UNICEF EAPRO TERMS F REFERENCE FOR INSTITUTIONAL CONTRACTS

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1 TERMS F REFERENCE FOR INSTITUTIONAL CONTRACTS TITLE: Terms of Reference for a Long Term Arrangement for Services (LTAS) for Institutions or Corporate Entities specialized in conducting Child Centered Risk Assessments (CCRA) in East Asia and Pacific (EAP) 1- Background UNICEF EAPRO The larger Asia-Pacific region continues to be the most disaster prone region in the world. According to ESCAP, in the past decade alone, a person living in Asia-Pacific was twice as likely to be affected by a natural disaster as a person living in Africa, almost six times as likely as someone from Latin America and the Caribbean, and 30 times more likely to suffer from a disaster than someone living in North America or Europe 1. Since 1970, the region has been hit by more than 5000 disasters causing more than two billion fatalities and affecting the lives of more than six billion. In 2014 alone, some 160 disasters were reported in the larger Asia Pacific region, accounting for 47 per cent of the world s 344 disasters 2. Countries in the smaller East Asia and Pacific Region (EAP) have relatively lower levels of vulnerability and higher levels of capacities than those in the Region of South Asia (ROSA) but they remain highly exposed to a wide variety of natural and man-made hazards. For example, according to the INFORM Index, EAP hosts six of the ten countries in the world that with the highest risk of flooding and four of the ten at highest risk of tropical cyclones. The 2015 National Hazards Risk Atlas from Maplecroft also suggests that out of the top ten cities most exposed to natural hazards, all are in EAP. Overall, Philippines, China, Japan and Bangladesh are home to more than half of the 100 cities most exposed to natural hazards. Not only are countries in EAP disproportionately affected by disaster risk but they are also bearing the heavier burden of climate change impacts. Not only will Climate Change (CC) result in more frequent extreme weather events (such as storms and droughts), but the temperature increases and rising sea levels will also result in a variety of slower onset changes that have broad effects on the socio-economic status, health and wellbeing of vulnerable families 3 and on the economic and political stability of communities and states. For example, Verisk Maplecroft estimates that 10 out of the 14 countries in EAP rank in the extreme or high risk category for climate change vulnerability. They also estimate that South-East Asia could lose 16% of current labour capacity due to rising heat stress over the next three decades almost double the shortfall of the two next worst affected regions, the Caribbean and West Africa 4. This disproportionate burden of climate and disaster risk in EAP is a major concern that has demanded a reorientation of UNICEF analysis, planning and programming approaches. Effective risk reduction and adaptation strategies must consider the dynamics of vulnerability and exposure and their relationship with ongoing socioeconomic processes to build capacities and further sustainable development. The East Asia and Pacific Regional Office (EAPRO) has therefore placed a great emphasis on the need for Country Offices (COs) to conduct more authoritative disaster and climate risk analysis that will inform and shape Country Programme Plans and strategies. 1 ESCAP Overview of Natural Disasters and their Impacts in Asia and the Pacific, ESCAP 2015 Year in Review: Disasters in Asia Pacific Region 3 For example, UNICEF notes changes in diseases patterns that can lead to increased morbidity and mortality of children; decrease in ground water resource availability which can affect child survival and development through numerous interactions; changes in precipitation patterns, ecosystems and biodiversity which can challenge the viability of natural resource sectors such as fisheries, rain-fed agriculture and other traditional livelihoods thus affecting food security and the socio-economic status of vulnerable households. 4 See Verisk Maplecroft Climate Change Vulnerability Index 2016 at: 1

