INDIVIDUAL CONSULTANT PROCUREMENT NOTICE Date: 22.06.2015 Country: Description of the Assignment: Reference Code: Project Name: Turkey Evaluation of Concept Notes STSF/2015/IPA Future is in Tourism - Sustainable Tourism Support Fund (STSF) Period of Assignment/Services: 12 July 2015 August 2 nd 2015 (August 2 nd is deadline for deliverables, 10 working days is required) Proposals should be submitted by e-mail to price.proposal@undp.org.tr not later than July 1st 2015, 17:00 hours. The subject of the e-mail must include the description of the assignment and the reference code. Any request for clarification must be sent in writing, or by standard electronic communication to the address or e-mail 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. 1. BACKGROUND Please see Annex I (Terms of Reference). 2. SCOPE OF WORK, RESPONSIBILITIES AND DESCRIPTION OF THE PROPOSED ANALYTICAL WORK Please see Annex I (Terms of Reference). 3. REQUIREMENTS FOR EXPERIENCE AND QUALIFICATIONS Please see Annex I (Terms of Reference). 1
4. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS Interested individual consultants must submit the following documents/information to demonstrate their qualifications: A one-page Letter of Interest, explaining why they are the most suitable for the work Financial Proposal (please see section 5, below and Annex II) Personal CV, including past experience in similar projects and at least 3 references 5. FINANCIAL PROPOSAL The interested individual consultants must submit their financial proposals by following the guidance and the standard template provided in Annex II. Any deviation from the standard text may lead to disqualification. 6. EVALUATION The evaluation will be based on cumulative analysis (i.e. technical qualifications and price proposal). The weight of the technical criteria is 70%; the weight of the financial proposal is 30%. Candidates that obtain a minimum of 70 pts out of a maximum 100 pts will be considered for the financial evaluation. Candidates that do not meet the minimum requirements will be disqualified. Criteria Weight Maximum Points Technical 70% 100 pts Financial 30% 30 pts 7. ANNEXES The following annexes are an integral part of this procurement notice. In case of any conflict between the provisions of the Annex III and the procurement notice and/or Annex I and/or Annex II, the provisions of Annex III are applicable. Annex I: Terms of Reference Annex II: Price Proposal Guideline and Submission Form Annex III: Future is in Tourism STSF Call For Proposal Application Guideline 2015 (in Turkish) Annex IV: UN P11 Form 2
Annex I: Terms of Reference Individual Consultancy for Evaluation of Concept Notes Future is in Tourism - Sustainable Tourism Support Fund (STSF/2015/IPA) 1. Background United Nations Development Programme (UNDP) and the Ministry of Culture and Tourism (MoCT) have a longstanding partnership since 2007, focusing on various segments of tourism for local economic development. This partnership is designed in parallel to tourism diversification as mentioned in 2023 Tourism Strategy and focuses on different themes of tourism including but not limited to rural tourism, cultural tourism, winter tourism, sports tourism, youth tourism, accessible tourism through partnerships. Building on the existing experiences between MoCT and UNDP, and responding to the identified needs for supporting structures at the local level for sustainable tourism, Future Lies in Tourism Sustainable Tourism Support Fund (STSF) has been established with financial contribution and partnership of Anadolu Efes Company. The fund is established to provide local tourism actors and NGOs/Universities with necessary guidance, tools and resources to strengthen their capacities in order to contribute to the sustainable tourism development through partnerships with public and private institutions in the following ways: - Encouraging the development of awareness-raising, capacity development and research projects for sustainable tourism - Supporting innovative, creative, participatory processes, sustainable approaches, products and processes, gender-balanced projects of local tourism actors and NGOs that provide best practices for sustainable tourism implemented in partnership with public and private institutions - Strengthening the project development and implementation skills of local tourism actors and NGOs via implementation support, structured trainings, networking platforms (via regular meetings, conference and web portal) The project will conduct its activities through a grant scheme and training programmes, with a view to develop best practice examples and contribute to knowledge sharing in the area of sustainable tourism implementation. For detailed information please refer to www.gelecekturizmde.com. 2. Duties and Responsibilities of the Individual Consultants (ICs) The ICs will be responsible for the evaluation of concept notes according to criteria defined in the STSF Call for Proposal Application Guideline which will be used as a reference to individual consultants during evaluation process. The document will be provided in Turkish, is herewith attached as Annex-III and may be reached at www.gelecekturizmde.com) 1
