Terms of reference GENERAL INFORMATION Title: Consultant SOP Get Airports Ready for Disaster Project Name : Safer Communities through Disaster Risk Reduction (SC-DRR) Phase II Reports to: NPM SC-DRR Phase II Duty Station: Home based Expected Places of Travel (if applicable): If travel/s required, will be upon approval from Project Director and/or Project Manager and covered separately. Duration of Assignment: 30 within 3 months REQUIRED DOCUMENT FROM HIRING UNIT TERMS OF REFERENCE (5) CONFIRMATION OF CATEGORY OF LOCAL CONSULTANT, please select : (1) Junior Consultant (2) Support Consultant (3) Support Specialist (4) Senior Specialist (5) Expert/ Advisor CATEGORY OF INTERNATIONAL CONSULTANT, please select : (6) Junior Specialist (7) Specialist (8) Senior Specialist V APPROVED e-requisition REQUIRED DOCUMENTATION FROM CONSULTANT V CV V Copy of education certificate V Completed financial proposal V Completed technical proposal Need for presence of IC consultant in office: partial (explain), meetings at the PMU SC-DRR office if required intermittent (explain) full time/office based (needs justification from the Requesting Unit) Provision of Support Services: Office space: Yes No Equipment (laptop etc): Yes No Secretarial Services Yes No If yes has been checked, indicate here who will be responsible for providing the support services: N/A Signature of the Budget Owner: Andrys Erawan/NPM SCDRR Phase II a.i.
I. BACKGROUND UNDP s support through the preceding project of SC-DRR Phase I to the GoI has delivered positive and significant results. The GoI expects UNDP to continue supporting GOI capitalizing on UNDP s capacity, experiences, network, and mandate, especially in upstream initiatives on pro DRR policy, planning, and budgeting. Inter-ministerial coordination and synergies on DRR and the integration of DRR and CCA are among policy areas that BNPB has identified that will strengthen its coordination role. This CCA-DRR integration is very much in line with one of the recommendations generated in last year s 5th Asian Ministerial Conference on Disaster Risk Reduction (AMCDRR) held in October 2012 and hosted by the Government of Indonesia, as articulated in the Yogyakarta Declaration. The declaration calls for: integrating local level disaster risk reduction and climate change adaptation into national development planning. SC-DRR Phase II through its sub-project, the Integrated Climate-induced Disaster Risk Management (IC-DRM) intended to support the Government of Indonesia address climate risks in their existing disaster risk reduction initiatives. The IC-DRM sub-project aims to achieve two main outputs 1) National DRR-CCA convergence framework developed to guide disaster and climate-risk management; and 2) Competence and ability of key government offices at national and subnational level strengthened in climate risk assessment methodology, data and information sharing mechanism, and master plans of several hazards including landslides, volcano eruption, etc. The achievements of this project s outputs will realise the climate-induced disaster risk reduction components (Components 1 and 2) of the umbrella project SC-DRR Phase II that contribute to making disaster risk reduction a normal part of the development process. Experience during the last ten years has reflected the need for Indonesia to enhance its capacity to manage airports understand during disaster relief operation and crisis. It is regocnised by the government that most of the airports across the country is under-equipped to handle the surge in activity and do not have disaster relief surge plans in place. Lack of ground-handling equipment to effectively off-load goods from planes, relevant warehousing plans at the airports, and clarity in application of standing or emergency procedures for processing of relief goods and supplies are examples of areas for improvement. During the crisis, especially on remarkable natural disaster incidents, the airports are frequently overwhelmed with the surge in relief aid cargo and the supports. To deliver the aid to the affected communities faster and efficiently, the airport authority should be well-prepared and able to maintain its operation and function. Consequently, it is important for airport authority to have the competency to undertake the surge capacity assessment during and post crisis. The result of assessment will be beneficial for offering recommendation for airport relief operation. To respond the above mentioned situation, UNDP, UNOCHA, and Deutsche Post A.G (DPAG-DHL) concluded a Memorandum of Understanding on 15 December 2005 to implement GARD programme in several disaster prone countries including Indonesia. Since the GARD programme was implemented in Indonesia in 2009, with the lead of the Ministry of Transportation (Kemenhub) and close coordination with the Indonesian National Disaster Management Agency (BNPB), there have been eight airports assessed, as the hub airports and destination airports; Sultan Hasanuddin Airport in Makassar and Mutiara Airport in Palu (2009), Ngurah Rai Airport in Bali and El Tari Airport in Kupang (2011), Polonia Airport in Medan and Sultan Iskandar Muda Airport in Banda Aceh, Fatmawati Airport in Bengkulu (2012), and Minangkabau Airport in Padang (2013). Since 2012, the programme has been fully funded by Kemenhub and using in-house trainers from Kemenhub as well. In 2014, Kemenhub with support from SC-DRR had conducted a kick off workshop for developing a Standard Operating Procedure (SOP) for GARD. It involved many different stakeholders in disaster crisis and airport operation such as BNPB, BPBD, Custom Immigration and Quarantine, Angkasa Pura, NGOs, PMI, etc. Following, the 2014 kick off workshop, in the programme will be rolled-