2 These regional efforts are reinforced by global and organizational shifts. As a part of the growing global momentum around sustainable development, UNICEF is committed to supporting countries to achieve the goal, targets or commitments outlined in the 2030 Agenda for Sustainable Development; the SDGs and the Sendai Framework for Disaster Risk Reduction (SFDRR) and the 2015 Paris Climate Conference (COP21). UNICEF Strategic Plan (SP) , for example, puts Resilience front and centre in the organisation s mission and underlines the importance of disaster risk reduction in development planning. The SP also confirms how UNICEF will deliver on its mandate for children in conflict setting and in disaster-prone contexts. DRR related indicators have now been fully integrated into the programmatic results framework of the SP and risk-informed programming guidance is evolving at the global level. 2- Objectives, Purpose & Expected results of the LTAS Despite this organizational commitment to further climate and disaster risk-informed programming, UNICEF COs in the region currently have insufficient technical capacities/expertise in geo-spatial risk analysis to meet institutional requirements. For example, Country Programme Documentation (such as the Situation Analysis; Country Programme Document and Programme Strategy Notes) and standard risk management platforms (such as the Enterprise Risk Management system and the Early Warning Early Action Platform) continue to have insufficient or incoherent disaster and climate risk analysis, which can lead to limitations in geographic targeting, adaptation of strategies and overall risk-informed programming. UNICEF also lacks internal capacities to develop and maintain geographic information systems, which can greatly facilitate planning and programming. UNICEF EAPRO is therefore taking a proactive approach to enhance capacities for disaster and climate risk analysis through development of geographic information systems and is seeking to establish one or several Long Term Agreements with Institutional / Corporate Vendors (including self-incorporated entities) that can support COs to collect, manage, analyse and apply data and information related to climate and disaster risk and consider how children s special needs, vulnerabilities and capacities influence its relative distribution in a country. With this overall objective, firms and institutions signing an LTAS should be prepared to render one or more of the following types of technical services: 1. Development of geo-spatial databases using existing data (stored in a format usable by UNICEF COs in order to enable independent replication, update, and adaption over time); 2. Production of geo-spatial analysis (maps) which provide a visual representation of the relative distribution of child-centered climate and/or disaster risks in a particular country (at various levels of disaggregation depending on purpose and data availability/quality); 3. Analytical/technical reports which provide details on the findings of the analysis as well as methodologies, caveats and limitations in the analysis and data sources (with annotations); 4. In country workshops (1/2 day) to present and validate the findings of the spatial analysis with UNICEF staff, counterparts and partners (providing UNICEF also with an opportunity to consider its implication for risk reduction partnerships in country); 5. Assessments of national and/or sub-national risk analysis methodologies (and/or databases of disaster impacts and losses) to ascertain the extent to which they are child-sensitive, providing specific recommendations on ways that counterparts and partners might integrate measures of child vulnerability and/or children s special needs and capacities; 6. Training, coaching and mentoring to individual country office specialists in their child-centred risk assessment, to ensure ownership of databases and enhance the capacities of individuals to replicate, update and adapt their analysis independently, for different purposes. These technical services will add immense value to UNICEF by: Informing UNICEF s Country Programme Planning process (including ensuring that Situation Analyses are risk informed; that Country Programme Strategy Notes and Theories of Change 2

3 include an analysis of disaster risks; Country Programme Documents and Results Structures make a commitment to risk reduction); Contributing to UNICEF s efforts to ensure sharper geographic targeting for area-based programmes (based on analysis not just of deprivations but also of risks for children) or adaptation of programme strategies around disaster and climate risk reduction (in each technical sector); Supporting UNICEF s efforts to have a coherent analysis of disaster risks and management strategies within specific platforms including: the Enterprise Risk Management System (for the risk categories of Natural Disasters, Epidemics and Safety and Security) and UNICEF s new Emergency Preparedness system/platform (the EPP ); Enabling UNICEF to conduct more credible, evidence-based disaster preparedness activities (since more specific analysis of the spatial distribution of risk prior of the impact of a particular hazard can enable UNICEF to target assistance/support to counterparts in the right areas, faster); Supporting UNICEF s humanitarian action through the timely provision of baseline data; Supporting policy advocacy and the leveraging of resources by counterparts, development partners and humanitarian technical donors (advocating for additional commitments/resources for child-centred risk reduction in the areas that need it most); Helping UNICEF to influence national risk analysis methodologies to encourage a more childsensitive approach (for example, by considering a more in-depth vulnerability analysis using indicators related to children s socio-economic status, survival and wellbeing and/or considering infrastructure that is critical for child survival and development); Enhancing the knowledge and skills of individual staff members responsible for disaster risk analysis and risk reduction programming on the data sources, methods and limitations of their databases developed through this contract. 3- Description of the assignment This Terms of Reference outlines the objectives and expectations involved with signing a Long Term Arrangement for Services (LTAS) with UNICEF for the purposes of contracting reliable professionals skilled in child-centred disaster and climate risk analysis. An LTAS signed under this TOR will be valid initially for a two-year period, depending on the start date in There is no guarantee as to any minimum orders or the overall monetary value of the agreement. Upon separate reviews in 2017 and 2018, the LTAS may be extended for years and the ceilings may be revised. An LTAS is a non-binding contract, entered into on a non-exclusive basis. Once the LTAS is established it can facilitate a fast-tracking approach to contracting by the RO and COs in East Asia and Pacific region. The contracting process begins when a division of the RO and/or a COs in the region of East Asia and Pacific prepares a detailed TOR with clear deliverables. Individual Contractors/ Consultants or Institutional / Corporate Vendors with an LTAS with UNICEF will then submit technical and price proposals for the work, based on their pre-approved LTAS staffing rates and line items (including professional fees; miscellaneous; travel; 3rd party payments, etc.). Proposals will be reviewed on a competitive basis and the RO and/or CO will then select the successful contractor, as in any other competitive procurement process. Consultants from the Institutional or Corporate Vendors within the contracted firms should conduct their analysis remotely (from any location but preferably from the region of South-East Asia to benefit from time zone alignment). Field visits to Country Offices could be necessary to build consensus with Supervisors/ Country Management Teams on methodologies, data sources, appropriate indicators and the potential application of the analysis. Field visits may also be required in the event that a validation workshop and/or training/coaching or mentoring is requested. Field visits would be negotiated as required, in accordance with the requirements of individual contracts. 4- Basic Methodology 3

