and expedite the process by which UNDP will hire the services of documenters, once there are specific assignments in the next three years.

 

Scope of Work

  • Attend the Workshops/Events as assigned by the hiring unit
  • Guided by the workshop programme, document the substantive discussions and ensure that inputs, queries, comments, and elaborations on workshop outputs are covered
  • Capture and summarize action points discussed and agreed upon
  • Consolidate all presentation materials, workshop outputs, and photos; organize them into folders and subfolders based on the programme segments and/or sequence of events; and include a link to them in the documentation report.
  • Compose the documentation report using the template provided by UNDP
  • Ensure that gender related issues and concerns are captured in the documentation
  • Ensure that high resolution photos are integrated into the narrative with appropriate captions, according to programme segments or sequence of events.
  • Submission deadline for the draft documentation report is 10 working days after the last day of the workshop.
  • Submission of final documentation report after one revision round, reflecting comments, feedback, inputs, or changes is 5 working days upon receipt of the prescribed revisions

If required, and for workshops that run on multiple locations - recompose, standardize, and prepare narrative from each documentation prepared by different documenters / project staff during the workshop activity breakout sessions.

 

Deliverable/output

Process Documentation Report with Annexes (initial draft and finalized draft after comments from the UN/UNDP requesting unit)

a.      Final Program;

b.      All Presentations and Lectures;

c.      All Activity Outputs;

d.      Photo Documentation; and

e.      List of Participants. 

 

Institutional Arrangements

The Consultant shall report to the Project Manager of the hiring unit or his/ her authorized representative/s.

All submissions for the release of payments shall have a hard and soft copy of the documents. The final report will be reviewed by the Project Manager, who will provide comments and endorsement of the report.

 

Geographic Requirements

UNDP seeks to employ facilitators working in all parts of the country and it is a requirement that facilitators are already based in that region.

Candidates are requested to clearly state in their technical proposal their area of expertise (such as Governance, Peace Building, Environment, Climate Change, Monitoring, Disaster Risk Reduction and Management, etc.) and geographic region where they are based, according to the below categorization:

•       Metro Manila

•       ARMM

•       CAR

•       NCR

•       Region 1

•       Region 2

•       Region 3

•       Region 4

•       Region 5

•       Region 6

•       Region 7

•       Region 8

•       Region 9

•       Region 10

•       Region 11

•       Region 12

•       Region 13

 

Duty Station and Travel

The documenters on LTAs are expected to attend the activities as scheduled in the different areas identified as venues.  They might be required to travel outside their duty station (as identified in their proposal) for specific events and the documenters would make their own arrangements for travel and lodging. Payment of travel costs including tickets, lodging, etc. should be agreed upon, between the Hiring Unit of UN/UNDP and the documenter prior to travel.  All travel related expenses will be reimbursed on actuals, upon submission of original receipts.

 

LTA Contracting modality and Call-off mechanism: 

  • The LTA to be signed will a fixed daily fee for one year; however, UNDP does not warrant that any quantity of services will be purchased during the term of the LTA as this will depend on forthcoming needs. 
  • A percentage increase on the daily fee would, if justified, be agreed at the end of each year at the time of extension of the LTA for up to a maximum of three years.
  • Once the LTA is signed, if there is a specific requirement/event to be documented, the focal person in the UN/UNDP hiring unit would contact the top-ranking LTA holder for that Region (ranking to be set up as per evaluation method and criteria section below). Should this documenter not be available for the event, UNDP will contact the second ranked documenter in the Region and so on.
  • Upon receipt of this communication, the LTA documenter would have to confirm their availability for the assignment. If positive, s/he would inform UNDP of the expected travel/lodging costs (if applicable if the event requires travel). Upon review of the same, UNDP will send the documenter a written communication confirming the requirement in the form of a work order or purchase order sent by email. The order will include details on the location of the event, number of hours/days for work and other practical details. Price in the order will be based on daily fee included in the LTA contract and on the agreed travel costs. After the work order has been sent, no further costs would be reimbursed by UNDP (increased number of work days/hours, or increased travel costs) unless there is prior written authorization by UNDP.
  • Once the services are completed and have been approved by the hiring unit, the documenter will send the following for payment purposes: a) complete invoice indicating number of hours/days worked and travel costs (if any); b) supporting documentation (bills/vouchers) for reimbursements of travel costs if applicable; c) copy of the UNDP order for the assignment.

