INDIVIDUAL CONSULTANT PROCUREMENT NOTICE National Consultant - Establishment and operation of SAIDES in Nepal Reference No.: UNDP/PN/35/2016 Date: 10 August 2015 Country: Nepal Description of the assignment: To develop a detailed proposal jointly with the International Consultant for the establishment and operation of SAIDES in Nepal. The consultant is required to work under direction of ESP and Legal Division of the ECN and perform following tasks: Lead and manage jointly with the International Consultant for the outcome of the product. Take the overall responsibility for the quality and timely submission of the detailed proposal to ECN/ESP. Contribute to and ensure overall quality of the envisioned goal and objectives. Review the legal framework of the country providing necessary procedures for the establishment of an institute. Period of assignment/services (if applicable): Period of assignment/services (if applicable): A total of 28 days commencing from 24 th of August to 30 th of September, 2016 No. of Consultants Required: One Duty Station: Kathmandu, Nepal Expected Places of Travel (if applicable): Electoral Support Project Proposal should be submitted at the following address: Procurement Unit, UNDP (Ref.: UNDP/PN/35/2015 National Consultant Establishment and Operations of South Asian Institute for Democracy and Electoral Studies (SAIDES) in Nepal, UN House, Pulchowk, PO Box 107, Kathmandu, Nepal or by email to procurement.np@undp.org no later than 17 August 2016. Any request for clarification must be sent in writing, or by standard electronic communication to the address or to the e-mail address query.procurement.np@undp.org The procurement unit 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. SCOPE OF WORK, RESPONSIBILITIES AND DESCRIPTION OF THE PROPOSED WORK Please refer to the attached ToR (Annex 1) Please submit your application to the following email address: procurement.np@undp.org 2. REQUIREMENTS FOR EXPERIENCE AND QUALIFICATIONS I. Education & Experience: Advanced university degree in political science, international development, law or related field. At least 15 years work experience in Electoral Management Bodies of South Asia; Worked in an international capacity in the field of electoral assistance; preferable experience in the establishment of regional level institutes. II. Language Requirement: Fluency in English and Nepali having good command over written and speaking. Other Competencies: Strong analytical and writing skills and a track record of producing high quality reports High level of communication and interpersonal skills and experience in working effectively in a multi-cultural environment; Sensitivity to diverse opinions and difficulties arising from differing social and cultural perceptions;
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 or (IC) Assignment along with the completed financial proposal and P11 template annexed to this letter. Financial proposal indicating daily rate. DSA and travel cost will be borne by UNDP for field missions, if any. 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 (limit to under 1500 words); 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). Due to sheer number of applicants, the procurement unit will contact only competitively selected consultant. However, applicants can send enquiry to query.procurement.np@undp.org for status of the application.
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: The Consultant should have a relevant University or Master Degree Criterion B: The consultant should have at least 15 years work experience in Electoral Management Bodies of South Asia Criterion C: The expert should have worked in an international capacity in the field of electoral assistance; preferable experience in the establishment of regional level institutes. Financial 15% 15 30% 30 25% 25 Lowest financial proposal 30% 30 will be awarded to the technically qualified consultant who offers a lowest bid. 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 COFIRMING INTEREST AND AVAILABILITY
I. Position Information UNITED NATIONS DEVELOPMENT PROGRAMME TERMS OF REFERENCE Title: National Consultant for the Establishment and Operations of South Asian Institute for Democracy and Electoral Studies (SAIDES) in Nepal Department/Unit: Electoral Support Project, Governance and Rule of Law Unit, UNDP Reports to Duty Station : Andres del Castillo, Chief Technical Advisor, Electoral Support Project : Kathmandu Expected Places of Travel (if applicable): Electoral Support Project Duration of Assignment: 27 th August 2016 to 30 th September 2016 (28 days) Partial Intermittent: The assignment shall be based at Election Commission of Nepal. UNDP shall provide her/him with required support to the related activities in producing the outputs envisaged under this contract. Full time/office based: ESP administration shall provide her/him with logistic support to the related activities in producing the outputs envisaged under this contract. PROVISION OF SUPPORT SERVICES: Travel/DSA Yes No Office space Yes No Equipment (laptop etc) Yes No Secretarial Services Yes No II. Background Information The Electoral Support Project (ESP) Phase II consists of a 4-year (2012-16) technical assistance initiative to the Election Commission of Nepal (ECN) covering support to a cycle of elections. This include the 2013 Constituent Assembly elections and upcoming sets of elections as provisioned in the new constitution of Nepal promulgated in September 2015. The ECN successfully hosted the fifth meeting of the Forum of Election Management Bodies of South Asia (FEMBoSA) in Kathmandu in November 2014 adopting several resolutions and commitments thereon. One of the decisions of the meeting was to establish a regional level institute be called South Asian Institute for Democracy and