The concept notes which will be evaluated and the scorecards which will be completed by the ICs are in Turkish. It is expected that the ICs will submit their scores, explanations for scoring and additional notes (if any) in Turkish. The printed version of the concept notes are approximately 10-20 pages including contact information and indicative budget form. The ICs will read and evaluate 8 projects per day. The number of days to be invested will be 10 working days for evaluation of concept notes. The number of concept notes to be evaluated will be appx. 80 which also will not affect the expected number of days to be invested by each IC during the evaluation process. Each concept note may also vary in substantive quality of inputs and number of pages to be read and evaluated which will not affect the amount of payments to the ICs. The concept notes will be provided to IC holders as softcopies in MS Word, MS Excel,.html,.pdf or.xps formats. The location of the evaluation is UN House, Birlik Mahallesi, Ankara. IC holders applying from inside and outside of Ankara should take into consideration the local travel and meals expenses. Travel to and from Ankara and accommodation in Ankara will be covered by UNDP. It is expected that the IC holders will evaluate concept notes and submit scorecards electronically to the UNDP team at the end of each evaluation in.doc or.docx formats. All evaluations by the same expert should have been submitted by August 2 nd. Submissions after the given date will not be accepted. IC holders will be available to communicate the UNDP team for any clarifications during the evaluations. It is expected that the ICs will; 1. Review relevant sections and pages 1 of STSF Call for Proposal Application Guideline (herewith attached as Annex-III) Relevant Sections and Pages of STSF Application Guideline o Pages 5-6: Section 1.1 Introduction - Sustainable Tourism o Pages 7-9 Section 1.2 Background - Future is in Tourism o Pages 10-11: Section 2.1 STSF - Objectives and Approach o Pages 12-14: Section 2.2-2.3 Eligible STS Fund Projects and Ineligible STS Fund Projects parts of the section o Pages 15: Section 2.4 General Conditions o Pages 23-24: Section 3.2.2 Technical Evaluation of Concept Notes o Pages 35-38: The structure of the STS Fund Concept Notes and indicative budget form o Pages 44: Budget Lines 2. Review Scorecard Template 3. Be present at the informative session on the first day of the assignment, delivered by the STSF team, to be announced to ICs upon selection 1 Page numbers are given according to the Turkish version of the STSF Call For Proposal Application Guideline (herewith attached as Annex-III). 2
4. Evaluate and score maximum number of eighty (80) Concept Notes as defined in the Section 3.2.2 Pages 23: Technical Evaluation of Concept Notes section of STSF Application Guideline and complete scorecards for each concept note separately. (10 working days from July 12 th to August 2 nd ) 5. Write brief explanations for scoring (for scores under 5) as defined in the Scorecard Template 6. Write additional notes (if any) to the section Assessor s Notes in the scorecard template, below the table. Additional notes may include complementary or contradictory issues in or between the concept notes, comments for the budget lines and overall budget etc. 7. Submit scorecards to UNDP as each project finished and/or as bulk (August 2 nd ) 8. UNDP Project Team may communicate with IC holders in order to request clarification for scoring when necessary. It is expected from the IC holders to respond to UNDP Project Team until August 10 th. The time spent during this process by ICs will not be considered as working days) 3. Institutional Arrangements The deliverables submitted by the IC holders will be reviewed by the UNDP Project Team and approved by UNDP Programme Manager for release of related payment amounts. UNDP is responsible for providing relevant project documents and background information to the IC holders. During the assignment he/she may use the facilities of the local project office in Ankara (i.e. internet access, printing, copying etc.) 4. Timing, Duration and Place of Work The assignment is planned to start in July 12 th and be completed by August 2 nd. However the Submission of scorecards to UNDP which is the main deliverable of the assignment is expected to be 10 working days and scheduled to August 2 nd strictly. Until August 10 th IC holders should be available to communicate in order to request clarification for his/her scoring. For clarification process there is no assigned number of working days. Place of work is Ankara, UN premises. 3
5. Qualifications Required Qualifications: General and Specific Professional Experience (will be evaluated as assets and scored according to years of expertise, number and relevance of demonstrated projects and institutions involved): Bachelor s Degree Fluency in Turkish and English Hands-on experience in the usage of computers and office software packages (MS Word, Excel, etc.) Demonstrated experience as an assessor in evaluating project proposals At least eight (5) years of professional experience in project/grant management, assessment, monitoring and evaluation or in relevant activities Demonstrated specific experience in grant scheme development and implementation Demonstrated specific experience in Tourism and/or Sustainable Tourism development Demonstrated specific experience in topics such as regional development, NGO empowerment, tourism and culture Working experience with International organizations Working experience with NGOs 6. Deliverables and Schedule of Payments The actual number of days invested by the IC holders to finalize the output will not change the amount of payment. The ICs are expected to invest 10 working days. The payments will be realized upon successful completion of deliverables and their approval by UNDP. It is expected that the IC holders will submit the deliverables on August 2 nd, 2015 and will be available to communicate until August 