4 Disaster risk is a function of hazard, vulnerability, exposure and capacity (or the inverse: lack of coping capacity). The formula below summarizes the relationship between these variables. In most classic disaster risk analyses, data is collected for each component of the risk formula and then multiplied (or overlaid) to provide an understanding of the spatial variations in the distribution of risk over a particular geographic area. Risk = Hazards x Exposure x Vulnerability Coping Capacity UNICEF s Child Centered Risk Assessment methodology (best described in the 2014 Regional Synthesis 5 ), draws from this formula for inspiration but places a particular focus on a more in-depth analysis of child vulnerabilities and the integration of child-specific exposure data. The current methodology for the Child-Centered Disaster and Climate Risk Analysis may be adapted, depending on the specific interests/requirements by each Country Office, the availability of quality data and the potential applications of the information products desired. This adaptation process should be conducted in coordination with COs and EAPRO however, to ensure alignment with institutional requirements and relevant UNISDR/IASC guidance/practice. 5- Deliverables Individual contracts developed under the overarching LTAS (by the RO and COs) will specify exact deliverables. The deliverables (and their complexity) will be determined by the purpose of the analysis, the varying levels of in-house capacity present to support it, the extent to which external partners and counterparts are involved in the process and the data/information available in country. Although the deliverables may vary, this LTAS is designed to support Country Offices to complete the following types of analysis: Conducting a Child Centered Disaster Risk Assessment (CCRA): EAPRO is encouraging all COs in the region (especially those with medium to high risk profiles) to conduct a CCRA (considering both climate and disaster risks) to inform the Situation Analysis, Country Programme Planning process, and overall risk-informed and DRR-related programming. COs may contract LTA holders to perform a comprehensive review of child-centred (or childinclusive/child-sensitive) risk in the country, in line with agreed methodologies. Climate Risk Analysis: It might also be foreseen that UNICEF would like to commission more in-depth analysis using the already established CCRA to consider a wider range of slower onset hazards (such as rising temperatures and sea levels, changing disease patterns, drought, fresh water salination, etc.) that will also have a significant impact on the livelihoods, socio-economic and health status of vulnerable children and families. In these cases, more analytical work establishing the theory of change could be required by LTAS holders; Hazard-specific, Sector-specific or Scenario-based Analysis: In addition to the multi-risk assessments described above, there might also be the need for more in-depth analysis related to the risk of specific hazard on a country (flooding for example, prior to the rainy season and/or storms prior to the impact of a hurricane/typhoon). Or, in turn, there could be data available that would support a more comprehensive review of vulnerabilities and capacities in a particular sector such as Education or WASH. In these cases, additional work with sector specific technical teams may be required to expand the database with available data; Update of existing CCRA and/or use for monitoring purposes: At a certain point, new data related to Hazards, Vulnerability, Exposure or Capacities may become available to COs (following the update of a Census, DHS/MICS, Administrative data source update, etc.). There might also be a new and/or significant change in the programming context, or the evolution of the planning cycle. In these cases, COs may request an Update to the CCRA to ensure that the analysis reflects the most up-to-date information for the country to inform planning. It could also 5 See: 4

