INDIVIDUAL CONSULTANT PROCUREMENT NOTICE (National Consultant External Facilitator) UNDP/PN/35/2017 Date: 18 August 2017 Country: Nepal Description of the assignment: After the promulgation of the new constitution in Nepal, strengthening social cohesion is a prerequisite in smoothly managing the transition to federal system, broader implementation of new constitution and enhancing democratic participation of marginalized communities. Conflict, unrest and social tensions of the past many years have created fissures that have the risk of being overplayed during the time of transition to federalism and implementation of the new constitution. Bringing back to inter-and intra-community cohesion, strengthening it further, rebuilding trust between the citizenry and state are key steps required for the next few years. Programs to support the communities to engage with each other culturally and socially, and for the state representatives such as the police and district development officials to collaborate through community-based activities are going to strengthen the social cohesion and community harmony and security. Given above, this new effort comes together in a new project Social Cohesion and Democratic Participation (SCDP). The project s main partner is the Ministry of Peace and Reconstruction. SCDP s work is divided into two distinct pillars; one focused on Risk Identification and the other on Risk Mitigation. The Risk Identification pillar consists of an Early Warning initiative with Near-term and Medium/Long-term components. The Risk Mitigation pillar encompasses three distinct initiatives that, taken together, form a comprehensive approach to addressing localized tensions and keep the social fabric intact. Both pillars would be shaped by a cross-cutting Gender and Social Inclusion (GESI) and Conflict Sensitivity approaches that ensure that processes are socially inclusive and equipped to navigate the socio-political complexities of local environments. SCDP has been using external facilitators as per the need for training and capacity building activities and facilitate SCDP s events in the project s programme areas. The project wishes to continue such services through the facility of Long Term Agreement with an external facilitator through public call. The LTA will be used to issue Individual Contract for the external facilitator as a resource person to work on workshops, trainings and meeting facilitations. The LTA holder will work in close coordination with the project s Technical Specialist and under the guidance of the Team Leader, Democratic Transition Unit (DTU). Number of consultant required: 1 Project name: Social Cohesion and Democratic Participation Project/UNDP Period of assignment/services (if applicable): Duty Station: Kathmandu with field visits in programme areas 1
Proposal should be submitted at the following address: Procurement Unit, UNDP (Ref.: UNDP/PN/35/2017: Technical Specialist, UN House, Pulchowk, PO Box 107, Kathmandu, Nepal or by email to procurement.np@undp.org not later than 1730 hours (Nepal Standard Time) 28 August 2017. Any request for clarification must be sent in writing, or by standard electronic communication to the e- mail: query.procurement.np@undp.org mentioning Procurement Notice Ref: UNDP/PN/35/2017: External Facilitator, on or before 22 August 2017. The procurement unit will respond in writing, including an explanation of the query without identifying the source of inquiry, to all consultants or via bulletin published on the UNDP website: http://www.np.undp.org/content/nepal/en/home/operations/procurement.html. Inquiries received after the above date and time shall not be entertained. 1. SCOPE OF WORK, RESPONSIBILITIES AND DESCRIPTION OF THE PROPOSED WORK Please refer to the attached ToR (Annex 1) Please submit your application at the following email address: procurement.np@undp.org 2. REQUIREMENTS FOR EXPERIENCE AND QUALIFICATIONS Education & Experience: Master s Degree in social science or related fields. At least 10 years of experience in relevant area of conflict related issue At least 10 years of experience in training design and/or facilitation of dialogue among civil societies, government officials and political party leaders Previous experience with facilitation of activities on Risk Identification and Risk Mitigation systems is an additional advantage. Proficiency in spoken and written Nepali is a must. Knowledge of local language will be an asset. 2
3. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSAL Interested individual consultants must submit the following documents/information to demonstrate their qualifications: Offeror s Letter to UNDP Confirming Interest and Availability for the Individual Contractor (IC) Assignment along with the completed financial proposal and PII template annexed to this letter. A cover letter with a brief presentation of your consultancy explaining your suitability for the work; A brief methodology on how you will approach and conduct the work (please refer to proposed Outline of Technical Feasibility Study annexed to TOR) Note: a) Applicants of 62 years or more require full medical examination and statement of fitness to work to engage in the consultancy b) The candidate has to be an independent consultant (If the candidate is engaged with any organization, the organization employing the candidate will be issued with a Reimbursable Loan Agreement (RLA) to release the employee for the consultancy with UNDP.) c) Due to sheer number of applicants, the procurement unit will contact only competitively selected consultant. 3
