10 June 2015 TERMS OF REFERENCE FOR CITY OF JOHANNESBURG CLIMATE CHANGE STRATEGIC FRAMEWORK 1. ABOUT THE SACN The South African Cities Network (SACN) established in 2002, is a network of eight of the largest municipalities in the country. The SACN member cities are Johannesburg, Tshwane, Ekurhuleni, Mangaung, Buffalo City, Nelson Mandela Bay, ethekwini and umsunduzi. The network is mandated to promote good governance and management of its member cities using the knowledge of large city government experiences within the global and national economic development contexts; and to promote partnerships between or among the spheres of government in the interests of enhancing good city governance in South Africa. The goal of the SACN is to enable South African cities understanding of, preparedness for, and performance in playing their respective roles in driving local and national development. Towards this, the SACN has established the following Strategic priorities for the period: i) enable cities to act with a better understanding by enhancing their supporting policy, planning and data infrastructure; ii) transform the built environment function in cities, in particular by enabling effective strategies and systems for addressing spatial planning and land use, sustainable human settlements, and public transport; and iii) deal decisively with key vulnerabilities facing cities, in particular around the issues of natural resources, municipal finances, human capacity, and sociopolitical stability. It is against this background that the SACN supports one of its member cities, Johannesburg, in its environment and sustainability research agenda through the release of these terms of reference (Call for Proposals) to develop the Climate Change Strategic Framework for the City of Johannesburg. 1
1 BACKGROUND The City of Johannesburg s (CoJ) commitment to Climate Change (CC) mitigation and adaptation is clearly defined in the CoJ Growth and Development Strategy 2040 dated 2012. In line with the 2040 Growth and Development Strategy (GDS), which envisions a City that is resilient, sustainable and liveable, the CoJ now wishes to align, integrate, institutionalize and strengthen its climate change action across sectors. This will be facilitated through the preparation of a strategic framework that consolidates current and past work undertaken into a coherent framework that will provide a structured approach towards developing detailed strategies and action plans for mitigation and adaptation respectively as well as how to institutionalize the implementation and execution of such strategies 2 PURPOSE OF THE PROJECT The City of Johannesburg s Environment and Infrastructure Services Department (EISD) is mandated to develop strategies and policies, monitor and ensure compliance across the city. The main purpose of the project is to develop a Climate Change Strategic Framework as a process and a step towards the development of a Comprehensive Climate Change Strategy and Implementation Plan. Included in the Framework will be the recommendations and actions to institutionalize climate change. The City, through the SACN, is therefore putting forward the call for proposal to service providers to assist the City s Department of Environment & Infrastructure Services to develop the City s Climate Change Strategic Framework. Phase 2 of the project (outside the scope of this ToR) will address the actual development of a Comprehensive Climate Change Strategy as flowing from the Strategic Framework. 3 APPROACH There are two approaches to the development of a Climate Change Framework, leading to the detailed strategy as a second phase: Internal approach focusing on internal operations; External approach focusing city wide; To have meaningful impact to reduce GHG emissions, the City should focus on the city wide approach. It is therefore proposed to address both internal operations as well as external operations. In doing so, it is also proposed to develop a strong sector approach within the City. By capacitating the various sectors, each sector can take responsibility to initiate its own 2
innovative projects and at the same time mobilize society to implement low carbon practices within in the respective sectors. In order to achieve the above it is necessary to institutionalize climate change within sector context within the COJ. 4 SCOPE OF WORK CoJ requires the following specific elements to be included in the strategic framework: 1. Planning and strategy: CoJ needs mechanisms to set targets and prioritize CC related budgets in order to ensure climate change mitigation/adaptation value for money. In particular in the area of Climate Change Mitigation (CCM) this would be required given the capital intensive nature and number of potential measures. An approach should be defined for categorization, prioritisation and budgeting of Green House Gas emissions and climate change related initiatives. 2. Operations: Climate Change requires the collaboration between multiple departments within the municipality which adds a degree of complexity. The institutionalisation of a sector approach within the organisational structure of the city should be defined and accordingly structured. 3. Funding and financing will be a pre-requisite to the financial sustainability of effectively implementing climate change mitigation/adaptation measures. This should include (but shall not be limited to) the use of green bonds, carbon financing as well as other international and local funding/financing mechanisms. 4. Human resources: the current institutional capacity and identified strengths and weaknesses will inform the process of defining a way to close any competency and capacity gaps either internally or externally e.g. through collaborations with for example other cities or regions. 