TERMS OF REFERENCE (TOR) FOR THE CONSULTANCY ON AFRICA UNION COMMISSION (AUC) ARCHIVES COLLECTION ASSESSMENT AND CONDITION SURVEY

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1 AFRICAN UNION AFRICAINE AFRICANA UNION UNIÃO Addis Ababa, ETHIOPIA, P. O. Box 3243, Telephone: , Fax: , website: www. africa-union.org CALL FOR EXPRESSION OF INTEREST/CV s TERMS OF REFERENCE (TOR) FOR THE CONSULTANCY ON AFRICA UNION COMMISSION (AUC) ARCHIVES COLLECTION ASSESSMENT AND CONDITION SURVEY Procurement No: AUC/SPPERM/C/9 August 2017

2 AFRICAN UNION UNION AFRICAINE UNIÃO AFRICANA Addis Ababa, ETHIOPIA, P. O. Box 3243, Telephone: , Fax: , website: www. africa-union.org I: Letter of Invitation 15 August 2017 Dear Sirs, FOR THE CONSULTANCY ON AFRICA UNION COMMISSION (AUC) ARCHIVES COLLECTION ASSESSMENT AND CONDITION SURVEY The African Union, established as a unique Pan African continental body, is charged with spearheading Africa s rapid integration and sustainable development by promoting unity, solidarity, cohesion and cooperation among the peoples of Africa and African States as well as developing a new partnership worldwide. Its Headquarters is located in Addis Ababa, the capital of Ethiopia. In seeking to achieve this objective, the African Union intends to strengthen its capacity to deliver by, among others, the implementation of a new organization structure. The African Union Commission invites applicants who are citizens of Member States of the African Union for the following consultancy position 1. Objectives of the Consulting Assignment The African Union Commission Archives is a repository of the African Union s information and knowledge. It aims at preserving information through management of archival documents and records. The archives will, soon, be moving to new premises. As a prelude to this, the Archives seeks to update all its operations and procedures as well as to have concrete strategies to mitigate any of its current shortcomings as soon as it moves to a new location.

3 2. Scope of the Assignment The scope of the services focuses on tasks that are necessary to achieve the assignment objective and the consultant is expected do the following. A. Conduct comprehensive collections assessment. B. Conduct a condition survey of the collections. C. Document a frank and objective viewpoint. D. Identify and document specific conservation and preservation issues E. Identify and document preservation challenges as well as mitigation strategies F. Chart a way a forward for the conservation strategy. G. Archives staff to be trained throughout the project. H. Document the conservation strategy. I. Recommending conservation mitigation methods and strategy 3. The address for deposit of CV s is CV s must be delivered in a written form to the address below not later than 1500 hours local time, August 31 st, tender@africa-union.org OR African Union Commission, Head of Procurement Travel and Store Division P.O. Box 3243, Roosevelt Street Addis Ababa, Ethiopia Tel: +251 (0) Ext 4305, Fax: Bidders may request for clarifications no less than 7 days from the deadline for submission, from The Chairperson, Tender Board, African Union Commission, Telephone number (+251) , Ext 4525, tender@africa-union.org 5. Proposals shall be valid for a period of 90 days. Late bids will be rejected and returned unopened to bidders. The Outer envelope should bear the name and address of the bidder. Yours sincerely, Carine Yemitia Toure Head, Procurement, Travel and Stores Division

4 AFRICAN UNION UNION AFRICAINE UNIÃO AFRICANA Addis Ababa, ETHIOPIA, P. O. Box 3243, Telephone: , Fax: , website: www. africa-union.org TERMS OF REFERENCE (TOR) FOR THE CONSULTANCY ON AFRICA UNION COMMISSION (AUC) ARCHIVES COLLECTION ASSESSMENT AND CONDITION SURVEY Background The African Union, established as a unique Pan African continental body, is charged with spearheading Africa s rapid integration and sustainable development by promoting unity, solidarity, cohesion and cooperation among the peoples of Africa and African States as well as developing a new partnership worldwide. Its Headquarters is located in Addis Ababa, the capital of Ethiopia. In seeking to achieve this objective, the African Union intends to strengthen its capacity to deliver by, among others, the implementation of a new organization structure. The African Union Commission invites applicants who are citizens of Member States of the African Union for the following consultancy position Objectives of the Consulting Assignment The African Union Commission Archives is a repository of the African Union s information and knowledge. It aims at preserving information through management of archival documents and records. The archives will, soon, be moving to new premises. As a prelude to this, the Archives seeks to update all its operations and procedures as well as to have concrete strategies to mitigate any of its current shortcomings as soon as it moves to a new location. Scope of the Assignment The scope of the services focuses on tasks that are necessary to achieve the assignment objective and the consultant is expected do the following. J. Conduct comprehensive collections assessment.