5 be envisioned that an agreement with a CO might be signed where the LTAS holder would update existing databases with datasets to monitor changes in key indicators over time. For example, providing baselines before shocks, during and after recovery efforts and/or tracking the impact of particular disasters on child vulnerability indicators. Regardless of the purpose of the analysis, the deliverables will limited to a range of analytical products. The basic products or services are described in the table below. Prospective contractors are requested to provide more details on how technical teams would deliver these products, and some indication of how costs/fees would be calculated for each. Deliverable Expectations/requirements for LTAS holder Specialized skills required 1. Development of geo-spatial databases 2. Production of geo-spatial analysis products (considering climate and disaster risk) Coordinate with CO to confirm parameters of database and analysis potentially required (purpose, scope, scale, plans for data management, storage and update, etc.) Review existing data-sources and identify gaps and potential constraints and advise CO on database structure; Populate the database using available data and appropriate GIS software with consideration of the need to share data in a format usable by UNICEF COs in order to enable management and update; Provide annotated datasets to support replication/update (source, year, contact details, gaps, limitations, etc.). Coordinate with CO to confirm analysis required (purpose, scope, scale, variables, methodology, key research questions, limitations, etc.); Using the geo-spatial database, provide an atlas of visual representations (maps) of the relative distribution of child-centered climate and/or disaster risks using different variables to answer specific research questions; When possible/required, take advantage of public online mapping tools to enhance the potential for independent analysis by users. Proven capacity in quantitative analysis and geographic information systems development; Competence in graphic design; Familiarity with online datasharing/geo-spatial analysis tools; Experience in disaster risk analysis and/or familiarity with disaster risk reduction, climate change, environmental sustainability issues; Familiarity with usual data sources in the region related to hazards, demographics, socio-economic status of individuals and households, etc. 3. Elaboration of Technical reports 4. Assessments of national and/or subnational risk analyses & elaboration of recommendati ons Coordinate with CO to confirm the audience of technical reports and agree on presentation format; Present the findings of the analysis as well as methodologies, caveats and limitations in the analysis and data sources; Accept reviewers comments and produce a printready publication that will enable replication of analysis. Coordinate with CO to confirm scope of the assessment and its targets; Confirm methodology and methods for interaction with counterparts (Ministerial/institutional); Review available national and/or sub-national risk assessment mechanisms (and/or databases of disaster impacts and losses) to ascertain the extent to which they are child-sensitive/include child-related indicators; Provide recommendations on ways that counterparts and partners might integrate measures of child vulnerability and/or children s special needs and Strong analytical capacity; Strong written English communication skills; Desktop publishing skills. Experience working with national counterparts at the technical level; Experience evaluating/ reviewing national risk assessment methodologies, tools and systems; Familiarity with UNICEF and/or child rights issues; Strong analytical capacity; Strong written English communication skills. 5

