INDIVIDUAL CONSULTANT PROCUREMENT NOTICE Ref: PN/FJI

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1 Empowered Lives. Resilient Nations. INDIVIDUAL CONSULTANT PROCUREMENT NOTICE Ref: PN/FJI Consultancy Title : Preparedness and Recovery Consultant Project Name: Disaster Resilience for Pacific SIDs (RESPAC) Duty Station Suva, Fiji Duration of the Contract: Contract period: 6 months Number of working days: 100 Commencement and ends dates of assignment: 18 July -18 December 2017 Consultancy Proposal should be mailed to C/- UNDP Fiji MCO, Private Mail Bag, Suva, Fiji or sent via to procurement.fj@undp.org no later than 12 th July, 2017 (Fiji Time) clearly stating the title of consultancy applied for. Any proposals received after this date/time will not be accepted. Any request for clarification must be sent in writing, or by standard electronic communication to the address or indicated above. UNDP will respond in writing or by standard electronic mail and will send written copies of the response, including an explanation of the query without identifying the source of inquiry, to all consultants. Incomplete, late and joint proposals will not be considered and only offers for which there is further interest will be contacted. Failure to submit your application as stated as per the application submission guide (Procurement Notice) on the above link will be considered incomplete and therefore application will not be considered. Objectives: First to assist the RESPAC Project Management Unit with the implementation of the approved 2017 Annual Workplan, with emphasis on Component 2, specifically: To develop national level workplans for individual activities with budgets and implementation timeframe for To facilitate and support the delivery of the national and regional workplans for To provide technical support and guidance to support Meteorological and other sector linkages and enhance climate early warning systems in selected countries through use of regional capacity and specific organizations. To provide technical input to the drafting of a Regional Early Recovery Fund to be used by Agencies and regional organizations Secondly, to assist the BRH with the implementation of the school tsunami project specifically: 1. To develop country level work plans and budgets for the six countries (Fiji, Tonga, Samoa, PNG, Vanuatu and Solomons. 2. To facilitate and support the implementation of the school tsunami project. Background: 1. The Disaster Resilience for Pacific SIDs (RESPAC) is a 3-year project, funded by the Russian

2 Government that aims to build the overall resilience of PICs to address the negative impacts of climate change. RESPAC has 3 main components as outlined below: 2. Strengthened early warning systems and climate monitoring capacity in selected PICS; 3. Preparedness and planning mechanisms and tools to manage disaster recovery processes strengthened at regional, national and local level; 4. Increased use of financial instruments to manage and share disaster related risk and fund post disaster recovery efforts In the RESPAC Project Board meeting held in March 2017, the Project Board endorsed the 2017 Workplan with a total budget of USD 2.9m of which 55% or USD1.595m is under component 1, USD 0.575m under Component 2, USD 0.390m under component 3 and USD 0.344m under Project Management Unit (Annex 1). Component 2 is most diverse and requires specialist in depth knowledge of Disaster Risk Management (DRM) and its implementation is spread over the 15 Pacific Small Island Developing States and Territories (PICTs) that UNDP provide support to. 5. The aim in Component 2 is to strengthen PIC capabilities to manage disaster preparedness and planning mechanisms and recovery processes at the national and local level. This component will include strengthening capacity of selected PIC governments to establish disaster preparedness and disaster recovery mechanisms, to coordinate and manage disaster preparedness and post disaster recovery and improve coordination with regional actors and donors to support development and implementation of recovery frameworks. As a result, Component 2 provides for an active and diverse work programme for 2017 that includes regional reviews of Post Disaster Needs Assessment (PDNA), PDNA trainings and identifying data needs, training for national and sub national coordination for early recovery, review and strengthen community mechanisms for disaster training activities, review of community preparedness policies (CPP), train regional partners in recovery assessment methodologies and data coordination, collaborate with regional partners to streamline recovery assessment processes to address Pacific context and enhance leadership and co-ordination for disaster recovery through support to Disaster Recovery Framework DRF launches, follow-up training in monitoring and tracking recovery work, workshops, events and information sharing. 6. A tentative draft schedule in attached at Annex 2. To achieve its aim under Component 2, RESPAC will be working with a variety of actors especially NDMOs, Ministries of Finance and Planning, national cluster groups and international agencies who assist with disaster preparedness, response and recovery, such as the Pacific Humanitarian Team, development partners and regional organizations. 7. Currently, technical assistance to deliver Component 2 of RESPAC rests on the Project Management Unit, specifically the Project Manager, Deputy and the Project Associate. However, the volume of work is high and there is limited time to deliver all planned 2017 results for Component 2 before the end of the year. There is therefore a need for additional technical assistance to deliver the planned activities. 8. The main objective of the project school tsunami project in the Asia Pacific region is to mitigate the impact of tsunamis by enhancing school preparedness in high risk communities in the Asia Pacific region. It will benefit school children in schools to be selected in 6 countries in the Pacific region that are vulnerable to tsunamis. The project will be implemented by the United Nations Development Programme in collaboration with the Tohoku University, Japan and the International Tsunami Information Centre (ITIC), USA. At the national level, the Japan embassy, relevant country offices of the