out by conducting a consolidation workshop to refresh the participants with the GARD concept and the need of SOP GARD which will be developed. The objective of assignment to facilitate the drafting of SOP GARD based on the GARD concept, best practices and lessons learned obtained during the GARD training and airport assessments. II. SCOPE OF WORK, ACTIVITIES, AND DELIVERABLES Scope of Work The consultant shall work closely with Ministry of Transportation and be under direct supervision of NPM SC-DRR Phase II facilitating the drafting of SOP GARD through but not limited to the following activities: Get actively involved in the preparation of the workshop including joining the preparation meetings if required, developing the TOR for the workshop and establish good communication and coordination between UNDP, Kemenhub and BNPB; Serve as a facilitator during the workshop in order to have a well organized discussion; Ensure all feedbacks obtained during the workshop are well noted and taken; Facilitate the SOP writing process and get actively involved contributing to the substance; Conduct advocacy to key government institutions and other non-government key stakeholders in order to gain buy-in and commitment in developing the SOP and its implementation; Establish and maintain good relationship with key and relevant stakeholders particularly government stakeholders and other non-government key stakeholders; Desk review and literature study on related documents. Expected Outputs and deliverables Review/approval time required to review/approve the outputs prior to authorizing payments. The consultant will submit one electronic copy in MS Word format with following deliverables. Deliverables/ Outputs Estimated number of Completion deadline Review and Approvals Required 1 st payment will be made upon the satisfactory submission of the report, following the approval from the NPM SC-DRR Phase II: Inception report which consists of the workshop preparation works and the workplan until the SOP GARD developed. 5 28 August 2 nd payment will be made upon the satisfactory submission of the report, following the approval from the NPM SC-DRR Phase II: Workshop report including the follow up actions. Draft SOP GARD based on the GARD concept, best practices and lessons learned obtained during the GARD training and airport assessments. 15 21 September 3 rd payment will be made upon the satisfactory submission of the report, following the approval from the NPM SC-DRR Phase II: Final draft SOP GARD 10 15 October
Follow ups actions III. WORKING ARRANGEMENTS Institutional Arrangement a) The Consultant SOP Get Airports Ready for Disaster will be under direct supervision of National Project Manager (NPM a.i). The consultant will conduct the activities mentioned under the section of Score of Works, Activities, and Deliverables. Under coordination of the NPM, the consultant will also coordinate and consult with the key stakeholders particularly line ministries. b) The consultant will establish close communication and coordination with NPM as direct supervisor. There is no regular/scheduled reporting other than the due dates of deliverables. Direct interaction through meetings and workshops will be determined later by NPM. c) The consultant will always consult with PMU SC-DRR for any project management matters and NPM for substantial matters. Key stakeholders mentioned above will provide feedbacks, suggestions, and recommendations to the consultant in order to produce the deliverables d) PMU SCDRR will not provide any facilities unless it is required and upon approval from the NPM a.i. Duration of the Work Duty Station a) The assignment will be accomplished in 30 within 3 months contract duration. The expected date of full completion will be end of October. b) The consultant is expected on board end of July. c) Estimated lead time for UNDP or Project Implementing Partners to review outputs, give comments, certify approval/acceptance of outputs, etc. is 3. d) Consequence/impact of any form of delay in the completion of the work will affect the availability of budget allocation and government planning and budgeting process. a) Duty station will be home based. b) The Contractor will not be required to report regularly or be present in the office during the work, including frequency of reporting, even if intermittent, unless it is determined later by NPM.a.i. c) Travel, if required will be determined later and covered separately. Travel Plan Below is an indicative travel plan for the duration of the assignment. The Consultant will be required to travel to the below indicated destinations and include the relevant costs into the proposal. There may be also unforeseen travel that will come up during the execution of the contract which will be agreed on ad-hoc basis. IV. REQUIREMENTS FOR EXPERIENCE AND QUALIFICATIONS I. Academic Qualifications: Education: Minimum a Master degree in management, economic, regional planning and other related major. II. Years of experience: Experience: a minimum 10 years of relevant experience in spatial planning, disaster risk reduction, disaster management. Experience in with government is essential, international organizations; Knowledge of Indonesian disaster management related policies and regulations and related policies in spatial planning area; Substantive experience in drafting concept note, strategic paper;
Experience in with senior government officials. III. Competencies and special skills requirement: Language: Proficient in English language, spoken and written. Ability to write reports, make presentation, facilitate discussion and workshops. Strong writing and analytical skills Excellent communication and interpersonal skills, team oriented work style, interest and experience of in multi-cultural environment. V. EVALUATION METHOD AND CRITERIA Individual consultants will be evaluated based on the following methodologies: Cumulative analysis When using this weighted scoring method, the award of the contract should be made to the individual consultant whose offer has been evaluated and determined as: a) responsive/compliant/acceptable, and b) Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation. * Technical Criteria weight; 70 point * Financial Criteria weight; 30 point Only candidates obtaining a minimum of 70 point would be considered for the Financial Evaluation Criteria Weight Maximum Point Technical (Criteria A+B+C = total 100%): 100% 100 Criteria A: qualification requirements as per TOR: A. Minimum a Master degree in management, economic, regional planning and other related major. B. Minimum 10 years of relevant experience in spatial planning, disaster risk reduction, disaster management. C. Substantive experience in drafting concept note, strategic paper. Knowledge of Indonesian disaster management related policies and regulations and related policies in spatial planning area. Strong facilitation skills. D. Experience in with government is essential, international organizations. 65% 65 point 5 point Criteria B: Brief Description of Approach to Assignment 35% 35 point