 

Contract management:

UNDP will regularly monitor the performance of these LTA holders, based on the following Key Performance Indicators (KPIs):

  • KPI 1: Responsiveness: documenters should respond and confirm their availability for the event within 1 day of UNDP’s notification by email/telephone/WhatsApp.
  • KPI 2: Timeliness of submission of reports to UNDP
  • KPI 3: Quality of reports are as per work order submitted.
  • KPI 4: Accuracy of payment documentation. Documenter shall provide complete payment documentation including accurate invoices with correct quantities, unit price, complete travel bills/vouchers for reimbursement, etc.
  • KPI 5: Communication and Reporting. Documenter shall communicate and provide reports in a timely and professional manner

 

UNDP would conduct performance reviews of these LTAs every six (6) months, which might include meetings with the LTA holders and feedback from other stakeholders.

 

If the documenter fails to meet UNDP’s performance requirements detailed above, s/he will receive in the first instance a warning to improve their performance. Continued failure to meet performance requirements may result in termination of the LTA.

 

Competencies

  •  Excellent writing skills;
  •  Excellent communication skills;
  • Understands UN mandate
  • Ability to work with a multicultural environment and a multidisciplinary team;
  • Willingness to travel to project sites (within Philippines), no matter how remote.

 

Languages Required

English, Knowledge of Tagalog and other local dialects would be an asset.

 

 

Price Proposal and Schedule of Payments

Consultant must send a financial proposal based on Daily Fee in Pesos (PHP).

 

Note:

  • The daily fee should be all-inclusive of time spent during the event and time required for travel, consultation and preparation of reports.
  • UNDP will pay to the Consultants based on the number of days spent in an event
  • Payment will be made upon completion of assignment and submission and acceptance of the final report by the UNDP.
  • For contract purposes “daily” would be understood as 8 hours of work, and “half day” as 4 hours of work. 
  • Daily Fee will be the basis for UNDP to calculate rates below one-day duration: half-day rate will be 60% of daily fee.

 

Qualifications

Education Qualifications:

University Degree

 

Experience:

  • At least three (3) years of experience working in the development sector
  • At least three (3) events documentation engagements/ projects in the past (The Consultant to submit evidence, if possible sample of reports)
  • Proficient in English and Filipino Languages

UNDP will conduct a reference check for shortlisted candidates

 

Evaluation Method and Criteria

Individual Consultants will be evaluated based on the Cumulative Evaluation (technical + financial) methodology. The ranking of documenters shall be made based on proposals that are

a) responsive/ compliant/ acceptable; and

b) having received the highest cumulative score out of set of weighted technical criteria

c) Financial criteria as per below weightages (technical-financial): 70%-30%

Financial score shall be computed as a ratio of the proposal being evaluated and the lowest priced proposal received by UNDP for the assignment.

 

It is anticipated that UNDP will sign LTA agreements with multiple documenters to take care of various ongoing requirements at the same time.

 

Technical Criteria for Evaluation (Maximum 70 points)

·        Relevant qualifications in the field- Max 10 points

·        Relevance of experience – Max 20 points

·        Three references / reports of previous documentation - 30 (10 each)

·        Past experience of working in development sectors – Max 10 points

 

Only candidates obtaining 70% of the total technical points (49 out of 70 points and 42 out of 60 points) would be considered for the Financial Evaluation.

 

Documentation required

Interested individual consultants must submit the following documents/information to demonstrate their qualifications. Please group them into one (1) single PDF document as the application only allows to upload maximum one document:

 

  • Letter of Confirmation of Interest and Availability.
  • 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.
  • Past Experience : Three reports from previous documentation work, preferably with UN, Bilateral/ Multi-laterals, International NGOs or government agencies
  • Financial proposal,  stating Daily Fee in Pesos (PHP) required to complete the assignment. Travel and other unforeseen cost should NOT be included in the financial proposal, at this stage.

 

Note: Application will not be accepted, if all the above listed documents are not submitted.

 

The following templates / Annexes and IC General Terms & Conditions can be downloaded 

  • General Terms and Conditions for Individual Contract
  • P-11 form
  • Offerors Letter to UNDP Confirming Interest and Availability for the Individual IC Assignment, including Financial Proposal template

Application requirements should be emailed to procurement.ph@undp.org or registry.ph@undp.org on or before  28 March 2019.

 

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