3 Japan International Cooperation Agency (JICA) and UNDP Country Offices will be engaged. The project will be implemented over a period of one year. The envisaged project outputs include: i. Tsunami evacuation drills based on existing plans are prepared with engagement of schools and local authorities. ii. Tsunami evacuation drills for high risk schools are conducted and documented. iii. Lessons learnt from tsunami evacuation drills and guidelines for replicating and scaling up are made available and disseminated. Scope of Work Expected Outputs are: 1. Regional review of PDNAs; 2.DNA training for PICs and regional partners; 3. Early recovery training in for PICs and regional partners; 4. Country preparedness plans for up to three PICs; 5. Mechanisms to determine post disaster needs in local communities; and, 6. Strengthening school preparedness for tsunami in the Pacific region. Expected Deliverables are July August Provide detailed country level workplans for activities with budgets and implementation timeframes; Support community communication mechanisms for post disaster needs for PICS; Support Tsunami drill and documentary (video) for Solomons; September Support Tsunami drill and documentary (video) for Fiji; Support and regional PDNA review and workshop; Facilitate PHT/IGO awareness workshop of PDNAs including: awareness of development partners of DRFs and PDNA links; and collaboration with regional partners; October Facilitated training of regional partners in recovery assessment methodologies and data coordination; Facilitate PDNA training with data needs assessment documented for Cook Islands and Tonga;

4 November Community Preparedness Plans for Cook Islands and Tonga; Support Tsunami drill and documentary (video) for Samoa; Provide technical input for development of Early Recovery Fund. December National and subnational coordination for Early Recovery (ER), both national and regional); Resources Provided Desk, internet, stationary. RESPAC Staff based in the UNDP Pacific Offices in Suva and Apia will provide day-to-day support including arrangement of logistics. Travel between Suva to other countries will be arranged by UNDP as and when needed. The duty station will be UNDP Pacific Office, Level 7, Kadavu House, Suva. The IC is expected to travel to selected PICTs to facilitate disaster preparedness and planning training. Supervision/Reporting The RESPAC Project Manager will act as the primary supervisor for this consultancy and will be the first point of contact for the assignment. The consultant will also provide the necessary information to the Deputy Project Manager on monitoring and evaluation indicators under Component 2. The IC will report to the Pacific Office focal point for regional tsunami awareness project and the Asia Pacific focal point for regional tsunami awareness project. Institutional Arrangement The RESPAC Project Manager will act as the primary supervisor for this consultancy and will be the first point of contact for the assignment. The consultant will also provide the necessary information to the Deputy Project Manager on monitoring and evaluation indicators under Component 2. The IC will report to the Pacific Office focal point for regional tsunami awareness project and the Asia Pacific focal point for regional tsunami awareness project. RESPAC Staff based in the UNDP Pacific Offices in Suva, Port Moresby, Honiara and Apia will provide day-to-day support including arrangement of logistics will be provided by the RESPAC Support Staff. Travel between Suva (Main Duty Station) to other countries will be arranged by UNDP as and when needed. Duty Station The duty station will be UNDP Pacific Office, Level 7, Kadavu House, Suva. The IC is expected to travel to selected PICs to facilitate disaster preparedness and planning training.

