|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) facilitators 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) Contracts is to facilitate and expedite the process by which UNDP will hire the services of facilitators, once there are specific assignments in the next 3 years.
Scope of Work
- Participate in the preparatory and consultation meetings prior to the workshop;
- Prepare and submit an appropriate facilitation framework/design (considering the gender equality and empowerment principles) based on the agreed upon deliverables in the preparatory meetings and consultations, and develop the final program design for the training-workshop in consultation with UNDP;
- Draft preliminary overall design of the workshop covering methods to be adopted and an overall agenda;
- Review workshop materials and references provided by UNDP and recommend adjustments to the design in order to meet the needs and expectations
- Ensure the effective management of the workshop in the most appropriate direction guaranteeing the timely delivery of expected outputs;
- Ensure that the workshop is conducted in an interactive and participatory style;
- Ensure that the participants have clearly understood objectives and group tasks;
- Encourage constructive discourses and participatory dialogues during all sessions;
- Summarize the points raised and synthesize the daily agreements;
- Participate in and/ or facilitate writing and discussion of the workshop reports;
The expected outputs are:
- Facilitation design
- Presentation materials during the workshop proper
- Facilitation and completion of all workshop sessions
- Submission of workshop synthesis report
The Consultant shall report to the Project Manager of the hiring unit or his/ her authorized representative/s.
Release of final payment shall be contingent on submission of approved workshop synthesis report.
Duration of the Contract
The assignment, under this Long-Term Agreement (On Call) Contract, is expected to have a duration of 3 years. The initial contract would be for one year (April 2019 – March 2020) with an option for renewal in the subsequent years which is contingent on a satisfactory performance evaluation.
Technical and 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
• 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 facilitators 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 facilitators 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 facilitator 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 have 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 3 years.
- Once the LTA is signed, if there is a specific requirement, 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 facilitator not be available for the event, UNDP will contact the second ranked facilitator in the Region and so on.
- Upon receipt of this communication, the LTA facilitator 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 facilitator 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 facilitator 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.
UNDP will regularly monitor the performance of these LTA holders, based on the following Key Performance Indicators (KPIs):
- KPI 1: Responsiveness: facilitator 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. Facilitator 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. Facilitator shall communicate and provide reports in a timely and professional manner
UNDP will conduct performance reviews of these LTAs every 6 months, which might include meetings with the LTA holders and gather feedback from other stakeholders.
If the facilitator 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 the termination of the LTA.
- Excellent facilitation and presentation 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.
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).
- 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.
- At least five (5) years of experience working in the development sector
- At least three (3) event facilitation/ projects in the past (The Consultant to provide a list of three past events with contact details of the Hiring Agency for reference check)
- 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 facilitators 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
The financial criteria will be weighed as follows: technical - 70%; financial - 30%. The 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 facilitators to ensure that simultaneous ongoing workshops will have assigned facilitators.
Technical Criteria for Evaluation (Maximum 70 points)
- Relevant qualifications in the field- Max 10 points
- Relevance of experience – Max 20 points
- Three reference checks for previous assignments: - 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) will be considered for the Financial Evaluation.
Interested individual consultants must submit the following documents/information to demonstrate their qualifications. Please ensure that all the documents are grouped under one (1) single PDF document as the application portal allows the uploading of only 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.
- References : Three references or 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: An application will not be accepted if some of the above listed documents are missing from the submitted PDF file.
he 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 email@example.com or firstname.lastname@example.org on or before 31 March 2019.
In view of the volume of applications UNDP receives, only shortlisted offerors will be notified.