4. EVALUATION 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% * Financial Criteria weight; 30% Only candidates obtaining a minimum of 49 points in the technical evaluation would be considered for the Financial Evaluation. Criteria Weight Max. Point Technical Criterion A: Master s Degree in social science or related fields. (5) 5% 5 Criterion B: At least 10 years of experience in relevant area of conflict related issue. (20) Criterion C: At least 10 years of experience in training design and/or facilitation of dialogue among civil societies, government officials and political party leaders. (20) Criterion D: Previous experience with facilitation of activities on Risk Identification and Risk Mitigation systems. (20) Criterion E: Knowledge of local language. (5) 20% 20 20% 20 20% 20 5% 5 Financial Lowest financial proposal 30% 30 Contract will be awarded to the technically qualified consultant who obtains the highest combined score (financial and technical). The points for the Financial Proposal will be allocated as per the following formula: Lowest Bid Offered X 30 Bid of the Consultant * Lowest Bid Offered refers to the lowest price offered by Offerors scoring at least 70% points in technical evaluation. 4
ANNEX ANNEX 1- TERMS OF REFERENCES (TOR) ANNEX 2- GENERAL CONDITIONS OF CONTRACT FOR THE SERVICES OF INDIVIDUAL CONSULTANT ANNEX 3- P11 Form ANNEX 4 - OFFEROR S LETTER TO UNDP CONFIRMING INTEREST AND AVAILABILITY FOR THE INDIVIDUAL CONTRACTOR (IC) ASSIGNMENT 5
ANNEX 1 SOCIAL COHESION AND DEMOCRATIC PARTICIPATION TERMS OF REFERENCE I. Position Information Title: External Facilitator Department/Unit: Social Cohesion and Democratic Participation - DTU Reports to: Team Leader, Democratic Transition Unit Duty Station: Kathmandu Expected Places of Travel (if applicable): SCDP programme areas Duration of Long Term Agreement (LTA): From: 3 September 2017 To: 2 September 2019 (Not exceeding 250 working days, including travel days) Partial (explain) - Intermittent (explain) - Not exceeding 250 working days within LTA period II. Background Information After the promulgation of the new constitution in Nepal, strengthening social cohesion is a prerequisite in smoothly managing the transition to federal system, broader implementation of new constitution and enhancing democratic participation of marginalized communities. Conflict, unrest and social tensions of the past many years have created fissures that have the risk of being overplayed during the time of transition to federalism and implementation of the new constitution. Bringing back to inter-and intra-community cohesion, strengthening it further, rebuilding trust between the citizenry and state are key steps required for the next few years. Programs to support the communities to engage with each other culturally and socially, and for the state representatives such as the police and district development officials to collaborate through community-based activities are going to strengthen the social cohesion and community harmony and security. Given above, this new effort comes together in a new project Social Cohesion and Democratic Participation (SCDP). The project s main partner is the Ministry of Peace and Reconstruction. SCDP s work is divided into two distinct pillars; one focused on Risk Identification and the other on Risk Mitigation. The Risk Identification pillar consists of an Early Warning initiative with Near-term and Medium/Long-term components. The Risk Mitigation pillar encompasses three distinct initiatives that, taken together, form a comprehensive approach to addressing localized tensions and keep the social fabric intact. Both pillars would be shaped by a cross-cutting Gender and Social Inclusion (GESI) and Conflict Sensitivity approaches that ensure that processes are socially inclusive and equipped to navigate the socio-political complexities of local environments. SCDP has been using external facilitators as per the need for training and capacity building activities and facilitate SCDP s events in the project s programme areas. The project wishes to continue such services 6
through the facility of Long Term Agreement with an external facilitator through public call. The LTA will be used to issue Individual Contract for the external facilitator as a resource person to work on workshops, trainings and meeting facilitations. The LTA holder will work in close coordination with the project s Technical Specialist and under the guidance of the Team Leader, Democratic Transition Unit (DTU). III. Objectives of Assignment This Long-Term Agreement is intended for an External Facilitator who will be available to provide services on capacity building, process design, and producing learning and knowledge products on risk identification and risk mitigation systems. The consultant will work closely with the Technical Specialist and relevant SCDP team members to ensure that the objectives of the assignment have been fully achieved. IV. Scope of work/expected Results/Deliverables/Final Products Expected Scope of work: Capacity building: Serve as an expert or resource person for facilitation of workshops for risk identification and risk mitigation systems. Support in strengthening the capacity of local authorities and sub-national-level leaders to identify signs of emerging tensions through local networks and to relevant government entities, as well as to impart basic conflict analysis and dialogue/mediation skills to local networks. Process design: Support the programme staff on designing trainings and workshops for early warning and early response initiative, and for local participation and accountability initiative. Learning and knowledge products: Support in drawing and synthesizing lessons from field experience for project learning and dissemination to the wider field. Deliverables: Lead/Co-lead the design and facilitation of trainings/workshops to be conducted in programme areas. Support in developing learning and knowledge products like training manuals, materials, reflective papers, handbooks etc. as required by the project. Produce final report of the consultancy including reflection note on the trainings/workshops conducted. V. Recruitment Qualifications Education: Master s Degree in social science or related fields. Experience: More than 10 years of experience in relevant area of conflict related issue. At least 10 years of experience in training design and/or facilitation of dialogue among civil societies, government officials and political party leaders. Previous experience with facilitation of activities on Risk Identification and Risk Mitigation systems is an additional advantage. Language Requirements: Proficiency in spoken and written Nepali is a must. Knowledge of local language will be an asset. 7