5 Requirement for Qualifications & Experience Minimum educational qualifications: Masters in development, environmental policy development, climate change and project management, or other relevant disciplines in resource management disciplines Experience: At least 10 years of experience in area of specialization (Disaster Risk Management Planning and Coordination / conduct of similar deliverables e.g. PDNA trainings, Risk Assessments, Cost Benefit Analysis, review of disaster management policies). At least 5 years of experience in key areas (coordination with government agencies, regional agencies and development partners. At least 10 years of experience in project planning and management, and managing small budgets. At least 5 years of experience in planning workshops at national level as well as with communities, organizing logistics and Pacific knowledge. Language requirements Fluency of English language is required; and Knowledge of local non-verbal communication styles would be an asset. Competencies Ability to commence work and proceed rapidly, including working in intensive work environments; An action-oriented approach and strong drive for results; Working with teams of diverse capacities; Strong interpersonal negotiation, facilitation and communication skills; Strong analytical, reporting and writing abilities skills; Openness to change and ability to receive/integrate feedback; Ability to plan, organize, implement and report on work; Ability to work under pressure and tight deadlines; Comprehensiveness knowledge of disaster preparedness and planning mechanisms and tools to manage disaster recovery processes; Proficiency in the use of office IT applications and internet in conducting research; Outstanding communication, project management and organizational skills; Excellent presentation and facilitation skills. Demonstrates integrity and ethical standards; Positive, constructive attitude to work; and Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability. Proposal Requirements IC to submit the following ; Technical Proposal CV/P11 Form Cover letter/statement of how applicant meets requirement Methodology / Approach if required Names/Contacts of 3 referees Financial Proposal (Lump sum) Daily Consultancy Fee Living Expenses

6 Travel Expenses (Only full economy class fare/most direct route permitted) Financial proposal to be submitted separate from Technical proposal Payment Schedule: Payments will be spread across 6 monthly payments as per the following schedule: End July 2017 End August 2017 End September 2017 End October 2017 End November December In general, UNDP shall not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class they/ he/she should do so using their/his/her own resources. Evaluation Method and Criteria Cumulative analysis The proposals will be evaluated using the cumulative analysis method with a split 70% technical and 30% financial scoring. The proposal with the highest cumulative scoring will be awarded the contract. Applications will be evaluated technically and points are attributed based on how well the proposal meets the requirements of the Terms of Reference using the guidelines detailed in the table below: When using this weighted scoring method, the award of the contract may 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 weighting; 70% * Financial Criteria weighting; 30% Only candidates obtaining a minimum of 49 points in the Technical Evaluation would be considered for the Financial Evaluation. Interviews may be conducted as part of technical assessment for shortlisted proposals. Technical Criteria for Evaluation (Maximum 70 points) Masters in development, economics, environment, climate change resource management, project management or other relevant disciplines in disciplines. (10 points) Relevance of experience in area of specialization (Disaster Management Planning and Coordination/conduct of similar deliverables e.g. PDNA trainings, review of disaster management policies and community mobilization (30 points) Relevance of experience in key areas (coordination with government agencies, regional agencies and development partners (15 points) Experience in project planning and management, including experience engaging and managing consultants and managing small budgets (5 points) Experience of disaster risk management issues, preferably in the Pacific (5 points) Experience planning workshops and events, organizing logistics (5 points) **If necessary interviews shall also be conducted as part of the technical evaluation to ascertain best value for money.

7 Proposal Submission Offerors must send the following documents. i) Signed P11 form including names of at least 3 referees ii) Cover letter setting out: How the proposer meets the qualifications and experience required. iii) Completed template for confirmation of Interest and Submission of Financial Proposal Consultant must send a financial proposal based on a Lump Sum Amount. The total amount quoted shall be all-inclusive and include all costs components required to perform the deliverables identified in the TOR, including professional fee, travel costs, living allowance (if any work is to be done outside the IC s duty station) and any other applicable cost to be incurred by the IC in completing the assignment. The contract price will be fixed output-based price regardless of extension of the herein specified duration. Payments will be done upon completion of the deliverables/outputs. In general, UNDP shall not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources In the event of unforeseeable travel not anticipated in this TOR, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and the Individual Consultant, prior to travel and will be reimbursed. Consultancy Proposal should be mailed to C/- UNDP Fiji MCO, Private Mail Bag, Suva, Fiji or sent via to procurement.fj@undp.org no later than 12 th July, 2017 (Fiji Time) The P11 form and Template for confirmation of interest and Submission of Financial Proposal is available under the procurement section of UNDP Fiji website ( Women candidates are encouraged to apply