5. Monitoring and verification: measurement of progress on the basis of clear performance indicators is essential for the Mayoral Committee to make wellinformed decisions and adjust strategies. On the basis of current monitoring and verification instruments in place, a high-level plan will be defined on how to execute such a process towards implementation. Including the development of a high-level management dash-board with Key Environmental Indicators (KEI dashboard); 6. Public relations: CoJ highly values collaboration with and inputs from business and envisages establishing partnerships around certain key areas of mutual interest. An approach towards establishing partnerships with business should therefore be included. In addition, CoJ need the collaboration of its citizens and therefore citizens need to be made aware of the challenge at hand, measures implemented and progress made. An environmental internet portal could be one of the measures in order to establish this. 5 TIMEFRAMES The project is expected to start July 2015. A final draft framework should be available by mid-october 2015 (four months) and the proposal must include a breakdown of scheduled milestones to meet this deadline. 3
6 POLICY AND PROJECT CONSIDERATIONS The service provider(s) should take into consideration the following policies, legal frameworks, current projects and important networks when submitting proposals. Relevant documents are available: Draft Johannesburg Energy and Climate Change Strategy and Action Plan (2011) Approved Adaptation Plan Green House Gas Emissions Inventory for the City of Johannesburg Report Work that is currently underway: Energy Plan for the City of Johannesburg (City Power and EISD) Introducing a Low Carbon Approach and Principles into the Johannesburg Spatial Development Framework that is under review (AFD, EISD and Development Planning) Pioneering Low Carbon calculations for a section of the Corridors of Freedom The Department has partnership relationships with: i) C40 member city a. Participation in various networks b. Capacitation of COJ in Measurement and Reporting (Global Protocol For Communities GPC) ii) ICLEI a. Sector Capacitation iii) AFD as part of the Loan Funding Agreement a. Introducing Low Carbon into Spatial Planning b. Support in the development of a Climate Change Strategy iv) City of Paris a. Cooperation agreement between CoJ and CoP; b. Peer assistance 7 STRUCTURE OF THE PROPOSAL AND COMPETENCIES REQUIRED Company Ownership profile Contact persons and details of offices. Understanding and interpretation of the Terms of Reference Proposed Methodology/ Approach to undertaking the Climate Change Framework Details of similar assignments undertaken, including; o Demonstration of the expertise and qualifications of the team in Climate Change work o Understanding and experience in local government issues 4
CV s and project management, report writing and administrative skills of proposed project team indicating experience and skill to engage in the execution of the work, Work plan from the date of appointment outlining various project activities, timelines and reporting stages leading to the completion of the project. The workplan should clearly indicate planned stakeholder engagements, workshops and expected outcomes. Costing and timeframes for delivering on project. Costing should be itemized per milestone. VAT inclusive The team members CV with their detailed qualification and experience, relevant to this request in the proposal must be submitted to with the proposal. 8 EVALUATION CRITERIA Proposals will be evaluated on the basis of a relative assessment of value for money, which will be assessed on the basis of (a) professional fee structure inclusive of VAT with explicit rate fees and time; (b) qualification and track record of service providers (previous relevant projects); (c) understanding of the ToRs and methodology; (d) empowerment of previously disadvantaged groups. Shortlisted service providers may be called on at a week s notice to give a presentation before a final decision is made. 9 INVOICING AND GENERAL CONDITIONS Contracting is subject to the service provider signing a SACN contract with standard terms. Invoices must indicate the task and /or output and should include a short description of work done referring to any reports, as per the agreed payments schedule. No upfront payments will be made. Payments for works completed will be done within 30 days of submission of invoice. All invoices to be address to the South African Cities Network. List of invoices to be submitted are to be included in the draft plan of work. The SACN reserves the right to commission only a portion of the work. The contracting parties reserve the right to retain a portion of the service provider s fees pending completion of related work. 10 GENERAL Copyright of information obtained through the course of the project is the property of the City of Johannesburg and may not be sold or re-produced by the service provider without the prior permission of the City of Johannesburg. 5
All reports are to be bound and should have the City of Johannesburg logos on the cover page. No presentations of the report may be made without the prior permission of the City of Johannesburg. Appointment will be subject to signing a contract after the project initiation meeting. 11 SUBMISSION DEADLINE AND CONTACT DETAILS FOR SUBMISSION OF PROPOSALS Completed proposals must be emailed to Sadhna Bhana on Sadhna@sacities.net before 17h00 on 23 June 2015. Clearly marked hard copy proposals may be hand delivered to: SA Cities Network Joburg Metro building, 16th floor 158 Loveday Street, Braamfontein 2017 (C/o Sadhna Bhana) Queries on the call for proposals can be done telephonically on +27 11 407 6206 during office hours. Administrative queries can be directed to Sadhna Bhana and Technical queries to Gillian Maree. 6