5 K. Conduct a condition survey of the collections. L. Document a frank and objective viewpoint. M. Identify and document specific conservation and preservation issues N. Identify and document preservation challenges as well as mitigation strategies O. Chart a way a forward for the conservation strategy. P. Archives staff to be trained throughout the project. Q. Document the conservation strategy. R. Recommending conservation mitigation methods and strategy Qualifications and Key staff Requirement The to be selected consultant should have extensive experience in Archives policies; procedures; standards and operations. Should have a proven track record of having worked with National Archives, international organizations and big private organizations. Be appropriately qualified with sufficient experience in Archival work, highly experienced in conducting archival collection surveys, provide evidence in having conducted similar works in the past. Provide reference sites for possible assessment of work done and demonstrate the relevant experience. Consultant Qualification and Experience Time Input in Man-Month Qualification: - Advanced university degree (Master s degree or equivalent) in Archives management. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree from a recognized Higher Education Institution. General experience:-minimum of 10 years work experience in Archival Management; policies; procedures; standards and operations. Specific experience:-be appropriately qualified with sufficient experience in Archival work, highly experienced in conducting archival collection surveys, provide evidence in having conducted similar works in the past. Provide reference sites for possible assessment of work done and demonstrate the relevant experience. 2 months consultancy and to assume work during the month of October through November 2017) Note Be in position to assume work during the month of October through November 2017 The selected Consultant must submit a project proposal together with a project plan inclusive of milestones and timeline, an analysis of costs and resources to

6 cover the full contract amount in dollars with cost linked to specific tasks to be under taken. The successful consultant will be expected to a conduct a briefing to the relevant stakeholders prior to the work commencement, outlining work strategies and plans and there after provide regular updates indicating progress for the duration of the project The consultant will be responsible for ensuring that the agreed deliverables are produced to quality standard, on time and within the budget. The consultant will work in close collaboration with the staff of the Archives and Knowledge Management to ensure that the objectives are accomplished. The consultant must provide the Archives unit with two (2) copies of well edited, well packaged and ready friendly final report and other related documents as well as softcopies on disc. To provide clear recommendations on conservation mitigation methods and strategy. Payment Terms The contract under this assignment is a lump-sum contract. A reimbursable amount under the assignment shall be paid on actual costs incurred upon submission of receipts and any other relevant documents. Deliverables Key tasks Inception reports Consultancy Proposal including work plan and comprehensive Analysis of the conditions of the Archives Collections.i.e, to a conduct a briefing to the relevant stakeholders prior to the work commencement, outlining work strategies and plans and always providing regular updates indicating progress for the duration of the project. Duration One week from the Contract Commencement date Conduct a condition survey of the collections and document a frank and objective viewpoint. Three weeks

7 Skills transfer through hands on training for the Archives staff. Identifying and documenting specific conservation and preservation issues pertaining to challenges and mitigation strategies. Final Report on the Assignment One weeks after the approval of inception report Three weeks One week Duration of the Assignment: The consulting assignment has two month during the month of October through November 2017 and the contract is nonrenewable. Commission's Support AUC will: Extend all support required for the project; Participate in Archival training throughout the project Provide timely financial support for smooth-running of the project; Provide office with thenecessary equipmentand connectivity required to carry out the assignment; Provide all the necessary data and information (including internal procedures) required to ensure that the consultancy is successful. Reporting Requirement For the purpose of execution of assignment, the Consultant is required to report to the Ag, Head of Knowledge Management and the Archivist The Consultant shall submit a progressive report at each stage..