6 capacities into tools, data collection methods and databases. 5. In country presentations/ workshops 6. Handover, training, coaching and mentoring Coordinate with CO and confirm the needs of the office (could include validation of analysis and/or facilitation of discussion on its implications); Develop methodology for the meeting/presentation/ workshop; Conduct the meeting and report on results, adapting analysis and/or training plans as required. Coordinate with CO to confirm needs of office (could include handover of databases, training of specific staff and/or partners in methods, etc.) Conduct training/coaching/mentoring to enhance the capacities of individuals to replicate, update and adapt their database/analysis independently, for different purposes. Familiarity with all aspects of the product and its components; Strong presentation skills; Strong interpersonal skills and experience with training; Experience working in multicultural environments; Fluency in English. 6- Reporting requirements Following the establishment of a Long Term Agreement, the LTAS holder(s) may be asked to submit the proposal(s) for individual contract award. The following reporting requirements are foreseen for successful contractors: Proposal (following the development of a TOR by the RO or a CO interested in contracting services of the firm): o The LTA holder(s) should develop a proposal (in the required template) specifying the overall approach, methodology and capacities of the firm to deliver specific products; o Proposals should include a budget indicating professional fees and other implementation costs as per the line items of the TOR. Inception Report (following the contracting of the firm for specific deliverables): o The contractor should provide an initial inception report that confirms the work plan for the duration of the contract, a calendar for deliverables and methodologies for completion of the process. End of Contract Report (following the completion of deliverables): o The contractor should provide a summary report to confirm the list of deliverables and highlights any challenges or recommendations for the future workplan. 7- Location and Duration LTAS starting period: Eligible to begin any date after July 2016 (for an duration of 2 years with potential for renewal) Contractors may work remotely from any location but preferably from the region of East Asia and Pacific to take advantage of time zone alignment and since contracts will be awarded considering cost effectiveness, which can be influenced by travel. 8- Qualification requirements or Specialized skills/experience Required: Please see Deliverables Section for a breakdown of specific skills by type of service required. Overall professional requirements of the LTAS holder will include: 6

7 Proven track record of delivering high quality disaster and/or climate risk analysis products (a sample technical report for a recent risk analysis is requested to be attached to the technical proposal); Highly proficient in spatial analysis (using geographic information systems); Geographic knowledge of the East Asia and Pacific region is essential (and if possible, demonstrating knowledge of the country and region-specific data sources on Hazards, Vulnerabilities and Capacities will be greatly appreciated); Experience working with UNICEF and/or the United Nations system and/or familiarity with child rights issues and/or the concept of multi-dimensional vulnerability; Proven management capacity and ability to prepare detailed proposals, reports and budgets; English fluency and strong oral and written communications skills (considering the need to coordinate COs and potentially partners in the region). It is recommended that a singular focal point (or Team Leader) is appointed for liaison with EAPRO throughout the duration of the agreement. This should help to ensure continuity of the relationship and to facilitate scheduling and prioritization of contracts. The institution should also identify the 1or 2 individual contractors that will work with Country Offices and other stakeholders, in order to ensure harmonization/standardization of products. The following qualifications are strongly desired: Team Leader: o English fluency and strong oral communication skills in order to build consensus with COs on the analysis parameters and the final products; o Excellent written communications skills in order to ensure quality of technical reports; o Proven management capacity and ability to prepare detailed proposals, reports and budgets in order to ensure seamless contract management o Technical knowledge in the field of DRR/CCA. Risk Analysis Specialists: o Proven track record of producing high quality quantitative analysis; o Skills in relational database development and particularly, geographic information systems; o Geographic knowledge (in the region of East Asia and Pacific); 9- Evaluation process and methods The evaluation criteria for this LTAS focus on the responsiveness, methodology and qualifications/competencies of the candidates, without distinction regarding their legal status. However, UNICEF does have some limitations regarding the contracting of firms that are owned, managed and staffed by former UNICEF staff and retirees. A panel will review the technical and financial proposals of applicants. Institutions applying for this LTAS will be evaluated on: 1) Overall response to the RFA in the form of a technical proposal (25%); 2) Qualifications of the proposed institutional team considering their individual qualifications (30%); 3) Proposed methodology and strategy for delivering the 5 primary analysis products (20%); 4) The financial proposal, considering cost effectiveness (25%) Please see Annex 1 (Evaluation Criteria) and Annex 2 (Template for technical and financial proposals) for more details. 10- Administrative issues This call for proposals opens 16 May 2016 and remains open until 07 June The contracting process will begin around mid July

8 An LTAS signed under this TOR will be valid initially for a two-year period, depending on the start date in There is no guarantee as to any minimum orders or the overall monetary value of the agreement. Upon separate reviews in 2017 and 2018, the LTAS may be extended for years and the ceilings may be revised. An LTAS is a non-binding contract, entered into on a non-exclusive basis. Contractors selected for assignments must provide their own computers, database and GIS applications, communication devises, Internet connections, and workspaces. UNICEF will be unable to guarantee access to these resources during individual contracts, including during in-country travel. Travel will be negotiated on a contract-by-contract basis. Contractors will be responsible for their own bookings and travel to and from mission locations. In the event that travel to a project site is required for data collection and/or consensus building, UNICEF will facilitate this travel. 11- Estimated Cost of Contract Annex 2 provides more information on the structure of the financial proposal. There is no guarantee as to any minimum orders or the overall monetary value of the LTA. 12- Payment Schedule Payments will be provided on the basis of deliverables, as agreed through the contracting process. 8