10 th, 2015 for further clarification in order to finalize the evaluation process. It is expected from the ICs to invest 10 working days in order to evaluate the concept notes. For clarification period there is no assigned number of working days. So the ICs will not expect any payment for provision of the clarifications. However the payments will be realized upon submission of all scorecards and requested clarifications. The IC shall be paid in TRY as total contract amount, as approved by UNDP. Hence, ICs are expected to submit their proposals in TRY. The amount paid to IC holders shall be gross and inclusive of all associated costs such as social security, pension and income tax etc. UNDP will not withhold any amount of the payments for tax and/or social security related payments. UNDP shall have no liability for taxes, duties or other similar charges payable by the Individual contractor in respect of any amounts paid to the Individual contractor under this Contract, and the Individual contractor acknowledges that UNDP will not issue any statements of earnings to the Individual contractor in respect of any such payments. 4
The IC will be paid total amounts communicated in the price proposal as consultancy fee. The payments will be based upon output according to the successful delivery of outputs as defined in the table below. Deliverables / Outputs Submission of scorecards and clarifications to UNDP Project Team and their approval by UNDP * Target Due Dates July 12 th - August 10 th 2015** Payment Amount 10 working days (100% Contracted value) * The number of scorecards to be prepared is expected to be maximum number of 80. Clarifications may or may not be requested. For details of the deliverables please refer to Section 2. Duties and Responsibilities of the Individual Consultants (ICs) **UNDP may ask for clarifications until August 10 th. For clarification period there is no assigned number of working days. So the ICs will not expect any payment for provision of the clarifications. However the payments will be realized upon submission of all scorecards and requested clarifications. 5
Annex II: Price Proposal Guideline and Template The prospective ICs should take the following explanations into account during submission of his/her price proposal. You are asked to propose your professional daily fee rate, which will be multiplied by the number of working/days indicated in the Terms of Reference to establish the total contract amount. The fee rate should be indicated in Turkish Liras (TL). The fee rate should be indicated in gross terms and hence should be inclusive of costs related to tax, social security premium, pension, visa (if needed) etc. UNDP will not make any further clarification on costs related to tax, social security premium, pension, visa etc. It is the applicants responsibility to make necessary inquiries on these matters. The payments to be made will be calculated on the actual number of working/days to be invested and reported (through timesheets) by the consultant for fulfillment/delivery of corresponding activities/deliverables. The number of working/days to be reported by the consultant cannot be more than the number of working/days, indicated in the service request allocated for the fulfillment/delivery of corresponding activities/deliverables. The travels (economy class flight or so) and accommodation (at a 4* hotel or higher) of the IC for the missions regarding tasks will be arranged and the costs will be borne by the UNDP. None of the travel related expenses will be paid or reimbursed to the IC. Other travel related expenses such as intra transportation, terminal, etc should be considered within the proposed daily professional fee. Once proposed and accepted, the fee rate cannot be changed. Please (a) copy the below text into a word processor, (b) indicate your daily fee rate as explained above, (c) do not change any part of the standard text (changing the standard text may lead to disqualification), (d) sign the document, (e) scan the signed version of the price proposal, and (f) send it as an attachment back to UNDP by replying to this email. 6
PRICE PROPOSAL FOR CONSULTANCY SERVICES Project Name: Future is in Tourism Sustainable Tourism Support Fund Position Reference: STSF/2015/IPA Dear Madam / Sir, I, the undersigned, offer to provide Professional Consulting Services as an Individual Contractor, to carry out the duties spelled out in the attached Terms of Reference for the sum as detailed below: Daily consultancy fee: TL [A] Total number of working days: 10 [B] Total price proposal:.tl [AxB] I confirm that the total price I quote is gross and it includes all kinds of expenses that will incur in relation to the Individual Contract, including but not limited to relocation expenses (such as visa, work and residence permits and expenses, etc.), and all legal expenses (social security, income tax etc.), which will be required by local law. I undertake, if my price proposal is accepted, to commence and complete delivery of all services specified, within the time frames stipulated in the Individual Contract. I agree to abide by this Proposal for a period of 60 days from the date on it and it shall remain binding upon me and may be accepted at any time before the expiration of that period. I accept that if I am selected to provide consultancy services, the payments shall be made in accordance with the payment conditions stipulated in the attached Terms of Reference. I understand that you are not bound to accept any Proposal you may receive. Date: Name of the Applicant: Address: Telephone/Fax: Email: Signature: 7