V. Consultancy details and terms Number of days: This LTA shall be for 250 working days from 03 September 2017 to 02 September 2019. Specific number of working days will be detailed out in Individual Contracts that will be framed within this LTA with specific sets of deliverables. Mode of payment The consultant will be paid on: i. Lumpsum basis after the deliverables are completed, and verified by the Team Leader, DTU, if the consultancy is of short period. ii. Installment basis after the deliverables are completed, and verified by the Team Leader, DTU, if the consultancy is of long period. Inputs The consultant will work closely with SCDP staff members in Kathmandu and in the field offices. UNDP will cover travel and other associated costs within Nepal directly associated with the assignment as per UNDP rules. The full datasets will be returned to UNDP at the end of consultancy. All travel plans and costs must be agreed with UNDP prior to travel. UNDP will provide technical guidance and support throughout the duration of the consultancy. 8
OFFEROR S LETTER TO UNDP CONFIRMING INTEREST AND AVAILABILITY FOR THE INDIVIDUAL CONTRACTOR (IC) ASSIGNMENT (Ref. # UNDP/PN/35/2017 National Consultant External Facilitator) United Nations Development Programme Procurement Unit Nepal Date Dear Sir/Madam: I hereby declare that: a) I have read, understood and hereby accept the Terms of Reference describing the duties and responsibilities of National Consultant External Facilitator under the [SCDP]; b) I have also read, understood and hereby accept UNDP s General Conditions of Contract for the Services of the Individual Contractors; c) I hereby propose my services and I confirm my interest in performing the assignment through the submission of my Personal History Form (P11) which I have duly signed and attached hereto as Annex 1; d) In compliance with the requirements of the Terms of Reference, I hereby confirm that I am available for the entire duration of the assignment, and I shall perform the services in the manner described in my proposed approach/methodology which I have attached hereto as Annex 3 [delete this item if the TOR does not require submission of this document]; e) I hereby propose to complete the services based on the following payment rate: [pls. check the box corresponding to the preferred option]: An all-inclusive daily fee of [state amount in words and in numbers indicating currency] A total lump sum of [state amount in words and in numbers, indicating exact currency], payable in the manner described in the Terms of Reference. f) For your evaluation, the breakdown of the abovementioned all-inclusive amount is attached hereto as Annex 2; g) I recognize that the payment of the abovementioned amounts due to me shall be based on my delivery of outputs within the timeframe specified in the TOR, which shall be subject to UNDP's review, acceptance and payment certification procedures; h) This offer shall remain valid for a total period of days [minimum of 90 days] after the submission deadline; 9
i) I confirm that I have no first degree relative (mother, father, son, daughter, spouse/partner, brother or sister) currently employed with any UN agency or office [disclose the name of the relative, the UN office employing the relative, and the relationship if, any such relationship exists]; j) If I am selected for this assignment, I shall [pls. check the appropriate box]: Sign an Individual Contract with UNDP; Request my employer [state name of company/organization/institution] to sign with UNDP a Reimbursable Loan Agreement (RLA), for and on my behalf. The contact person and details of my employer for this purpose are as follows: k) I hereby confirm that [check all that applies]: At the time of this submission, I have no active Individual Contract or any form of engagement with any Business Unit of UNDP; I am currently engaged with UNDP and/or other entities for the following work : Assignment Contract Type UNDP Business Unit / Name of Institution/Company Contract Duration Contract Amount I am also anticipating conclusion of the following work from UNDP and/or other entities for which I have submitted a proposal: Assignment Contract Type Name of Institution/ Company Contract Duration Contract Amount l) I fully understand and recognize that UNDP is not bound to accept this proposal, and I also understand and accept that I shall bear all costs associated with its preparation and submission and that UNDP will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the selection process. m) If you are a former staff member of the United Nations recently separated, pls. add this section to your letter: I hereby confirm that I have complied with the minimum break in service required before I can be eligible for an Individual Contract. n) I also fully understand that, if I am engaged as an Individual Contractor, I have no expectations nor entitlements whatsoever to be re-instated or re-employed as a staff member. Full Name and Signature: Date Signed: Annexes [pls. check all that applies]: Duly signed P11 Form 10
BREAKDOWN OF COSTS SUPPORTING THE ALL-INCLUSIVE FINANCIAL PROPOSAL A. Breakdown of Cost by Components: (Please use only the applicable cost headings) Cost Components Unit Cost Quantity Total Rate for the Contract Duration I. Personnel Costs Professional Fees Life Insurance Medical Insurance Communications Land Transportation Others (pls. specify) 250 days II. Travel Expenses to Join duty station Round Trip Airfares to and from duty station Living Allowance Travel Insurance Terminal Expenses Others (pls. specify) III. Duty Travel Round Trip Airfares Living Allowance Travel Insurance Terminal Expenses Others (pls. specify) IV. Field visits outside duty station Travel and DSA will be paid extra for the field visits outside KTM Valley. The payment will be made for actual days as per UNDP policy. 11