Electoral Studies (SAIDES) in Nepal to conduct research, exchange, documentation and consolidation of activities related to electoral learning and innovations taking place among FEMBoSA member-countries. The institute will be an independent, autonomous and commonly owned by all Election Management Bodies of South Asia. The goal is to create an institution with excellence in electoral process leading to improved governance and stronger democracies through electoral policy reforms. It aims to conduct cuttingedge research based on documented and consolidated knowledge created in the EMBs during their respective elections. It has prioritised the following strategies: Policy Research and exchange Regional and international faculty Collaboration with other similar institutions across the region and globally Production of research through contribution from scholars and researchers from among South Asian election experts, managers and academics Dissemination of research and findings through policy brief, research brief, issue paper. Creating pool of experts III. Objectives of Assignment The primary objective of the assignment is to develop a detailed proposal jointly with the International Consultant for the establishment and operation of SAIDES in Nepal. Specific objectives are: Prepare a preliminary proposal with regular discussion with Election Commission of Nepal and other South Asian Election Management Bodies. Provide modality for establishment, its functioning, different legal aspects, and strategies for the management of financial, human, and physical resources of the institute. Provide activities reflecting the nature of the institute. Provide sustainability plan for the institute. IV. Scope of work and Deliverables Scope of work The consultant is required to work under direction of ESP and Legal Division of the ECN and perform following tasks: Lead and manage jointly with the International Consultant for the outcome of the product. Take the overall responsibility for the quality and timely submission of the detailed proposal to ECN/ESP. Contribute to and ensure overall quality of the envisioned goal and objectives. Review the legal framework of the country providing necessary procedures for the establishment of an institute. Final Delivery A detail proposal for the establishment and functioning of SAIDES in Nepal.
A document for the establishment of SAIDES which should include establishment legal procedures, functioning modality, strategies for human and financial resources and sustainability plan. V. Recruitment Qualifications Academic Qualification Advanced university degree in political science, international development, law or related field Experience: Financial Control At least 15 years work experience in Electoral Management Bodies of South Asia; Worked in an international capacity in the field of electoral assistance; preferable experience in the establishment of regional level institutes. 10% upon submission of work plan and concept note. 90% upon submission of detailed proposal on establishment and functioning of SAIDES in Nepal DSA, Air fare and transportation charges outside KTM valley will be paid extra as per UNDP rule Time Schedule and reporting Administrative Control Language Requirements: The consultant shall complete the assigned scope of work within the defined time period and the specified deliverables shall be submitted to UNDP, ESP before end of the contract Participate in the meetings as and when requested by the ECN and UNDP ESP Fluency in English and Nepali having good command over written and speaking. None-disclosure Agreement The awarded company/consultant must agree and sign the none-disclosure agreement.
OFFEROR S LETTER TO UNDP CONFIRMING INTEREST AND AVAILABILITY FOR THE INDIVIDUAL CONTRACTOR (IC) ASSIGNMENT (Reference No.: UNDP/PN/35/2016) ANNEX IV Date United Nations Development Programme Procurement Unit Nepal Dear Sir/Madam: I hereby declare that: I have read, understood and hereby accept the Terms of Reference describing the duties and responsibilities of establishment and operation of SAIDES under the Electoral Support Project; a) I have also read, understood and hereby accept UNDP s General Conditions of for the Services of the Individual ors; b) 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; c) 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]; d) 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. e) For your evaluation, the breakdown of the abovementioned all-inclusive amount is attached hereto as Annex 2; f) 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; g) This offer shall remain valid for a total period of days [minimum of 90 days] after the submission deadline;
h) 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]; i) If I am selected for this assignment, I shall [pls. check the appropriate box]: Sign an Individual 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: j) I hereby confirm that [check all that applies]: At the time of this submission, I have no active Individual 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 Type UNDP Business Unit / Name of Institution/Company Duration Amount I am also anticipating conclusion of the following work from UNDP and/or other entities for which I have submitted a proposal : Assignment Type Name of Institution/ Company Duration Amount k) 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. l) 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. m) I also fully understand that, if I am engaged as an Individual or, 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