9 ANNEX 1: Criteria for Technical Evaluation Technical Evaluation of the Proposal 1. OVERALL RESPONSE - Demonstrated understanding of requirements, objectives and potential deliverables that may be required under future contracts - Demonstrated understanding of scope, including ability to analyse and articulate the issues in this RFP - Overall organization of the Proposal; clear statement of the organization and foundations of the evaluation, conceptual framework - Adequacy of the technical plan demonstrated through the overall concord between RFP requirements and the Proposal submitted. - Overall clarity and completeness of the Proposal. 2. QUALIFICATIONS - Relevant experience leading similar evaluations in terms of topics and complexity, qualifications and position within the firm. Relevant experience on evaluations of similar scope and complexity, qualifications - Organization of the team and roles & responsibilities; - Relevant professional expertise (see criteria in TOR) - Sample technical report with maps (or other method for showing spatial risk analysis) included. 3. STRATEGY/METHODOLOGY - Quality of proposed approach/methodology; - Quality of proposed Implementation Plan, i.e. how to undertake and execute each stage, with proposed project schedules - Inclusion of project-risk assessment - recognition of the risks/peripheral problems that might impact the firm s ability to deliver results and methods to prevent and manage these risks. Points Financial Proposal 4. FINANCIAL Assessment/review will include: - Overall fees proposed (daily rate) and evidence of a clear methodology for calculating fees. - Cost benefit comparison related to number and quality of personnel in the Proposal who will execute the Study. - Completeness of the Financial Proposal (ensure that all costs, including a methodology for calculating the costs of travel, salaries, insurance, time period etc. are included in the price offered). 25 TOTAL MARKS (100) Note: minimum passing score for technical proposal is 52 out of 75. The proposal receiving 52 scores or higher will be further considered for financial evaluation. 9

10 ANNEX 2: Template for Technical and Financial Proposal RFP # Date Name of Institution Applicant Type Legal Status of Institution Purpose Overall Qualifications Track Record Proposed Methodology using an indicative example Adaptation of the methodology for Climate Risk Analysis for Children Experience in reviewing national risk assessments Financial Proposal Individual Consultant/ Institutional Vendor / Corporate Vendor? In your own words, please confirm why you believe that disaster and climate risk analysis is critical to the work of UNICEF Please review your qualifications and comparative advantages in terms of meeting the requirements of this RFP. Please also confirm the structure of your team and the individual qualifications of individual team members. Please attach CVs for all individuals in Annex to the technical application, with their designated roles/functions in this LTAS clearly stated. Please explain specifically your history of relevant work experience that relates specifically to disaster and climate risk analysis in the EAP region. Please attach: A list of at least 2 references (names and contact details of previous employers); and 2) a technical report from a recent disaster risk analysis. Using the list of deliverables described in Section 5, please describe the methodology you would use for developing a Child-Centered Risk Assessment and the key questions you would pose for determining the parameters with UNICEF. Please briefly describe (in no more than 500 words) how your firm would adapt its methodology to perform more comprehensive analysis of how some of the slower onset impacts of climate change may affect children (not including extreme weather events). Please briefly describe (in no more than 500 words) if your firm has experience in advising national authorities on disaster and climate risk analysis and how you are well suited to review the extent to which these systems include child-related indicators, data. Using a separate excel spreadsheet, please attach a financial proposal which confirms your standardized rates for various types of services. If a breakdown is necessary by type of service, please use the deliverables listed in Section 5 as a guide. Firms are recommended to: Confirm daily rates by services provided or by indicative deliverable in Section 5 (and provide an explanation of the methodology for calculating daily rates based on the composition of teams and rates of individual consultants); Confirm methods for calculating travel fees (specify travel class and expectations for per diem calculations) Confirm if there are additional fees that will be included in technical proposals for individual contracts (understanding that these can not be added/negotiated after this proposal stage, considering the competitive financial evaluation process). 10

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